SETUP FAQ’S

 

VENDOR SETUP AND BREAK DOWN

VENDOR MAPS – Vendor Maps will be sent out before the show for your spot at the festival.

DELRAY BEACH:  Vendor Village starts at 10 AM – 5 PM.  Set up is on Saturday, November 2nd in the afternoon, early evening. Times to be announced.  We will be having our Glow White Party on Sat, Nov 2nd at Old School starting at 7 PM.  There are VIP Vendor Booths available for both days.  We also will have some time Sunday, November 3rd, 2019, from 8:00 A.M. to 9:30 A.M. to finish set up.  There will be security patrolling booths Sat night.   All booths must be set up and ready to go by Sunday, November 3rd, at 9:30 A.M.  Vendor Village opens at 10 AM on Sunday, Nov 3rd.   If you have special needs please contact Sam at yogafunday@gmail.com and make arrangements.  There are public parking spots all over Delray and near Old School Square. Please contact Sam for more information.

 

ARRIVAL & DEPARTURE PROCEDURES

-All Vendors will be assigned an arrival time, unloading location, and tent location. Please DO NOT be late for your assigned arrival time. You will be emailed these details before the event.  

-A designated unloading location will be assigned and vendor MUST adhere to their unloading specific location.

-Tent location assignments will be assigned on a first come, first serve location with Sponsor receiving priority for prime locations.

-All vendors must have their setup complete by 9:30 A.M.  Vendor Village starts at 10:00 AM

-Vendor space and tent setup should be creative and aesthetically pleasing. We support individuality and want your light to shine. This will contribute to all attendees’ festival experience. If you want to enter for a chance to win a FREE booth then let us know that you want to be part of the Designers Challenge Contest.  There will be designated areas that we need help decorating and if you sign up, participate and our judges select your design as the best then we will award you a FREE Booth next year! 

-If you are setting up your own tent, it must be weighted down. You cannot stake anything into the ground otherwise will result in a fine from City of Delray Beach.  

DO NOT LEAVE ANYTHING BEHIND.  IF YOU LEAVE TRASH IN YOUR BOOTH SPACE YOU WILL BE FINED AN ADDITIONAL $250.  TAKE ALL GARBAGE TO DUMPSTER ON SITE AND OR TAKE IN TAKE OUT.  LEAVE NO TRACE.

IT IS WINDY!  BRING ROCKS TO WEIGHT THINGS DOWN, TAPE TO TAPE THINGS AND CLIPS OR YOUR TABLECLOTHS.  EVERYTHING WILL BLOW AWAY IF NOT WEIGHTED DOWN.

Please note: Your booth fee does NOT include tents, tables or chairs.  You must bring them with you or pay in advance to have these set up at the day of the event.

-If you need electric, please be sure to bring your own extension cord that measures at least 25 ft and our team will get you set up. Please note, that there may be a fee for electric via the convention center.  We can not guarantee electric at your spot in Delray Beach. We will do our best to put you in a spot with electric but it is NOT GUARANTEED.

-After you unload, you will need to park in a nearby parking lot or garage. Parking in Delray Beach is varied with paid parking spots, parking garages, and street parking.

-Vendor Village runs from 10 AM – 5 PM.  Vendors can NOT break down until 5 P.M. NO EXCEPTIONS. DO NOT LEAVE ANY GARBAGE OR TRASH BEHIND OR YOU WILL BE FINED!

IF YOU LEAVE EARLY OR LEAVE TRASH BEHIND YOU WILL NOT BE ALLOWED BACK NEXT YEAR!

-Loading must be done quickly.  Be mindful of other vendors.  Do not block the pathway with your car. Please use the same loading space as your assigned unloading procedures.

-Please pick up all trash in your area. Do not leave any samples, products, boxes or any kind of trash behind. You will be FINED $250 by the Yoga Fun Day  and the City of Delray Beach may fine  you additional fees if your area is not tidy and free of liter.

WE PAY FOR YOUR VENDOR PERMITS WITH DELRAY so you don’t have to worry about registering with the city and getting a tax business lic. Note, food trucks must follow Delray Beach policies though and obtain lice and be inspected by health dept.

 

PRICES ARE SET AND NON-NEGOTIABLE. NON-REFUNDABLE.  NO EXCEPTIONS.

COSTS YOGA FUN DAY DELRAY BEACH

10X10 Booth space prices.  Please click here for Yoga Fun Day Delray prices.

DOES NOT INCLUDE A TENT.  DOES NOT INCLUDE TABLES.  DOES NOT INCLUDE CHAIRS.   

