THE HAMPTON CLASSIC

Hampton Classic Horse Show, Inc. • PO Box 3013 • Bridgehampton, NY 11932-3013 631-537-3177 • 631-537-5443 (FAX) • Email: vendors@hamptonclassic.com • www.hamptonclassic.com

February 2019 To Whom It May Concern: Thank you for your interest in obtaining vendor space at the 2019 Hampton Classic Horse Show. We welcome all applications. Please know that space is assigned through committee decision, not on a first come, first serve basis. This year’s show dates are August 25 - September 1. If accepted, you will be required to be open all days and be available on set-up days (8/23-24) as well as breakdown day (9/2 - Labor Day). The three options for booth space are: • Boutique Garden/Boutique Court Booths - The Boutique Garden and Boutique Court booths are located near the

main grandstands and food service area and have entrances directly from the parking area, from the Hunter Rings, and from Stable Row. The minimum booth size is 12’x12’ but may be enlarged by 4’ increments at an additional cost of $950.

• Stable Row Booths - The Stable Row booths run along the stabling area and are nearby the Hunter Rings, the show

office as well as Jumper Ring 2. The booth sizes are 15’x15’ or available as a double booth, 30’x15’. • Stable Row Trailers / Displays - Stable Row has a few locations that can accommodate trailers, trucks, etc. Please note

that trailers requiring excessive space may be accommodated, subject to avail-ability, and additional fees may apply. Please return the enclosed application with the $50 non-refundable application fee, requesting either the Boutique Garden / Boutique Court or Stable Row, along with a separate 50% deposit. The completed application must be received in our office no later than April 1. All products/brands that you intend to sell must be listed on your application (samples, brochures, and pictures of your booth at other shows are helpful). The Boutique Committee will meet to review the applications after the deadline and decide which vendors will be placed. Applicants will be notified of their status by early May. The committee reserves the right to reject any application for any reason. If accepted, you may be asked to refrain from selling certain items. Please be aware the committee does not typically approve static booths or vendors with displays only - i.e. real estate properties, subscriptions, or items for order. Accepted applicants must pay the balance due no later than August 1, 2019. Best regards, Bryan L. Cohen Special Projects Coordinator

THE HAMPTON CLASSIC VENDOR APPLICATION

Boutique Garden/Boutique Court August 25 - September 1, 2019

Application Fee (separate, non-refundable) . . . . . . . . $ 50

Boutique Garden/Boutique Court booth (12’x12’). . . . . $ 2,800

Plywood Flooring rental (12’x12’). . . . . . . . . . . . . . . . . . . $ 360

Additional 4’ width of booth space - _______ x $950 = $

Additional 4’ width of flooring - __________ x $120 = $

6’ Table Rentals (6’x30”) - ___________ x $ 35 =$

8’ Table Rentals (8’x30”) - ___________ x $ 35 =$

Display without a booth

Amount Due $

50% Deposit (Enclosed) $

Application Fee (Enclosed Separately) $

BALANCE DUE (8/1) $

PLEASE NOTE: The application fee is due upon receipt of the application and must be separate from the deposit. A deposit of 50% MUST be received with the application by our office no later than 4/1/2019. If your application is accepted, this deposit will be treated as a non-refundable payment and ap-plied to the total amount due. If your application is NOT accepted, your deposit will be fully refunded. No deposits will be processed until after the vendor has been accepted. Cancel-lations between June 2-June 30 will result in forfeiture of the 50% deposit. Cancellations after July 1st will result in forfei-ture of the complete fee. The balance due is payable no later than August 1. Failure to pay in full by August 1 will result in a 5% late fee on the total amount due. Failure to provide all required proof of insurance and/or NYS Sales Tax Certificate of Authority may result in cancellation of your booth space and forfeiture of your payment.

Company Name Contact Person

Address

Telephone Email

Website Facebook Page

Signature

By signing this application I understand that if my application is accepted, I agree to the following: - To abide by the Boutique Vendor Guidelines- Have my booth open for business during required hours (including Monday 8/26)- Provide a copy of valid certificate of authority to collect NYS Sales Tax by August 1st- Provide a certificate of insurance showing a minimum combined general aggregate liability limit of one million dollars naming Hampton Classic Horse Show, Inc. as a “specifically designated additional insured”- Provide Worker’s Compensation & Employer’s Liability to cover any employees that will be working at the booth (additional information concerning these requirements will be sent upon acceptance)

PLEASE RETURN NO LATER THAN APRIL 1 TO: Hampton Classic, P .O . Box 3013, 240 Snake Hollow Road, Bridgehampton, NY 11932 . Phone: 631-537-3177

vendors@hamptonclassic .com

I would be open to a booth on Stable Row if a spot in the Boutique Garden/Court is not available (turn this page over for information.)

