THE HOLIDAY FLEA AT BAC 2014
VENDOR INFORMATION & EVENT DETAILS
THIS INFORMATION PACKET
IS DESIGNED TO PROVIDE VENDORS AN OVERVIEW OF DETAILS REGARDING PARTICIPATION
IN THE HOLIDAY FLEA AT BAC.
Please
email heather@brooklynartsnc.com if you
have any questions or concerns that are not sufficiently covered here. Also, please check your email regularly - up
to the day of event - for updates and additional information.
GENERAL
INFORMATION
1) Event: The Holiday Flea
at BAC 2014
3) Dates & Times: SET UP:
Thursday,
December 4, 2014, 12 – 6 p.m.***
Friday, December
5, 2014, 9 a.m. – 3 p.m.
EVENT:
Friday, December
5, 2014, 3 – 9 p.m.
Saturday,
December 6, 2014, 10 a.m. – 5 p.m.
Sunday, December
7, 2014, 12 – 5 p.m.
4) Contact:
BAC Event Coordinator Heather Thomson
BOOTH
INFORMATION
1) Cost: 10’ x 10’
booth (indoors and courtyard tent) - $150
7’
x 5’ space (balcony and alleyway) - $100
100% of the vendor fees are spent on the
event marketing campaign.
2) Reservation: All vendors interested in participating in The Holiday
Flea at BAC must submit an application online, available at
www.brooklynartsnc.com. If accepted,
vendors will receive email notification from the event coordinator. Vendors can
then reserve their space by submitting payment.
3) Payment Information: Vendor payments are accepted in the form of
cash and check. Checks should be made
out to Brooklyn Arts Center. Payment is
non-refundable. Payment can be dropped off at
the BAC office or mailed to:
Brooklyn Arts
Center
Attn: Heather
Thomson
516 N. 4th
Street
Wilmington, NC 28401
4) Vendor Payment Deadline: Monday, November 3 -- Accepted vendors not fully paid
by November 3rd risk losing their spot to someone on the waiting list.
5) Booth Placement: Vendor spots are assigned on a first paid/first
served basis. Once accepted, vendors can
confirm their booth placement by submitting payment. While we try to accommodate each and every
vendor request regarding booth location, some requests may not be met due to
the defining size and layout of the venue.
6) Balcony Spaces: A balcony space is 7’ x 5’ and large enough to hold
a 6’ table and a display behind or in front of the table, however vendors can
display their merchandise however they like within the designated space. BAC’s
scissor lift will be available for use during set up and break down, so vendors
can easily get their items and supplies to the balcony.
7) Courtyard Booths: Courtyard booths are
10’ x 10’ and are located under a 30’ x 50’ tent. The tent includes walls, lighting, and
heating or AC if needed. Overnight
security will be provided in the courtyard throughout the event.
8) Booth Display: Vendors are responsible
for providing their own supplies and items to display their booth, including
tables, chairs, linens, extensions cords, power strips, additional lighting, etc. Vendors are encouraged to creatively display
their booths in a professional and appealing manner.
9) Electricity and Lighting: All booths
have access to electricity. If vendors
plan to use electricity, they should bring extension cords and power strips in
case they are needed. Venue lighting is
provided in the church, balcony, and courtyard tent. If vendors prefer additional lighting, they
must provide the supplies themselves.
VENDOR
RESPONSIBILITIES
1) Vendors are responsible for their own
sales. Vendors keep 100% of their sales and can accept whatever method of
payment they choose. There is an ATM on site.
2) Vendors are responsible for providing all their own supplies and items
to display their booth how they like, including
tables, chairs, linens, panels, walls, dividers, extensions cords, power
strips, etc.
3) Vendors are responsible for setting up and breaking down within the preset
times allotted. VENDORS ARE NOT PERMITTED TO START BREAKING DOWN BEFORE THE END OF
THE EVENT.
