Vendor Packet

2016 Wedtoberfest Vendor Packet

Hello. Thank you for participating in Wedtoberfest! With over 50 vendors and breweries, we expect this show to be fantastic. This vendor packet should hopefully answer any questions you may have regarding your participation. Print this out and read through it thoroughly.

PRE-SHOW PLANNING
You have signed up for either the 30” round table, 6’ table, caterer’s space, or food truck/photo booth space. Please check your PayPal invoice if you don’t remember which one you paid for.

  • The 30” round tables are 30” in diameter and 30” in height. Your space will include the 30” round table and enough room to stand around or in front of your table.
  • The 6’ tables are reserved for DJs, sweets vendors, and our brewery sponsors. The 6’ table will be 6’ long, 30” wide and 30” in height. You will have room to stand behind or in front of your table.
  • Caterers will receive two tables, one 10′ farm table and a second 6′ back farm table.  Please note, these tables are intended for your display and not as a prep station. There will be a shared prep kitchen available for the caterers involved in the show.
  • Food Trucks and Photo Booth vendors will receive a wide-open space. Food trucks will be given enough space for their truck. Photo booths will be given an approximate 6’ by 6’ space for their booth. Please note, there are no tables included with this space.

When you arrive at your space, your table will be set up for you and each vendor will receive a packet including vendor badges and a program. For caterers and breweries, If you opted for linens, those will be placed at your table. All linens provided will be WHITE basic cotton linens. For those who indicated on your application that you do NOT need a linen, none will be provided for you. If this has changed, let us know ASAP.

In fitting with the style of this event, large displays and backdrops are not permitted. Guests will appreciate the intimate nature of this event and enjoy the opportunity to chat one-on-one with you. As such, chairs for vendors are not provided, unless specifically requested.

At the end of the show all vendors will be responsible for making sure your space is free of debris and garbage. We will have recycling and composting stations set up for everyone to use! Any vendor who leaves a mess will not be allowed to participate in future events.

Suggested items you will want to bring:

  • Table coverings (if you opted out of the provided linen)
  • Small tabletop display and/or signage that fits your brand (and your table size)
  • Business cards, handouts, etc (LOTS)
  • Sample/blank contracts
  • Snacks + bottled water
  • A friend/helper
  • Pens/pencils
  • Swag items or mints/candy

If you are looking for ways to optimize your space or display ideas, we have created a Pinterest page with examples from previous Wedtoberfest and Indie Wed events as well as other examples found online. Follow this link for more info: https://www.pinterest.com/paperstories/wedtoberfest-display-ideas/

Please Note: You are not allowed to suspend anything from the ceiling or walls.

ELECTRICITY & WIFI
Some spaces do not come with electricity. Those who have requested electricity access in their application have been located near outlets. You MUST bring power strips, extension cords and gaffer’s tape or electric tape (to secure any loose cords). Caterers, photo booth vendors, and food trucks will be guaranteed electricity.

The venue does have WiFi, but please do not rely on it. We cannot be held liable if your access is slow or unreliable.
Make note that the network is: Artifact Events and password is: Weddings.

vendor-parking

LOAD IN / SET UP
You can begin load in and set up after 2pm. All vendors must be set up completely by 5pm, NO EXCEPTIONS. You will use the loading zone marked in the front parking lot when loading and unloading. There is a freight elevator available. If you require a cart, you must bring your own. Food trucks and other large trucks can access the courtyard from the alley east of Ravenswood (behind the building). Note this is a residential alley and trucks may be asked to move to allow through traffic. Please unload your items quickly and then move your car to park it. You MUST NOT stay in the loading zone for more than 10 minutes. There is plenty of parking in the area after 5pm and it is free. Before the start of the show, please move your car to the row of parking spots closest to the train, leaving the spots in front of venue free for guests to use.

LOAD OUT
Please begin breaking down your space immediately at event’s end (9pm), BUT NOT BEFORE. Pack up your space then bring your car around to load out through the main door you entered from. PLEASE NOTE: there is a freight elevator available for use until 9pm, after 9pm you must take the stairs. Please make sure you clean up after yourself and remove all your garbage. Again, any vendor who leaves a mess will not be allowed to participate in future events. We would like to have everyone loaded out by 10pm if possible so that cleaning crews can begin to clean up. Due to neighborhood zoning restrictions, use of the venue’s dumpster is not allowed after 9pm. The units must be able to be closed flat. Any excess trash must be taken off-premise with YOU.

