2009 Northern Virginia Christmas Market Exhibitor's Guide

This is the 2009 version for reference purposes. The 2010 version which will be very similar and will posted September '09. A PDF version can be downloaded here

Show Management

Events Management Group, Inc. (EMG)
P. O. Box 909, Virginia Beach, VA 23451
Tel: (757) 417-7771 Fax: (757) 417-7772
Web site: www.emgshows.com

Time & Location

The Northern Virginia Christmas Market will be held on November 14-16, 2008 in the South Hall of the Dulles Expo Center (DEC), Chantilly, Virginia. (When entering into the area of the Dulles Expo Center, off Willard Road, you will see two buildings. The Northern VA Christmas Market will be held in the building on the RIGHT side of the Dulles Expo Center parking lot.

Show Hours

Friday & Saturday 10 am - 6 pm

Sunday 10 am - 5 pm

Set-up Times

Thursday, November 13th 3 pm - 10 pm

Friday, November 14th 7 am - 10 am

EMG will not be available on-site for questions prior to Thursday's set-up at 3:00. All of our staff will be diligently working to prepare the hall for your arrival. Please call (757)417-7771 with any questions or concerns

Registration & Check-in

Exhibitors must check in and register at the Show Management Desk by
8:00 am Friday morning. At this time, you will receive your on-site packet
of materials that include name badges, Show Directory, Temporary Retail
Sales Tax Forms and other pertinent information. All exhibitors planning
to arrive for check-in on Friday morning must notify EMG in advance by
Monday, November 10th. Any exhibitor who fails to register by 8:00 am
Friday will be replaced by reserve artists and will summarily lose all
fees, deposits and right to space and participation in Events Management
Group, Inc. shows.

***IMPORTANT*** IT IS IMPERATIVE THAT EXHIBITORS DO NOT PARK CARS, RV'S
OR TRAILERS IN THE CUSTOMER PARKING LOT DURING SHOW HOURS. PLEASE DO NOT
PARK IN FIRE LANES! IN FACT, IT WOULD BE BEST TO ASK A SECURITY GUARD
WHERE TO PARK, AS THERE ARE FIRE LANES COMPLETELY SURROUNDING THE BUILDING
AND LOCAL ENFORCEMENT IS VERY STRICT. Loading areas may be congested;
therefore, come prepared to load and unload, using your own dollies or
hand trucks, from the parking lot. There will be limited small and large
dollies available for exhibitors use.

Electric, Telephone & Water

Electric service may be ordered in advance directly through Dulles Expo
Center at the price of $95. If ordered on-site, the cost will increase
to $135+. Likewise, telephone service for processing of credit cards is
available by individual order for $195 in advance and $225+ on site. Please
contact EMG before November 1st for telephone order form. Food vendors
who need access to the the kitchen and water early in the morning, must
make arrangements through EMG at check-in. Food Service

Complimentary coffee and doughnuts will be provided for exhibitors in
the Exhibitor Lounge Friday morning. Concessions will be open all event
hours. No coolers, food or food deliveries can be brought into the exhibition
center during show hours when the concessions are open.

Booth Set-up/Display Requirements

EMG will provide a properly-sized booth with three sides of 8' and 3'
red and white drapery, (no side drapes on corners), a booth sign, Exhibitor
badges, heat, general lighting and 24-hour security services. Exhibitors
are responsible for providing their own booth structures and shall be
liable for delivery, handling, erection and removal of their own display
and materials. Show Management must be notified of any changes to table,
chair or electrical requests at least two weeks prior to show dates.

Lighting may be attached to pipe and drape. Show Management must pre-approve
any heavy booth signs, art, etc. hung from aluminum piping.

Do not use pins, wire or tape on drapery. Table rentals measure 30"
x 96" or 30" x 72". Exhibitors are responsible for covering
tables to the floor in an attractive, professional manner. Exhibitors
who ordered tables are responsible for checking tables and table legs
before setting up their display.

