• Event Directions
• Exhibitor Listing
• Event Workshops
• Event Raffle
• Exhibitor Registration
• Advertise With Us
• Sponsorship Opportunities

Special Thanks To...

 

 

 

 

 

 

Exhibitor Participation Info...

• Exhibitor Costs
• Event Guide Advertising
• Sponsorship Opportunities!
• Event Raffle Participation
• Layout Map
• Event Location
• Benefits of Exhibiting
• Event Advertising & Marketing
• Rules & Regulations
  

~Early Bird Registration~
Now until August 30th receive $25 off Event Guide Advertising Rates. Discount taken at online payment checkout or, if paying by check, $25 may be deducted from your advertising costs.

Event Location...

Our Fall 2010 fair will be held in the gorgeous ballrooom of the Scottish Rite Center in Oakland located right on beautiful Lake Merritt. We can't say enough wonderful things about this venue and the whopping 10,400 square feet of exhibitor space and the 70 parking spaces in back! That makes for an exceptionally fabulous event opportunity. The venue has 8 foot tables for us to rent and does not allow outside tables or chairs to be brougth in - they have a maple wood floor they are trying to preserve.

IMPORTANT:  A venue layout map is  located at the end of the online registration page and allows you to choose your vendor space location preference.  Questions? Please email info@eastbaybabyfair.com.


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Exhibitor Benefits...

 This East Bay Baby & Kids Fair is a great way to get your business materials and brochures out to the public. It is also a great networking opportunity with the other exhibitors so say hello to your neighboring booth!  The best advertising comes from "word of mouth" and when other birth and new parenting professionals know about your product or service, it allows them to spread the word to their clientele.

As an exhibitor in the East Bay Baby & Kids Fair you will enjoy the following additional perks:

• Event Guide Discount Advertising
  The Event Guide is a 12 page program guide containing information about the event programming for the day such as workshops and floor demos. Additionally, it contains a vendor listing with booth location, sponsor and supporter recognition, a short article, local advertising and YOU! You get significant savings on advertising space as a vendor. Program Guide will be handed out to each attendee.
• Website Business Listing
  Your Business Name listed on the EBBKF website: www.eastbaybabyfair.com - in the exhibitor listing section.
  
• Vendor Hospitality Area
  As a vendor you will have access to a Hospitality Area throughout the day for refreshment. The past two events have been supported by Whole Foods and lots of delicious food has been provided.
  
• Goody Bag Opportunity...
  Submit Product Samples from your business and participate in the Goody Bag program for free!
• Donate to the Event Raffle! 
  This is a great way to have your business name listed in the Event Program Guide and in the raffle section of the event website. All vendors who donate to the raffle will receive an email contact listing.  See Raffle Guidelines section below for details.

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Exhibitor Registration Costs...

Event Marketing & Advertising..
The East Bay Baby & Kids Fair will implement the following event advertising and marketing strategies to provide the best opportunity for you to have a fabulous exhibitor experience.

• Public Service Announcements provided to local radio and TV stations
• Press Releases sent to local interest groups and TV stations as well as individual reporters with an eye toward family and wellness
• Retail Cross Promotion with local businesses
• Flyer and club card distribution to local businesses
• Advertising the many event highlights such as Goodie Bags, the Mama Breastfeeding Lounge, Free Workshops, Live Music and more.

We look forward to a really great event and hope to see you there!

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Event Guide Advertising..

Advertising is available in the Event Guide - a 12 page program guide, color outside, black and white inside. This offers you yet another way to reach your target market by advertising your services and products into the hands of every attendee. The event guide also contains a short article, event programming information such as workshops and floor demos, a vendor listing with booth locations - AND YOU! Your unique ad.

As a participating vendor, you receive a discount on advertising space. Reach your target audience even after the fair is over. Maximize your ad by offering discounted services and products to fair goers. See below for pricing. All ads will appear on the inside of the program guide which is black and white printing. Click the link below to view the Spring 2010 Event Guide.

~VIEW: SPRING 2010_EVENT GUIDE PDF~

Advertising Submission Deadline: October 1, 2010.
NOTE: Ad submissions should be emailed as an attachment to info@eastbaybabyfair.com or mailed on CD to Deanna Sauter - 255 3rd Street #201 Oakland Ca 94607.
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Business Card Ad - 3.5" x 2"
*black and white inside printing
*Submit 300 dpi black and white image file sized 3.5" x 2.5"
-Regular Cost: $75
-Vendor Cost: $50

The business card sized ad allows you to have a presence in the event guide at a very minimal cost. This option may be selected at the time of vendor registration and paid for either online with your registration cost or via mail in check to BirthWays.
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1/4 Page Ad - 3.65" x 4.75"
*black and white inside printing
*300 dpi black and white image file size 3.65" x 4.75"
-Regular Cost: $115
-Vendor Cost: $75

The 1/4 page ad allows you to have a larger presence in the event program guide at a minimal cost to you. Consider offering a coupon for services or a limited time offer for excellent attendee outreach. This option may be selected at the time of vendor registration and paid for either online with your registration cost or via mail in check to BirthWays.

