VENDOR INFORMATION

2020 Springfield RV, Camping & Outdoor Show

Rules, Regulations and Show Information

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Greetings!

 

We are excited you will be joining us for the 58th Springfield RV, Camping and Outdoor Show!  Enclosed you will find rules, regulations, and general information about our show.  Please read through this information carefully.

 

SHOW DATES AND HOURS

Friday February 14          4:00 PM – 9:00 PM                         Sunday February 16        10:00 AM – 6:00 PM

Saturday February 15     10:00 AM – 8:00 PM                      Monday February 17      10:00 AM – 4:00 PM               KIDS’ DAY!

**Join the fun!  Plan your own special activities within your booth/area for the kids on Monday (no helium balloons).

 

ADMISSION PRICES

General Admission:                         $10 no coupon needed!

Senior (60+)/DAV/Military:           $7.00

Kids 12 & Under:                             FREE

2020 online ticket sales:               Online tickets are available.  They are $10.00 (plus service fee).

All patrons will receive a wristband to wear throughout the Show, allowing admittance to each building.

Tickets can be purchased by visiting www.springfieldrvcampingshow.com

 

CHECK IN

All exhibitors must check in at the Better Living Center Show Office (Door 7) prior to moving in.  You will be given an Exhibitor Packet which will include your booth number and location, Show information, as well as your badges which can not be reproduced.  Please advise your drivers or set up personnel to NOT take the information packet with badges and leave it at the office for your retrieval prior to the show as we had a lot of exhibitor badge issues last year.

 

INSURANCE

As a requirement of the Eastern States Exposition, all exhibitors must forward a certificate of insurance.  This certificate, in the amount of $1,000,000.00 naming the Springfield RV, Camping & Outdoor Show as additional insured for the dates of February 14-17, 2020 must be sent to P.O. Box 2701, Springfield, MA 01101-2701 or emailed to chairman@springfieldrvcampingshow.com prior to Friday, February 14th.  No exhibitor will be permitted to check in or move in without receipt of proof of insurance.  Waivers are no longer accepted.

 

MOVE IN

  • During set up week please use Gate 2 to enter the fairgrounds. This gate will close at 12:00 midnight on Thursday February 13th and will be closed for the duration of the show.  After that time Gates 1 and 9 will be used with Gate 1 being the 24 hour gate. Gate 9 will open approximately one hour before the show opening each day and close approximately 1 hour after show close.
  • RV dealers and bulk space exhibitors will move in according to the enclosed “Move In” Schedule.
  • No vehicles may be brought in or out of the buildings after Thursday, February 13th due to placement of carpeting and the heat being turned on for your comfort. After this time, your supplies must be carried in by hand or via hand truck.  We strongly urge exhibitors to set up before Friday to facilitate setting up your exhibits.
  • Early drop off of RV’s is permitted on the weekend and Monday prior to the show. Please DO NOT contact the Eastern States Exposition for early drop off. Please contact the chairman at 413-781-2267.
  • There is no parking of RVs on the side of the Mallary Building. Please park near the big slide (BLC Door 4) or on the track behind the Young Building.  Please understand that this is a courtesy extended by the Eastern States Exposition and is subject to change depending on show schedules and weather. We will advise you of any changes prior to early move in.
  • All other exhibitors may move in beginning on Wednesday, February 12 at 8:00 AM.
  • Hours for move in are February 11-13 (Tuesday – Thursday) 8:00 AM – 8:00 PM and February 14 (Friday) 8:00 AM – 12:00 noon. ALL VENDORS MUST BE CHECKED IN PRIOR TO THIS NOON TIME CUT OFF.
  • All RVs and vehicles parked outside are at the owner’s risk.

RV WASHING/POWER WASHING

  • A hose and nozzle is available, if needed, on the east side (left) of the Mallary building.
  • If you would like to request power washing for your rigs please contact Mark at The Clean Machine Phone: (413) 734-4384) to make an appointment – power washing will be offered by appointment only. You will need to make arrangements to have your rigs power washed at your expense.  They WILL NOT be available to provide power washing without having an appointment.  Please call as soon as possible – prior to the Show – to set up your times.

