Shopping Hours
The Vendor Hall will be open continuously throughout the Convention. ***NEW THIS YEAR*** ENTREPRENEUR SECTIONNew for this year, CHAP is providing an opportunity for first time entrepreneurs (ages 12-20) to take part in the convention as a vendor. Eligibility: Entrepreneurs must be between the ages of 12 and 20 at the time of the convention. The entrepreneur must be the sole proprietor of the business (i.e. started by the teen and not a family business). All businesses must be reviewed and approved by the Vendor Coordinator. CHAP reserves the right to refuse any vendor in part or in whole without comment. All decisions made by CHAP are final. Exhibit Space: Each entrepreneur space will include one 4' skirted table and 2 chairs. Only 1 table may be reserved per business. There will not be side drape divider panels between tables. Entrepreneurs will be expected to be respectful of each space. Their will be room for 20 entrepreneurs. Representatives: Each entrepreneur space is allotted 2 representative passes One for the entrepreneur and one for a helper. Parents are not included in the representative count. Each entrepreneur is responsible to notify the vendor coordinator of the representatives' names. Any extra reps must also be identified and must receive their name badge at the Vendor booth after they have registered for the Convention. no extra reps will be allowed in without a registration wristband. Set Up and Tear Down: Entrepreneurs may setup on Friday, May 11th from 10:30-12:00. tear down will occur on Saturday, May 12th from 1:00 - 3:00. Se below for more information regarding setup and tear down procedures. Hours: The Entrepreneur section will be open Friday 12:00-5:00 and Saturday 8:00-1:00. Cost: The cost of exhibit space for the entrepreneur section is $50. Payment: Payment must be made in full via credit card, money order or check. All checks must be RECEIVED by April 1st. No checks will be accepted after April 1st. Any payment made after April 1st must be made by credit card, money order or certified check. Please refer to the remainder to the vendor brochure below for further responsibilities and requirements. ***NEW THIS YEAR****Mini booths are being offered this year. These booths will be available to any home or non-profit vendor only. The booths will be 10' wide by 6' deep. They will come with one 6' topped and skirted table, two chairs and a professionally lettered sign displaying the company name. Only one mini booth may be rented per business. No other booths may be rented (i.e. a vendor cannot rent a regular business corner and a mini booth, nor can a vendor rent a regular, home or non-profit booth and a mini booth). There will be a very limited amount of corner mini booths (still 10' x 6') available along with the regular mini booths. These booths will still include electricity. Please refer to the remainder of the vendor brochure for further responsibilities and requirements. BoothsDescription: Each 10 ft. deep and 12 ft. wide booth is backed by an 8 ft. back drape and a 30 in. side drape. The booth includes one (1) 8 ft. topped and skirted table, two chairs and a professionally lettered sign displaying your company name. Each booth can accommodate up to two (2) tables. Additional tables and fixtures are available for an additional cost by ordering directly from our contracted decorator, General Exposition Service (877.436.8866). If you desire to bring your own tables and chairs, this is permissible. No display materials, including additional signage, may be attached directly to the draping. Display hooks will be available at the General Exposition Service booth during setup. The Vendor Hall configuration provides all vendors with excellent customer traffic. In an effort to have a balanced vendor area, all booth placement is at the discretion of CHAP, without regard to the date registration is received. Displays, including stationary and revolving racks, must fit within the confines of the contracted booth(s). Vendors whose display extends beyond the booth dimensions will be asked to reconfigure their display. It is in your best interest to carefully lay out the space you will need.
