VENDOR FAQs

Browse through these FAQs to find answers to commonly raised questions. We encourage you to read through these FAQs

VENDOR SETUP AND BREAK DOWN

VENDOR MAPS – Vendor Maps will be sent out two weeks before the show for your spot at the festival.

SANTA CLARA:  Set up is on Sunday, September 29th, 2019, from 6:00 A.M. to 9:30 A.M. All booths must be set up and ready to go by Sunday, September 29th, at 9:30 A.M. If you have special needs please contact our Sales Team and make arrangements. Vendors can park for FREE in the Santa Clara Convention Center Parking Garage on the 2nd Floor. The second floor has a ramp and entrance to the convention center and we will be in The Atrium on the 2nd Floor.

 

DELRAY BEACH:  Set up is on Sunday, November 11th, 2018, from 6:00 A.M. to 9:30 A.M. All booths must be set up and ready to go by Sunday, November 11th, at 9:30 A.M. If you have special needs please contact Sam at yogafunday@gmail.com and make arrangements.  There are public parking spots all over Delray and near Old School Square. Please contact Sam for more information.

 

ARRIVAL & DEPARTURE PROCEDURES

-All Vendors will be assigned an arrival time, unloading location, and tent location. Please DO NOT be late for your assigned arrival time. You will be emailed these details by November 1, 2018.

-A designated unloading location will be assigned and vendor MUST adhere to their unloading specific location.

-Tent location assignments will be assigned on a first come, first serve location with Sponsor receiving priority for prime locations.

-All vendors must have their setup complete by 9:30 A.M.

-Vendor space and Tent setup should be creative and aesthetically pleasing. We support individuality and want your light to shine. This   will contribute to all attendees’ festival experience.

-If you are setting up your own tent, it must be weighted down. You cannot stake anything into the ground otherwise will result in a fine from City of West Palm Beach and Palm Beach Convention Center.  Vendors in Delray Beach also must weight down their tents or face a fine.

IT IS WINDY!  BRING ROCKS TO WEIGHT THINGS DOWN, TAPE TO TAPE THINGS AND CLIPS OR YOUR TABLECLOTHS.  EVERYTHING WILL BLOW AWAY IF NOT WEIGHTED DOWN.

Please note: outside tents at the Santa Clara Convention Center and Delray Beach Old School Square must be ordered through us and be white top festival tents.

-If you need electric, please be sure to bring your own extension cord that measures at least 25 ft and our team will get you set up. Please note, that there may be a fee for electric via the convention center.

-After you unload, you will need to park in a nearby parking lot or garage. There is garage at the Santa Clara Convention Center with a small parking fee.  Parking in Delray Beach is varied with paid parking spots, parking garages, and street parking.

-Vendors can not break down until 6 P.M. NO EXCEPTIONS. 

IF YOU DO YOU WILL NOT BE ALLOWED BACK NEXT YEAR!

-Loading must be done quickly. Please use the same loading space as your assigned unloading procedures.

-Please pick up all trash in your area. Do not leave any samples, products, boxes or any kind of trash behind. You will be FINED by the City of West Palm Beach, the City of Delray Beach and the Convention Center if your area is not tidy and free of liter.

WE PAY FOR YOUR VENDOR PERMITS WITH DELRAY.

 

PRICES ARE SET AND NON-NEGOTIABLE.

COSTS SANTA CLARA

10X10 Booths start at $699 without a tent and $799 with a tent, (1) 6 foot table, black tablecloth, two chairs.

Inside Prime Vendor Space – Your Own Room app 1500 sqft – $1500 (Only Two Spots) (3) 6 foot tables, two chairs.

Emerging Vendor starts at $250.  Please inquire for more information. MUST BE APPROVED IN ADVANCE.

COSTS DELRAY BEACH

10X10 Booths start at $450 without a tent and $110 extra for a white event tent. Tables and chairs are not included but can be rented through us via C4 Tents. Rates increase on 10-15-18 for final vendor call. (We allow you to split a booth with a friend.)

Start-up Businesses, Emerging Vendor start at $250.  SORRY SOLD OUT ONLY 6 SPOTS THESE SELL OUT FAST.  Contact us for more info. Sorry no splitting of Emerging Vendor Booths.  Must be approved by Sales Team. Sold out for Delray 2018.