 

MOVE OUT

  • Exhibitors shall not dismantle, pack away, or remove any material from their exhibit until the close of the show at 4:00 PM on Monday.
  • The buildings will be open for dismantling and removal of exhibit material immediately following the close of the show on Monday (exit thru Gate 1), and on Tuesday, February 18 from 8:00 AM – 12:00 noon (enter and exit thru Gate 2).
  • All items, exhibits, and RV’s must be removed from the buildings by 12:00 NOON ON FEBRUARY 18TH.
  • All RV’s and other items must be off the Fairgrounds by WEDNESDAY, FEBRUARY 19th. No exceptions.  Any RV or item left on the grounds after that date will be subject to a penalty fee and/or removal at the owner’s expense.

 

ENTRY GATES AND PARKING

  • During Show hours (including one hour before opening and one hour after closing) use Gate 1 or 9 to enter/exit the fairgrounds. If you are entering more than 1 hour prior to show opening or departing more than 1 hour after show closing use Gate 1.  This is the 24 Hour Access Gate onto the Eastern States Exposition Grounds.
  • Parking is $5.00/day and is collected by the Eastern State Exposition. A four day hang tag may be purchased for $20.00.  Hang tags will be sold outside the show office in the Better Living Center (door 7) Thursday 9 am -5 pm and Friday 9 am – 3 pm, at the security booth (gate 2) or show office during set-up week, or at the parking booths during the show.

 

EARLY ENTRY DOORS FOR EXHIBITORS DURING THE SHOW

The following doors will be open 1 hour prior to Show opening for exhibitors’ convenience:

Better Living Center (BLC)            Doors 2 and 7                                  Mallary Arena                   Door 3

Young Building                                 Doors 2 and 6                                  Mallary Complex               Doors 6, 9, 13

 

BADGES

  • Badges are included in the Exhibitor Check In Packet, which must be picked up in person at the Better Living Center Show Office (Door 7) prior to move-in. You will not be allowed into the buildings without presenting an exhibitor badge at the doors of the building you are assigned to.
  • Each exhibitor will be issued an appropriate number of badges based on the size of their booth. These badges are not to be copied.
  • Exhibitors located in the Better Living Center and/or Young Building may leave badges for use by other employees/volunteers at the Better Living Center Show Office. Exhibitors located in the Mallary Arena or Mallary Complex may leave badges for use by other employees/volunteers at the Mallary Show Office.  Manufacturer Reps may also pick up/drop off badges at these Show Offices.
  • Additional badges are available for purchase at the Better Living Center Show Office (BLC Door 7) for $10 each.
  • BADGES MUST BE WORN AT ALL TIMES DURING THE SHOW. They are required to gain entry into the buildings as well as the hospitality rooms.

 

SHOW OFFICES

Show Offices are located in Better Living Center (BLC) near Door 7, and in the Mallary Complex.  Show Offices are staffed by our volunteer Committee members during Show hours.  If you have any questions or concerns during the Show, please direct them to a committee member at the Show Office.

 

BOOTH ASSIGNMENTS

Booth numbers/locations will not be finalized until shortly before the show.  You will receive your booth number and location upon check in at the show.  We have many new exhibitors that we are working to place.  If you are a returning exhibitor your location is likely the same (booth number are subject to change) unless you have been notified otherwise.  We appreciate your patience and understanding.

 

TABLE AND CHAIR RENTAL

The show does not provide tables or chairs.  You may bring your own or rent them from SER Exposition Services at your expense.  You may complete a form at https://serexpo.com/login-request.php.  Forms may be emailed to serinfo@serexpo.com or faxed to (508) 757-9136.  Order deadline is February 1st.

 

ELECTRICITY

There is no additional charge for electricity; however, you may need extension cord(s).  Please bring them with you—be sure to label with your name.  We have a limited number for purchase at the Show Office.

All power for exhibits must be turned off/unplugged at the close of the show each night.

 

SECURITY

The Springfield RV, Camping & Outdoor Show provides a bonded watchman service.  No other persons will be permitted in the buildings after closing each evening.  Exhibitors are required to vacate the buildings as soon as possible after the close of the Show each night.

 

WIFI/INTERNET

Free Wi-Fi is available to all exhibitors; password will be provided during check in process.  If additional service is needed, please refer to the attached Wavespan Communications document to make arrangements. Please do not use personal hotspots as it interferes with the Big E Wi-Fi.

 

TELEPHONES / HARD LINE

Please refer to the attached information from the Eastern States regarding Telephone Requests, if needed.

 

CONSTRUCTION

Please check the Mass DOT website for traffic patterns and route closures/detours before you depart.  Many highways surrounding the fairgrounds have been under ongoing construction.