All displays must be self-supporting and may not interfere or block other
exhibits, exit doors or passage ways. BE ABSOLUTELY POSITIVE THAT YOUR
DISPLAYS ARE WITHIN THE BOUNDARIES OF YOUR ASSIGNED SPACE BEFORE SETTING
UP YOUR INVENTORY. Booth spaces measure 10' x 10' to 10' x 30'. All exhibitor
chairs must be kept inside their measured booth spaces, not in the aisle
space. No storage boxes shall be exposed inside or outside of exhibits.
Tents and canopies must pass all local fire codes and must have a fire-retardant
certificate. Each exhibiting artist must be at his/her booth and the booth
must be set-up and "open for business" during show hours each
day. All aisles must be cleared and boxes, dollies, etc. must be out of
sight when doors open at 10 am Friday morning.

Load out will be from 5 pm until 11 pm Sunday night. Artists must leave
their space in the same condition in which it was delivered.

***UNDER NO CIRCUMSTANCES SHALL EXHIBITORS START PACKING OR LEAVING
BEFORE 5 PM SUNDAY. ANY EXHIBITORS NOT COMPLYING WITH THIS POLICY WILL
BE SUBJECT TO REMOVAL FROM FUTURE SHOWS AND FORFITURE OF ALL FEES PAID.
SHOW STAFF WILL BE MONITORING THE EXHIBIT HALL ON SUNDAY FOR COMPLIANCE
WITH THESE REQUIREMENTS.

Fire Safety (New Rules – See Below)

You must have individual approval from EMG, Inc. and the Fire Marshall
for open flames, i.e.: burning candles or oil lamps. Contact Show Management
for regulations and approval. All drapes, curtains, table coverings, skirts,
carpet or any materials used in booth display must be fire proofed and
conform to city fire codes and regulations. For electrical safety requirements,
please see the enclosed Fire Marshal Rules and Regulations. Your electric
connections will be checked during the Fire Marshal inspections Friday
morning and non-compliant booths will not be allowed to open.

Inventory, Shipping & Handling

Our decorator, Hale Northeastern, Inc., will handle any shipping of exhibitors'
inventory to and from the Dulles Expo Center. Call them at (716) 896-6170.
They will mail necessary forms directly.

Deliveries of merchandise during the course of the show should be directed
to your hotel or place of residence. Neither EMG, Inc. or the Dulles Expo
Center will be held responsible for deliveries that come to the Exhibit
Hall.

Exhibitor Parking

Exhibitors must check with Show Management at check-in regarding exhibitor
parking and trailer drop-off. No trailers will be allowed in the front
parking lot except during set-up and breakdown.

Signs & Badges

Each artist will be provided with booth signage listing the artist's
name, hometown, and booth number. This sign should be displayed on your
booth so that someone facing the front of the booth can readily see the
sign. Signs offering sales, discounts or closeouts are not allowed in
exhibits. The cost of badges for an Exhibitor and three accompanying assistants
are included in booth space fees; Up to two additional name badges may
be purchased for $7 each. These badges are for assistants who are actively
working in a booth. Names must be written on the badges at Registration.
Exhibitors with blank badges will not be admitted into the show. Exhibitors
must wear their badges at all times while in the exhibition area. Relatives
(including spouses and children over the age of twelve) and friends will
not be allowed into the show without a badge or a ticket purchased from
the Box Office. Exhibitors may leave assistant's badges at the Management
Desk.

Work on Display

Only works of art created by the artist and accepted as an exhibitor
may be displayed or offered for sale at the Northern Virginia Christmas
Market.

NO BUY/SELL MERCHANDISE IS TO BE SOLD BY ANY EXHIBITOR UNLESS AUTHORIZED
BY SHOW MANAGEMENT IN ADVANCE.

Work must be comparable in size, style and quality to the work pictured
in slides/photos submitted for jurying. Show Management will review the
show beginning Friday morning and will intermittently monitor booth content
throughout the weekend. Show Management reserves the right to exclude
from exhibition and sale any non-conforming work as determined by the
application, criteria and/or the Event Director. All decisions of the
Event Director are final.

