Vendor InformatioN


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Please start your West Coast Craft planning by checking out the information on this page.




Timeline






April 26, 2019
7:00am
Rental store opens
Access to the rental store to reserve tables, linens, chairs, and electricity access opens.

RENTAL STORE



May 3, 2019
5:00pm
Food Permit Applications are due
Any Booth Vendor planning to serve or sample food must complete and submit their Food Permit Forms by this date to becca@westcoastcraft.com.

Please note that you will be serving on Federal land and there may be more guidelines than the city of San Francisco require.

FOOD PERMIT DOCUMENTS



May 10, 2019
7:00am


Sign up for Load in on Friday, June 7 opens
Load in will be from 2:00PM to 7:00PM on setup day. You may choose a time within this period using the form link below. Load in times are available on a first-come first-serve basis.

LOAD IN SIGN UP



May 10, 2019
5:00pm
Rental store closes
All table, linen, chair rentals and electricity access are due. No changes to any rental orders can be made after this date.



May 16, 2019
5:00pm
Sign up for Load in on Friday, June 7 closes
Any Booth Vendor who did not sign up for a Load in time will be assigned a Load in time based on the remaining available time slots.



May 17, 2019
5:00pm
Layout is published
Booth Vendor Layout, Booth Assignments and Load in Time Assignments will be emailed to all Booth Vendors.



June 7, 2019
2:00–7:00pm

Setup day / Load in
Booth Vendors set up booths in Festival Pavilion at Fort Mason Center. Arrive at your load in time.

See Load In & Load Out Instructions for details.



June 8 & 9, 2019
Show days
WCC is open to the public from 10am–6pm. Booth Vendors are asked to be show ready by 9:30am and may arrive as early as 7am.



June 8, 2019
6:30pm

Booth Vendor & Friends Afterparty
WCC Booth Vendors, press and friends are invited to the afterparty in the Festival Pavilion at Fort Mason Center after the show closes.


June 9, 2019
6:15pm
Load out
Booth Vendors pack up and depart West Coast Craft.

See Load In & Load Out Instructions for details.



Vendor ABCs




Booth Space


  • All indoor booth “walls” are made up of pipe and black fabric drape.
  • See the diagram above for dimensional specifics for Half and Full sized indoor booths. Booths on the end of each row are considered “corner” booths and have two open sides. Mid-aisle booths will have one open side, also shown above.
  • Though side walls between booths are only 3’ high, vendors may extend displays above this height.
  • Your booth has an exposed concrete floor.
  • Each booth will have a sign with your company name and your booth number. No tables, chairs or electricity come standard with your booth. The rental store will be open from April 26–May 10 at the WCC rental store.
  • Booth spaces may not be shared or subleased unless previously arranged with and approved by West Coast Craft.

Please note and adhere to your booth’s footprint and plan your displays accordingly. Violators will be forced to comply to satisfy Fort Mason Center’s Fire Marshal.



Checklist
  • All fire retardancy certifications
  • Displays, pedestals
  • Tables, linens
  • Fire Extinguisher
  • Extension cords, extra light bulbs
  • Wire, string, zip ties, monofilament, tapes, & tacks
  • Basic toolkit: hammer, pliers, screwdrivers, utility knife
  • Carpet, rugs, or floor coverings, & carpet tape
  • Shims for leveling displays or shelves
  • Cleaners & rags
  • CA Seller’s Permit
  • Broom & dustpan
  • Cash box & sales receipt book
  • Price tags/stickers/labels, “sold” labels
  • Office supplies kit: pens, scissors, scotch tape, pad of paper
  • Payment reader
  • Tablet, phone, external battery source, & all charger cords
  • Basic self-care kit: painkillers, tissues, bandages
  • Water & snacks



Cleaning
Your booth space must be “broom ready” upon your departure from the venue at the end of the show. West Coast Craft does not have dumpster access. Plan on taking everything you came with. West Coast Craft expects vendors to dispose of all trash in proper bins during the event. Vendors will be charged $250 for any trash left behind.



