The Newport Flower Show

Garden Marketplace

Exhibitor Information & Application

2011 Show Theme: “Entertaining – Newport Style”

The 2011 Newport Flower Show

Exhibit Space Application & Contract Produced by The Preservation Society of Newport County

424 Bellevue Avenue, Newport, RI 02840

Tel. (401) 847-1000 ext. 140 ~ Fax. (401) 847-9477 ~ E-mail: events@newportmansions.org

~ ~ Show Hours ~ ~~

Friday, June 24, 2011 – 10:30 a.m. to 5:00 p.m.

VIP Guest Entry will begin at 9:30 a.m. on Friday, June 24

Friday, June 24, 2011 – Opening Night Cocktail Party 6:00 p.m. to 9:00 p.m.

Saturday, June 25, 2011 – 9:00 a.m. to 5:00 p.m. and Sunday, June 26, 2011 – 9:00 a.m. to 5:00 p.m.

Back Lawn – Marketplace space in the Oceanside Boutique area will be available at the rate of $1,000 for

each 9' x 9' area.

Front Lawn - A limited number of spaces are available in the Gardener’s Marketplace at the rate of $600

for each 9’ x ‘9 area. (Only garden items will be reviewed and approved to exhibit on the front lawn)

A limited number of corner booths will be available on a first-come, first-served basis at the additional cost

of $200.00 each.

The Flower Show Committee will accept Marketplace Applications and deposits for the 2011 Newport Flower

Show beginning February 1, 2011. Exhibitors should include photographs of their product(s) or booth displays

for consideration. The Flower Show Committee will review applications on a bi-weekly basis and notify

exhibitors in writing when a decision has been made regarding acceptance at the Show.

Business Name: ___________________________________________________________

Contact Person: ___________________________________________________________

Address:_________________________________________________________________

City:_______________________________ State: __________ Zip Code: ______________

Tel. ( _______ ) __________________________________________________________

E-mail: __________________________________________________________________

Website: _________________________________________________________________

Description of Product(s) to be exhibited:

_______________________________________________________________________

_______________________________________________________________________

_______________________________________________________________________

� I have enclosed materials for consideration by The Newport Flower Show Committee.

A show layout is attached. The Committee will have final determination over all booth locations and

assignments. The Committee will review all applications and assign booths in the manner that adds variety to

each location and/or aisle in the Marketplace. Final Booth location is at the discretion of The Newport Flower

Show Marketplace Committee. Exhibitor booth space will be available on a first-come, first-served basis.

___ Please reserve _____ booth(s) for my participation in the show as an Exhibitor in the

OCEANSIDE BOUTIQUE on the Back Lawn at Rosecliff @ $1,000 per booth space

1st Choice: Booth # ___________ 2nd Choice: Booth # _____________

___ Please reserve _____ booth(s) for my participation in the show as an Exhibitor in the

GARDENERS MARKETPLACE on the Front Lawn at Rosecliff @ $600 per booth space

1st Choice: Booth # ___________ 2nd Choice: Booth # _____________

All Booths will be provided with electrical service for no additional charge. Please inform the Flower Show

Office at least 2 weeks prior to the Show should you have any special electrical needs. Each booth will be

provided with one 8' long table (undraped) and two folding chairs.

Booth Payment Information

Oceanside Boutique(s) – Back Lawn @ $1,000 each = $ _________

Gardeners Marketplace(s) – Front Lawn @ $ 600 each = $ _________

Corner Booth (in addition to booth fee) @ $ 200 each = $ _________

(Corner booths are assigned on a first come, first served basis)

_____ Additional Tables @ $30 each = $ _________

_____ Additional Chairs @ $ 6 each = $ _________

Total Fees = $ _________

A deposit of 50% of the booth fee is required for consideration as a Marketplace Exhibitor.

� My deposit check in the amount of $______________ is enclosed.

Final payment of the remaining booth fee must be received by Friday, June 3, 2011.

Make checks payable to: The Preservation Society of Newport County

� Charge my deposit in the amount of $ ________________ to the credit card noted below.

If accepted, the remaining balance for your booth fee will be charged to the credit card on Fri., June 3, 2011.