No artist may let or sublet their booth either entirely or partially,
with or without charge.

Restocking & Cleaning Booth Time

The exhibition hall will be open Saturday and Sunday at 9 am for exhibitors
to restock and clean booth areas. UNDER NO CIRCUMSTANCES SHALL EXHIBITORS
BE ALLOWED INTO THE EXHIBIT HALL BEFORE THE ABOVE HOURS OR AFTER THE SHOW
CLOSES FOR THE EVENING.

Security

Security guards will be provided 24 hours a day. However, the exhibitor
is responsible for any loss, theft, breakage, damage by fire or personal
injury within their rented space. Exhibitors solely are responsible for
the security of their exhibits and equipment. Do not leave money boxes,
sales receipts, or other valuables in your unattended booth during or
after show hours. Report all incidents of theft or matters of a suspicious
nature to Show Management immediately. Also, solicitation or photography
of booths by exhibitors, customers or others will not be permitted during
show hours. Exhibitors are not to enter or inspect merchandise in any
unattended booth. Security will be posted at the back doors to ensure
that the doors are properly secured during all show hours.

Please turn in any "lost and found" items to Show Management.
Security guards will be present to protect you and your work. Please treat
them with respect and appreciation.

Door Prize Certificates

EMG will offer a daily drawing of a $100 gift certificate to show attendees
who fill out a registration slip upon entry into the show. The $100 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 face value of the certificate.

Return Tickets

Tickets purchased for entry to the show are good for the entire course
of the show. Ticket takers and show management will give customers return
tickets on request.

Directions to the Dulles Expo Center

From Baltimore: I-95 to I-495 to Northern Virginia; Rt. 267 (Dulles Toll
Rd.) to Rt. 28 S; one mile past Rt. 50 make a left on Willard Rd; make
another left into Chantilly Shopping Center and Dulles Expo Center. Show
is located in the South Hall on the right side of the parking lot.

From Frederick, MD: I-270 to I-495 to Northern Virginia; Rt. 267 (Dulles
Toll Rd.) to Rt. 28 S; make another left into Chantilly Shopping Center
and Dulles Expo Center. Show is located in the South Hall on the right
side of the parking lot.

From Richmond: Take I-95 North to I-495 North Tysons Corner (Exit 170B).
Stay on I-495 approximately 12 miles to Exit 49A I-66 West Vienna/Front
Royal. Stay on I-66 West for approximately 12 miles to Exit 53 B Rt. 28
North. Stay on Rt. 28 North for approximately 3 miles. Turn right on Willard
Road. Take left into Chantilly Shopping Center and Dulles Expo Center.
Show located in the South Hall.

*** Alternate route from Richmond to avoid beltway traffic - Take I-95
to Exit #152 Dumfries/ Manassas (Rt. 234); follow all signs to Rt. 28
N (Sully Rd.); 3-1/4 miles past I-66 overpass turn right on Willard Rd.,
make left into Chantilly Shopping Center and Dulles Expo Center. Show
is in the South Hall on the right side of the parking lot.

From Manassas: Rt. 28 N (Sully Rd.); 3-1/4 miles past I-66 overpass turn
right on Willard Rd., take left into Chantilly Shopping Center and Dulles
Expo Center. Show is in the South Hall on the right side of the parking
lot.

From Leesburg: Rt. 267 (Dulles Toll Rd.) to Rt. 28 S; one mile past Rt.
50 make left on Willard Rd.; make another left into Chantilly Shopping
Center and Dulles Expo Center. Show is in the South Hall on the right
side of the parking lot.

