Exhibitor Guidelines

Exhibitor Guidelines

Interpretation of these guidelines is at the discretion of the festival planning committee.

Event Description

Durham’s Read Local Book Festival (RLBF) is a large-scale celebration of the local literary arts. The main festival event is an exhibition which runs from Noon-5 PM on Sunday, May 17, 2015 and will be held outdoors at the Durham Central Park Pavilion. The exhibition features presentations and signings by local authors, book sales, reading events on stage, children’s activities, food and much more. Exhibitor hours are Noon-5 PM that day.

Advertising and Promotion

The festival committee will advertise the festival on the festival website (www.readlocalnc.org), the festival’s Facebook and Twitter accounts, local TV stations, the radio, print ads in newspapers/magazines, press releases and more.

Application & Notification Process

Acceptance to participate as an Exhibitor will be dependent on space available. You will receive a confirmation e-mail message upon receipt of your application and another concerning your acceptance status once your application is processed. Specific event day information will be emailed a few weeks prior to the festival. The festival planning committee reserves the right to reject any application for work that condones discrimination or condones, exploits, or incites violence, hatred, or unlawful activity.

Rain Policy/Cancellation/Refund

This is an outdoor, RAIN or SHINE event. You will be provided a space under the Durham Central Park pavilion or under an adjacent tent, but you are responsible for further covering your merchandise in case of rain. If for some reason the event is canceled due to public safety concerns, a refund will be given. Otherwise, there will be no refunds. Refunds are subject to specific guidelines and a processing fee.

Exhibitor Space and Pricing

All spaces are located outdoors. Full Exhibitor spaces are $100 and come with 1 table and 2 chairs. Half Exhibitor spaces are $50 and include use of half a table and come with 1 chair. Exhibitors are responsible for their own materials and must operate within their assigned space. We encourage you to make your space eye catching and inviting. If you can’t participate in person but would like to leave promotional materials to share with festival attendees, you may choose instead to place your materials on the Info Table for a $25 charge.

Electricity

There is no electricity available to Exhibitors, and generators are not permitted.

Sales and Tax Information

Exhibitors are encouraged to promote and sell literary merchandise at their tables.

The State of North Carolina requires any person selling used or new products to charge sales tax and have a Tax ID #. Exhibitors are responsible for collecting and paying the 7.5% sales tax rate for Durham, NC.

Arrival for Setup

Please arrive between 9-11 AM on Sunday, May 17, 2015 for setup. Only one vehicle per Exhibitor will be allowed into the festival for unloading. You must unload and move your car to the assigned parking area before setting up your booth. Please contact us prior to May 17th if you have questions concerning setup and breakdown.

Breakdown

You may dismantle at 5 PM, and not before. If you choose to do so prior to 5 PM, you may lose the privilege to participate in future festivals. Vehicles will not be allowed to re-enter the festival area to pack up until after 5 PM. Please contact us prior to May 17th if you have questions concerning setup and breakdown.

Parking

There is no parking available on the festival grounds. All Exhibitors will be directed to a designated lot for parking.

Food

Food will be available for sale at the event. No food items or drinks may be sold by any Exhibitor except for festival- approved food vendors preauthorized by City of Durham. A separate food vendor application is available. Please contact us for more information.

Photos

Photographs submitted may be used to promote the festival. Also, please note that photographs taken during the event may be used in future promotional materials.

Festival Regulations

The festival staff reserves the right to have Exhibitors remove unacceptable or inappropriate items, or to relocate or dismiss any participant. No smoking, alcoholic beverages, pets (with the exception of service dogs), skateboards, roller blades, bicycles, or weapons are permitted at the festival.