Cooking
All cooking and food serving (including food sampling and hot coffee serving) must be arranged with and approved by West Coast Craft prior to 5:00PM on May 3, 2019. No generators will be allowed in or outside of the venue; please arrange to have electricity for your tent and/or truck if you are outside. Electricity access may be purchased from April 26–May 10 at the WCC rental store.



Damages
Please leave the venue and all rentals as they have been found. If damage is incurred to rentals and/or the venue, the cost of the repair or replacement will be forwarded to the vendor responsible.



Displays & Product
With the exception of vendors that applied to West Coast Craft as retailers, vendors may only sell items with their own business name. West Coast Craft is a curated show and may require the removal of any goods under a name other than that of the booth vendor.

Vendors may display their product in any way within their booth space, provided:

    • Vendors do not damage the pipe & drape booth “walls.” No objects or displays may be hung from the pipe. Light fabrics and papers may be used on the draped material. It must be spring clamped or hung with S-hooks to the top pipe or pinned to the fabric (provided there is NO tug on the material). The diameter of the pipe is 1-5/8”. No adhesives may be used on the pipe or the drape.
    • Vendor’s displays are not deemed offensive by West Coast Craft.
    • Vendors do not extend outside of their designated booth footprint. Please plan your displays according to the booth space you paid for.
    • Vendor’s displays adhere to the Fort Mason Center Fire Regulations, which can be viewed here.

West Coast Craft may require the removal or adjustment of vendor’s displays/decoration at West Coast Craft’s discretion.



Distributing Promotional Materials
You may network and advertise yourself as much as you want within your booth space, but you may not roam the event handing out promotional materials of any kind.



Electricity
In-booth electricity needs must be requested through the rental store. Electricity access may be purchased from April 26–May 10 at the WCC rental store.



Fire Policies
Please view the Fort Mason Center Fire Regulations for a full list of policies.

Violators will be required to comply to satisfy Fort Mason Center’s Fire Marshal. Compliance may involve display removal if displays are not treated properly and treatment certifications cannot be produced upon inquiry.



Hours of Operation
West Coast Craft:
10:00a — 6:00p, Saturday & Sunday

You may arrive anytime between 7:00 am and 9:30 am on show days, but you must arrive at your assigned time on the load in day. Plan to be show ready at 9:30am.

Your booth must be open for business during all show hours. You are not permitted to leave or pack up your booth prior to the show closing.



Internet
All vendors will receive a code granting WiFi access for up to two devices. Please use this code for running point of sale only.



Liability
Fort Mason Center is gated every night and the Pavilion will be locked at the end of each day and patrolled by a guard. Neither West Coast Craft or Fort Mason Center is responsible for the safety of your property from theft, damage by fire, accident or any other cause whatsoever.

Although it’s rare, theft can happen, and you can be prepared by taking the following steps:

    • Having someone with you in your booth to be a second pair of eyes, cover bathroom breaks, etc.
    • Merchandising your booth in a way that ensures the safety and visibility of your product
    • Never leaving your booth unattended



Load In & Load Out
Please view the Load In & Load Out Instructions here for details.



Parking
Fort Mason Center has affordable on-site parking. This lot is open for vendor use, but please consider other means of accessing West Coast Craft on show days as we would like to provide as much parking to our attendees as possible. Leaving as much of the parking lot open as possible is beneficial to all West Coast Craft participants. There is also ample parking very near Fort Mason Center along the Marina Green. Consider booking a hotel within walking distance, biking, taking public transportation, using Lyft or Uber, or carpooling.



Permits
  • Food and Health Permits  —  Anyone selling food must have a health permit from the National Park Service. West Coast Craft needs all vendors selling foods to fill out permit applications. West Coast Craft needs all forms by 5:00PM on May 3, 2019 in order to submit for approval in time for the event.
  • CA Seller’s Permit — If you are a business functioning in California, you should already have a Seller’s Permit. Please bring this documentation to West Coast Craft. You may be fined at the show if you do not have this permit should West Coast Craft have a surprise inspection from the state.
    • If you are a business outside of California, you must register your business to apply for a Seller’s Permit. The permit is free, but is California’s way of collecting its sales taxes. Learn more about the permit here.
    • You are responsible for collecting your own taxes.
    • When registering please list West Coast Craft as the entity holding the event. The address is 3108 24th Street, San Francisco, CA 94110.