4) Vendors are expected to participate in
promotions of the event as follows:
- Email poster and
share event details with customers, personal contacts and friends
- Post on
Facebook, Twitter, Instagram, and any other relevant social media as much
as possible. Vendors are encouraged
to re-use any online promotional material, social media content, and
e-blast info from BAC to share with their followers, friends, and customer
base.
- Hand out flyers
(vendors can print them or pick up flyers from BAC)
SET-UP
AND BREAK-DOWN
1) Indoor vendors can begin load-in and
set up on Thursday, December 4 from noon – 6pm and continue load-in on Friday, December
5 from 9am – 3pm. ***Please note that if BAC books
an event for Thursday, December 4, set up for the flea will take place only on
Friday, December 5, from 7am – 3pm.
2) *Balcony
vendors must load-in on Thursday, December 4 between noon and 6pm, to
have access to the scissor lift. Balcony
vendors can also load-in on Friday, December 5, but there will be no scissor
lift available to help you load-in on Friday, December 5.
3) *
Courtyard vendors must load-in on Friday, December 5 between 9am and 3pm. The tent will be set up on Thursday but there
will be no overnight security Thursday night.
4) Campbell Street will be coned off so that the ramp entrance (side
door) and back entrance to the courtyard will be accessible for loading. Campbell Street will not be available for
vendor parking during the event.
5) Parking:
There is plenty of free street parking in our North 4th
neighborhood. BAC has a 30-car lot accessed on 4th Street, across the street
from the church and immediately south of UHaul.
6) If vendors do not already
know the location of their booth, they will be directed to it upon
arrival. Booth locations will be
finalized a week prior to the event. Vendors who want to know where their booth
is located prior to the event can contact the event coordinator.
7) Vendors must be completely
set up by 2:30 p.m. on Friday, December 5. The doors will open promptly at 3 p.m.
8) Vendor break-down will begin at event end time. Vendors are NOT permitted to break down prior
to the end of event.
EVENT
PROMOTIONS
1) The Brooklyn Arts Center will
run multiple radio and print campaigns the week of the event in addition to our
weekly Encore ad.
2) The Brooklyn Arts Center will
send out multiple email blasts to its 5,500-plus mailing list.
3) Additional PR opportunities
will be pursued up to the day of event.
4) The Brooklyn Arts Center will
establish a large online presence through local event calendars and social
media.
5) Posters and flyers will be
displayed around town. Feel free to stop by BAC and pick some up to hand out
yourself. I will be sending each vendor
the poster digitally to share with contacts, customers, and friends via email,
social media, etc.
*** From our direct experience, we have found that
the more the vendors participate in the promotion, especially the digital
promotion, the bigger the crowd at the event.
With that in mind, we hope and expect you to do the following in terms
of generating word-of-mouth:
- Email poster and share event
details with customers, personal contacts and friends
- Post on Facebook, Twitter, and any
other relevant social media as much as possible
- Hand out flyers (vendors can print
them or pick up flyers from BAC)
ADDITIONAL
EVENT INFO
1) Vendors will have access to
Brooklyn Arts Center’s WIFI network.
2) Security: Vendors can leave
their merchandise at BAC overnight. The church will be locked and alarmed
overnight and there will be a security guard on duty in the courtyard Friday
night through Saturday morning and Saturday night through Sunday morning.
3) Food and beverage vendors: Food trucks (TBD) will attend the event.
The BAC cash bar will be open during all event hours of operation. BAC operates
a full bar in the lobby of the church. We
plan to have a full-service coffee shop in the courtyard tent.
4) The Holiday Flea at BAC Raffle: Throughout the event, we will
raffle off prizes donated by the vendors. Each guest receives a raffle ticket
with the price of admission. Winners do not have to be present and can pick up
their prizes during the event or at a later date. There
will be a separate email focusing on the raffle as the vendor list solidifies.
5) Tickets: Admission to the public is $5. The $5 admission fee is a one-time fee and is good for all three days of the event. Tickets will be sold at the door. Kids 12 and under are free.
5) Tickets: Admission to the public is $5. The $5 admission fee is a one-time fee and is good for all three days of the event. Tickets will be sold at the door. Kids 12 and under are free.
