Fresno BabyFest Vendor Policies
The following policies apply to users of the vendor space.
PLEASE PRINT AND READ THROUGH THOROUGHLY, AS YOU ARE AGREEING TO THESE POLICIES WHEN YOU PARTICIPATE IN THIS EVENT:

*FOR VENDORS INVOLVED IN CHILDBIRTH--
PLEASE NOTE: The Fresno BabyFest is a supporter of the Coalition for Improving Maternity Services, and the Mother-Friendly Childbirth Initiative. As such, any vendor that is involved in childbirth MUST print this self-assessment form, fill it out and mail to us. This year we will be giving special recognition to those businesses that follow the Mother-Friendly Childbirth Initiative.

**FOR VENDORS SELLING INFANT PRODUCTS--Please make sure to read the items in the disclaimer regarding items that are NOT permitted at our Fest.

**PLEASE MAKE SURE TO READ EVERYTHING ON THIS PAGE THOROUGHLY, PARTICULARLY THE DISCLAIMERS AT THE BOTTOM OF THIS PAGE.

Communication--

1. Please note that the email address you provide upon signup will be the ONLY way we will communicate with you for updates and important info regarding the Fest...we simply do not have the staff or time to make phone calls to all of you in the event of group-wide updates. Therefore it is YOUR RESPONSIBILITY to regularly check your email.

2. Any communications made that you do not get (or don't get in time) due to your not checking your email regularly are not the BabyFest's responsibility.

3. All group messages are archived on the vendor yahoogroup and can be read at any time by visiting the link above. Individual emails are not on the group and are your responsibility to keep as needed, for reference purposes.

4. Make sure that if you have spam filters that you set them to allow all the BabyFest emails on the contact page.

5. Any emails lost in cyberland (which hopefully rarely happens) are not our responsibility, so check the yahoogroup regularly and if you feel that you've missed a communication from us personally, check in with the Vendor Coordinator: vendors (at) fresnobabyfest (dot) com  as needed.

6. Should you need to contact us for any reason, please visit the contact page to see the appropriate contact info. Please keep in mind that as the Fest approaches, we will be extremely busy, so please have patience with us if we are not able to immediately respond. But feel free to check back in with us if you don't hear from us.

7. Any emails (also called "posts") coming from the BabyFest Vendors yahoogroup will only be from the moderators...should you like to respond to any of them, just hit reply and your response will go directly to the vendor coordinator (who is also the group moderator)...it will not post to the group.

Payment Info--

1. FULL PAYMENT ($75) is required upon submission of your for-profit business, for space to be saved for you. We are no longer accepting half payments. Booths are still free for official nonprofits.

2. Booth space costs are non-refundable as of 60 days before the event (see deadlines for exact date)...They are only half-refundable before that time.

3. BOOTH FEES ARE NONREFUNDABLE IN THE EVENT OF CANCELING THE FEST, for any reason. (This is because we fund the majority of our event from your fees and are spending it on expenses as we go. PLEASE REMEMBER--This is a nonprofit event run entirely by volunteers.)

4. Your payment also secures your inclusion in our rain date, should we have to postpone due to inclement weather. MAKE SURE YOU ARE AVAILABLE FOR BOTH DATES.

Booth Space Info--

1. We will be assigning booth space and mapping booth assignments.

2. Booth space will be assigned on a first come, first serve basis according to when you have completed all paperwork, payments, and turned in your raffle items (for-profit businesses only).

3. YOU WILL NOT BE ASSIGNED A BOOTH SPACE UNTIL ALL PAPERWORK, PAYMENTS AND RAFFLE ITEMS ARE COMPLETE AND TURNED IN. (For-Profit businesses)

4. Raffle items are NOT required of nonprofits, but are always welcome.

Raffle Items Info (For-Profit businesses only)--

1. You are not officially part of the Fresno BabyFest until we have received your signup, payment AND YOUR RAFFLE ITEMS...Which means, no booth assignment, no table, no online listing, until you have EVERYTHING turned in...so get those raffle items in RIGHT AWAY!!

2. You may drop your raffle items off at The Discovery Center office at 1937 N. Winery, on the west side of Winery between Clinton & McKinley. Or contact our Raffle Coordinator: raffle (at) fresnobabyfest (dot) com ...for an alternate location.

Private Fundraisers--

1. The Fresno BabyFest does not allow raffles to be held at vendor booths.

2. The Fresno BabyFest does not allow silent auctions to be held at vendor booths.

3. You are allowed to sell items at your booth to raise money for your organization or charity.

4. You are allowed to do free prize drawings.

Equipment Info--

1. Your booth fees include use of an 8ft table and one chair. If you do not need a table rental, please specify on your signup form...however the booth fee remains the same whether you choose to use one of our tables or not.

