FREQUENTLY ASKED QUESTIONS - VENDOR
I'm a 2019 Vendor. What important info do I need to know?
In late December, an email was sent to the contact we have on file from your registration. If you did not receive this information, you can download a printable copy HERE.
When will I know if I am approved as an event vendor?
All applications are subject to committee approval. You will be notified via email from firstname.lastname@example.org within 3 business days provided you register by November 30, 2018. After December 1, 2018, incoming registration applications will be approved pending space availability.
What is the difference between the booth zones?
BLUE ZONE (located in the CAFETERIA & GYMS of the venue) is dedicated to vendor booths: schools, businesses and organizations.
RED ZONE (located in the Commons Lobby of the venue) is dedicated to
the Entertainment Stage, Welcome Table, and Concessions Stand. In addition, there are PREMIUM BOOTH locations associated with specific sponsorship opportunities. These premium booths are not available for purchase, but rather come complimentary with the application and approval of the following sponsorship opportunities:
Snack Shack Sponsor
Entertainment Stage Sponsor
Entertainment Stage Presenter
Baby Station Sponsor
Coffee Station Sponsor
Tote Bag Sponsor
Is my registration transferable?
Registration is non-transferable.
Is my registration refundable?
Registration is non-refundable.
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Is there a discount for non-profit 501(c)(3) educational institutions or organizations?
Yes, we offer reduced pricing for non-profits provided proof of non-profit status is submitted to and confirmed by Woodbury Kids.
The 2019 non-profit vendor booth registration fees are as follows:
$149 when registering between May 1 - September 15, 2018.
$199 when registering between September 16 - November 20, 2018
$329 when registering after December 1, 2018, if space allows
Can I get electricity for my booth?
NEW THIS YEAR: You can "Add-On" electrical to your booth registration for an additional $50. You will be required to bring your own extension cords.
What can I bring to the event?
Keeping in mind you will be allocated a booth space of 8 feet by 8 feet, and ensuring your belongings will stay within that space, please consider bringing:
Your own table skirting/tablecloth, signage and free-standing display items.
Extension cords if you purchased electrical.
Marketing materials to distribute that feature your business’ offerings for families.
Fun branded freebies, such as pens, water bottles, small toys, candy, etc.
What is not recommend or not allowed at the event?
Please do not bring any signage that attaches to the walls. Per the District 833 Facility Use Agreement, no items are to be attached or adhered to walls, windows or floors.
We also cannot allow any glitter or Play-Doh.
Who can apply for a sponsorship opportunity?
All vendors are eligible for all sponsorship opportunities. This includes educational institutions such as preschools, charter schools, private and public schools, etc.
Do I need to be a vendor to apply for a Sponsorship?
Yes, with exception of the Tote Bag Insert Sponsorship. We understand in some circumstances you may be unavailable to attend the event as a vendor. If this is the case, we strongly encourage you to apply for the Tote Bag Insert.
Can I apply for more than one sponsorship opportunity?
Absolutely! We encourage you to leverage our many sponsorship opportunities to highlight your business at this event.
Stand out, be seen, and be remembered as the business that supported the Woodbury Kids Event! Click here for more information.
What does each sponsorship opportunity cost?
The cost of each different sponsorship can be found in the opportunity description on our Sponsorship Opportunity Page. Please read very carefully. Applying for each sponsorship is FREE, with the exception of the Tote Bag Insert. NEW THIS YEAR we are immediately accepting payment for Tote Bag Insert Sponsors. Otherwise, the committee will review all applications and once approved you will be contacted to finalize payment.
When will I know if I’ve been approved for the sponsorship opportunities?
All applications are subject to committee approval. Sponsorship applications are due by September 15, 2018. You will be notified by the committee via email of your approval by October 1, 2018 with further instructions on finalizing payment, which is due October 15, 2018. All fees are listed in the individual sponsorship opportunity description.
Where can I contact the organizer with any questions?
Any additional questions can be directed to email@example.com
DISCLAIMER & LEGAL INFORMATION
By submitting a Vendor and/or Sponsorship application, you are agreeing in full to the below disclaimer & legal information:
VENDOR AGREEMENT: You agree that when and if your application is approved that you will provide Woodbury Kids your logo in specified formats and file sizes. You also give permission to use such logo, business name and website on the WoodburyKids.com 2018 Participants Directory. Additionally, you agree that during the event, your booth will be confined to your designated space of 8 feet by 8 feet, and fully set up no later than 15 minutes prior to event start. You also agree to take down your booth no earlier than event close, and be completely removed, including all trash, from event space within 60 minutes of event completion. Lastly, you agree to following the District 833 Policy for the event space, including refraining from adhering items to the walls, windows or floors of the venue.
CANCELLATION OF VENDOR PARTICIPATION: If a participant cancels and/or withdrawals their application from an approved and paid for vendor booth, the exhibitor must do so by submitting an email to however refunds will not be issued.
SPONSORSHIP PAYMENT: You agree that when and if your application is approved for sponsorship opportunities that you will complete payment to Woodbury Kids no later than October 15, 2018. All fees are listed in the individual sponsorship opportunity description here.
LOGO USE: Additionally, you agree to provide Woodbury Kids your logo in specified formats and file sizes. You also give permission to use such logo, business name and website on event advertising, including but not limited to the WoodburyKids.com 2019 Participants Directory, the 2019 Event Brochure, event signage as needed, and other printed or social media publications.
CANCELLATION OF EVENT: If “Woodbury Kids” cancels the event due to circumstance beyond reasonable control (i.e., act of God, acts of war, governmental emergency, labor strike or unavailability of facility) the event will be rescheduled to be held within 45 days of the originally scheduled event if there is an available day in the Community Education South Washington County Schools calendar. Your payment is non-refundable.
INSURANCE: Sponsor is solely responsible for obtaining insurance coverage on property brought into the building or provided by sponsor and liability associated with such property. Sponsor assumes responsibility for all items left at the event. Community Education South Washington County Schools and Woodbury Kids accepts no liability for lost, stolen or damaged property and is not required to carry additional insurance to cover exhibitor’s property.
DOWNLOAD A PRINTABLE VERSION OF THIS DISCLAIMER AND LEGAL INFORMATION HERE.