 

HOTEL

The host hotel is The Sheraton Springfield.  The exhibitor rate is $109/night (plus taxes).  This rate includes a hot breakfast buffet each morning, a microwave and refrigerator in each guest room, onsite restaurants and lounge, free parking, and a large indoor heated pool, gym.  Contact the hotel https://www.marriott.com/event-reservations/reservation-link.mi?id=1544543155303&key=GRP&app=resvlink to reserve your room for the show.

 

HOSPITALITY/SUNDAY NIGHT PARTY

  • Hospitality rooms with complimentary light refreshments and beverages are located in each building. An exhibitor badge is required for entry.
  • Children must be accompanied by an adult when visiting a hospitality room.
  • Sunday Night Party – At the close of the show on Sunday night, please join us in the Stroh Building (located next to the Young) for a complimentary appreciation meal and dancing. We will have a catered dinner and a band for entertainment.  Bring your own beverages and take the opportunity to unwind, mingle, and enjoy a free meal.

 

SEMINARS / ENTERTAINMENT / PRIZE AREA

Seminars will be located in the Young Building. Entertainment, and Prize Areas are all located in the Mallary Complex.

 

WHEELCHAIRS

We have a limited number of free wheelchairs available for patrons, available on a first come/first served basis.  Wheelchairs can be signed out at the BLC Show Office (Door 7) or the Mallary Building Office with a valid driver’s license/state ID.

 

SOCIAL MEDIA

Springfield RV, Camping & Outdoor Show has a Facebook Page – take some time to “LIKE” our Page – the Show has already “LIKED” all exhibitor pages, as available.  Please Share our Page to your page to let your followers know that you’ll be at the Show!  During the Show, feel free to post professional pictures of your booth to our Page to generate interest throughout the weekend!

 

RULES AND REGULATIONS

FIRE REGULATIONS

  • No wood chips, bark mulch, or other flammable decorations are allowed.
  • All decorations and materials (table coverings, back drops, E-Z up canopies, etc.) must be flame retardant. If you are unsure if your items are flame retardant, we can spray items with a flame proofing compound for a $10.00 charge or $20 for an E-Z Up canopy.  The Fire Inspector does spot check this during his inspection.
  • All paper and cardboard signs and other decorations must be firmly attached to wood or composition board and treated to the satisfaction of the Fire Inspector from the Town of West Springfield and to the satisfaction of the Show Committee.
  • A complete listing of the Town of West Springfield Fire Regulations is listed on our website. Please review closely as any violations of these regulations may jeopardize the opening of the show as well as your participation in the show.

 

EXHIBITOR SPACE

  • All solicitation must occur within your exhibitor space. Distribution of flyers and other materials outside the confines of your booth, for example, is prohibited.
  • No merchandise will be displayed outside the buildings.
  • Dealer square footage includes room for stairs, slide-outs, and hitches. No part of a display, including signs will be allowed to extend into common aisles.
  • A minimum 10 foot aisle (outside your space) must be maintained. This requirement is strictly enforced by the West Springfield Fire Department.
  • Each exhibitor is entitled to a reasonable sightline from the aisle. For standard booth space which abuts other exhibitors, all display fixtures and accessories are limited to 8 feet in height to a point 4 feet from the back wall.  Between 4 feet from the back wall to the aisle, no display shall exceed 4 feet in height.  The exhibitor agrees to modify their display in instances where, in the judgment of the Show Committee, the display violates this policy. No display shall exceed the dimensions of the space in which it is located.
  • Exhibitors are responsible for cleaning their own booths and carpets before the opening of the show each day.

 

PETS

No domestic animals (with the exception of service dogs) are allowed in any of the buildings at any time.  Exceptions made be made for professional handlers and/or those animals hired for entertainment and with the sole permission of the Chairmen.

 

SMOKING

Smoking is prohibited in all buildings on the fairgrounds per order of the West Springfield Board of Health.  Additionally, smoking is not permitted in any of the enclosed walkways/entry ways.