Vendor Hall Setup
Thursday, May 10, 2012 -- 10:00 AM - 8:00 PM ParkingVendor parking is located outside the Vendor Hall. All vendors automatically receive one parking pass per registered booth. Vendor Hall ProblemsIf you have problems with your booth(s), tables, chairs, draping, etc., during setup on Thursday or throughout the Convention, do not reconfigure your booth(s) on your own or get your own tables and chairs. Please notify Convention staff at the Vendor Information Area of any problems and they will work with the decorating company to take care of them. Vendor Hall Tear Down
Saturday, May 12: 5:00 - 10:00 PM RepresentativesRepresentatives are those individuals age 13 and over who will be manning a booth. It is up to the parent's discretion to allow their children under the age of 13 to represent their booth. Each rented booth includes two (2) complimentary name badges which cover admission to the basic Convention. Badges are printed with the name of your company. If there will be more than two (2) representatives per booth, or a representative is added to your registration after it has been confirmed, please contact the Vendor Coordinator at vendorreg@chaponline.com to insure that the correct amount of name tags are included in the vendor packet. If a vendor representative will be coming mid-day on Friday or Saturday and does not already have their name badge, they will need to pick up their name badge at the Will Call Desk. An email requesting the correct name of the vendor attending will be sent out closer to the convention time. Vendor reps need to be at their booths working for a minimum of 3 hours. People desiring to visit or gain free admission are not considered reps (unless they are working the allotted time), and need to register as a regular attendee. ElectricityElectric will be provided to all vendors at no additional cost. Prize DrawingsDrawings are permitted if CHAP is notified in advance. In order to contact winners we encourage you to request sufficient information to notify them after the Convention should they not be present at the drawing. We have been asked what amount, and the answer is whatever you wish. We have seen some in the $50-$100 range. Vendors set their own drawing time, and bring the announcement form to the Speaker Booth with the name of their booth and the winner of the prize. The Speaker Booth Volunteer will announce the winner as soon as it is possible, but only when there are no speaker sessions in progress. No other announcements such as specials, sales, or otherwise will be made for vendors. Vendor Advertising OpportunitiesRegistered companies will have several opportunities to "get the word out" about their products and services at the CHAP Convention. The following is a list of possible advertising venues: Demonstration booth, Vendor workshops, Advertising Sponsorship packages, Electronic Freebie on a CD given to attendees, inserts placed in the Alliance Bags given to attendees, E-news advertising, CHAP Website and Print advertising in the CHAP magazine and/or the Convention Brochure. See details below. Demonstration Booth: Print AdvertisingAdvertising space is available in the Convention Program. While supplies last, a program is distributed to adult attendees. This is an excellent way to reach the Convention audience with discount coupons or promotions for materials at your booth. Ads can only be submitted online. Art work needs to be an electronic file in either JPEG, TIFF or PDF high quality format. If sending a PDF file, include all fonts used within the ad. Ad size must be exact, and contain a border. Poor quality ads will be returned. Ads are published on a space available, first-come, first-served basis and are subject to CHAP Board approval. If you choose to submit print advertising, there is a special form where you must register, pay and upload your ad separately after you register as a vendor. No ad will be accepted later than April 1, 2012. Cost:
If you would like to place an ad in our full-color statewide magazine, please visit www.chapmag.com/ads for more information. Pre-convention issue deadline is February 1. Booth numbers will be added to ads by the graphic designer before the program is printed. FoodInformation for food services this year will be forthcoming in an email closer to the date of the Convention. Accommodations
Blocks of rooms have been reserved at various local hotels that awarded us reduced rates. Please make all reservations either at www.hersheyharrisburghotels.com or by calling 800.262.9974 (mention the 2012 CHAP reduced rate).
Hotel Rooms - Up to four people can fit in a room. The price would stay the same for 1-4 people. The Staybridge Suites, adjacent to the Farm Show Complex, has offered a reduced rate of $124 per night. You must call the hotel directly to make this reservation. 717-233-3304 Children of Vendors
Vendors' children may enter at no extra charge.
Pennsylvania Sales TaxVendors are responsible for proper collection and payment of Pennsylvania sales tax. The state of Pennsylvania requires both in-state and out-of-state vendors to have a permanent Pennsylvania sales tax license. Space is provided on the registration form for your sales tax license number. If you do not currently hold a Pennsylvania tax license, please visit the PA Department of Revenue website, or write to: Pennsylvania Department of Revenue, Bureau of Collections and Taxpayer Services, First Floor Lobby, Strawberry Square, Harrisburg, PA 17128-0101. If you are applying for a license for the first time, check off the "applied for" box on the Convention registration form. You may continue your vendor registration once you have applied for the sales tax license. Once you have received your license number you may just email it to the Vendor Coordinator. The Pennsylvania sales tax rate is 6%. Tax information must be received by April 1. CHAP is required to submit a list of all our vendors to the Pennsylvania Department of Revenue with their tax number AND their complete contact information. Non-profit vendors that sell items at their booth must also submit a tax number. Registration and ContractVendors for the CHAP Convention are by invitation only. We ask that you do not forward this information on to another company. Only invited vendors can register online at http://convention.chaponline.com/vendors/ or by using the attached registration form. All others will be refused. To register, read the Rules & Regulations section of this invitation. You can register online using Visa or Mastercard, or by mailing your registration to CHAP along with either a check or money order. If registering by mail, please include a signed copy of the attached contract.
