2018 Wedtoberfest Vendor Packet

Thank you for participating in Wedtoberfest’s 6th annual show! With 65+ vendors and breweries, we expect this show to be fantastic. This vendor packet should answer any questions you may have regarding your participation. Bookmark this page or copy and print. But first, read it thoroughly.

 

IMPORTANT DEADLINES
Thursday, September 20th – Last day to submit names for staff badges
Thursday, September 20th – Last day to submit names for comp tickets
Thursday, September 20th – Signed waiver due (or Certificate of Insurance for caterers)
Thursday, October 4th – Set up can begin after 2pm. ALL vendors MUST be set up no later than 5pm.

 

PRE-SHOW PLANNING
You have signed up for either the 30” round table, 6’ table, caterer’s space, or food truck/photo booth/open space. Please check your PayPal invoice if you don’t remember which one you paid for.

  • The 30” round tables are 30” in diameter and 30” in height. Your space will include the 30” round table and enough room to stand around or in front of your table. NO table coverings/linens are included.
  • The 6’ tables are 6’ long, 30” wide and 30” in height. You will have room to stand behind or in front of your table. NO table coverings/linens are included.
  • Caterers will receive two 8′ tables.  Please note, these tables are intended for your display and not as a prep station. There will be a shared prep kitchen on the first floor, available for the caterers involved in the show. Linens ARE included, IF requested.
  • Food Trucks, Photo Booth, and Open Space vendors will receive a wide-open space. Food trucks will be given enough space for their truck. Photo booths will be given an approximate 6’ by 6’ space for their booth and electricity. Open Spaces for specific vendor types will receive a 6′ by 6′ space. Please note, there are NO TABLES included with this space.
  • For sponsors, caterers, and breweries ONLY: If you opted for linens, those will be placed at your table. All linens provided will be WHITE basic cotton linens. For those who indicated on your application that you do NOT need a linen, none will be provided for you. If this has changed, let us know ASAP.

When you arrive at your space, your table will be set up for you and each vendor will receive a packet including vendor badges.

In fitting with the style of this event, large displays and backdrops are not encouraged. Guests will appreciate the intimate nature of this event and enjoy the opportunity to chat one-on-one with you. As such, chairs for vendors are provided only if specifically requested.

At the end of the show, all vendors will be responsible for making sure your space is free of debris and garbage. We will have recycling and composting stations set up for everyone to use! Please be eco-responsible. Any vendor who leaves a mess will not be allowed to participate in future events.

Suggested items you will want to bring:

  • Table coverings/linens (the tables are bare wood and need sprucing)
  • Tabletop display and/or signage that fits your brand (and your table size)
  • Extension cords and gaffers tape (if you requested or require electricity)
  • Business cards, handouts, marketing material etc.
  • A way to capture people’s contact info (we do not provide a lead list- this will be your responsibility and supplemented by Booth IQ)
  • Sample/blank contracts
  • Pens/paper
  • Snacks + water (do not bring/supply alcoholic beverages without a liquor license)
  • Swag items or mints/candy
  • A helper

If you are looking for ways to optimize your space or display ideas, we have created a Pinterest page with examples from previous Wedtoberfest events, as well as other examples found online. Follow this link for inspiration: https://www.pinterest.com/nyeventschicago/wedtoberfest/

Please Note: You are NOT allowed to suspend anything from the ceiling or walls.

 

BOOTHIQ
BoothIQ is a web-based app that helps vendors and attendees connect with one another in a fun and natural way.

Wedtoberfest vendors will be able to list promotions, contests and special offers to attendees via the BoothIQ mobile platform. Attendees can save their favorite vendors and special offers direct on their phones- making it easier to connect with vendors after the show. This is way more effective than any mass-marketed lead list would ever be!

The BoothIQ team will be reaching out to you directly to assist with setting up your listing.

 

ELECTRICITY & WIFI
Some spaces do not come with electricity or require you to bring an extension cord. Those who have requested electricity access in their application have been located near outlets. You MUST bring power strips, extension cords and gaffer’s tape or electric tape (to secure any loose cords). Caterers, photo booth vendors, and food trucks will be guaranteed electricity.

The venue does have WiFi, but please do not rely on it. We cannot be held liable if your access is slow or unreliable.
Make note, the network is: Artifact Events 2.4 & password is: ravenswood4325

 

LOAD IN / SET UP
Load in is Thursday, October 4th at 2pm.  All vendors must be set up completely by 5pm, NO EXCEPTIONS. You will use the loading zone marked in the front parking lot when loading and unloading. If you require a cart for loading in, you should bring your own. Please note: there is a freight elevator available, but it is not easy to access and you still have to take some stairs. If your space is located on the 2nd floor, it will be easier to take the main stairway up for direct access.

Food trucks and other large deliveries can access the courtyard from the alley east of Ravenswood (behind the building). This is a residential alley and trucks may be asked to move to allow through traffic. Please unload your items quickly and then move your car to park it. You MUST NOT stay in the loading zone for more than 10 minutes. There is plenty of parking in the area after 5pm and it is free. Before the start of the show, please move your car to the row of parking spots closest to the train, leaving the spots in front of venue free for guests to use.

