Tuesday, October 26, 2010

Merchant Information Packet

NWA Boutique Show Logo
Dear Merchants,

I hope you are enjoying this gorgeous fall weather! The cool breeze and first hints of autumn are signs that the NWA Boutique Show is just seven weeks away! Our merchant placement is complete and we are SO excited about all the amazing talent coming together in November for our biggest and best show to date! Congratulations again to each of you for making the cut -- you are truly the cream of the crop!

Each week, we'll be sending you a merchant newsletter with details and updates related to the November show. Each issue will contain important specifics about the show... so please read them carefully and in their entirety. This week's issue will focus on merchant information. Coming weeks will focus on marketing, P.R., booth display and merchandising ideas, sales tips, building your business, etc.

Our website has been updated with specifics on the November show, the fall merchant list and an updated Merchant FAQ section. Please check the web link for your business. If you need us to redirect your link, please let us know immediately. We will update the site again next week. www.nwaboutiqueshow.com

Have an inspiring and creative weekend!

Merchant Information Packet
October 1, 2010

Show Details

Friday, November 19th
"Girls Night Out" Preview Shopping Event
5:00 p.m. - 9:00 p.m.
First chance to shop, live Christmas jazz, door prizes, swag bags*, concessions & more.
$10 at door with a portion of proceeds benefiting local charities.
*While supplies last.

Saturday, November 20th
Holiday Shopping Hours
9:00 a.m.- 6:00 p.m.
Door prizes, concessions, special performances & more!
Free Admission!

NWA Convention Center
(Attached to the Springdale Holiday Inn at I-540 and Hwy 412)
1500 South 48th Street
Springdale, AR 72762

Fall 2010 Merchant Agreement

To participate in the Fall 2010 NWA Boutique Show, each merchant must read and consent to the following terms and conditions:

  • Merchants may only bring items that have been juried and approved. At the discretion of the NWA Boutique Show staff, merchant may be asked to remove unapproved items.
  • There is to be NO copying of other merchants' ideas or merchandise. Limited overlap is important for the success of all participants.
  • Merchants are to be courteous and professional at all times. Foul language, negative attitudes, and unprofessional behavior will not be tolerated. We strive to create a fun, festive and uplifting environment for our merchants and customers.
  • Booth location will be assigned by the NWA Boutique Show staff and not by merchants themselves. Booth location will be assigned in order of arrival as completed applications and booth payments are received. (Upgrades to walls and corners are available upon approval for a slight increase in booth fee.)
  • A 6' skirted table and 2 chairs will be provided in each booth by the Convention Center. Backdrops, electricity, wifi and extra tables are available at additional charge. Costs for additional services should be paid directly to the NWA Convention Center.
  • Merchants must keep booth area clean and tidy during the show and are responsible for removing individual trash after the show. All supplies and props must be removed upon departure. Any remaining merchandise and/or supplies will be discarded.
  • ALL merchants are required to help distribute advertising materials such as flyers and signage. ALL merchants will be asked to e-mail their contacts with a personal note AND pitch in on web-based P.R. for the show's e-marketing campaign. (e.g. facebook, blogs, websites, twitter, etc.)
  • In the rare case that someone is injured during the show, the Boutique Show as a whole and its organizers will not be held responsible. Each individual merchants will be held responsible for what happens in their area. Merchants should consider a business liability policy.
  • Merchant must agree to the NWA Convention Center Liability Policy: Exhibitor or third party representative shall be fully responsible to pay for any and all damages to property owned by the Holiday Inn and the Northwest Arkansas Convention Center or Boutique Show their owners or managers, which results from any act or omission of Exhibitor or third party representative Exhibitor or third party representative agrees to defend, indemnify and hold harmless, Holiday Inn and the Northwest Arkansas Convention Center, Boutique Show and their respective owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from their use of the property, including attorney fees and expense. Exhibitor's or third party representative's liability shall include, without limitation, all losses, costs, damages, or expenses arising from or out of or by reason of any accident, property damage, bodily injury or other occurrences to any person or persons or property, including the Exhibitor or third party representative, its agents, employees, and business invitees which arise from or out of the Exhibitor's or third party representative's occupancy and use of the exhibition premises, Hotel or any part thereof. Exhibitor or third party representative agrees to provide a certificate of insurance to hotel which names the Holiday Inn and the Northwest Arkansas Convention Center, its Owner and Manager, and Boutique Show as additional insureds to their policy.
  • The Boutique Show will not be held responsible for the selling of any licensed merchandise, collecting/recording taxes or collecting payments for items.
  • Delivery of items is between individual merchant and customer.
  • Each merchant is required to donate one $20 "gift certificate" to be used for marketing/promotion purposes, door prizes and/or volunteer incentive. These "gift certificates" will be printed by the NWA Boutique Show and must be honored by said merchant at time of surrender. Gift certificates will expire two weeks after show.
Merchant F.A.Q.

