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Frequently Asked Questions

The majority of your questions can be answered in the Exhibitor Manual which is on this website. Please download the manual and keep it in a handy place to refer to it. The manual contains many of the necessary forms you need to participate in the show such as: Electrical Service, Telephone Order Forms, Contest Registration Form, and Discount Ticket Form.

To order furniture or carpeting, please refer to the SER Service Manual download.

Some of the more frequently asked questions that may arise
have been posted in this area.

Am I required to have a health permit to serve food?

Yes. Any vendor that sells food products, whether prepared at the show, or pre-packaged, must obtain a health permit. Also, any vendor that gives out any food sample during the course of a product demonstration must also obtain a health permit. These permits may be obtained from the Town of West Springfield and they must be processed thirty days prior to the start of the show. There is no exception to this rule by the West Springfield Health Department.

The show producer is not responsible for obtaining these permits. No booth refunds will be issued to a vendor that fails to obtain the required health permit. As a show producer, we must submit a list of vendors that plan to prepare food or sell food products no less than 45 days in advance of the show, so we are unable to seel booth space to any food vendors after that time.

How do I complete my Certificate of Liability Insurance form?

The HBRA of Western Mass, the Eastern States Exposition and The “Original” Western Mass Home & Garden Show all need to be listed as additional insured for your company’s participation in our home show. Your form may be faxed to us at 413-781-8416 or emailed to Aanika Neely at aneely@hbrawm.com.

If you are unable to obtain this insurance, you may be added to our liability policy for $75

What is included in the price of my booth?

Your booth includes an eight foot draped backdrop, two draped siderails, a booth number and free electricity (one 110 line). All vendors will need to bring their own 50 foot heavy duty extension cord. Tables, chairs and carpeting are not provided with your booth. You can bring your own or rent these items from our Show Decorator. You are not required to have carpeting in your booth, although it is more attractive to do so since we do carpet the aisles.

When can I set up my booth?

Vendors may begin to set up on Monday, March 23rd from noon to 8:00 p.m.
(Please do not come in earlier. This time is reserved for the larger trucks to come in with large displays only.)

You may continue to set up on Tuesday, March 24th from 8:00 am to 8:00 pm; Wednesday, March 25th from 8:00 am to 8:00 pm and Thursday, March 26th from 8:00 am to Noon.

All vendors need to check in at the show office by Door 7 of the Better Living Center to receive clearance before setting up or delivering their booth displays.  Please check with one of our show floor guards to make sure that you are setting up in the proper area.

You may not drive any vehicles into the building beginning on Wednesday, March 25th. We must keep the floors clean and dry to lay down the aisle carpeting.  When driving your vehicle into the building, please stay in the aisles and avoid driving over other booth areas.  Please unload your vehicle and drive your vehicle out of the building to avoid blocking the aisles.  Be especially mindful of other vendors booth areas and do not drive over carpeted areas.

Please try to bring any large items into the buildings on Monday because the doors become blocked and the aisles get more narrow as more and more vendors set up.

When do I get my exhibitor badges?

When you check into the show to set up your booth display, you will need to sign in at the show office. At this time, you will receive your exhibitor badges for your booth personnel, along with some free tickets to give to consumers/family/friends.  (We do not mail them out prior to the show.)

The show office will be open beginning on Monday, March 23rd by Door 7 of the Better Living Center. You are welcome to come by before you set up your booth if you need to collect your exhibitor passes prior to the show to distribute them to your employees.  Just be sure that we have your payment in full and your correct liability insurance certificate in order to pick up your exhibitor badges.

All vendors must pay for their own parking to enter the Eastern States grounds. This fee is incurred by the show facility, not the show producer. The Eastern States will be selling the four day hang tags for vendors during show set-up. Those hours will be posted once they are finalized.

When is breakdown for the show?

All show vendors are required to maintain their booths until the show closes at 5:00 pm on Sunday, March 29th.  Once the show is closed, vendors may proceed to break down their display and remove items out of the buildings. No vehicles will be allowed into the building until after the aisle carpet has been rolled up. Break down hours are:  Sunday, March 29th from 5:00 pm to 8:00 pm. and Monday, March 30th from 8:00 am to 3:00 pm.  (Please plan accordingly)

– Please take all mulch, boxes of literature, display material and trash with you.
– Please load up your vehicle quickly as to not block the aisles.
– Remove all pilfer-able items from your booth display at the end of the show since there will not be overnight security in the building.
(Furniture, electronics, plants, merchandise, etc.)  Show management is not responsible for any missing items at the close of the show.

As a vendor, where do I park at the show?

An exhibitor may park anywhere on the show grounds except in firelanes and handicap parking areas. A special exhibitor parking area is available behind the Better Living Center near Door 4. You must obtain a special parking permit to place on your dashboard to park in this area; otherwise, you can park anywhere else on the grounds. These permits do not pay for your parking onto the grounds. There is a $5.00 fee per vehicle per entry which is collected by the Eastern States Exposition.

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