Vendor Guidelines

    Registration:

      1. Vendors must register on-line using  the DCHF Registration page.
      2. Registration must be paid in full prior to the event or vendors may not be allowed to occupy their booth or table space.
      3. Purchase of any combination of booths and/or tables provides a commercial vendor with up to two free admittance badges. Additional badges will cost $15 on-line or $20.00 at the door.
      4. When you arrive, check in at the Vendor table by the rear doors before you set up. This is located at the northeast corner of Rooms B & C, near the doors where you need to bring in your merchandise. Please check in to receive your badge(s) and any last-minute instructions.
      5. Your registration packet will include a floor plan indicating where your space is located.
      6. Look for table-top name tags as well, but in the event of a discrepancy between floor plan and tags, the floor plan will be the final arbiter.

     

    Badges:

      1. Badges must always be worn when in the exhibit hall or the meeting rooms or banquet areas.

     

    Set-up Time:

      1. Vendors need to set up on Thursday afternoon starting at 1 PM and ending at 5 PM. Vendors may also set up on Friday morning between 8 AM and 9 AM.  The event opens to the public on Friday morning at 9 AM.
      2. If you have an extensive set-up or have other special needs, please contact us at vendors@dukecityhamfest.org. We will do our best to accommodate you.  Please remain set up during the entire Sales time through Noon on Sunday.

     

    Loading and Unloading Zone:

      1. DCHF will try to provide a few dollies and small flat-bed hand trucks for transport of merchandise from vehicle to booth/table. We will have some staff available to assist as well.

    All vendors should be prepared to deal with load-in and load-out on their own.

      1. See Maps to locate loading and unloading zones.
      2. Please move vehicles away from the loading area and into official parking spaces as quickly as possible to make space for others.
      3. Loading-in and loading-out through the main lobby of the CEC is strictly limited to hand-carried items. Materials that may require use of two-wheeled (or more) apparatus must go through the designated loading-unloading area.

     

    Booths/Tables:

      1. Vendor Booths are 10’ wide and 8’ deep and include 2 admissions,  1 each 6’ by 30” table and two chairs.  The cost of a Vendor Booth is $60.
      2. Vendor Tables include 1 admission, 1 chair, and a 6 foot table for $35.
      3. Electricity will be provided at certain vendor booths and tables.  See Floor Plan diagram.

     

    Booth and Table Locations:

      1. Location is first come, first serve, during pre-registration but may be subject to change if the need arises.

     

    Booth and Table Housekeeping:

      1. All decorations and banners within the exhibitor’s booth must be fire-retardant in accordance with fire codes.
      2. Packing materials, waste and debris must be removed prior to the start of vendor hours and kept picked up during the convention.
      3. All areas are inspected periodically.
      4. Boxed brochures, product, and sales material storage must be kept tight, orderly, and not stored in the aisles or where it may interfere with another vendor.
      5. Please do not encroach on aisles that border your designated area.
      6. Fire extinguishers, hose cabinets, fire exits, or fire alarms cannot be blocked or covered.

     

    Extension Cords, Plugs and Lighting:

      1. All extension cords must be a minimum of 14 gauge, 3 wire and grounded.
      2. Ties, tape, and/or cable clamps must be used when running cords.
      3. Lightweight extension cords or “zip cords” are strictly prohibited.
      4. Power strips are approved for additional outlet plugs (cube taps are not allowed).
      5. Cords, plugs, and strips must have UL labeling.
      6. Lighting must be UL-listed and use must be consistent with the lighting’s design.

     

    Sales Time by Day:

      1. Friday: 9:00 AM to 5:00 PM.
      2. Saturday: 9:00 AM to 5:00 PM.
      3. Sunday: 9:00 AM to 12 Noon.

     

    Signs:

      1. All signs must be affixed to pipe and drape or table. All tables will be covered by the DCHF.
      2. Nothing is to be affixed to the walls.

     

    Advertising opportunities:

      1. We will put vendor logos up on our website, and perhaps have them scrolling on a computer screen in the Main Hallway. This is free to you. Submit your logos electronically to : vendors@dukecityhamfest.org.

     

    Security:

      1. The commercial vendor and indoor marketplace areas will be locked at night by the CEC staff.
      2. Neither the DCHF nor the CEC can be held responsible for damage, loss, or theft.
      3. Exhibitor is responsible for his or her own security.

     

    Other:

      1. No smoking in the CEC
      2. Sales Tax: Exhibitors are responsible for collection and payment of New Mexico State Retail Sales Tax as applicable. For more information, please visit https://www.tax.newmexico.gov/businesses/.

     

    Liability:

      1. Any damage caused to the building or furnishings by the Exhibitor is the sole responsibility of the Exhibitor.
      2. Exhibitor agrees to protect, keep, and save Duke City Hamfest (DCHF) forever harmless from any damage(s) or charge(s) imposed for violations of any ordinance or regulation by the Exhibitor, his employees or agents. Further, Exhibitor shall at all times protect, indemnify, save, and keep harmless DCHF against and from any loss, cost, damage, liability, or expense which arises out of or from or by reason of any act or omission of the Exhibitor, his employees, or agents. In the event that the CEC or any part of the exhibit area thereof is unavailable, whether for the entire event or a portion of the event, as a result of fire, flood, tempest, or another such cause, or as a result of governmental intervention, malicious damage, acts of war, strike, labor disputes, riot, or agency which the DCHF has no control, or should the DCHF decide that because of any such cause it is necessary to cancel, postpone, or re‐site the HamFest, or reduce installation time, exhibit time, or move‐out time, the DCHF shall not be liable to indemnify or reimburse the Exhibitor in respect of any damage or loss, direct or indirect, arising as a result thereof.

    Last Updated 3/21/2024