Where is my booth?

A detailed booth diagram will be posted one month prior to event.

What time is set up?
Friday, November 19, between noon and 4:30 p.m. We will have a quick meeting at 4:30 to run through details of the weekend. Please have your booth completely ready by that time.

What time is the show?
Friday, November 19, Private Shopping Event, 5:00 p.m. - 9:00 p.m.
Saturday, November 20, Public Shopping Hours, 9:00 a.m. - 6:00 p.m.

What time can we break down?
Saturday, November 20, 6:00 p.m.- 9:00 p.m. There is to be absolutely no loading or packing until 6:00 p.m. on Saturday.

What is provided?
You will have a taped-off section to the specification of your booth size along with a 6'
skirted table and 2 chairs. Backdrops, wi-fi, electricity, extra tables, etc. may be added at an additional charge and should be paid directly to the NWA Convention Center PRIOR to the show. They will charge double for floor orders.

Where should we unload?
All vendors will need to unload at the back of the building. If you are able to unload in front, we will let you know prior to the show.

Do I need to clean up my booth after I pack it up?

Please make sure you take ALL your items from your booth and that you leave a clean booth behind. The Convention Center will handle vacuuming. Any booth that is left messy will be charged a cleanup fee from the Convention Center. Any items left behind will be discarded.

How should we collect customer payments?
Each vendor is responsible for collecting their own payments and applicable taxes from customers.

Will food be available?
We will have concessions at this event. In addition, the Tiffany Grille on the hotel side serves both breakfast and lunch.

What if I have questions that aren't answered here?

Please e-mail us at info@nwaboutiqueshow.com.
Booth Details

A 6' skirted table, 2 chairs and small wastebasket will be provided in each 10 x 10 booth. (2 tables will be provided in each 10 x 20 booth.) Booths are taped off, but open. Each merchant should provide or create their own "backdrop" to define the space.*

Backdrops, electricity, wi-fi and extra tables are available a la carte.
Costs for additional services should be paid directly to the NWA Convention Center. Following is a partial list of extras and their cost. Please link to the forms below for full details. Forms should be faxed or mailed to the NWA Convention Center no later than November 10th.

10' x 10' Full Pipe & Drape - 3 sides$50
10' x 10' Backdrop - back side only$35
Extra 6' Table$10
Electricity - 1 Cord (Additional options available on form)$50

Convention Center EXTRAS Form

Convention Center Credit Card Authorization Form

*Some merchants own their own pipe/drape backdrop or tent frame. Others bring props to give the illusion of walls and define their space. We've seen everything from bakers racks, shelving, old doors hinged together, wire frame panels, hanging racks, furniture, self-standing closet organizers, etc.... the sky's the limit. Others use tables around the perimeter and put things up on the tables to add height. Some just leave them open. Be as creative as you'd like but remember to respect the booth next door and behind you.

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