Frequently Asked Questions

Do I have to re-apply and/or resubmit pictures if I was an exhibitor in a previous year's show?

Yes. We pick the "best of the best" exhibitors every year, therefore, you will need to resubmit a complete application each year. However, if you have been accepted into one show you do not need to resubmit an application if you are adding an additional show during the same year. Acceptance, however, is not guaranteed due to the limited number of exhibitors in each category.

Also, we use images of exhibitor's work in our advertising material and you don't want to miss out on the opportunity to market your work.

Do I need a separate check for each show?

No, just indicate the amount to apply toward each show.

What are the application deadlines?

We accept applications until each category of the show is filled. Once a category is filled, a waiting list for cancellations begins. The deadlines on the application refer to payment deadlines only.

How does the wait list work?

If your work is acceptable but your category is filled you can be put on a wait list for an opening in your category of work. If a booth becomes available we will notify you immediately.

How long will it take until I know if I'm accepted into a show?

Generally 2 weeks or less. If you submit your application during the November shows you will receive an answer by the 2nd week of January.

Can I choose my space?

We assign the spaces with an eye for the overall layout and composition of the show but we do try to honor any space requests made by an exhibitor. You may add any space requests to the "Special Requests" section of the application. Please keep in mind, that returning exhibitors have first right to their same space they occupied the prior year therefore some requests cannot be fulfilled.

All space assignment requests must be made in writing. Verbal requests cannot be guaranteed.

Can I setup early?

In most cases the answer will be no. We utilize all pre-setup hours preparing the facility for the arrival of exhibitors. Also, convention center staff will be moving about with heavy equipment and it is not safe for any exhibitors to be in the facility at this time. If the setup time can be moved forward we will notify you of the change via email.

Also, EMG will not be available for on-site for questions prior to Thursday's set-up. All of our staff will be diligently working to prepare the hall for your arrival. Please call or leave a message at (757)417-7771 with any questions or concerns.

Do I need a tent?

No. If you have one and it is fire proof you may set it up in your booth. If you do set up a tent make sure it will fit within a 10x10 space.

Do you provide tables?

Tables are available for rent. You can order them on the application or over the phone. Please make all requests prior to the week of the show. All tables should have covers that reach the ground.

Can I setup late, break down early or only exhibit one or two days of the show?

No. You must be be open and ready for business for all show hours. Furthermore, the last person to buy a ticket deserves the same quality show as the first and we always get complaints from customers if exhibitors begin to break down early on Sunday.

What happens if my tables do not fit in my booth?

You will need to use a different combination of tables and/or booth layout. All aisles must remain at their designated width due to fire regulations.

Is the booth draped?

Yes. Each booth comes with an 8' back drape and 3' side drapes. Colors vary with each show.

Can my friend/spouse attend the show in my place?

No. The applying artisan must be present during all show dates and hours.

Where do I park when I arrive?

Do not park in the loading dock area. Park in the outskirts. You will then need to locate the Registration Desk (usually just inside the loading dock) where you will receive your check-in packet and exhibitor badges. Finally, check your booth location, size and requested tables/chairs and electric service. Report any discrepancies immediately. Once these steps are completed you may pull up to the loading dock as per the dock master's directions.

Due to limited space, we cannot stress enough the importance of using the loading area only while ACTIVELY loading/unloading your vehicle. Space is very limited, give others a chance.

Where do I park during the show?

You will receive exhibitor parking locations and instructions when you check in.

Can I drive my vehicle/trailer inside the building for load-in/load-out?

No. You should come prepared to move in from the loading dock or parking lot.

Are we allowed to park our trailer overnight in the facility parking lot?

Yes. You will receive instructions on where to park your trailer overnight during check-in.

Overnight RV Parking?

Overnight RV parking is allowed in Va. Beach. In Chantilly, due to very strict zoning restrictions, no campers, RVs, etc. may stay overnight in the Dulles Expo Center parking lot. Please see the Exhibitor Guide for local campgrounds.

Will porters be available?