‘ MC ‘ Visa ‘ Amex ‘ Discover

Card #: ______________________________________________Exp. Date: ______________

Return this completed form to: THE NEWPORT FLOWER SHOW

The Preservation Society of Newport County - 424 Bellevue Avenue, Newport, RI 02840

2011 Newport Flower Show Marketplace ~ Guidelines for Exhibitors

Ribbons Awarded for Best in Show Booth Decoration - Exhibitors are expected to prepare a unique booth with a customized display. In particular, you’ll need to plan carefully for backdrop and side design. The tents provided are not intended to be used as backdrops or part of the décor. They serve only to define your space. Think of your tent as the frame of a house-the walls aren’t finished yet! No merchandise and/or display materials may “spill-over” into the aisles. All Marketplace booths will be judged before The Newport Flower Show opens to the public on Friday evening, June 24. Exhibitors are eligible for ribbons placing 1

st, 2

nd, 3

rd and Honorable Mention and a special award ribbon for the booth design that best portrays

the 2011 Show Theme “Entertaining – Newport Style”. Judges will award the ribbons based on the following criteria: Layout and organization of product and booth space, sensory appeal, eye appeal, scent and accessibility, creativity and horticultural relationship. DATES OF SHOW: The 2011 Newport Flower Show will open to the public on Friday, June 24 from 10:30 a.m. to 5:00 p.m., (VIP Guest entry will begin at 9:30 a.m. on Friday, June 24) Saturday, June 25 and Sunday, June 26, 2011 from 9:00 a.m. to 5:00 p.m. An Opening Night Party will be held on Friday, June 24 at 6:00 p.m. All Exhibitors should be set-up and open for business during the Opening Night Party. All booths must remain open during these posted Show times. BOOTH ASSIGNMENTS: The Newport Flower Show Committee will evaluate and select all Marketplace Exhibitors based on their compatibility with our Horticulture/Floral/Garden theme. We anticipate between 70 to 75 total exhibitors. Each Exhibitor will be assigned a booth location 2 weeks in advance of their arrival at the Show. The Committee will determine all booth locations and assignments. These will be sent to each exhibitor via mail with a show layout and your booth area highlighted. Vendors may not sublet or apportion the entire or any part of their space. All display materials, items and equipment must fit within designated display space. Changes cannot be made once the booth assignments have been assigned by the Committee. FEES: The fee for Marketplace Exhibit space at the 2011 Newport Flower Show will be $1,000.00 for one 9' x 9' space on the back lawn in the Oceanside Boutique area and $600.00 for one 9’ x 9’ space in the Gardener’s Marketplace on the front lawn at Rosecliff. (small white tents are erected in each booth location, unless open air space is specifically requested) DEPOSITS: A deposit of 50% of the booth fee is required when your application is sent. The remaining balance for the booth will be due by Friday, June 3, 2011. No booth fee payments, partial or full, will be refunded after June 3, 2011. CHECK-IN: All Marketplace Exhibitors must check in at the Registration Tent upon arrival. Badges may be picked-up at Registration on each day of the Show. A show badge is required for entry to the Show grounds. SET-UP: Exhibitors may set-up only on Thursday, June 23 from 10:00 a.m. to 7:00 p.m. All heavy unloading should be completed on Thursday or you may want to bring a hand truck to transport items to the assigned area. Vehicles must be unloaded promptly and removed from the Show grounds. Exhibitors are responsible for the installation and removal of their Exhibits. Labor is not furnished by Show Management. Prefabricate as much as possible to expedite installation and removal. No vehicles will be permitted to drive onto the Show grounds on or after Friday, June 24. All Booths must be ready to open for sales at 9:30 a.m. on Friday, June 24. CHECK-OUT: Vendors must check out with the show office on Sunday, June 26 between 4:30 pm and 5:30 pm. Rhode Island vendors must check out to obtain a Loading Pass for the Show Grounds. Non-Rhode Island Vendors must complete their tax documents for state sales tax and once completed and submitted, they will be issued a Loading Pass for the Show Grounds. After checking-out vendors will receive a pass to drive one vehicle onto the show grounds to load-out. BREAKDOWN: Breakdown of your Marketplace area must take place between 6:00 p.m. and 8:00 p.m. on Sunday, June 26. Exhibitors should complete the breakdown and packing of their booth before bringing their vehicles from the parking area for loading. Because the museum property and grounds will be open to the public for tours of the house and grounds on Monday morning, June 27 all Marketplace booth items must be removed on Sunday, June 26. The tent company will arrive very early on Monday morning to begin removing all tents from the grounds of Rosecliff and the Show cannot be responsible for items left on the grounds. BOOTH SPACE: As part of the booth fee each Exhibitor will be supplied with one 9' x 9' frame tent, with removable sides. The tent height at each side is approximately 7' and at center peak 10'. One 8' long x 30" high undraped table and two folding chairs will also be provided. No personal tents/canopies/awnings, etc. are permitted on the show grounds. Vendors are permitted to only use the provided frame tent in order to keep a uniform look to the show. Vendors are not permitted to extend their displays beyond their booth. No products or displays may extend into any aisle. TABLES AND CHAIRS: Each booth will also be supplied with one undraped 8' long by 30" high table and two folding chairs. Additional tables can be provided for $30.00 each and additional chairs at $6.00 each for the three day event and must be requested in advance.