BADGES
Registered participants will receive two (2) badges/name tags during set up that will allow you to come and go from the building during show hours and to identify you to volunteers as exhibitors. If your business requires more than two workers (such as a caterer or musical group), please email us and we will look at each request individually. Please note, additional helpers can gain admittance with one of your complimentary tickets (see below for details). To request badges, you must do so using this form: http://tinyurl.com/2016badge by Friday, September 16th.

COMPLIMENTARY TICKETS
Vendors are entitled to complimentary tickets to hand out to friends, family, and most of all, potential clients. Feel free to host giveaways on your blogs or any creative way to promote yourself using these free tickets. This year, each participating company is entitled to eight (8) tickets. As it gets closer to the event we may release more comp tickets. Each comp ticket is good for one individual so a couple would take two tickets. Please note, that this event is for people ages 21 and up. Tickets include entry to the event, five (5) beer samples, and a pint of their choice.

To redeem your comp tickets:
Visit: http://tinyurl.com/2016comp
Please enter the required information, by Friday, September 16th.
IMPORTANT: Under ‘Guest Info’ please enter the name & email for the person receiving the ticket. NOT your information.

Make sure you fill out this information and do not give the link to anyone else. We will only accept the first eight (8) tickets you sign up for. Vendors who abuse the system may be held responsible for any extra tickets. Please let any guests know that they will receive a confirmation email closer to the event. We enter these manually and therefore do them in batches much closer to the event date.

SWAG BAGS
We will have small bags for the event attendees to collect information and any swag item you plan to provide. We encourage you to think outside the box to present items that match your brand or message. Additionally, please keep items small and light, as couples will be filling their small bags with many items throughout the event.

DIRECTIONS
The venue is located at 4325 N Ravenswood Ave. Located in the Ravenswood neighborhood of Chicago, just 7 miles north from the Loop.

Via public transit:
The Montrose brown line is just a few minutes walk from Artifact Events. Artifact Events is nearest to the Damen, Ashland, Clark, and Montrose bus lines.

Driving:
Lakeshore drive is just a 10 minute drive east of Atrium Events and easily accessible from Montrose. The expressway is about a 15 minute drive west via Irving Park or south via Damen/Webster Ave. There is plenty of parking available along Ravenswood right outside of Artifact Events. We do recommend you take public transportation or taxi services if you’re planning on drinking!

OTHER INFO
As a reminder, at this time this show does not allow for the selling of any items. No vendor should plan on selling products at this event.

SPREAD THE WORD
Banners and badges can be found at the bottom of the page.  Save them to your desktop then put them on your websites, blogs, facebook pages and more. Help us spread the word! The show will only be as successful as the work we ALL put into it. Also, we have A TON of postcards and posters that need to be distributed throughout the city. Please let us know if you can help volunteer to distribute these in your area.

WAIVER OF LIABILITY
In order to participate in the event you must fill out the waiver of liability by Friday, September 9th. Please download the form here. You can either sign the form electronically (it only takes a minute) or print and sign. Then send the form back to us at hello@wedtoberfestchicago.com.

*For those vendors providing alcohol or food, a liquor license and a Certificate of Insurance is required. This Certificate must name Artifact Events, LLC as insured. You must also name Indie Wed, LLC and Naturally Yours Events Inc. each as additional insured for the day of the event. Please scan those and email them to hello@wedtoberfestchicago.com by Friday, September 9th.

VENDOR ASSIGNMENTS
You can find your location below (click to enlarge) or by downloading a copy of the floor plan. Please note that if any changes need to be made, you will be notified ASAP. Because we will be utilizing the outdoor courtyard, we have created a back-up rain plan in the event of inclement weather. This will only affect a handful of vendors on the first floor. See additional plan for these changes (Booth numbers will remain the same regardless).

WF--1st-floor
FIRST FLOOR
WF--2nd-floor
SECOND FLOOR
Rain Plan
Rain Plan

WEB BANNERS
Scroll to bottom of the page for usable web banners. Feel free to download these and add them to your website, social media page etc.

RELEASE
Indie Wed, LLC, Naturally Yours Events Inc., it’s staff, and co-producers will not be responsible for any damage or loss to vendor property, vendor sales, and/or possible injury, or death to the vendor. The event will go on regardless of weather. Refunds will not be given to any vendors that do not show up. Your space cannot be sold to anyone else. Table assignments are also subject to change. By participating in the event, you agree to these terms.

Thanks so much!

 

SOCIAL MEDIA ASSETS

Use #wedtoberfest or #wedtoberfest2016 on social media. Please tag @wedtoberfest (facebook, twitter, instagram) in your posts and if needed, the organizers @naturallyyoursevents & @indewed. Thanks!

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