Bay Team vendor policy
From BayTeam
Welcome, vendors!
We're glad that you are interested in participating in a Bay Team event.
Contents |
Important notes
- Please check each event's web page (see Portal:Events) for specific vendor notes and the general confirmation letter for details about the trial site, times, and accommodations.
- This policy might be different for each trial or site. Before each trial, contact our vendor-contact czar, who maintains a mailing list. Being on that list ensures that you will be informed of all the details.
Standard policy for all sites
Here is what you can do to help us partner for our event:
- Let us know at least 3 weeks before the event that you will be coming. Deadline is the closing date for the event.
- Return the vendor form filled out for each event. Vendors on the mailing list will receive it by email. Include a 2-to-3 sentence promo blurb, which we will e-mail to entrants prior to the event. We will continue to use it until you provide us with a newer blurb. Include any show specials or discounts that you will offer.
- Donate an item or gift certificate for merchandise or services to our Worker Appreciation Gift (WAG) Raffle for each day that you attend ($25 value or more). This will be for workers only...we do not sell tickets. You can bring your donations to the WAG raffle table any time after you set up.
- Vendors must register by closing date; this means we must have received your vendor info and payment (if we require it in advance) by that date.
- Vendors should also accept Bay Team certificates; The Bay Team will reimburse you.
- Pay our vendor charges. Most facilities charge for vendors, so we pass on that cost. You will be asked to pay the fixed fees when you sign up. Some fees may be collected on site. (For example, Twin Creeks collects 6% of sales, which they are obligated to pay the county due to the type of business they are running. They will collect this at the end of the business day. The Bay Team has no control over this portion and cannot negotiate it.)
- Set up any time after the rings are set on the Friday prior to the event, in your space in the area designated for vendors. Details will be sent out by the vendor-contact czar for each site. In general, you may drive in on the access roads (not on the grass), but must be unloaded and have your vehicle removed before the first dog runs each day. You may drive in to pack after the last dog runs on any day.
- Not all sites are suitable for every vendor. There may be limitations in booth area or not enough light for photographs or other restrictions set by the site or the resources needed to safely run a trial.
We do not limit the number of vendors, so we cannot tell you whether there will be vendors with similar products to yours on site. We do not grant exclusive rights to any vendor, and we reserve the right to refuse any vendor at our discretion.
Vendor Contact
Thanks for playing with us! For more info, email our vendor contact czar.
Twin Creeks site notes
- Some trials at this site are particularly popular with vendors, making vendor planning and set-up a challenge for all of us. Please read this detailed letter carefully. This list is only a summary of that content.
- TRASH: Make sure you remove all your trash to the trash cans, leave all cardboard flattened and neatly folded by the nearest trash can. If you sell merchandise in cardboard cartons, please inform your customer how to properly dispose of the cardboard.
- DRIVING AND PARKING: You can use the fire access gravel road for loading and unloading. You may not drive or park on the grass at any time, no matter what you see other people doing. Contact the show committee or vendor czar at any time if you have questions about this.
- FLYING OBJECTS: Baseballs often fly over the fence and land in the vendor area. You are present at your own risk.
- SPRINKLERS: We remind the site operator to turn off the sprinklers at night, but if they forget, you leave your merchandise overnight at your own risk.
- SECURITY: Some committee members camp on the field for security - this simply means they will call the police if needed; it does not mean that your merchandise is secure. We have never had a problem at this site, and the field gates are locked at night. HOWEVER, you leave your merchandise overnight at your own risk.
- ELECTRICITY: There is no electricity for vendors. The only available outlet is used by the club to its full capacity. Generators are allowed; this is a privilege, not a right. Please be considerate about the noise; they must be on a cord no more than 100' from your booth.
- FEES: Each 10 X 10 canopy space is $25 per day (e.g., for a 10 X 20 for 3 days, you will pay $150), in advance to The Bay Team, to offset what Twin Creeks charges us. ALL vendors will also be required to pay Twin Creeks (their representative will come by and talk to you each day) 6% of your sales. This money does not go to Twin Creeks nor to the Bay Team, but to the County. It is NOT a substitute for local sales taxes.
Santa Rosa site notes
Effective Octoboer 2008:
The Lyttle Cow Palace at the Sonoma County Fairgrounds in Santa Rosa is a covered area with a dirt surface; it is not enclosed, so be prepared for cold. We have heard that the lighting is not good for photographers. Electricity is available; you must bring your own long power cord.
- $40 for the weekend for a 20 x 10 booth or 10 x 10 booth or no booth.
- Vendor space is limited and will be assigned in order of check received.
- 20x10 booths may have to set up outside.
- Same fees even if you are only there one day. Sorry, that is the fair ground policy.
- Vendors will donate to the WAG (Workers Appreciation Raffle) each day they are there something of $25 value.
- Vendors must also accept Bay Team certificates.
Some vendors may be assigned to the cement area in front of where the kitchen used to be. That will mean hauling your stuff about 100 feet. Friday arrivals may be able to briefly bring in a vehicle to drop off in those locations.
To reserve a spot, contact our vendor czar.