We do have Vendor Spots for only $100 for our Fundraiser Kickoff Party on Fri, Nov 9th.

HOW DO I SIGN UP MY STAFF?

We provide up to 2 vendor marketplace badges/wristlets and they are available during load-in at The Yoga Fun Day Registration Table. 20 FREE tickets for Vendors with a 10 X 10 Booth.

 

WHERE ARE OUR TICKETS?

Yoga Fun Day strives to be a green company and do our part to save the environment for future generations.  Thus, our tickets are all digital and online. We do not have paper tickets.  Once you are signed up as a vendor we will send you a video link on how to redeem your tickets for Yoga Fun Day. Each person attending we will need their first name, last name and email address in order to create them an online digital ticket. 

 

HOW IS THE EVENT PROMOTED?

Including but not limited to the following: social marketing including (Facebook & Instagram), PR firm, and digital marketing campaigns per city.  We have over 15,000 followers online, national press, gorilla marketing, and print marketing, etc…

 

CAN WE GIVE OUT FOOD OR DRINK SAMPLES OF OUR PRODUCTS?

Yes, however you must go through the Convention Center and City of Delray Beach (If your a food vendor you might need additional insurance and a special permit for Delray Beach)  and follow the Health Department standards and guidelines before giving away food or drink samples.  Additional fees and or permits may be required.

 

EXPECTATIONS

Vendors are expected to attend the entire duration of the event. If there are health reasons or an emergency preventing you from attending, please contact Sam at yogafunday@gmail.com as soon as possible. A vendor that is a no show/no call is not acceptable, as an absence will disrupt the planned layout and appearance of the event.

 

We encourage you to have samples, participate in the social media drawings per hour and interact with our attendees. We strongly encourage you to donate something to the VIP goodie bag to represent your brand for these attendees.  Please coordinate in advance.

 

INSURANCE/LIABILITY

Each person working the tent/booth for vendors is required to sign the Indemnification and Waiver of Liability Agreement that is found on our website before the event.

 

VENDOR TENTS AT SANTA CLARA & DELRAY BEACH

For aesthetic purposes and to provide a uniformed look throughout the event, we require vendors to utilize our 10’x10’ white peak tents that we rent. Inside vendors are not required to have a tent.  Possible exceptions could be made for vendors who provide a tent that matches the overall theme of the event. Vendors are not permitted to use their own tents without prior approval from the Yoga Fun Day team.  

Please note: that it may be windy and or rain on the day of Yoga Fun Day. Be prepared with a wind jacket, and set up your tent in a matter that it is weighed down in case of windy conditions and/or rain. DO NOT stake your tent in the ground. You will be fined by the City and/or Convention Center.

VENDOR LOCATION GUARANTEE

All vendors must fill out all of the paperwork and submit payment in FULL to be included in Yoga Fun Day.  We cannot guarantee a space if you do not sign the contract and or fill out your credit card authorization form.  We cannot put you on our website or advertise your company via social media if we have not received a signed contract and payment.  We must have final payment 30 days before the event.  We will supply a vendor site location map as we get closer to the event. Location placement will be assigned by the Yoga Fun Day Sales Team. First come, first serve basis for the event location vendor booth/tent.

 

IS ELECTRICITY EXTRA?

Yes, electricity is extra (it is provided by the Convention Center) and usually ranges between $80-$120 per outlet.

 

IS THERE WIFI?

The WIFI works in the common areas of the Convention Center.  If you need WIFI at your booth or another location you can purchase it for the day via the Convention Center.  In Delray Beach there is not wifi as some of the festival is outside and other events inside.

 

ADDITIONAL EQUIPMENT

If you require additional tables, they are typically $50.00 each depending upon location. Please make prior arrangements with the Yoga Fun Day Sales Team and/or bring your own tables to the event. If you need pipe and drape, please coordinate in advance.  If you need electricity or WIFI, please order in advance as it is not supplied in our basic booth packages and must be ordered via the Conference Center team and has an additional cost.  If you want a professional booth setup, the conference center can help you coordinate these details.