LOAD OUT
Please begin breaking down your space immediately at event’s end (9pm), BUT NOT BEFORE. Pack up your space, then bring your car around to load out through the main door on the ground level. PLEASE NOTE: while there is a freight elevator available for use loading in, after 9pm you must take the stairs due to the noise of operating the freight. For this same reason, load out from the courtyard/alley is not possible unless you are a food truck.

Please make sure you clean up after yourself and remove all your garbage. Again, any vendor who leaves a mess will not be allowed to participate in future events. We would like to have everyone loaded out by 10pm if possible so that cleaning crews can begin to clean up. Due to neighborhood zoning restrictions, use of the venue’s dumpster is not allowed after 9pm. The units must be able to be closed flat. Any excess trash must be taken off-premise with YOU.

 

BADGES
Registered participants will receive two (2) badges/name tags during set up that will allow you to come and go from the building during show hours and to identify you to Wedtoberfest staff as exhibitors. If your business requires more than two workers (such as a caterer or musical group), please email us first before filling out the form and we will look at each request individually. Please note, additional helpers can gain admittance with one of your complimentary tickets (see below for details). To request badges, you must do so using this form LINK by Thursday, September 20th

 

COMPLIMENTARY TICKETS
Vendors are entitled to complimentary tickets to hand out to friends, family, and most of all, potential clients. Feel free to host giveaways on your blogs or any creative way to promote yourself using these free tickets. This year, each participating company is entitled to six (6) tickets. Each comp ticket is good for one individual (so a couple would take two tickets). Please note, that this event is for people ages 21 and up. Tickets include entry to the event, five (5) beer samples, and a pint of their choice.

To redeem your comp tickets fill out this form LINK
Please enter the required information by Thursday, September 20th
IMPORTANT: Under ‘Guest Info’ please enter the name and email for the person receiving the ticket. NOT your information.

Make sure you fill out this information and do not give the ticket form link to anyone. We will only accept the first six (6) tickets you sign up for. Vendors who abuse the system may be held responsible to pay for any extra tickets. Please let those six (6) guests know that they will receive a confirmation email closer to the event. We enter these manually and therefore do them in batches much closer to the event date. If you give away all your tickets but have more interested couples, please encourage them to still buy a ticket HERE and come out to the event. The more the merrier!

 

DIRECTIONS
The venue is located at 4325 N Ravenswood Avenue in the Ravenswood neighborhood of Chicago, just 7 miles north from the Loop.

Via public transit:
The Montrose brown line is just a few minutes walk from Artifact Events. The venue is nearest to the Damen, Ashland, Clark, and Montrose bus lines.

Driving:
Lakeshore drive is just a 10 minute drive east of Atrifact Events and easily accessible from Montrose. The expressway is about a 15 minute drive west via Irving Park or south via Damen/Webster Ave. There is plenty of parking available along Ravenswood right outside of the venue. We do recommend you take public transportation or taxi services if you’re planning on drinking!

 

OTHER INFO
As a reminder, at this time this show does not allow for the selling of any items. No vendor should plan on selling products at this event.

 

SPREAD THE WORD
Banners and badges can be found at the bottom of the page.  Save them to your desktop and put them on your website, blog, Facebook, and other social media pages, etc. Help us spread the word! While we have invested in PR this year, the show will only be as successful as the work we ALL put into it.

Also, we have A TON of postcards and posters that need to be distributed throughout the city. We mailed each vendor a packet of these printed materials- please keep some at your place of business to hand out to prospective clients and PLEASE distribute some at local establishments in your neighborhood. Some great spots to hit up are bars and restaurants, coffee houses, trendy shops, and fitness clubs. We’d love if you could share a couple postcards and one poster to 3-4 businesses in your hood 🙂  THANKS!

 

AGREEMENT AND WAIVER OF LIABILITY
In order to participate in the event you must fill out the Wedtoberfest Agreement and Waiver of Liability by Thursday, September 20th. An email has been sent to you from Adobe Echo Sign via the Carlene Smith (Naturally Yours Events) account to sign the form electronically (it only takes a second). If you did not receive said email, please inform us immediately at hello@wedtoberfest.com.

*For those vendors providing alcohol or food, a liquor license and a Certificate of Insurance is required. This Certificate must name Artifact Events, LLC as insured. You must also name Naturally Yours Events Inc. each additional insured for the day of the event. Please email them to hello@wedtoberfest.com by Thursday, September 20th.

 

RELEASE
Naturally Yours Events Inc., staff, producers, and sponsors will not be responsible for any damage or loss to vendor property, vendor sales, and/or possible injury, or death to the vendor. The event will go on regardless of weather. Refunds will not be given to any vendors that do not show up. Your space cannot be sold to anyone else. Table assignments are also subject to change. By participating in the event, you agree to these terms.

 

VENDOR ASSIGNMENTS
You can find your location below (right click to enlarge view) or by downloading a copy of the floor plan. Please note that if any changes need to be made, you will be notified ASAP. Because we will be utilizing the outdoor courtyard, we have created a back-up rain plan in the event of inclement weather. This will only affect a handful of vendors on the first floor. See additional plan for these changes (booth numbers will remain the same regardless).

SOCIAL MEDIA ASSETS

Use #wedtoberfest or #wedtoberfest2018 on social media. Please tag @wedtoberfest (facebook, twitter, instagram) in your posts and if desired, the organizer @naturallyyoursevents (facebook) or @nyeventschicago (twitter, instagram).

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