EXHIBITOR INFORMATION

SHOW DATES: May 30-31, 2008

SHOW HOURS
Friday, 12:00 noon - 5:30 p.m.
Saturday, 8:30 a.m. - 5:30 p.m.

LOCATION
Monroe County Fairgrounds, corner of East Henrietta Road (Route 15A) and Calkins Road, Henrietta, New York.
SPONSOR
Rochester Amateur Radio Association
ADDRESS: Rochester Hamfest
300 White Spruce Boulevard
Rochester, New York 14623
Phone: 585-424-7184
Fax: 585-424-7130
Email: rochfst@frontiernet.net
HEADQUARTERS HOTEL
RIT Inn & Conference Center
5257 West Henrietta Rd.
West Henrietta, NY 14586
Phone: 585-359-1800
We have been able to negotiate a special rate of $89 at this first class, full service hotel. When you call in for reservations, you must mention Rochester Hamfest.
BOOTH PRICES
8' x 10' -- first booth -- $175.00. A second booth is $150.00. The third and all additional booths are only $125.00 each. These prices are good only until April 30, 2008. After that date a $25.00 surcharge for each booth applies. Price includes drape background, 8 feet high, side curtains, one eight foot table, and two chairs. Tables are undecorated. Exhibitor may provide own table decorations. AC power is provided. Extra tables: $10.00. Additional decorations, furniture, floor coverings, fixtures and booth accessories may be obtained. Extras must be ordered in advance.

EXPECTED ATTENDANCE
This annual show drew 5,327 in 2007.
CONSIGNMENT OF GOODS
Exhibitors may forward merchandise and displays at their own risk to: Dome Center, Monroe County Fairgrounds, c/o Rochester Hamfest, 2695 East Henrietta Road, Henrietta, New York 14467. It is necessary to call the grounds office direct at 585-334-4000 and notify them that you will be shipping material. Shipments will be refused without advance notification.
CREDENTIALS
Exhibitors must pick up credentials at the Hamfest reception desk located in the lobby of the RIT Inn & Conference Center. Two exhibitor badges will be furnished for each 10' booth. The credential system is in place to help protect your equipment and merchandise. Only those with proper credentials issued by our staff are permitted in the building during closed hours. Credentials must be obtained prior to your arrival at the fairgrounds site.
MOVE IN - SET UP
Freight and merchandise may be moved in from 3 p.m. to 6 p.m. Thursday, May 29, and/or 7 a.m. until 10 a.m. Friday, May 30. Vehicles are not permitted inside the building after 10 a.m. Friday and during the show open hours.
INSTALLING AND DISMANTLING
Plan to install your booth between 8 a.m. and 12:00 noon on Friday, May 30. If that time is inconvenient, advise us well in advance. We will do all possible to accommodate your needs. Booths may not be dismantled before 5:30 p.m., Saturday.
LABOR
Installation and dismantling of exhibits may be done by exhibitor.
SAFETY
All materials and installations must conform with federal, state and municipal safety and fire laws, ordinances and regulations.
SALES
Each selling exhibitor must be registered with the New York State Sales Tax Bureau. Permits must be obtained from the tax bureau in advance. State tax application form DTF17 and Instructions may be downloaded here. The form and instructions are in the .pdf format. For tax information, call 800-225-5829. For forms and publications call 800-462-8100. Tax bureau office hours are from 8:30am to 4:25pm Monday through Friday.
CONTESTS
Show management shall be informed in advance of games and prize drawings planned for in-booth operation.
SUBLETTING
Booths may not be sublet without knowledge and consent of show management.
BOOTH ASSIGNMENTS
Wherever possible, continuing exhibitors will be assigned their usual space. Earliest orders get preferred spaces.
SECURITY
Guards will be on duty during all closed hours. No one will be permitted in the building during closed hours except exhibitors as outlined above.
RESERVED PARKING
A special area close to the show site is reserved for exhibitors. A private entrance to the parking area is provided.
LUNCH
Lunch and soft drinks will be furnished on Saturday compliments of the show management. Lunch tickets must be picked up with your credentials when checking in at the hamfest reception desk at the RIT Inn & Conference Center.
LATE ORDERS
There is a $25.00 late charge for all booth space orders received at our office after APRIL 30, 2008 Late charge is included in addition to booth price quoted above in BOOTH PRICES item.
CANCELLATIONS
No refunds will be made for cancellations received after APRIL 1, 2008.

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