Mail to:
If payment is made in full via credit card at the time of registration, you will receive a confirmation by email that your registration is complete. If payment is not made in full, your confirmation will be pending until full payment is made via check, credit card or mon- ey order. A confirmation of your registration will be emailed to you, noting your pending status. Placement in the Vendor Hall is not made until full payment has been received. Upon receipt of payment an email confirmation will be sent to you. Print this out for your records. Checks must be received by April 1. No check will be accepted after April 1. Payments made after April 1 must be made by credit card, money order or certified check. Registrations are accepted on a first-come, first-served basis. Registration by April 1, 2012 ensures your company listing in the Convention Program, which includes a map of the Vendor Hall and each vendor's booth number and contact information. If you register after this date, your information will be posted on a large bulletin board near the Convention Information/Speaker/Vendor Booths; a note in the Convention Program will inform attendees to check this board for late vendor additions. A vendor who sets up an account online can make any change he/she wants to at anytime with the exception of adding or taking away a booth. To do this you must contact the Vendor Coordinator. Changes that will affect the printed program must be made in advance of April 1. If a vendor makes changes that require additional payments, he/she can use a credit card to make those payments. Then the changes will be processed automatically. If payment for the changes is NOT made by using a credit card, the changes will revert the vendor's record back to 'pending' status. It will stay there until CHAP receives payment for those changes and the CHAP Administrator adds this information to the system. If a vendor mails in his/her original application, the CHAP Administrator will have added this to the system. If they need to make changes, the vendor will have to contact CHAP and ask for an online login for his/her account. A vendor can use this to make any changes - but if payment is required, he/she will need to either pay by credit card or be bumped back to 'pending' status until his/her check arrives. Any vendor with an online login, whether created by him/herself or a CHAP Administrator, will be able to make changes that DON'T require a payment at any time. This ability to change the vendor application does not apply to refunds. WIFIAlthough the Farm Show Complex does offer free Wifi, it is not secure or guaranteed. Further information concerning wifi and other ways of obtaining it will be sent in a future email.
Rules and Regulations1. Space
1. Regular booth: Each regular booth space (10 ft. deep x 12 ft. wide) is provided with one (1) 8 ft. topped and skirted table, two chairs, and a professionally lettered sign displaying company name. Booths are draped on the sides (30 in.) and in the back (8 ft.). 2. Corner booth: A corner booth is a booth at the end of a row with two outward facing sides. Vendors using multiple spaces will have the side drape divider section between booths deleted, unless CHAP is notified in advance. 3. Mini regular booth: A mini regular booth (6 ft. deep and 10 ft. wide) is provided with one 6 ft. topped and skirted table, two chairs and a professionally lettered sign displaying the company name. Booths are draped on the sides (30 in.) and in the back (8 ft.). Mini booths may only be rented by home and non-profit vendors. They may not be rented in conjunction with any other booth type. 4. Mini corner booth: A mini corner booth (6 ft. deep and 10 ft. wide) is a booth at the end of a row of mini booths with two outward facing sides. Mini corner booths may only be rented by home and non-profit vendors. They may not be rented in conjunction with any other booth type. No vendor is permitted to extend outside the designated booth area, and any vendor signage hanging above the 8ft. limit will be required to pay a $200 service charge. Stand alone signs that extend above 8 feet are permissible. 2. Assignment of SpaceIn an effort to have a balanced vendor area, all booth placements are at the discretion of CHAP, without regard to the date your registration is received. In the event that there are registrations for booths at the end that would only face the back wall, CHAP will place those vendors on hold until such time that a whole row can be created, so that no vendor must face the back of the Vendor Hall. CHAP reserves the right to alter locations of vendors' booths as listed in the confirmation packet official floor plan, if deemed advisable, and in the best interest of the Convention. Please consult the Complex and Vendor Hall maps to familiarize yourself with the facility. 3. PaymentPayment in full must be made online or accompany the signed contract and registration form mailed to CHAP via the United States Postal Service. If you use the "Pay by Check" option contained in the online registration, your registration will not be confirmed until full payment is received. The contract will be complete and in effect when full payment is received. Your earliest response cannot be over-emphasized based on a first-come, first-served principle. Checks must be RECEIVED by April 1st. No check will be accepted after April 1st. Payments made after April 1st must be made by credit card, money order or certified check. 