 

MISCELLANEOUS RULES AND REGULATIONS

  • PROPANE TANKS – All removable propane tanks must be removed from the buildings. All propane tanks inside the building(s) must be empty.  Please remove tanks at the dealership if possible.
  • BATTERIES – All batteries must be disconnected.
  • FUEL CAPS – All fuel caps must be locked or secured with tape.
  • APPLIANCES – Microwave ovens, refrigerators, and other small appliances must be unplugged or otherwise disabled.
  • CARPET – All exposed carpeting must be taped down.
  • SNOW/ICE – All vehicles or RV’s entering any of the buildings must be free of snow and ice prior to entry. Any such vehicle or RV attempting to enter will be refused admittance.  Any vehicle, exhibit, or other property found in the building not complying with this rule will be removed in whole or in part at the expense of the exhibitor unless the condition is immediately corrected.
  • BALLOONS – Helium balloons are not allowed in the buildings.
  • MICROPHONES AND EXCESSIVE NOISE – The use of a microphone or excessive/unnecessary noise is restricted.
  • FRAGRANCES – Please be mindful of your neighbors and curtail the use of excessive scents/fragrances.
  • BOOTH STAFFING – Exhibits must be staffed at all times during show hours. Should an emergency arise and an exhibit cannot be staffed for an extended period of time, the exhibitor should notify a member of the Show Committee.
  • FLOOR PAINT/CHALK – Floor painting is prohibited by the Eastern States Exposition. You may use only CHALK to mark the floors!  Tape may ONLY be used to secure carpets and it must ALL be removed at the end of the Show.
  • RV ROOF VIEWING – For safety and insurance reasons, no patrons will be allowed on the roofs of any RV’s or other vehicles.
  • SOLD UNITS – All RV’s on exhibit within the buildings, even those sold during the course of the Show, must remain open to the general public. No units in the buildings will be locked after being sold.
  • MASCOTS – Exhibitors planning to bring a mascot (costumed character) to the show must contact the Chairmen in advance for special requirements.

 

SHOW PRODUCERS/EMPLOYEES

Just a friendly reminder that ALL show personnel, including the Chairmen and Committee, are VOLUNTEERS.  We all take great pride in this show and will do our best to ensure you have an enjoyable show experience.  If you do experience any issues or have any concerns, please voice them at the Show Office.

 

The Show Committee reserves the right to restrict or prohibit exhibits which are determined, in their sole discretion, to be objectionable because of noise, method of operation, materials, merchandise, personal conduct, printed matter or any other reason.  We may also restrict or prohibit–with or without giving cause–any exhibit which, in the opinion of the Show Committee, may detract from the general character of the Show.

 

In the event that these rules and regulations should need interpretation, the decision of the Show Committee or Eastern States Exposition will be final.  Failure to comply with these rules and regulations will be considered sufficient grounds to ask an exhibitor to leave with no refund and/or not invite them back for the following year.

 

Most of these rules and regulations are required by the Eastern States Exposition and/or the West Springfield Fire Department. We appreciate your cooperation and adherence.

 

If you have any questions please contact us at chairman@springfieldrvcampingshow.com or (413)781-2267.

 

Thank you for participating – have a GREAT Show!

 

 

 

Sherrie + Kevin Vilbon and Phil Nadeau

2020 Show Chairmen

 

 

 

 

 

 

January, 2019

 

Dear Exhibitor,

 

Enclosed you will find several documents that will be helpful during set up at the Show. The documents include:

 

* Move in Schedule      (RV Dealers only)                * Parking Pass Information

* RV rules required by the Fire Dept.                      * Insurance and/or Payment Reminder (if applicable)

* Eastern States Map & Directions

 

 

Please read the following for additional important information:

 

  1. For any rental equipment you may require, such as tables, chairs, etc., you can contact our Show decorator, S.E.R. Exposition Services at (508) 757-3397 or fax # (508)-757-9136.

 

  1. NO vehicles, motor homes, trailers, etc. will be allowed into the buildings with snow or ice on them. This rule will be strictly enforced.

 

  1. No vehicles will be permitted in the buildings after 12:00 p.m. on Thursday, February 12, 2014. After this time, your supplies must be carried in by hand or via hand truck.

 

  1. You must be checked in by Friday at 1:00 p.m. and set up by 2:00 p.m. to be ready for the Fire Marshall inspection.

 

  1. You must sign for your exhibitor information packet at the Show Office in the Better Living Center to the right of door #7 when you arrive to set up. It will contain your exhibitor badges and other helpful information. Please read all of the information in the packet and pass this information on to your employees.

 

  1. If you are using electricity, you may need extra extension cords. Please bring them with you.

 

  1. Please remember that your booth must be manned at all times during Show Hours. Please plan accordingly.

 

  1. If you use rugs in your exhibit, you will be responsible for their cleaning before the Show each day. Matching carpeting is available from S.E.R. to compliment carpeting of the major walkways.