ELECTRICITY: Electricity will be available to all Exhibitors at no additional cost. The electrical service to booths on the back and front lawns (when requested) will include 1 electrical outlet with 15 amp service. You may bring an extension cord or power strip. If your electric needs are greater than noted, please contact the Flower Show Office at least 2 weeks prior to the start of the Show so that arrangements can be discussed for additional service. An additional charge may be incurred.

All special requests for electricity, tables and chairs must be received no later than Friday, June 3, 2011 SIGNS: The Preservation Society will provide a simple sign for each booth and a booth number. Both the sign and number will be in place upon your arrival to the Show. SECURITY: The Newport Flower Show will hire a local security firm to patrol the Marketplace grounds on a round-the-clock basis from the commencement of set-up for the Show until the end of the breakdown period on Sunday, June 26. However, the Newport Flower Show will not be responsible for cash boxes or damaged and/or missing merchandise. FIRE, SAFETY AND HEALTH REGULATIONS: The Vendor agrees to comply with Local, Town and State laws, ordinances and regulations. The Newport Fire Department will decide the amount of fire extinguishers that are necessary in the marketplace and their locations. If a fire extinguisher is placed in or near your booth by Show Management it must remain visible and unobstructed at all times. BADGES: As an Exhibitor, you will be issued badges for your staff to gain access to the Show grounds. Since you may staff your exhibit on a shift basis, we will permit your personnel to return their badges to registration after their shift so they can be re-issued to the next shift of workers. Each Marketplace Exhibitor will be issued a total of 4 badges with the business name indicated. TRANSACTIONS: All Marketplace Exhibitors will be responsible for their own cash boxes. The Newport Flower Show is unable to provide change or act as a bank during the event. Please plan to bring ample change. As this is an outdoor show, the cost involved prohibits us from offering telephone lines for credit card sales. We suggest that you handle all transactions by cash, check or a manual credit card machine. PERMIT TO MAKE RETAIL SALES: ALL VENDORS MUST HAVE A PERMIT TO MAKE SALES AT RETAIL. If you do not have such a permit, a temporary one can be obtained from the Flower Show Office at the Preservation Society. The Newport Flower Show Office must have a copy of your temporary or permanent permit on file prior to the Show. Your Retail Sales Permit must also be displayed at your booth throughout the Show. SALES TAX: Each vendor must track their sales over the course of the show and fill out the tax form that will be included in your check in packet. If your product is not taxable you will indicate on this form that your product is exempt from sales tax to inform the State of Rhode Island that you do not owe taxes. If your product is taxable you will be responsible for the payment of those taxes on Sunday June 26, 2011 during check out with the show office. Sales tax must be paid by a check made out to the Division of Taxation, State of Rhode Island. Further instructions will be provided in your check in packet RI Sales Tax is 7%.

LODGING: A list of local lodging options may be found at www.gonewport.com or you may call the Newport County Convention & Visitor’s Bureau at (800) 976-5122

IMPORTANT ~ PLEASE NOTE

Because of very limited parking, NO oversized trucks, trailers or campers are permitted to remain in the parking area at Rosecliff during the Flower Show. No Vehicles over 12’ in length will be permitted to park at Rosecliff. Alternate parking arrangements must be made with our office prior to your arrival at the Show. Due to City Ordinance, NO over-night camping is permitted on the grounds at Rosecliff or in the surrounding Parking Areas. Please contact Tourist Information for local camp sites. (800) 976-5122 or check their website at www.GoNewport.com