Tables, chairs and tents are NOT included but can added to your contract and rented in advance.

Please confirm before the show that you reserved a tent, table and chairs if needed as we want the event to run smoothly and you to have a great experience.   You must sign up and pay in advance for tent, tables and chairs.  Booth prices go up as we get closer to the event.  (We allow you to split a booth with a friend.)  Sign up early to guarantee your spot. Last year we sold out and turned away a lot of vendors.

HOW DO I SIGN UP MY STAFF?

We provide up to 4 vendor marketplace badges/wristlets and they are available during load-in at The Yoga Fun Day Registration Info Booth.  You must sign up your staff in advance with their first name, last name and email address so they are in our system.   

20 FREE tickets for Vendors with a 10 X 10 Booth.  You must sign up your attendees one week in advance of the show for them to receive free entrance to all of the classes/workshops. No exceptions, if you do  not sign people up one week in advance you lose your FREE tickets.   We can not sign up people the day of the show or the day before.  Please sign up friends and family, VIP customers etc one week in advance. If you need assistance redeeming your tickets or entering in ticket codes please contact ramona@yogafunday.com 

 

WHERE ARE OUR TICKETS?

Yoga Fun Day strives to be a green company and do our part to save the environment for future generations.  Thus, our tickets are all digital and online. We do NOT have paper tickets.  Once you are signed up as a vendor we will send you a video link on how to redeem your tickets for Yoga Fun Day. Each person attending we will need their first name, last name and email address in order to create them an online digital ticket and must be signed up one week in advance.  If you don’t sign people up in advance the tickets all expire and can not be used. Sorry no exceptions.  If you need assistance redeeming your tickets or entering in ticket codes please contact ramona@yogafunday.com 

 

HOW IS THE EVENT PROMOTED?

Including but not limited to the following: social marketing including (Facebook & Instagram), PR firm, and digital marketing campaigns per city.  We have over 17,000 followers online, national press, gorilla marketing, and print marketing, etc…

 

CAN WE GIVE OUT FOOD OR DRINK SAMPLES OF OUR PRODUCTS?

Yes, however you must go through the City of Delray Beach (If your a food vendor you might need additional insurance and a special permit for Delray Beach)  and follow the Health Department standards and guidelines before giving away food or drink samples.  Additional fees and or permits may be required.  No alcohol allowed to be served at this event. We have other events going on during the weekend that allow alcohol. Reach out to our team to discuss opportunities.

 

EXPECTATIONS

Vendors are expected to attend the entire duration of the event. If there are health reasons or an emergency preventing you from attending, please contact Ramona at ramona@yogafunday.com as soon as possible. A vendor that is a no show/no call is not acceptable, as an absence will disrupt the planned layout and appearance of the event.  Sorry no refunds.

We encourage you to have samples, participate in the social media drawings per hour and interact with our attendees. We strongly encourage you to donate something to the VIP goodie bag to represent your brand for these attendees. Please coordinate in advance.

 

INSURANCE/LIABILITY

Each person working the tent/booth for vendors is required to sign the Indemnification and Waiver of Liability Agreement that is found on our website before the event. You must sign them up in advance, they must be wearing a wristband to work at the event.

 

VENDOR LOCATION GUARANTEE

All vendors must fill out all of the paperwork and submit payment in FULL to be included in Yoga Fun Day.  We cannot guarantee a space if you do not sign the contract and or fill out your credit card authorization form.  We cannot put you on our website or advertise your company via social media if we have not received a signed contract and payment.  We must have final payment 30 days before the event.  We will supply a vendor site location map as we get closer to the event. Location placement will be assigned by the Yoga Fun Day Sales Team. First come, first serve basis for the event location vendor booth/tent.  

 

IS ELECTRICITY EXTRA?

No, but we can not guarantee you electricity.  Please request electric in advance.

 

IS THERE WIFI?

In Delray Beach there is NOT wifi as some of the festival is outside and other events inside.  

 

ADDITIONAL EQUIPMENT

If you require additional six foot tables, they are $50.00 each depending upon location. A 10X10 tent is an additional $200.00.  Please make prior arrangements with the Yoga Fun Day Sales Team and/or bring your own tables to the event. If you need pipe and drape, please coordinate in advance.  If you need electricity, please order in advance as it is not supplied in our basic booth packages and must be ordered via the our team and has might have an additional cost.  

CAN I SHIP MY BOOTH OR PRODUCT TO OLD SCHOOL SQUARE

No, sorry Old School Square is a historic site and can not accept or store your packages, booths or products.  Please make prior arrangements for load in and load out.