Yes. Porters, working for tips, will be available during set-up and breakdown. Sign up for their services at check-in and on Sunday evening after you are totally packed and ready to load your vehicle.

Does electricity come with the booth?

No. The convention center's utility form will be included with your Exhibitor Guide. You must mail the form directly to the convention center. Please order electricity in advance. Additional costs will apply to on-site orders.

Is there a resource to fill my cooler with water?

Water service will be available by individual arrangement with Events Management at the time of check-in.

Can I use candles or oil lamps in my booth?

Only with approval from Events Management Group and the Local Fire Marshal. Regulations at the Northern Virginia Christmas Market are fairly strict and will require a form to be submitted to the local Fire Marshall for approval prior to the show.

Will my booth have a sign?

Yes. Each booth includes your business name as stated on the application, city, state and booth number.

Can I hang a sale banner my booth?

No. Sale, discount and closeout banners are not permitted. A professional banner with business card type information is usually permissible. Please see show managemant with any questions.

How many badges am I eligible to receive?

Each exhibitor will be issued up to 4 badges. Up to 2 additional badges may be purchased for $6 or $7 each depending on the show. All badges must display the wearer's name.

What happens if I bring work that is not my own? Or, can I display my friend's work?

We jury booths throughout the show. If we find unacceptable work you will be asked to remove all items that are not yours. If you have misrepresented buy/sell work as your own you will have to leave with no refunds.

I have created something new. Will I be able to display it in my booth?

We encourage fresh ideas but we do ask you to get approval from Show Management for new items. We try very hard to maintain a balance throughout the show so it is essential your work is representative of the images you submitted with your application.

When can I restock my booth?

When possible, restocking should be done before and after show hours. We will open the Exhibition Hall to exhibitors 1 hour before the show starts each day and approx. 30 minutes after closing. The convention center staff is scheduled according to this plan so let EMG know in advance if you need access to your booth outside of these time schedules.

Do you have security guards?

All EMG shows have 24 hour security. However, the exhibitor is responsible for any loss, theft, breakage, damage by fire or personal injury within their rented space. Security guards will be present to protect you and your work. Please treat them with respect and appreciation.

Can I take photographs of exhibitors work or booth?

Only if you have permission from the exhibitor.

Will there be door prizes?

EMG offers a daily drawing of up to $100 gift certificates to show attendees who fill out a registration slip upon entry into the show. The gift certificate may be used toward the purchase of an item from any exhibitor in the show. If you receive one of these certificates from a customer, EMG will reimburse you the full amount.

Emergency Contact Information

Emergency Contact Information: In the event of an emergency during the show weekend, exhibitors and/or assistants may call the following contacts:

  • Virginia Beach Convention Center Security Offices - (757)219-2152

  • Dulles Expo Center - Our office number is forwarded to the Show Management Desk (757)417-7771

  • Show Management Desk - Our office number is forwarded to the Show Management Desk (757)417-7771

    Please make these phone numbers and the phone number of your hotel or host in the Virginia Beach area available to anyone who may need to contact you or your staff in an emergency

What is your refund policy?

An application is your commitment to do the show. The $100 deposit is non-refundable once you are accepted into the show. No refunds will be granted within 90 of the show dates. Exhibitors who must cancel should inform Events Management Group, Inc. immediately, both verbally and in writing, of their cancellation. Exhibitors who do not show and do not cancel will not be reinvited to future shows.

What to do if you have to cancel at the last minute?

Last minute cancellations, vehicle breakdowns or other delays
should be reported to Show Management immediately at (757)417-7771.

Do I need insurance?

Exhibitors are encouraged to insure their property against the risks of fire, theft, burglary, breakage and leakage, and water damage as well as the risks of transport into and from the event site. Neither Events Management Group or the show facility will be liable to any exhibitor or any person for any damage or loss whatsoever, arising from any cause.

How do I handle sales taxes?

Temporary Virginia Retail Sales Tax Forms and Sales Tax Charts will be distributed to all exhibitors at Registration. Virginia State Retail Sales Tax is applicable to all sales. The current tax rate is 5% of the retail price. Each exhibitor is responsible for recording, collecting and paying current Virginia sales taxes on all sales made during the show.