Ex: sculpture, furniture, etc. Pricing begins at $2,800 depending on the footprint size. Contact us to discuss.

Charge my credit card for the application fee and, if accepted, keep my card on file to pay the deposit balance & any outstanding fees when due.

CC #

Exp. Date CCV #

50

Application Fee (separate, non-refundable) . . . . . . $ 50

Stable Row booth (15’x15’) . . . . . . . . . . . . . . . . . . . . . . $2,000

Plywood Flooring rental (15’x15’) . . . . . . . . . . . . . . . . $ 450

Stable Row Trailer Space (up to 30’ long) . . . . . . . . . . $2,800

Stable Row Trailer Space (over 30’ long) . . . . . . . . . . . $3,000

6’ Table Rentals (6’x30”) - ___________ x $ 35 = $

8’ Table Rentals (8’x30”) - ___________ x $ 35 = $

Amount Due $

50% Deposit (Enclosed) $

Application Fee (Enclosed Separately) $

BALANCE DUE (8/1) $

PLEASE NOTE: The application fee is due upon receipt of the application and must be separate from the deposit. A deposit of 50% MUST be received with the application by our office no later than 4/1/2019. If your application is accepted, this deposit will be treated as a non-refundable payment and ap-plied to the total amount due. If your application is NOT accepted, your deposit will be fully refunded. No deposits will be processed until after the vendor has been accepted. Cancel-lations between June 2-June 30 will result in forfeiture of the 50% deposit. Cancellations after July 1st will result in forfei-ture of the complete fee. The balance due is payable no later than August 1. Failure to pay in full by August 1 will result in a 5% late fee on the total amount due. Failure to provide all required proof of insurance and/or NYS Sales Tax Certificate of Authority may result in cancellation of your booth space and forfeiture of your payment.

Trailer Dimensions (W x L x D) _____________________________

Trailer Dimensions (W x L x D) _____________________________

Company Name Contact Person

Address

Telephone Email

Website Facebook Page

Signature

By signing this application I understand that if my application is accepted, I agree to the following: - To abide by the Boutique Garden Guidelines- Have my booth open for business during required hours (including Monday 8/26)- Provide a copy of valid certificate of authority to collect NYS Sales Tax by August 1st- Provide a certificate of insurance showing a minimum combined general aggregate liability limit of one million dollars naming Hampton Classic Horse Show, Inc. as a “specifically designated additional insured”- Provide Worker’s Compensation & Employer’s Liability to cover any employees that will be working at the booth (additional information concerning these requirements will be sent upon acceptance)

PLEASE RETURN NO LATER THAN APRIL 1 TO: Hampton Classic, P .O . Box 3013, 240 Snake Hollow Road, Bridgehampton, NY 11932 . Phone: 631-537-3177

vendors@hamptonclassic .com

Charge my credit card for the application fee and, if accepted, keep my card on file to pay the deposit balance & any outstanding fees when due.

CC #

Exp. Date CCV #

THE HAMPTON CLASSIC VENDOR APPLICATION

Stable RowAugust 25 - September 1, 2019

50

I would be open to a booth in the Boutique Garden/Court if a spot on Stable Row is not avail-able (turn this page over for in-formation.)

Please describe below the items that you plan to sell in your booth. Please be as detailed as possible and list all brands if not your own

label/design. Include other brochures or pages as needed. All items are subject to be reviewed and you may not be approved for certain items.

Examples: Jewelry - gold, silver, precious stones, fashion, etc. Hats - straw, cowboy/oil skin, baseball, high-end Leather Goods - purses, gloves, boots, etc. Women’s Apparel Accessories - belts, scarves, hair accessories, etc. Men’s Apparel Shoes / Boots Artwork 1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

THE HAMPTON CLASSIC VENDOR APPLICATION

Boutique Garden/Boutique Court - Stable Row August 25 - September 1, 2019

2019 HAMPTON CLASSIC VENDOR

GUIDELINES

August 25 - September 1

BOOTH APPEARANCEWe encourage vendors to make their space as attractive and invit-ing as possible. All furniture, display cases, seating, wall coverings or decorative elements are the responsibility of the vendor. Please arrange your floor plan for the actual size of your booth. Do not plan to extend past the footprint of your booth by bringing extra shelving, racks, signage etc. Be respectful of your neighbors’ space.

Display of product outside of the tent may be acceptable upon prior approval by the Hampton Classic.