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1/2 Page Ad - 7" x 4.75"
*black and white inside printing
*300 dpi black and white image file size 7" x 4.75"
-Regular Cost: $155
-Vendor Cost: $110

The 1/2 page ad draws a lot of attention offering you significant exposure for your business. Consider a special offering to attendees only or a limited time offer for excellent attendee outreach. This option may be selected at the time of vendor registration and paid for either online with your registration cost or via mail in check to BirthWays.

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3/4 Page Ad - 7" x 8"
*black and white inside printing
*300 dpi black and white image file size 7" x 8"
-Regular Cost: $255
-Vendor Cost: $200

Splash nearly an entire page with your unique ad drawing significant attention and exposure to your business. This is a great way to highlight your business in a detailed way describing products and services. Consider adding a special offering to attendees only or a limited time offer for excellent attendee outreach. This option may be selected at the time of vendor registration and paid for either online with your registration cost or via mail in check to BirthWays.

Advertising Submission Deadline: October 1, 2010.
NOTE: Ad submissions should be 300 dpi black and white to ad size specification and emailed to info@eastbaybabyfair.com or mailed on CD to Deanna Sauter - 255 3rd Street #201 Oakland Ca 94607.

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Sponsorship Opportunities...

The East Bay Baby & Kids Fair is the main fundraiser for BirthWays (www.birthways.org), a local non-profit offering classes and resources for new and expecting parents in the East Bay. We are able to provide a deeper fair experience to the community with each subsequent event because of the local business support we receive. Your sponsorship support comes with fair participation and advertising opportunities that show our heartfelt gratitude and appreciation. Even more, your contribution is tax deductible!
Please take a look at the sponsorship levels below and email Deanna, info(@)eastbaybabyfair.com if you would like to support this amazing community offering and BirthWays!

SPONSORSHIP PACKAGES:

$800 – “Your Name” Presents Sponsorship
(1 available)

• Highly Visible Banner placement day of event
• Logo on staff & vendor badges
• Logo “event presented by” in all print, email and web advertising – club cards, posters, email blasts, website, event guide
• Goody Bag inclusion
• 3/4 page Ad in Event Guide
• 10x10 Exhibitor Booth

$500 –Highlight Sponsorship (3 available)

• Promotional advertising (print & web) of your business associated with specific event highlight area (Pamper Zone, Food Court, Tot Play Area, Photo Booth)
• Logo in Event Guide Supporter section
• Linked Logo on event website
• Goody Bag inclusion
• 1/2 page Ad in Event Guide
• Two 8x5 Exhibitor Booths

$300 – Supporting Sponsorship

• Logo in Event Guide Supporter section
• Linked Logo on event website
• Goody Bag inclusion
• 1/4 page Ad in Event Guide
• 8x5 Exhibitor Booth

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Raffle Participation...

Donate your product (or products gift basket style) or gift certificates to the free Event Raffle and receive an email listing of all attendees who sign up for the raffle. 

The raffle is free to enter for all event attendees.  If you would like to participate in the Event Raffle, please review the following guidelines:

1. Raffle donations must hold a value of $75 or more in order to participate. If you are submitting a gift basket (more than one item), the total value of all the items combined should hold a value of $75 or more.
2. You must notify us via email if you would like to participate in the raffle AND include the item name/descirption and the value. If you are submitting multiple items for presentation in a gift basket, please specify this and then list the items that will be in the basket and include the total value of the basket.
   EMAIL: lindsay(at)eastbaybabyfair.com
3. Submission of multiple small items (individual values less than $75) should be displayed in a gift basket or other means of presentation that holds these items as one unit. The total value of all the small items combined should be no less than $75.

Submitting Your Raffle Donation:
All raffle items may be brought with you to the event and dropped off at vendor check in. If you are not a vendor in the fair, you may mail your raffle items to: Deanna Sauter - 255 3rd Street #201 Oakland Ca 94607.

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Rules, Regulations, Terms...

Rules, Regulations, Terms & Conditions for Fair Participation

Arrival Time/Set-up: You may arrive between 10:00 and 10:30 am. PLEASE DO NOT ARRIVE BEFORE 10:00am.

Parking: The venue parking lot will be strictly reserved for event attendees and the pregnant mamas who most need easy access to the event - there are only 70 spaces. Vendor parking is on-street parking in and around the building - since the event is on a Sunday there is no meter parking fees. If you have heavy items, you will want to bring a cart. There is limiting time unloading available in the back parking lot but you will be required to move your vehicle once you have unloaded.

Vendor Check in Registration: Upon arrival, you will need to check in with Vendor Registration located near the loading entrance to the event. Please print out the booth layout you have been emailed so that you may easily find your booth.