Do I need a Business License or any other special permits?

A Business License is not required to conduct business in these show facilities. All pertinent fire codes, laws, ordinances and regulations pertaining to health, fire prevention and public safety shall be strictly obeyed and enforced.

Will I need a health permit to serve food samples?

All food vendors must be approved by the Convention/Expo Center and must comply with local Health Department regulations. Forms will be mailed directly to all food vendors.

Can I bring my pet?

Unfortunately, all of the facilities we use have a no pets policy. Sorry! See our Exhibitor Guides for quality kennels in the area. We also try to have at least one pet-friendly hotel as one of our host hotels.

Are there other rules and regulations I need to know before participating in these events?

Here is the "no" list. We must abide by these rules or the show could get shut down.

  • No alcoholic beverages or smoking in the facility

  • No lighted candles, wicks, incense, straw, hay bales or live Christmas trees or greenery

  • No helium balloons

  • No exhibit shall have a roof system that would impede the fire sprinkler system in any way

  • All tents or canopies must have a flame retardant certificate.

  • No spraying or use of chemicals, such as lacquer, paint, stain, etc. is permitted inside the Exhibition Center.

  • No coolers, food or food deliveries can be brought into the exhibition center during show hours when the concessions are open.

  • No brown bag lunches are allowed except in cases of dietary restrictions

What kind of weather should I expect?

Do you offer special hotel/camping rates?

EMG makes special arrangements with area hotels that are within close proximity to the show site.


IMPORTANT! To ensure receipt of special rates, exhibitors are encouraged to make hotel reservations directly with the participating hotels by calling the reservation number listed in the Exhibitor Guide. Be sure to identify the show and that you are an Events Management Group exhibitor.

Also, due to the buying power of web services like Priceline, Kayak and
Hotels.com, we often find our exhibitors can find cheaper rates online.
Therefore we recommend using those services if rooms at the host hotels are unavailable.

Are we allowed to park our trailer overnight in the facility parking lot?

Yes. Ask about where to park your trailer during check-in. We will coordinate with building employees to make sure it will be in an acceptable location.

Overnight RV Parking?

Overnight RV parking is allowed in Va. Beach. In Chantilly, due to very strict zoning restrictions, no campers, RVs, etc. may stay overnight in the Dulles Expo Center parking lot. Please see the Exhibitor Guide for local campgrounds.

How do I get to the show?

Directions to all of our shows can be found here.

What type of advertising is done for an EMG show?

EMG will utilize the most comprehensive pre-show advertising campaign possible for each event. We guarantee a highly-visible, aggressive advertising campaign, including internet, radio, television, newspaper, direct mail, as well as unlimited promotional discount materials to all show participants. In addition, we will engage in every public relations opportunity available to create awareness, attention and…ultimately attendance…from all area resources.

Marketing Highlights

Va. Beach Spring and Christmas Craft Markets

  • 8+ local radio stations with on-air ticket giveaways
  • Multi-day ads in both local daily newspapers as well as weekly tabloids and other arts & entertainment focused publications
  • Local TV station(s) and several cable networks including Home & Garden TV, Lifetime, Food Network, Fox/MSNBC news and others
  • 250,000+ direct mail inserts
  • Flyers to all ocanfront hotels and visitor center
  • 25,000+ postcards to past attendees
  • 1,000+ emails to past attendees
These are just highlights as we pursue all public relation opportunities and any other avenues to get the word out about the upcoming shows

Northern Va. Christmas Market

  • 6+ local radio stations with on-air ticket giveaways and online streaming ads
  • Multi-day ads in 3 local newspapers (including Washington Post) as well as weekly tabloids and other arts & entertainment focused publications
  • Local TV station and several cable networks including Home & Garden TV, Lifetime, Food Network, Fox/MSNBC news and others
  • 20,000+ postcards to past attendees
  • 1,000+ emails to past attendees

These are just highlights as we pursue all public relation opportunities and any other avenues to get the word out about the upcoming shows