BOOTH SIZESSince actual measurements of the tents are metric, booth sizes are approximate. The Hampton Classic rents the tents each year. Tent heights are subject to change. Please do not design any installa-tions taller than 7’.

Boutique Garden/Boutique Court: Booth sizes start at 12’ x 12’. Booths can be increased in width by 4’ increments. All tents in the Boutique Garden/Boutique Court are 20’ deep - 12’ utilized for booth space and 8’ for a walkway for customers to visit each booth protected from the elements. Booth walls are created with 6’-9’ slatted wood (refer to photo on back of these guidelines).

Stable Row: Booth sizes are 15’ wide x 15’ deep. Since these tents are different, they can only be rented as a single or a double booth of 30’ wide x 15’ deep. Booth walls are created with 6’ stockade fencing (refer to photo on back of these guidelines).

DOGSNo dogs are allowed in the Boutique Garden, including booths, at any time. Please refrain from bringing your pet(s) while working at the Hampton Classic. This includes set-up and breakdown days.

FINDING A PLACE TO STAYFinding accommodations close to the showgrounds can be challeng-ing as the summer approaches. We have an accommodations section on our website, www.hamptonclassic.com, where local homeowners and inn keepers advertise their rentals for the season. The nearest “chain” hotel is in Riverhead, approximately 40-50 minutes away.

ELECTRIC / LIGHTING / PHONERental fees for tented booths include a 20 amp outlet and a phone jack and basic telephone for local calls (if you choose to book a phone line - additional fees apply for phones booked after 8/1). The vendors tents have a string of bulbs running from end to end. Additional lighting may be brought in if electric allows.

FLOORINGFlooring (3/4” plywood) can be rented at an additional charge (select-ed on the application form). If you do not choose to rent flooring, the booth floor is grass. Requests for flooring must be made in advance. Prices will double on flooring orders placed after August 1st. Requests for flooring on or after August 16th, will be three times the original fee.

HOURS OF OPERATIONThe rental of booth space is for 8 days. Booths are to be manned ev-ery day of the show (including Monday, 8/26). Tents are made up of shared space. If your booth is not manned, your merchandise is unat-tended and open to the public.

Business hours on Opening Day Sunday, Tuesday through Grand Prix Sunday are from 9 a.m. until 5 p.m. and Monday’s hours are 10 a.m. - 4 p.m. You are allowed entrance to your booth beginning at 8 a.m. each day. No one will be allowed in the shopping areas after 6 p.m. 24 hr. security begins on Friday 8/23 at 4:00 p.m.

MANDATORY PAPERWORKAll vendors are required to provide the following paperwork (accepted vendors will be advised of deadlines):- a certificate of authority to collect NYS Sales Tax- a certificate of insurance showing a minimum combined general ag-gregate liability limit of one million dollars naming Hampton Classic Horse Show, Inc. as specifically designated “additional insured."

CANCELLATION POLICYUpon acceptance, vendors will have until June 1st to decline the booth space. Cancellations between June 2 - June 30 will result in forfeiture of the 50% deposit. Cancellations after July 1, will result in the vendor being responsible for the entire booth fee. Late cancellations could also impact future acceptance.

PAINTINGYou may not paint the walls or plywood flooring provided by the show. Coverings may be stapled, nailed or screwed to walls but must be re-moved during breakdown.

REPRESENTING THE HAMPTON CLASSICVendors must represent the Hampton Classic in a courteous and pro-fessional manner. Orders taken at the show resulting in future ship-ments to customers must be fulfilled. Communication by customers after the show by phone and/or email should be responded to in a reasonable timeframe. If the Hampton Classic receives complaints about a vendor, it may result in a denial of the vendor application in subsequent years.

SECURITY ISSUESOur security officers are here to protect you and your merchandise. To assist their efforts, please refrain from being in your booth after hours on set-up days and on show days. Please note that the security officers are an outside entity and should not be asked for assistance regarding your booth or the logistics of the horse show. Designated staff will be available for those matters. Also, please do not take items from the showgrounds (property of the Hampton Classic) or enter any other ven-dor booths or food concession areas after hours.

SERVING OF FOOD & BEVERAGESAccording to Suffolk County Department of Health, serving of food or beverages in open containers is not allowed without a permit. Any catering must be arranged through our official caterer, Robbins Wolfe Eventeurs. No alcohol may be brought onto the grounds by anyone other than Robbins Wolfe Eventeurs. In addition, no food or beverage may be provided, if they are in conflict with an exclusive sponsorship agreement. Contact us with any questions.