4. Rules of DecorumAll vendors need to be acceptable to Christian homeschooling parents. Vendors agree that no criticism will be made of other vendors, attendees, the Convention or CHAP except to a CHAP Board member. Vendor children must be adequately supervised at all times. Children left wandering unsupervised throughout the facility will be returned to their parents with a verbal warning. After three verbal warnings from CHAP, the vendor will be asked to remove the children from the premises and will jeopardize future involvement in the Convention. Drawings for products/services are permitted only if CHAP has received notice of your intent along with your signed contract. 5. Refund Policy100% of monies (minus a $25 handling fee) paid for booth space, equipment, and advertising will be refunded upon request anytime before April 1, 2012. Vendor cancellations of signed, paid contracts after April 1, 2012, but before May 1, 2012, will receive a 50% refund of monies paid. NO refunds will be made after May 1, 2012. Cancellations of advertising space in the Convention Program will receive a 75% refund if such request is received by April 1, 2012. No refunds will be issued for cancellation of ad space for any reason after April 1, 2012 (except as outlined under "Eventualities" in the Vendor Contract). 6. Care of Vendor SpaceAisles will be swept by Farm Show Complex personnel, but each vendor must keep his/her booth clean, manned, and in good order. All vendors must be ready for display by 7:30 AM Friday, May 11, 2012. Please indicate on your registration if you are planning a Friday morning setup. After dismantling of the booth on Saturday, May 12, 2012, the booth area should be left in order. All cardboard boxes shall be broken down and all refuse cleared and put in as few boxes as possible. 7. DamagesVendors are liable for any damage caused to the building floors, walls, curtains, drapes, to standard booth equipment, or to another vendor's property. All vendors and supplies moved in or out of the Farm Show Complex shall be moved or placed so as to protect the floor covering from cuts, dents, spills, or other damage. Vendors shall not apply adhesive to the building floors, walls or to standard booth equipment. Vendors shall not nail, tack, screw, bolt or attach any materials directly to the draping or to any part of the Farm Show Complex. Such action shall be considered unrepairable damage and the vendor held liable. 8. Unoccupied SpaceIf the vendor fails to occupy space contracted by 7:00 PM, Thursday, May 10, 2012, or fails to comply in any respect with the terms of this agreement without prior permission from CHAP, CHAP shall have the right to use such space in any manner without releasing the vendor from paying the sum agreed upon in this contract. 9. Limitations
Distribution of printed matter, souvenirs, or other articles shall be restricted to the space of the vendor.
10. Furniture and Drape ColorEach booth is provided with one (1) 8 ft. topped and skirted table and two chairs. We anticipate the draping dividing the booths and around the tables to be royal blue and gold. 11. SignsAll vendors will be supplied with a professional sign displaying their company name. If you will be using additional signs or display materials, please be advised that nothing may be directly attached to the drape surrounding your booth. Signs, with holes punched in the top, may be suspended by string and/or display hooks (S hooks) from the drape piping. String is the responsibility of the vendor. Display hooks will be provided by the Convention and can be picked up at the Vendor Booth or at the drayage company's contact booth, General Exposition Services.. Balloons are not permitted by order of the Pennsylvania Farm Show Complex. Only signs hung by the Farm Show staff can be hung above the 8 foot level. There is a $200 fee for hanging these. They must be provided by the vendor and available to the Farm Show staff by 1:00 PM on Thursday. The fee must be paid to CHAP prior to the hanging of the banner on Thursday, May 10, 2012 at the Vendor Registration Area by check, money order, or credit card (Visa or Master Card). Stand alone signs that extend above 8 feet are permissible. 12. Vendor Hall HoursVendor Hall hours: Friday, May 11, 8:00 AM - 5:00 PM, and Saturday, May 12, 8:00 AM - 5:00 PM. All booths must be manned during these hours. 13. ElectricityElectric is provided to all vendors at no additional charge. Each electrical drop consists of one duplex receptacle. Vendors are responsible to provide extension cords which are needed to extend the electricity from the drop site to where it will be utilized. A heavy duty extension cord is recommended along with a power strip. 14. Shipping and Storage (Drayage)
The Pennsylvania Farm Show Complex will be open to accept drop shipments of vendor materials only on Thursday, May 10, 2012, between the hours of 11:00 AM and 3:00 PM. Shipments arriving before or after this window, or arriving with payment due will be refused. Each box of the delivery must be identified: event name, booth number, name of contact person, and company name.
