Vendor/Exhibitor Information 

Date: Saturday, June 27, 2020

Public Show Hours:  10:00 am – 5:00 pm 

Theme:  Tea & Health

Venue: 

Sacramento Scottish Rite Masonic Center, 6151 H Street, Sacramento, CA  

“The Scottish Rite Masonic Center is a beautiful facility on nine acres. This premier venue is located opposite the Sacramento State campus in one of Sacramento’s most beautiful and prestigious areas.”   (SSRMC Website) 

Sacramento Tea Festival (STF) has reserved the entire facility for our event. This includes the main ballroom for vendors, several large classroom areas, an outside area for food trucks and an additional grassy area for vendors who supply their own pop-up booths and where we are planning some demonstrations. 

 Submit Your Vendor/Exhibitor Application

Vendors & Exhibitors Overview: 

STF invites tea businesses and businesses who offer products that contain significant amounts of Camellia sinensis and those who have products that are compatible with tea in a way that provide a meaningful and enjoyable experience for our guests. Selection of businesses for this event will be made on the relevance of the products for our audience. Priority is given to tea, tea education and tea lifestyle. In order to build an interesting, thematic experience for our guests, organizers reserve the right to deny an application. If there are any concerns about whether or not an application, organizers will contact the applicant prior to making a final decision.  

STF is devoted to tea lifestyle, education, health and enjoyment. We strive to provide an educational and entertaining experience for persons interested in tea origins, history, health, consumption, and cultural diversity.

Applicants are requested to include a description, samples, photos and/or literature about the products or services to be exhibited and an educational component to their sales efforts. Show management reserves the right to reject the application based on quality or appropriateness to the STF. 

Furthermore any exhibitor who arrives for move-in with products different from what was stated in the application may be asked to leave and there will be no refund of booth payments. Management reserves the right to remove any unauthorized or inappropriate products during the Show.

 

Vendor & Exhibitor Booth Rates:

Booths include (1) 3×6’ covered table, (2) chairs, (1) dry trash can and (1) wet trash can for those preparing and serving tea.

* Electrical is an additional $25 fee

*10% discount on double/triple booth

Interior  10×10 (30) –   $300  

Interior    5×10 (5) –   $200

Exterior 10×10 (15) –   $100 (pop-up canopies not included)

Submit Your Vendor/Exhibitor Application

Additional Benefits for Vendors & Exhibitors: 

Everyone will be listed on the STF website when the reservation is paid and approved. Social media marketing will include all participants during the months preceding the show and as follow-up. Everyone will be listed in the printed version of the STF Show Guide and will be included as much as possible in all promotions for the show. Vendors and Exhibitors will be given five (5) additional passes that can be given to customers or used in promotions prior to the show. 

Vendor & Exhibitor Booth Reservations: 

We are using the SpinGo event application process. This integrates all festival information, offering additional benefits to the organizers, exhibitors, speakers and guests. Cut off date for all vendor applications is May 31st, 2020 or as soon as all booths are reserved. 

Vendor & Exhibitor Booth Payments: 

Upon acceptance of an application, organizers will confirm and invoice the applicant. Receipt of full booth fee completes the reservation process. (No deposits.)

Booth Assignments:

Booth locations will be assigned after June 1st. Choice of booth location is based on sponsorship level and then on a first come, first serve basis for fully paid booths (date of payment). Extenuating circumstances will be considered if presented in writing.

Cancellation Policy:

Cancellations prior to April 27th will receive a 50% refund. No refunds for booth cancellations will be made after April 27, 2020

Business Licenses: 

Vendors selling products are responsible for acquiring necessary selling permits for state and local government agencies. 

Liability Insurance:

All Vendors & Exhibitors must be covered by Liability Insurance while exhibiting at the Tea Festival – Vendors & Exhibitors must have liability insurance coverage that covers their business as it functions at the festival and that also covers the festival.

Please provide a Certificate of Liability from your insurance company.

A Certificate of Liability can be requested by you from your insurance company. This certificate should show, Sacramento International Tea Festival, as the certificate holder:

Note: There are not any specific limits required and should match your liability levels of your current policy. The usual amount is around $1,000,000 (or more) each occurrence, etc. Usually insurance companies will issue a Certificate of Liability Insurance at no charge.

Water Service:

STF will provide water heated filtered water in a large commercial kitchen for vendors who would like to brew and then serve tea in air pots without electrical service to their booth. Unheated, filtered water will be provided to vendors who want to use their own equipment in their booth. 

Online Vendor & Exhibitor Information:

All vendors and exhibitors will be represented with a logo and descriptive paragraph on the STF website (www.SacTeaFest.com). Additionally, vendors and exhibitors will be listed in our Festival Show Guide and represented on our app, both of which will be especially valuable on the day of the show. 