MANDATORY PAPERWORK CONTINUED

You will not be allowed to set-up without proper insurance on file.- Worker’s Compensation & Employer’s Liability to cover any employ-ees working in your booth.

- After hours and on-site (during the show) contact information

SOCIAL MEDIAYou may promote your presence at the show on our Facebook page, however, we require prior approval of the post. With more than 200 sponsors and vendors, we want to ensure our fanbase is not over-whelmed with sales messages. Inform us about your facebook page and the Hampton Classic will be sure to “like” it as well. You are also able to tag us through our other platforms, such as instagram, snap-chat, or twitter - @hamptonclassic.

SIGNAGE / SELF PROMOTIONA 4’x1’ sign with your company name will be provided and hung from the tent eaves. Each vendor will be listed in the 2019 Official Show Program and on www.hamptonclassic.com.

Please refrain from displaying signs or leaving brochures or other sales materials around the grounds, including but not limited to the VIP Tents, show office, in-gates and office bulletin boards without permis-sion. Items found will be discarded. Any merchandise that is displayed outside your booth or in the garden area must be approved beforehand and may be subject to additional fees. Paperwork outlining this policy will be included upon acceptance. Please contact us with advertising and sponsorship inquiries.

SMOKINGSmoking is prohibited by law under any tented area. Please make sure you, your staff, and your customers do not smoke in your booth.

STAKINGPlease refrain from staking any signs / racks etc. into the ground in the Boutique Garden or on Stable Row due to electric, phone and water lines running beneath the grounds.

TABLE RENTALS6’ and 8’ rectangular tables are available for rent (see application form). If you rent tables from us, a crew member will bring your table(s) after you have checked in. On set-up days (Friday or Saturday), please check in with our vendor coordinator who will radio to have your tables brought over at that time. We do not rent chairs. Please do not take tables and/or chairs from other areas. Additional fees will apply for tables ordered after August 1st.

SHIPMENTS / PACKAGESPlease do not ship anything to the showgrounds prior to August 23rd. We do not have a storage area. Any boxes arriving early will be left in your booth space unattended. Only ship using UPS or Fedex. Do NOT use US Postal Service, they do not deliver to the showgrounds. All packages must be labeled:Your Company Namec/o Hampton Classic Horse Show240 Snake Hollow RoadBridgehampton, NY 11932

For packages being sent out after the show, please arrange to have labels and forms prepared ahead of time. Vendors must schedule their own pick-up of packages. Remember, Monday, September 2nd is La-bor Day. UPS and Fedex will stop at the receiving tent for pick-ups and deliveries.

SETUP AND BREAKDOWNNO VEHICLES are allowed in the Boutique Garden at any time. Booth set-up is on Friday, August 23rd & Saturday, August 24th from 8:00 a.m. - 7:00 p.m. Please bring your own tools, brooms, hand trucks, decor, table covers, folding chairs, etc. You will have the opportunity to unload any merchandise by pulling up behind the tents (where avail-able) around 8 a.m. each morning. Please then park your vehicles in the farthest point of the parking area as soon as possible as the show will have started and spectators are arriving.

Tent breakdown begins at approximately 5:00 pm on Sunday, Septem-ber 1st. All items must be removed from your booth area by 12:00 noon on Monday, September 2nd. (see Shipments/Packages)

SHARING / SUBLETTING / TRUNK SHOWSWhile sharing may be permissible, each vendor must fill out their own application. The committee will then take each vendor into consider-ation. Sharing or subletting booth space or conducting a trunk show without permission is prohibited and could result in a denial of vendor privileges in subsequent years.

VENDOR CREDENTIALS & PARKINGWhen you check in on set-up days, you will receive your vendor packet. Packets will not be mailed.

In your vendor packet you will receive two vendor passes for early entry (8:00 am) to your booth and to stay after hours (between 5-6 pm).

There is no charge for parking. Two hangtag parking passes for you and your staff as well as three additional carload week passes will be in your vendor packet.

WEATHER PROCEDURESIn the event of bad weather, the competition will go on unless there is lightening or extreme conditions. Vendors are expected to stay open as long as the competition goes on. No refunds will be provided due to inclement weather or other occurrences beyond the control of the Hampton Classic. Tents are weather resistant. Please bring necessary coverings for your merchandise.

WI-FIWireless access is available as a courtesy only and should NOT be re-lied upon for credit card transactions. Service may be interrupted dur-ing high traffic periods. If you plan on using the internet for credit card transactions, you should secure your own wireless card and account. Please make sure all firewall software is up to date.

Example of a Boutique Garden/Court booth

Example of a Stable Row booth with flooring

STABLE ROW

BOUTIQUE GARDEN/COURT