Fall 2024 Vendor Info
It’s time to start planning for Crafty Bastards Fall 2024 Fair! This is the one-stop shop with all the information you need to make your Crafty Bastards experience the best it can be! Please see below and read this page in FULL and save/open all links to documents.
For any questions or concerns not covered below, you can always email us at info@craftybastards.com.
BASIC EVENT DETAILS
December 7 + 8 | 10am-4pm daily
Fairgrounds Nashville Expo 3
Free to attend | $10 cash only parking
VENDOR LOAD-IN + LOAD-OUT
When looking up directions for Fairgrounds Nashville Expo 3, please use the “320 Wedgewood Ave., Nashville, TN 37203” address for most accurate location.
SATURDAY, DECEMBER 7 LOAD-IN
Vendors will be assigned a load-in time, staggered between 6:30AM and 8:30AM. All vendors must be set and ready to go by 9:45 AM for a 10:00 AM event start time. Please reference the load-in schedule and maps to find your load in time, booth number and load-in zone. It is very important that all vendors and sponsors arrive at their scheduled load-in time and KNOW YOUR BOOTH NUMBER AND WHICH ZONE YOU ARE IN! This will allow for a painless process for all.
Your load-in time is based on your booth spot in the event space and so that there are not too many vendors loading in at any given time to try to avoid crowding and allow for an easy process. PLEASE MAKE SURE TO FOLLOW INSTRUCTIONS AND LOAD-IN AT YOUR DESIGNATED ZONE. There will be event staff on site, but be prepared to load in your set up, as help will be limited. You must provide your own personnel and equipment for load-in and display set-up (including hand trucks, carts, dollies, etc.).
Due to the volume of vendors, we ask that you please unload at your designated load-in zone quickly, park your vehicle and then return to set up your booth. See below for vendor parking and shuttle service info.
OVERNIGHT DETAILS
Vendors are allowed to leave their setup overnight, ONLY IF you have completed our overnight waiver. The venue will be locked overnight. Please note that Crafty Bastards IS NOT LIABLE for any lost, stolen or damaged items overnight (per our waiver you must sign).
SUNDAY, DECEMBER 8 LOAD-IN
Load-in will begin at 8AM. We encourage all vendors to return to set up their booths, so everything is set and ready to go no later than 9:45AM. Sunday load-in plan will follow the same schedule and zone specifics as Saturday AM.
SUNDAY LOAD-OUT
Load-out begins immediately following the event at 4:00 PM. All items must be completely removed by 6:00 PM and cannot stay overnight. This includes all props, materials, and decorations. Anything left behind will be thrown away. Please be mindful of other vendors who are all trying to load out at the same time, and parking spots at load-out will be limited.
VENDOR PARKING + SHUTTLE
After unloading your items to your booth space and before setting up your booth in the Expo Center, all vendors MUST MOVE THEIR VEHICLES TO THE DESIGNATED VENDOR LOT, located in Parking Lot 7 on Craighead Street. Please use 300 Craighead Street to get you as close as possible to the lot. Signage will be placed at the entrance of the lot to identify the parking lot. You may NOT leave your vehicle parked in the load-in zones outside the venue.
The vendor lot is FREE! Please be sure to park in the designated lot to a) avoid having to pay and b) provide plenty of parking for attendees. Please do not park in the Fairgrounds lots or any open street parking, this only takes away parking for guests, which makes them annoyed and less likely to spend money with you.
It’s about a .25 mile walk from the Vendor Lot to the event space. You are welcome to walk to/from the lot if you wish, but we will have a complimentary golf cart shuttle service to/from the parking lot. Trinity Parking will run continuous loops between the parking lot and venue BOTH DAYS 6am-10am (load-in) and 4pm-6:30pm (load-out).
BOOTH ASSIGNMENTS + SETUP
Your booth location is based off if you have requested access to power, and has been thoughtfully selected, so no two-like vendors are directly next to each other (jewelry, home goods, etc). This is based on what you submitted as your Primary Category when registering, so keep that in mind! If you have concerns about your booth location, you’re welcome to reach out, but please understand changes are not guaranteed.
WHAT TO BRING/NOT BRING
Everything that you need for your booth space - tables, chairs, décor, goods for sale, a POS system, a wifi hotspot, load in gear, water, etc. If you need to newly order or change your order for a table and or chairs for your booth space please email us info@craftybastards.com.
PROHIBITED ITEMS
Tents or canopies (We’ll be inside, you don’t need it!)
Glitter, confetti or the like
Duct tape or similar adhesive is not permitted on walls or floors. If tape is required, only gaffer tape is permitted.
Helium-filled balloons
Combustible or flammable liquids or compressed gas cylinders
Open flame
Outside alcohol of any kind
WIFI
WI-FI is available from the venue. Please use the “Fairgrounds Vendor” wifi with the password FGWK22020.
ELECTRICITY
If you did not request electricity in advance, you will not have it. If you have already requested electricity, please bring extra extension cords and a surge protector. Cords must not cross walkways unless covered by a cord cover or taped down with gaffers tape, which you will need to provide.
SIGNAGE
Within your booth space, you may put up any signage as you see fit. You will need to provide zip ties or string to attach. Also, bring scissors to cut them down after the event. You may also bring your own easels or pop up banners if that’s easier. Reminder — duct tape or similar adhesive is not permitted on walls or floors. If tape is required, only gaffer tape is permitted.
STAFFING
You are required to have your own staff man your booth.
CERTIFICATE OF INSURANCE
To protect yourself and your business, all vendors are required to provide a Certificate of Insurance listing FW Publishing (615 Main Street Suite 102, Nashville, TN 37206) as additionally insured with a minimum $500,000 individual/$1,000,000 aggregate coverage. Please upload your COI HERE.
TENNESSEE SALES TAX FOR OUT OF STATE VENDORS
Out of state vendors need to add 9.25% sales tax to their sales. This will cover state and local sales tax for goods. In order to do so, click below to download the tax form! You will need our specific promoter ID and location ID which can be found on the middle of Page 2 of the attached.
DOWNLOAD OUT OF STATE TAX FORM
MISCELLANEOUS
Please be mindful of spills and messes, and keep your display area neat. It’s always best practice to return the space the way we found it.
TIPS & TRICKS
Past vendors have been kind enough to share the tricks of the road. We’ve compiled them to give you a hand up when preparing for the event. If you have any advice you’d like to pass along, we’d love to hear! Email us at: info@craftybastards.com
The number one tip from vendors– Bring a helper! Load-in and load-out can be difficult and having an assistant can make all the difference. We’ll have some staff on-site to help, but don’t count on them being available at all times.
Click here to Get HELPFUL HINTS SHEET
MARKETING
We’re already beating the drum to let people know about Crafty Bastards and the incredible items that will be available. We still need your help! To make it easy, we created graphics to make posting on your socials as easy as possible. Feel free to take them and post away! Tag @CraftyBastards and @NashvilleScene and #CraftyBastards to get reposted!
>booth assignments and load in schedule
> EVENT LAYOUT
>LOAD IN ZONES
Click above to download and save: Document includes ALL vendor booth assignments, detailed site maps, parking maps and load-in maps as well as a schedule breakdown for load-in.
CONTACT US
Have any questions/ comments/ concerns we haven’t addressed here? Feel free to reach out at info@craftybastards.com OR call/text our Day-of Event Staff.
Festival Staff — Robin Fomusa at 630-818-5031
Festival Staff — Alissa Wetzel at 504-676-1268