Hotel & Camping Accommodations

Events Management Group, Inc. has made arrangements for special group
rates with the hotel listed below that is within close proximity to the
show site. In fact, the Holiday Inn Select is within walking distance
to the Dulles Expo Center. To ensure proper receipt of special rates,
exhibitors must make hotel reservations by 10/24/08 by calling the number
listed below. This hotel sells out! Please call by the above date for
greatest likelihood of securing a room. Rates do not include applicable
sales and other taxes; exhibitors are responsible for all hotel charges.


***IMPORTANT*** When calling for reservations, please identify yourself
as a Northern Virginia Christmas Market Exhibitor.

• Holiday Inn Select - Chantilly - Dulles Expo Center, 4335 Chantilly Shopping
  Center, Chantilly, VA 20151. Rate: $82 + tax King or Double. For on-line reservations use www.hiselect.com/chantillyexpo and enter
  group code N10. (703) 815-6060 or 1-800-HOLIDAY
• Hyatt Place - Chantilly/Dulles South, 4994
  Westone Plaza, Chantilly, VA 20151. Rate: Thur.-Sun. $79+tax; $109+tax
  Wednesday. (703) 961-8160 Group Code: NVCH

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 the listed hotels are unavailable.

Camping Facilities: Due to very strict zoning restrictions in Fairfax
County, no campers, RVs, etc. may stay overnight in the Dulles Expo Center
parking lot. Exhibitors with RVs must stay in one of the area campgrounds
listed below:

• Lake Fairfax Park, Reston (703) 757-9242
• Bull Run Regional Park, Centreville (703) 631-0550 (9 miles from DEC)

Porters Work for Tips

Porters, working for tips, will be available during Thursday set-up only
and Sunday night breakdown. Sign up for their services at check-in and
on Sunday afternoon when your packing is complete. Please be fully packed
before bringing your vehicle to the loading dock area for the quickest
and easiest load-out.

Emergency Contact

In the event of an emergency during the show weekend, exhibitors and/or
assistants may be contacted through Events Management Group at 757-417-7771.
Please make this phone number and the phone number of your hotel or host
in the Northern Virginia area available to anyone who may need to contact
you or your staff in an emergency.

Cancellation & Withdrawal

An accepted application is a commitment to the show. No refunds will
be granted for show deposits or cancellation within 90 days before show
dates. Deposits and payments are not transferable to another Event. Exhibitors
who must cancel should inform Events Management Group immediately, both
verbally and in writing, of their cancellation, which will constitute
a confirmation not to show. Exhibitors who do not show and do not cancel
will not be reinvited. Last minute cancellations, vehicle breakdowns or
other delays should be reported to Show Management immediately (757) 417-7771.

Insurance & Limitations of Liability

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, Inc., Dulles Expo Center, nor the Northern Virginia
Christmas Market will be liable to any exhibitor or any person for any
damage or loss whatsoever, arising from any cause.

Sales Tax, Laws & Facility Policies

Virginia State Retail Sales Tax is applicable to all sales at the Northern
Virginia Christmas Market. 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. Temporary Virginia
Retail Sales Tax Forms and Sales Tax Charts will be distributed to all
exhibitors at Registration. A Fairfax County Business License is not required
to conduct business in this show facility. All pertinent fire codes, laws,
ordinances and regulations pertaining to health, fire prevention and public
safety shall be strictly obeyed and enforced. No alcoholic beverages of
any type are allowed in the event or on facility grounds. There will be
no pets or smoking in the exhibition center. Lighted candles, wicks, incense,
straw, hay bales or live Christmas trees or greenery are prohibited.

Special permission can be obtained from the Fire Marshall through Events
Management Group to burn candles but under strict provisions. Call our
office if you must burn oil or wick candles in your booth for the request
forms.

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. Helium balloons are prohibited.
ALL FOOD VENDORS MUST BE APPROVED BY THE DULLES EXPO CENTER AND HEALTH
PERMITS MUST BE OBTAINED THROUGH THE FAIRFAX HEALTH DEPT. Forms are mailed
separately to individual food vendors by EMG.