Pennsylvania Farm Show Complex Shipments arriving before or after this window, or arriving C.O.D., will be refused. If you are unable to time the delivery of your materials to fit this time frame, shipping arrangements will need to be made through our decorating company, General Exposition Services, or the shipping company of your choice. Product may not be brought into the building or left on the loading docks at any time prior to Thursday at 10:00 AM. General Exposition Services can provide complete drayage services which include receiving, storing, and then delivering your materials to your booth at the designated time for vendor setup. Arrangements can also be made with them for outbound shipments after the Convention. General Exposition Services can also meet your additional needs for carpet, stools, raised tables, etc. Please refer to General Exposition Services' forms or contact Jason at jgross@generalexposition.com or (717) 540.8866. 15. Setup and Tear DownThe Vendor Hall will be available for setup on Thursday, May 10, 2012, from 10:00 AM until 8:00 PM. No one will be permitted to begin setup prior to 10:00 AM. All booths must be completely set up by 7:30 AM on Friday, May 11. Please indicate on your registration if you are planning a Friday morning setup. Vendors who have not checked in at the Vendor Information Area on Thursday by 7:00 PM will forfeit their booths with no refund, unless prior arrangements have been made. Arrangements may be made for Friday morning set up. The Convention ends at 5:00 PM on Saturday, May 12, 2012. Tear down must be completed by 10:00 PM. Vendors who begin to dismantle their booths prior to 5:00 PM on Saturday forfeit their preferred status when applying for vendor space the following year. 16. ComplianceThe Vendor agrees that his/her representative shall be admitted and shall remain from day to day solely in strict compliance with the rules herein laid down. CHAP reserves the right to reject, eject or prohibit any vendor in whole or in part, or any vendor or their representatives, with or without giving cause. If cause is not given, liability shall not exceed the return to the vendor of the amount of rental unearned at the time of ejection. If a vendor or exhibit is ejected for violation of these rules or for any other stated reason, no return of rental shall be made. 17. LiabilityCHAP shall not guarantee vendor against loss or damage of any kind. Space is leased with the understanding that the vendors will hold CHAP and the Pennsylvania Farm Show Complex harmless from any and all liabilities from any cause. CHAP and the Pennsylvania Farm Show Complex shall not be responsible for any loss, damage or injury that may occur to the vendors, their families, their employees or property from any cause whatsoever prior, during, or subsequent to the period covered by the vendor contract, and the vendor, upon signing the contract, expressly releases CHAP from, and agrees to indemnify same, against any and all claims for such loss, damage or injury. 18. EventualitiesIn case the Pennsylvania Farm Show Complex shall be partly or totally destroyed by fire, or the elements, or by any other cause, or in case any other circumstances shall make it impossible for the Farm Show Complex management to permit the contracted space to be occupied by CHAP, then this contact shall be terminated and the vendor shall waive any claim for damages or compensations except the prorated return of the amount paid for space rented. 19. Driving Vehicles into the Farm Show BuildingPer the Farm Show Complex rules, please refrain from driving vehicles into the Farm Show building when setting up and tearing down. If you have an extremely large item, like a climbing structure, we will allow a vehicle in the Farm Show building for loading and unloading. Please notify the Vendor Coordinator by leaving a phone message at 717-579-1137, or by emailing vendorreg@chaponline.com. 20. Cyber and Charter SchoolsAs CHAP and Christian home education organizations around the nation and world, many associated with the Alliance for Christian Home Education, are attempting to establish a definition of Christian homeschooling as a family based, Biblically centered, and private education, please refrain from endorsing, advertising or promoting at your booth, government schools at home. This includes, but is not limited to, charter and cyber schools. 21. Public PolicyPlease refrain from publicly sharing issues you may have with CHAP or other vendors regarding policies or items they sell. The CHAP board will be happy to try to deal with any issues of concern if such issues are brought to the board. IMPORTANT NOTICESIt is impossible for CHAP to preview every item which might be displayed in the Vendor Hall. Please review your materials for items which might be offensive to our primarily Christian attendees, or are restricted by CHAP, and eliminate them from your display. Such items would include: stories or art work containing immodesty or occult material; New Age or overtly humanistic material: "Values Clarification" curriculum; "Multi-Cultural" curriculum (material which treats all cultures and religions as equal with Biblical values); fantasy role-playing games or curriculum; or any material that portrays the Bible as merely mythological, or Christianity as untrue or as one among many equal religions. Display and sales of vitamins, herbal supplements, other medically-oriented products or services, or downline marketing ventures are prohibited. Early Bird Pricing Available only through JANUARY 31, 2012Take advantage of lower prices by registering and PAYING IN FULL by January 31, 2012.
Vendor Checklist
Go to Vendor Contract |
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