Craft and Commercial Vendors: Arrival Instructions*

IMPORTANT - PLEASE READ!
ARRIVAL INSTRUCTIONS

*This is an example of the letter you will receive if you are selected to be at the Freedom Fair. We have this letter here for you to read so that you can be prepared for some of the requirements you will need to meet before you can attend.

Dear Freedom Fair Food Vendor:

Welcome to the Tacoma Freedom Fair and Airshow. You will be joining a select group of vendors and exhibitors we have determined will help us provide the best quality and variety of products and services to our audience. Everything is on track for a great event!

Please study the detailed arrival and setup instructions provided! Do not lose these materials, every piece is very important and needs to be read and understood before you arrive. This will be our last contact with you prior to your arrival at the event.

TAXES:
We will register your business with the City of Tacoma as a temporary event vendor and will be paying your city B & O taxes, but you are still responsible for all state and federal taxes.

ELECTRICAL POWER:
Remember, as we said on the application, your booth does not have power available. We recommend you bring a battery-powered lantern to light your booth after dark. There are street- lights near your booth so you will have light to see but you may want more. Vendors are permitted to start closing down at dusk if it will make you more comfortable.

LOAD-IN TIMES:
You have been assigned a load-in time, it is on the white pass provided. Please arrive on time and be prepared to unload quickly and get out of the way so the vendor next to you can unload. All vendors should be unloaded and parked in you assigned parking lot by 10:00 a.m. if you need more time to setup, please arrive early. If you are pulling a trailer we need to know! You have been provided a parking pass good for one vehicle (not space for a trailer too.) If you have a trailer that's O.K. but you may need a pass to a parking lot that is farther away from your booth.

ARRIVAL & PARKING:
We have provided you with detailed arrival instructions, but they only work if you read them. Please study the maps showing your arrival path and assigned parking area. Every vendor will have one pass to park a standard size vehicle not far from the booth. If you are pulling a trailer we will need to move you to a parking lot with more room. See the attendant for directions or let us know well in advance. Plan to bring everything you will need for the day because if you leave the area you can't get back in to some of the parking lots once the event starts. Display your pass on the dashboard or front window at all times. Be sure to car pool if you have several staff working in your booth. We provide one parking pass per vendor booth. The road closes at 11:00 a.m. after that your pass and arrival instructions are no good. Don't be late and don't tell late arriving staff to enter the area according to your load-in instructions.

LOAD-OUT:
We will have large crowds on the street until after the fireworks show. Do not try and do not ask to move your car back to your booth before the crowd clears the area. Feel free to hand carry or use small carts or hand trucks to start moving small loads through the crowd back to your vehicle, but do not take your vehicle to your booth to load-out! Don't leave equipment overnight.

OFFICIAL VENDOR SIGN:
You have been provided OFFICIAL VENDOR identification for your booth. It must be displayed clearly on the front of your booth.

MAPS:
We have provided you a map with your exact booth location identified. Please study it and nearby landmarks so you will be able to spot the area as you arrive.

ICE & PEPSI SUPPLIERS:
Pepsi is the official soft drink supplier to the Freedom Fair. Food vendors will be selling 20oz plastic bottles of soft drinks for $______ each. No Coke products or signs please.

LITTER AND TRASH CONTROL:
We do not want any vendor to distribute flyers to the audience as they walk by; they must pick it up off your table. All vendors are required to keep sales areas clean and free of trash. DO NOT PLACE YOUR BULK TRASH (like boxes) IN THE ROUND TRASH CONTAINERS; USE THE LARGE DUMPSTER LOCATED NEXT TO THE PEPSI TRUCK AND THE ICE SUPPLIER. All trash must fit completely in the trash receptacle, if the one closest to you is full at the end of the evening take your trash to one with the space for you trash. Do not leave trash on the ground!

REPORT OF SALES:
All food vendors must turn in a report of sales form listing gross sales by the end of the evening.

We look forward to seeing you have a very successful stay at Tacoma's 4th of July Extravaganza! I'm pleased to welcome you to our event. If you have any questions please call our Trade Show staff at the Freedom Fair office at (253) 761-9433 ext. 0. Thank you for your cooperation!

Sincerely,

Doug Miller
Executive Director