Northern VA Weather in November

Temperatures in Northern Virginia during the month of November are generally
in the mid 40's to low 60's. It can also be rather wet and rainy; therefore,
bring rain gear and protective coverings for set-up and breakdown.

Advertising, Marketing & Promotion

Advertising will be included in all major area news media including The
Washington Post, Washington Times, all regional home delivered weekly
newspapers, radio, television, direct mail, as well as flyer and post
card distribution to individuals and local businesses. Press releases
will be sent to local, regional, and national media resources.

IMPORTANT! Unlimited postcards and flyers are still available for exhibitors
to mail or give out to their customers prior to show time. Help us promote
our show by distributing this material to workplaces, churches, schools,
offices, stores, other shows, etc. Exhibitors see great results in increased
sales by sending out postcards to their former customers two weeks before
show time. Call our office at (757) 417-7771 to order more postcards or
flyers.

Enclosed Maps & Other Information

The Northern Virginia Christmas Market takes place in Chantilly, Virginia,
which is located in the Fairfax County area of Northern Virginia, the
heart of one of the most affluent and fastest growing regions in the country.

We have included a list of local restaurants, businesses, and other services
exhibitors may need during their stay in Northern Virginia. For those
using air travel, Dulles International Airport is just seven miles away
from the show site.

Business Services & Special Needs

AUTO SERVICE

• Chantilly Automotive - (703) 471-0555
• Chantilly Auto Repair Service - (703) 802-2277
• GNC Towing Service - (703) 263-2742

BANK

• Bank of America - Sully Plaza on Rt. 50 Lee Jackson Hwy., just past Courtyard
  Marriott

BUSINESS & OFFICE SUPPLIES

• Home Depot - Lee Hwy. (Rt. 29) & West Ox Rd.
• Office Depot - Lee Hwy.(Rt. 29) & West Ox Rd. (703) 591-1700
•  Staples - 13653 Lee Jackson Hwy (Rt 50) (703) 263-9731
• Total Crafts - 13653-B Lee Jackson Hwy (Rt 50) (703) 817-0770
• NC Print - (703) 378-0020 (Near Dulles Expo Center)

CAMPING FACILITIES

• Lake Fairfax Park, Reston - (703) 757-9242
• Bull Run Regional Park, Centreville - (703) 631-0550 (9 miles from the Expo Center)

DULLES EXPO CENTER

4320 Chantilly Shopping Center

Chantilly, VA 20153

Main and Show Office: (703) 378-0910

FAX: 703-378-2080

EVENTS MANAGEMENT GROUP, INC.

P. O. Box 909, Va. Beach VA 23451
(757) 417-7771 FAX (757) 417-7772

During Show Hours: (757) 417-7771

Emergency (Linda's Cell Phone): (757) 438-7348

Steve Jahnke - Show Promoter

Erin Estes – Show Coordinator

FLORISTS

• Mille Fleur (703) 631-0370
• Flower Gallery (703) 378-4007

GROCERIES

• Shopper’s Food Warehouse-Sully Plaza Rt.50, Lee Jackson Hwy. (just
  past Courtyard)

GYM

• Olympus Gym, Chantilly, VA (703) 378-1155

HEALTH DEPARTMENT -

• David Lawrence (703) 246-2461

LOCKSMITH

• AA Locksmith (703) 521-4990

MEDICAL CENTER

• Chantilly Medical Center (703) 968-7277

MOVIES

• Centreville Multiplex Theaters - Rt. 28 Worldgate Dr., Herndon (703) 318-9290

PHARMACY

• CVS Pharmacy - Sully Plaza, Chantilly

SHOPPING

• Fair Oaks Mall 117850 Lee Jackson Highway, Fairfax, VA (Rts. 50 &
  66)
• K-Mart - Sully Plaza, Chantilly

TRANSPORTATION

• Taxis - Red Top Cab Co. 703-934-4444 (Fairfax area’s main taxi cab
  service)
• Car Rental - Hertz (800) 654-3131, Budget (800) 527-0700, Avis (800) 331-1212