Submit Your Vendor/Exhibitor Application

Sponsorship Opportunities: 

Room Sponsor (4) $500

Tee Shirt Sponsor (4) $100

Media Sponsors Contact Organizers

In-Kind Donations Contact Organizers

 If additional opportunities for sponsorship become available, we will contact all registered exhibitors and vendors before offering them to new participants. We are open to your suggestions for sponsorship and promotions. 

 

Additional Advertising in the Festival Program:

In addition to the regular listing, exhibitors, vendors and sponsors can purchase display ads in the SacTeaFest 2020 Program.

The print version of the STF Show Guide is given to all attendees and can be downloaded as a PDF for advance promotion. It will also remain on the website after June. STF offers three program ad sizes:

Full Page (6 inch wide x 9 inch tall) for $200

Half Page (6 inch wide x 4.50 inch tall) for $100

Quarter Page Wide (6 inch wide x 2 inch tall) for $50

Quarter Page Square (3 inch x 4.50 inch) for $50

STF Hours of Operation:

Festival hours are 10 am – 5 pm. 

Exhibitors and vendors are to remain open for business for the duration of the festival. Prompt removal of all products, supplies and demonstrations is necessary.

 

General Exhibitor and Vendor Notes & Acceptable Products or Services to exhibit: 

The Show assigns exhibit space only for tea education and the promotion and sale of products and services specified in your application (including any subsequent modifications for which exhibitors have obtained approval before move-in). Vendors and exhibitors promoting or selling any other products or services will be required to remove them from their exhibit.

Vendors and exhibitors are not permitted to exhibit or promote their products or services outside the boundaries of their assigned space or other approved spaces.

Vendors and exhibitors are not permitted to play music or use any equipment that projects sounds, images or objects outside the bounds of their assigned space or at a volume level that interferes with any other vendor/exhibitor.

Vendors and exhibitors are not permitted to place signage outside the bounds of their assigned space.

Storage: 

There is no on-site storage other than within your booth and under your tables.

Exhibit Height Regulations:

For standard Aisle and Corner exhibit space the maximum height of displays and the contents of your exhibit located in the back half of your booth is 8 ft., except for the front 5 ft. of your exhibit that connects with an aisle. In this front 5 ft. the maximum height of walls and the contents of your exhibit is 4 ft. The reason for this policy is to allow for good sight lines up and down the aisles into your exhibit and all other exhibits. Height is adjusted for smaller spaces. The rule of thumb is to respect neighboring booths.

Fire Safety:

Any decoration or display item within 18 inches of an ignition source must be flame-proofed prior to the Show. Documentation must be submitted to the Exhibits Manager before move- in. Examples of “ignition source” are any electrical outlet and electrical extension cords. The Sacramento Fire Marshal insists on strict compliance by every exhibitor.

Photography is encouraged – with limitations:

Casual, amateur photography is allowed, and encouraged, throughout the Show. For reasons of public safety the use of tripods is not permitted in any aisle space during Show hours.

 

Vendor Listing on the festival’s website and in the Festival Program:

Exhibitor listing on the Show’s website www.SacTeFest.com with products and services included in description text as supplied by exhibitor.

Exhibitor listing in the Official Show Guide distributed on-site (exhibitors must submit accurate information at least 4 weeks prior to Show opening) if application and full payment is received by August 31st.

 

Exhibits must be related to tea education and the tea lifestyle: 

Applicants are requested to include a description, samples, photos and/or literature about the products or services to be exhibited and an educational component to their sales efforts. Show management reserves the right to reject the application based on quality or appropriateness to the Show whether returning or new vendors. Furthermore any exhibitor who arrives for move-in with products different from what was stated in the application may be asked to leave and there will be no refund of booth payments. Management reserves the right to remove any unauthorized or inappropriate products during the SacTeaFest.

General Booth Layout and Acceptable Products or Services to Exhibit:

  •  The Show assigns exhibit space only for tea education and the promotion and sale of products and services specified in your application (including any subsequent modifications for which exhibitors have obtained approval before move-in). Exhibitors promoting or selling any other products or services will be required to remove them from their exhibit.
  •  All Exhibitors are encouraged to have a significant educational component within their exhibit.
  •  Exhibitors are not permitted to exhibit or promote their products or services outside the boundaries of their assigned space or other approved spaces.
  •  Exhibitors are not permitted to play music or use any equipment that projects sounds, images or objects outside the bounds of their assigned space.
  •  The use of headset and hand-held microphones is prohibited
  •  Exhibitors are not permitted to place signage outside the bounds of their assigned space
    except in the case of Sponsors whose sponsor package includes such signage.
  •  The exhibit space price does not include decorations, storage, janitorial or other services.
  •  Additional services and/or supplies needed for your booth are all subject to show
    organizers discretion, must be arranged through show organizers before June1st, and all
    expenses will be the responsibility of the vendor.
  • Restocking with handcarts/dollies must be done prior to the SacTeaFest opening and after the
    Show closes each day, to ensure public safety.

If you have any questions or concerns, please contact Nami Thompson. 

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