Rentals
If you have paid for rentals through our rental store they will be in your booth when you arrive to set up. The rental store will be open from April 26, 2019 until May 10, 2019. Access to the rental store can be found here.

4’, 6’, and 8’ foot tables are available to rent, as are white linens in corresponding sizes. White folding chairs, z-rack garment racks, and varying levels of electricity access are also available for rental. 

A (very) limited quantity of tables will be available for rental at the show at a higher rate. These items are first come, first serve and can be paid for onsite at the Information Desk.

No tables, chairs or electricity come standard with your booth.



Fire Regulations




PLEASE NOTE: All West Coast Craft vendors are expected to comply to the following rules. We have provided additional resources to help you source fire retardant materials and treatment appliers for existing displays. Please bring all certifications and proofs of treatment to WCC. Thank you for helping us keep West Coast Craft safe for all our vendors and visitors!



Booth construction material and furnishing regulations

All booth walls and/or displays shall be either:
  • Made from non-combustible materials
  • Treated and maintained in a flame retardant condition by an approved flame retardant solution process as stated below
  • Meet the flame and smoke density ratings as stated below

Combustible materials having a flame spread rating of less than 225 and a smoke density rating of less than 450, as determined by ASTME 84 (Tunnel Test), and certified as such, comply with the NFPA codes listed below. Please reference NFPA 701 and 101-10.3.1, 10.3.5, and 12.7.5 (all) for more information.



Acceptable materials for booth walls and/or displays (must meet regulations as stated above)
  • Wood that is properly treated
  • Drapes, hangings, curtains, and props
  • Foam core board (PVC) shall be a certified flame resistant type. No exceptions
  • Poster paper and banners
  • Decorative fabrics
  • Motion picture screens
  • All other decorative materials, including plastics



Unacceptable materials for booth walls and/or displays
  • Cardboard
  • Plywood under ¼” thickness
  • Oil paper
  • Tarpaper
  • Nylon
  • Materials that cannot be flame treated
  • Untreated material



Storage of Boxes & Combustible Materials
Storage of empty cartons/boxes in or behind booth area is not permitted.



Indoor Tenting
  • Tent tops, sidewalls and canopies shall have a permanently affixed label by a California State Fire Marshal licensed applicator or manufacturer bearing the following information:
    • The Seal of Registration (shown below)
    • If treated fabric, the name and registration number of the approved application concern and approved chemical used, and the date of treatment.
    • If registered fabric, the trade name and registration number of the approved fabric, and the date of production.
  • Tent’s maximum size is 10’x10’
  • All tents must have a fire extinguisher (2 A 10 BC) and smoke detector inside. These items will be the responsibility of the Booth Vendor.
  • All Indoor tents should be approved by West Coast Craft prior to the show. Email becca@westcoastcraft.com for approval.



Indoor Cooking
  • Sterno, hot boxes and electric hotplates are allowed, but all cooking and heat source arrangements must be pre-approved. All heating/cooking equipment should be approved by West Coast Craft prior to the show and included in Food Permit paperwork.
  • Proper inspected and tagged fire extinguishers (2 A 10 BC) must be provided by the food vendor.



Outdoor Cooking
Propane tanks and charcoal grills are allowed outside the buildings with permission and approval of West Coast Craft prior to the show. Email becca@westcoastcraft.com for more details.



Example of Seal of the State of California Fire Marshal



Fire rated lumber suppliers
  • San Francisco Bay Area — Beronio, Ashby Lumber, Golden State Lumber,
    Channel Lumber
  • Los Angeles — Jones Lumber, Northridge Lumber, Stock Building Supply
  • Portland — Cudahy Lumber, Parr Lumber, Mr. Plywood, Milwaukie Lumber
  • Seattle — Dunn Lumber, Compton Lumber Co, Stewart Lumber



Fire rated paint/surface treatment suppliers
All paints must be applied onto raw materials (not on top of an existing surface treatment) to be effective.

  • Firetect — (661) 295 3473 // 28298 Constellation Rd, Valencia, CA. Purchase tintable paints online or at their retail store.
  • Dharma Trading — (415) 456 1211 // 1604 4th St, San Rafael, CA. Purchase tintable paints online.