2. If you need more chairs you need to bring them...Also, we encourage you to bring your own comfortable chairs, as our chairs will be simple folding chairs.

3. We do NOT provide table covering, please bring your own.

4. If you would like to pay for additional table rentals please contact our vendor coordinator: vendors (at) fresnobabyfest (dot) com, and specify HOW MANY and she can bill you for them. Extra tables are $10 each.

5. If you would like to bring your own extra tables, please contact our vendor coordinator:  vendors (at) fresnobabyfest (dot) com ...so she can allow for the extra space when mapping the grounds.

Weather--

1. Please note the original AND rain dates provided for this year's BabyFest. You will need to be available both days, just in case of inclement weather. (We don't want to be caught rained out again!) In the event of a reschedule, you will get an email sent to you so you MUST check your email regularly, particularly the day before and the morning of the Fest, before leaving to set up. It is not possible for us to make phone calls, so email is the ONLY way we will communicate with you.

2. Due to the possibility of rain or heat, we encourage all vendors to bring their own shade/rain tents.

3. In the event of light rain, the Fest will go on outside...so bring appropriate gear if it looks like it will be wet.

4. In the event of heavy rain, we will have to postpone the fest to our rain date (you will receive notice of this), as there are not appropriate indoor options at the site. If there is heavy rain on the rain date, we will have to cancel the event.

5. BOOTH FEES ARE NONREFUNDABLE IN THE EVENT OF CANCELING THE FEST, for any reason. (This is because we fund the majority of our event from your fees and are spending it on expenses as we go. PLEASE REMEMBER--This is a nonprofit event run entirely by volunteers.)

Extra needs (i.e. power, water, etc)--

1. If you need power or water (such as access to a hose) or any other extras for your booth, you need to let us know when you sign up.

2. We do not guarantee we can accommodate all requests, but we will try.

3. PLEASE BRING YOUR OWN EXTENSION CORDS and power strips...the longer, the better.

Morning of Event Set-Up--

1. For safety reasons, and to keep things running more efficiently, we will be assigning drive-up set up times. You will be notified by us prior to the Fest of your setup time slot and the specific procedure. This assigned time slot is for driving onto property only...if you are hand carrying or carting in your gear, you can set up at any time during the 7am-9:30am setup time, as long as you are all complete and ready to go by 9:30am.

2. You MUST arrive on time for your assigned drive-up set up time! (We cannot stress this enough.) If you are late, you will have less time to set up, as you will still HAVE to move your car off the grounds at the end of your time to allow the next people to set up.

3. Failure to arrive during your drive-up time slot will mean that you WILL NOT BE ALLOWED TO DRIVE ONTO THE GROUNDS FOR YOUR SETUP. Even with all this planning, the setup time still tends to be very hectic, so we do not have the extra time for people who do not show up for their setup time. You will have to park elsewhere and cart in your gear if you do not make your time slot. And your car must still be moved to the assigned vendor parking upon completion of your setup.

4. All vehicles will be moved off property and parked in the assigned vendor parking by 9:30am (roadway is also the entrance to the Fest).

Direct Sales Reps--

1. We're going with first come, first served on direct sales companies...only 1 booth per company.  Please email us: info (at) fresnobabyfest (dot) com ...to see if a rep from your company has already signed up.

2. If a virtual vendor for the same company submits info BEFORE an actual (non-virtual) vendor, they will be permitted access to the event via virtual vendor options...HOWEVER, if an actual vendor signs up before a virtual vendor, we will be turning away virtual vendors from the same company.

Parking--

1. Parking is an issue....ALL VENDORS & VOLUNTEERS MUST PARK IN THE DESIGNATED VENDOR/VOLUNTEER PARKING AREA, which is located in the University Village parking, on the east side of Winery. See map

2. Your car license plate will be taken upon entrance to setup and you will be notified if you are parked in an inappropriate spot, and asked to move immediately...so please park in the assigned spot.

3. PLEASE PARK AS FAR BACK IN THE LOT AS YOU CAN, saving the front parking for BabyFest attendees.

Tear-Down--

1. Vendors are asked to stay for the entire event, no tear-down until the event's end, at 3pm.

2. Please bring your borrowed chairs and tables to the center asphalt area at the end of the event. There will be a designated spot for this, just ask a BabyFest volunteer.

3. Please pick up and throw away all garbage around your area before you leave.

DISCLAIMERS--

Event management reserves the right of assignment, and to curtail exhibits in whole or in part that reflect against the character of the show.