Bay Area TinyFest Exhibitors - What you need to know!

EVENT DATES & TIMES:
Sat., September 14: 10am- 5pm
Sun., September 15: 10am- 5pm

LOCATION:
San Clara County Fairgrounds
344 Tully Rd. 
San Jose, CA 95111

SET UP / LOAD IN TIMES:
Friday, Sept. 13th:
10am- 1pm: Pro-Built Houses & Vans, plus Vendors with vehicle is part of exhibit
5pm- 8pm: 10x10, 15x10, 15x20, 15x30 Vendors

Saturday, Sept. 14th:
7am: 10x10, 15x10, 15x20, 15x30 Vendors
8am: All extra vehicles moved out of exhibit area to the vendor parking area.
9:30am: Vendor check-in deadline. Fee applies for late check in. 

Sunday, Sept. 15th
9:30am: Vendor check-in deadline. Fee applies for late check in.

REMINDER OF POSSIBLE FEES: 
When purchasing your exhibit space, you agreed to occupy your exhibit space 30 minutes prior to event opening and keep your exhibit open on Saturday from 10am-5pm and Monday from 10am-5pm. You agree to do so in a reasonable capacity, & without departing early unless prior arrangements are made. You will be charged a fee of $65 for each incident of being late and departing early.

Break-down and clean exhibit area is from 5pm to 8pm by Sunday and 8am to 10am Sunday. You will be charged a $65 fee, if breakdown starts before 5pm on Sunday.

TEAR DOWN / LOAD OUT TIMES:
Sunday, Sunday Sept. 15th:
5:30pm - 8pm
After the TinyFest teams makes sure all guests are safely out of the venue area, they will announce “All Clear” at which time vehicles can be brought into the venue area to load out. Fee applies for early tear down, before 5:00pm

Monday, Sept 16th:
All property must be removed from the exhibit area by 10am.

THE ONE BIG RULE:
NO vehicles may move in the exhibit area while attendees are present. TinyFest will give an “All Clear” when all attendees are safely out of the space. If you disobey this rule, you will not be invited to any future TinyFest events. NO EXCEPTIONS

CANOPIES:
Per fire code, we need to limit the number of 10x10 canopies that are next to each other inside. Therefore, if you plan to use a canopy as part of your display you must notify Tracy or Renee via email by August 16th so that we can plan accordingly.

RENTAL ITEMS — ELECTRICITY/ TABLES/ CHAIRS/ CANOPIES:
Electricity, tables, chairs & canopies are available to rent. You can order any of these options on the registration page. The cost of electricity will be doubled after August 16th 
Pro-Builders/Van Outfitters: https://tinyfest.regfox.com/2024-tfca-sj-builder-registration-
Vendors: https://tinyfest.regfox.com/2024-tfca-sj-vendor-registration-
SECURITY:
There will be overnight security Friday and Saturday and the building will be locked at night. Exhibitors should ensure that all merchandise is secured before leaving the grounds. Regardless, TinyFest can accept no responsibility for loss or theft of your merchandise.

VECHICLES INSIDE THE BUILDING - FIRE CODE:
Vehicles indoors need to have less than ¼ tank gas, propane removed & will need to disconnect the battery cables (for engine battery only) once they are in place. No one may stay overnight in their homes/rigs inside the building. 

INSURANCE:
Certificate of Insurance needs to be provided to Renee or Tracy prior to August 16th.

The following entities must be endorsed as Additional Insured on all policies: Tiny Fest, LLC & Santa Clare County Fairgrounds Management Corporation, the County of Santa County Clara, the State of California, and the California Fair Services Authority, and members of the County of Santa Clara Board of Supervisors and members of the Sana Clara County Fairgrounds Management Corporation Board of Directors, and each of their/its respective officers, agents and employees, individually and collectively as additional insureds.
The minimum coverage required is Commercial General Liability coverage of $1,000,000 per occurrence. The event dates, including set-up and tear-down, must be listed. The business address for Tiny Fest, LLC is PO Box 38, Umpqua, OR 97486.

If you do not have business insurance, ACT insurance provides an option for short term insurance at a reasonable rate. https://app.actinsurance.com/events/8121 Use the Code “TinyFest5” to save 5%
ENTRY PASSES:
When you arrive at the check-in table on load-in day, let us know how many wristband passes you will need for yourself and your staff for entry to the event on Saturday & Sunday.

PARKING:
You purchase a vendor weekend parking pass on Saturday when arriving. 

CAMPING:

SALES TAX PERMIT:
If onsite sales will occur, all necessary state sales tax permits must be obtained.

SOCIAL MEDIA:
We encourage you to share with your followers that you be at TinyFest California, where they can meet you in person! Creating an event in Facebook is a good way to draw extra attention to this. However, we do ask that you do not name your event TinyFest California, but rather we suggest you name it something like “XYZ at TinyFest California”.
The more attention we all drum up for the festival, the better it is for everyone! Please use the hashtags #tinyfestcalifornia

REFUNDS:
Refunds are available to an exhibitor who cancels more than 30 days prior to the event.

MISC:
There is no WiFi available, but cell coverage seems good with all carriers.
The event will take place rain or shine.

PETS:
Do not bring a pet. Only Service Animals are allowed. This does not include Emotional Support Animals.

BUILDERS - GETTING A HOLD OF RENEE:
On load-in day and event days Renee will not be checking emails or texts in a timely manner.  If you need to get a hold of her on Sept. 13, 14, & 15th you must CALL her cell phone. If she does not answer, she’s likely on another call and when call you back. Prior to September 13th feel free to call or email anytime.

VENDORS - GETTING A HOLD OF TRACY:
On load-in day and event days Tracy will not be checking emails or texts in a timely manner.  If you need to get a hold of her on Sept. 13, 14, & 15th you must CALL her cell phone. If she does not answer, she’s likely on another call and when call you back. Prior to September 13th feel free to call or email anytime. 
crossmenu