Certified fire retardant applicators
Please remember to bring proof of all treatments to West Coast Craft.

  • Clean Drapes On Site — (510) 507 4737 // 1219 Solano Ave, Albany, CA. Available to apply flame retardants onsite ($300 minimum) or at their place of business. This type of flame retardant cannot be applied to painted materials (have your displays treated before applying paint), acrylic and nylon fabrics. The cost is dependent on the level of porosity of the material to be treated, but generally 50¢ / square foot.
  • Firetect ­— (661) 295 3473 // 28298 Constellation Rd, Valencia, CA. Fabrics may be shipped to Firetect for treatment. They also sell flame retardant paints for surface treatments.
  • Flamort Co — (510) 357 9494 // 2368 Alvarado St, San Leandro, CA. Available to apply flame retardants onsite ($200 minimum) or at their place of business. The cost is dependent on the level of porosity of the material to be treated, but generally $1 / square foot.



Load In & Load Out




Load in sign up instructions
All vendors will load in based on their selected load in time. A load in time may be selected from a list of time slots available on a first-come, first-serve basis starting when load in sign up begins on Friday, May 10 at 7am.

Access the sign up HERE. This link will also be emailed out the morning the sign up opens.

Available load in times will be between 2pm and 7pm on Friday, June 7, 2019. All booth vendors who have not signed up for a load in time by 5pm on Thursday, May 16, 2019, will be assigned one. All booth vendors will get an email confirming their load in time by 5:00PM on May 17, 2019.



Friday, June 7th
Load in Instructions
Please note: children under 16 are not allowed in the Festival Pavilion during set up on Friday, June 7th.

  • Enter Fort Mason Center via Buchanan St & Marina Blvd and follow the map through the grounds to the Festival Pavilion:



  • West Coast Craft staff will be at the Festival Pavilion entrance to direct you to park in the apron (the loading area immediately outside the venue entrance).
  • Once parked, you may load your product and displays into the Pavilion
    • West Coast Craft will have a limited quantity of first-come, first-served carts/dollies to assist you with your items, though we recommend you bring your own.
    • Please bring all your items to your assigned booth and re-park your car in the parking lot
      • Once your vehicle has been moved, you may return to the Pavilion to set up your booth until as late as 11pm.



West Coast Craft expects:
  • Vendors will not arrive before 2pm
    • We are hard at work up until this time to ensure everything is ready for your arrival!
  • You will arrive at your assigned load in time
  • You will be prepared to quickly move your displays and product into the Pavilion
  • You will alert West Coast Craft if you are running late and will not arrive before 9:00pm
    • If you are not in your booth by 9:00pm and we haven’t heard from you or arranged a later arrival previously with you, we may decide to pull you from the show without a refund
    • Should you need to contact us, text Becca Weiss at (206) 383 4415



What you can expect after you’ve loaded in:
  • West Coast Craft will have all your requested rentals in your assigned booth
    • If you requested electricity access, you will have an electrical outlet available on the back wall of your booth. You should plan on bringing an extension cord and/or a power strip
  • Your booth will have signage stating your booth number and company name



Sunday, June 9th
Load out instructions
Please note: children under 16 are not allowed in the Festival Pavilion during break down starting at 6pm on Sunday, June 9th.

No early departures prior to the show closing at 6pm are permitted.

When the event ends:
  • Food Vendors in front of the venue will pack up and leave as guests are flushed from the interior of the Pavilion
  • Load out will begin at 6:15pm to allow outdoor vendors time to vacate the area
    • You may load out of the Pavilion at any time after 6:15pm
    • If you need to park your vehicle in the apron and/or use ANY of the WCC carts/dollies you must have a load out slip
      • Load out slips will be handed out by West Coast Craft staff to booths that are ready to load out, and may be obtained from the cart attendant near the information booth or by roaming staff
      • Load out slips are not the same as the load in slip you received on Friday
  • On your way out of the venue, please bring your tables, chairs, linens, and sign hooks. There will be a stack for each in the entryway. It is a huge help for us, keeps our costs low, and we really appreciate the extra effort!

These details will be reiterated at the show in the morning on Sunday, June 9.