 

We thank you in advance for your cooperation and are looking forward to seeing you at the Show!  Please do not hesitate to contact us if you have any questions.

 

Sincerely,

 

Kevin & Sherrie Vilbon and Phil Nadeau

2020 Chairmen

(413) 781-2267

SPRINGFIELD RV, CAMPING & OUTDOOR SHOW

 

TO:  EXHIBITORS

 

IMPORTANT MESSAGE

Four Day Parking Hang Tags

 

This year hang tags can be purchased directly from the Big E during work week and at the parking booths during the show.

 

Hang tags will be sold outside the BLC office Thursday 9 am -5 pm and Friday 9 am – 4 pm.

 

Hang tags will also be available at the security booth at gate 2 during set up week

 

The cost is $20 for the 4-day pass. Parking is
$5.00 a day. Hang tags allow unlimited entry. Checks can be made payable to the Eastern States Exposition.

 

NOTICE TO CAMPGROUNDS / SUPPLIERS

 

 

PLEASE KEEP THESE RULES IN MIND WHILE SETTING UP YOUR EXHIBIT AND DURING THE SHOW.

 

 

ALL ELECTRICAL DEVICES (LIGHTS, TVs, VCRs, ETC.) MUST BE UNPLUGGED OR OTHERWISE DISCONNECTED EACH EVENING AT THE CLOSE OF THE SHOW.

 

 

ALL OF YOUR TABLE CLOTHES, BACKDROPS, ETC. MUST BE FLAME RETARDANT. IF NOT, (OR YOU ARE UNSURE) PLEASE ASK A REPRESENTATIVE OF THE COMMITTEE TO CHECK AND / OR TREAT THE ITEM(S) WITH A FLAME RETARDING CHEMICAL. (DUE TO THE HIGH COST OF THE RETARDING SPRAY, THERE IS A $10.00 DOLLAR CHARGE FOR THIS SERVICE.

 

NO WOOD CHIPS/BARK MULCH IS ALLOWED.

 

AMPLE NAME BADGES WILL BE IN YOUR MOVE IN PACKET YOU WILL RECEIVE UPON CHECK IN DURING MOVE IN WEEK.  IF YOU WILL HAVE EMPLOYEES / MANUFACTURERS REPRESENTATIVES COMING TO THE SHOW ON DIFFERENT DAYS OR TIMES YOU MUST LEAVE AN APPROPRIATE NUMBER OF BADGES IN THE OFFICE FOR THEM TO PICK UP ON ARRIVAL.

 

 

THESE RULES ARE STRICTLY ENFORCED BY THE WEST SPRINGFIELD FIRE DEPARTMENT AND THE SPRINGFIELD RV, CAMPING & OUTDOOR SHOW. YOUR COOPERATION IS GREATLY APPRECIATED. IF THERE ARE ANY QUESTIONS PLEASE DO NOT HESITATE TO CONTACT THE SHOW COMMITTEE.

 

 

THANK YOU.

Notice to RV Dealers

 

 

Please help us make your arrival and set up at the 2020 Springfield RV, Camping & Outdoor Show more pleasant. We have certain rules imposed upon us by the West Springfield Fire Department and The Eastern States Exposition. Adherence to the following rules will be greatly appreciated. Regulations are enclosed in packet.

 

Early drop off of your rigs is permitted on the weekend prior to the show. There is no parking of RVs on the side of the Mallary Building.  Please park near the big slide (BLC Door 4) or on the track behind the Young Building.

 

All snow / ice must be removed from the top of all RVs prior to entering the buildings. Please remove all ice & snow at your dealership. A free washing station is available if needed behind the Young Building. A hose and nozzle is available.

 

All removable LP tanks must be removed from the building. Please do this at your dealership if possible.

 

Your exhibit must be fully within your exhibit area. This includes, but is not limited to: slide out rooms, stairs and hitches. A minimum 10- foot aisle (outside your space) must be maintained.

 

All batteries must be disconnected after setting up your rig. All gas caps must be locked or taped closed.

 

All major appliances (microwaves, coffee makers, etc.) must be unplugged or otherwise disconnected.

 

Lights will be kept on for ½ hour at the end of the show.  If you are doing a deal at the end of the show, please let us know so we can keep the lights on for you.

 

No wood chips, bark mulch or other flammable decorations are allowed.

 

These rules are strictly enforced by the West Springfield Fire Department. Your cooperation is greatly appreciated. If there are any questions, contact the show committee.

 

Thank you.

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