FREQUENTLY ASKED QUESTIONS

2024 SHOW DATES:
Friday, Oct. 25th, 12PM-7PM with *Jingle Jamboree from 5PM-7PM
Saturday, Oct. 26th, 10AM-5PM 

WHEN IS VENDOR CHECK-IN & SET UP:
Thursday, Oct. 24th, 12PM-6:30PM
Friday, Oct. 25th, 8AM-11:30AM *Loading Dock will not be open on Friday
Saturday, Oct. 26th *Vendors may arrive as early as 8AM
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WHAT ARE THE BOOTH FEES FOR CHRISMTAS IN OCTOBER? 

• Prices start at $170 for a 10' x 10' space (see the Vendor Registration page for more details)

DO YOU CHARGE A FEE FOR USE OF ELECTRICITY?

• We do not charge extra for the use of existing outlets in the South Hall of the Amarillo Civic Center.
• The South Hall has 110 and 220 outlets, which are accessible to everyone either directly or via extension cords.
• If you have equipment that requires more electrical capacity than is available from the outlets, you may make your own arrangements and payments separately with the Amarillo Civic Center for an outside electrical line. 

WHAT IS THE CHECK-IN PROCESS? 

• Check in with the Vendor Registration Coordinator and receive your check-in packet before unloading your inventory.

            -The vendor registration table is located just inside the show entrance on the north side of the South Exhibit Hall.

• Vendors who have not arrived by 5:30PM on Thursday will forfeit their booth unless prior arrangements have been made with the registrar. (booth fees are NOT refunded)

LOADING DOCK PROCEDURE:

• The Loading Dock Coordinator will help you navigate access to the loading dock area.
• Venders will unload vehicles at Loading Dock #1 (west side), then promptly move your vehicle to the north parking lot to allow others access to the loading dock.
       - DO NOT LEAVE VEHICLES PARKED IN DOCK AREA AFTER UNLOADING- THEY WILL BE TOWED AFTER 30 MIN.
• You are responsible for unloading inventory yourself and setting up your own booth.
       -  Please bring a dolly if you need one; we have limited access to Civic Center equipment. We CANNOT guarantee access to Civic Center equipment nor will we hold/save carts or dollies upon vendor request. 
• For safety purposes, children under 12 will not be permitted in the dock area.
• The loading dock doors are NOT available on Friday and Saturday; use the main admission doors if you must bring in inventory either of those days.
  
  

WHAT ARE THE BOOTH SET UP GUIDELINES?

• Is pipe and drape required? 

             .  This year we are providing a pipe and drape backdrop for each space; the cost is covered in your booth fee. We are 
                providing the backdrop ONLY. No other pipe and drape is required. (e.g. for the sides)
             .  Vendors wanting additional pipe and drape must make their own arrangements to order, pay, pick up, set up, tear                    down, and return any pipe and drape not included in the booth fee. 

• What type of displays/walls are allowed in my space? 

             .  Pop-up canopies (must fit within your space and not infringe on neighbors)
             .  Solid walls (just be aware that electrical cords will be running under or through the walls)
             .  Grid walls
             .  Any arrangement on tables and shelving that will safely hold your product and allow customer traffic in your 
                booth.

• The Amarillo Civic Center has the following guidelines for room use: 

             .  No taping to walls, curtains, columns, or metal frames (Command hooks are acceptable)
             .  No items may be suspended from the ceiling
             .  No nails, staples, or pins are to be used to attach items to any area of the Civic Center
             .  No helium balloons
            No children under the age of 12 are allowed in the exhibit hall during set-up or take down

• Vendor booths should be stocked, packing containers taken away, and inventory ready prior to the doors opening at 12:00 noon on Friday and 10:00am on Saturday
• This is a HOLIDAY Market! We need your help making the atmosphere CHEERY & FESTIVE! Please consider this when planning your booth décor!
• Each vendor must prominently display their business name somewhere on their space. Signs with your booth #(s) will be provided by Sharing Hope Ministry and must be visibly displayed during the show. (This will make it easier for attendees, volunteers, etc. to find & identify your space.) 

WHAT IS THE POLICY ON PHOTOGRAPHY AT THE SHOW:
Sharing Hope Ministry does not enforce any guidelines related to photography at the show.
Vendors who do not want photos taken of their products are welcome to place signs in their booth restricting photography in their booth.
Reminder:  Sharing Hope will have a staff member taking photos for our web site during the show (vendors who did not agree to allow photos of their products / booth on the registration form will be excluded)

PACKING UP/LOADING UP:

• The Loading Dock Coordinator will help you navigate access to the loading dock.

            .  Please have all your inventory packed up and ready to go before bringing your vehicle to the loading dock.

• On Saturday, all Civic Center tables and chairs must be available for collection no later than 6pm. (1 hour after show closing)
• No children under the age of 12 are allowed in the exhibit hall during set-up or take down
• DO NOT begin packing up your booth prior to 5pm; this will be considered a policy violation.

           *   If you choose to pack up early, we will assess a fine equal to half of your booth rental fee and you will not be                    allowed back for future shows.

STATE OF TEXAS TAX I.D. (Please ignore this section if you already hold a Texas sales and use tax permit)
*Per the state comptroller's office (Fairs, Festivals, Markets, and Shows (texas.gov)-

• If you sell taxable items at a fair, festival, antique market, trade show, arts and crafts show, gun show or other type of market or show, you may be responsible for collecting and remitting Texas Sales and Use Tax.
• Sellers at fairs, festivals, markets and shows, including sellers from outside Texas participating at these events, are engaged in business in Texas and must have a Texas Sales and Use Tax Permit if they:
  • Sell taxable items or services
  • Take orders for taxable items or services; or
  • Use the event to promote selling taxable items or services
• The application is available online: http://www.comptroller.texas.gov/taxpermit. After completing the online application, each vendor will need to print and complete the online signature form then mail or fax it to the Amarillo Enforcement Office:
  • 7120 Interstate 40 West, Ste 220, Amarillo, TX 79106-2519
  • 806-358-0148
• Direct Sales Organizations: (STAR: State Automated Tax Research for the State of Texas)
  • A direct sales organization (or multi-level marketing company) is a person or entity who typically sells taxable items directly to purchasers through independent salespersons (e.g. representatives, consultants) and in or through a place of business. Examples include Pampered Chef, Mary Kay and Scentsy.
  • Sellers who are independent salespersons of consultants for a direct sales organization are not required to hold a sales tax permit. Instead, the direct sales organization is considered engaged in business in Texas and is required to collect and remit any Texas sales tax due.
• If you have any questions regarding this process, please contact the Amarillo Enforcement Office @ 806-358-0148

THANK YOU!!
WE ARE LOOKING FORWARD TO A WONDERFUL SHOW!!