Raffle Items: Please bring your raffle item with you the day of the event if you are participating. You may drop your raffle item off at vendor check in.

Tables: Your table for the event, if you have one, will already be placed and ready when you arrive. The venue does not allow outside tables or chairs. Please bring a table covering for booth presentation.

Electrical: If you need electricity, Please review the venue map carefully and select your booth options based on booths referencing electrical access. Additionally, you must select Yes for electrical on the order and registration form. We may be unable to accommodate electricity requests the day of the event so please include this on your order form and choose your booths accordingly.

Vendor Hospitality: There will be vendor food available in the hospitality area of the event. You are welcome to help yourself for refreshment through out the day.

Break Down: Breakdown begins at 4pm NO earlier. This will be strictly enforced and anyone who leaves the event before this time will not be asked back to the next fair. It looks really bad to last minute fair goers when vendors are leaving as they are browsing. It reflects poorly on the entire fair. All display items and ALL TRASH must be taken with you and your space left in the same clean condition as you arrived to find it.

Additional Rules and Regulations: Please note the rules and regulations listed below as they pertain to the EBBF.

1. Cancellation Policy- Cancelation within 1.5 months before the fair, you will receive a 75% refund or a 100% credit towards a future EBBF. If you cancel within 1 month before the event, you will receive 50% refund or a 75% credit towards a future fair. If you cancel within 2 weeks before the event you will receive only a 25% credit towards a future fair.

2. EBBF presenters reserve the right to determine the eligibility of any product, company and/or service in the exhibition area. It is the responsibility of the Exhibitor to inform the EBBF presenters of any product, service or claim which does not comply with the regulations of the FDA or any other State or Federal regulatory agency and/or which is considered experimental. Exhibitor is strictly prohibited from having or selling on-site any substance or product considered illegal. Consequences for any such action will be solely borne by the Exhibitor and may be cause for expulsion without recompense.

3. Aisles and Exits shall be kept clean, clear, and free of obstacles. Easels, signs, etc., shall not be placed beyond the table area into the aisles or lobby areas or on ceiling or columns, etc. Interior furnishings and materials shall not be located so as to obstruct or block exit ways, fire and safety devices or equipment. Distribution of samples and literature is strictly limited to the confines of the Exhibitor's table area. Also, voice and/or music amplification must be kept to a sufficiently low volume so as not to disturb other exhibitors or attendees.

4. Clean Up: Leave your table area clean and free of any and all trash upon leaving or a charge will apply.

5. EBBF Presenters are not responsible for replacement of lost or stolen goods. Exhibitors are responsible for obtaining their own general liability insurance for the fair date, including move-in and move-out. Exhibitors will indemnity the EBBF presenters and the Scottish Rite Center for claims/suits arising between Exhibitors and attendees regarding space rental.

6. Exhibitors are financially responsible for any damage caused to rented tables, decorations, or to any Scottish Rite property. Do not nail, screw, staple, pin, tack, tape, etc., any materials directly to the walls or floor.

7. All federal, state and city regulations pertaining to fire and safety must be adhered to Exhibits having an open flame, i.e. lamps or candles are prohibited. Any exhibit employing flammable liquid, compressed combustible gas or highly combustible or explosive material is prohibited!

8. Exhibitors are responsible for meeting all city/state resale-licensing requirements.

9. Any Exhibitor giving away or selling food in his/her booth is responsible for all Health Department permits, rules, regulations, etc.

10. In order to comply with the smoking ordinance of the Department of Public Health, smoking is not permitted in the Scottish Rite Center.

11. All electrical cords must be grounded and be UL approved.

12. No animals or pets are permitted in the building except seeing-eye dogs.

13. Exhibitors agree to conduct themselves in a respectful, cooperative manner appropriate to the integrity of the attendees, fellow exhibitors, and EBBF presenters.

14. In the event that any outside cause, such as war, fire, weather, any Act of God, etc. prevents the Exhibition, the EBBF presenters reserve the right to retain Exhibitor payments for expense compensation.

15. Exhibitor setup will not be permitted unless all fees are paid.

16. Failure to comply with these rules and regulations may result in fines levied by EBBF presenters, Scottish Rite Center or Government agencies. EBBF presenters and Scottish Rite Center retain their right to close any exhibit that fails to cooperate with these policies.

17. The purpose of the fair is to inform new and expecting parents about their choices regarding services, products and resources in the Bay Area. It is important to respect the varying views, values and opinions of the attendees and to present information in a way that is sensitive, non-judgmental and will not alienate anyone.

18. Any questions or issues that are not covered in this contract shall be subject solely to the discretion of the EBBF presenters.

If you have any other questions, please feel free to call Deanna Mulder-Sauter at 510-421-6180 or e-mail us at info@eastbaybabyfair.com.

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