Vendor InformatioN

WCC Los Angeles
December 7 & 8
South Lot, ROW DTLA



Timeline




Wednesday
September 11, 2019
9:00am

Tent rentals open
Access to the WCC Rental Store to reserve a 5x10’ or 10x10’ tent opens.

RENTAL STORE



Wednesday
September 18, 2019
5:00pm

Tent rentals close
All tent rentals must be reserved and paid for by 5pm on this day. 




Friday
October 25, 2019
9:00am


Rental Store opens
Access to the Rental Store to reserve tables, linens, and chairs opens. (Please see deadline above for tent rentals.)

RENTAL STORE



Friday
November 1, 2019
5:00pm



Food Permit Applications are due

Information re: food permitting and downloadable Food Permit Forms coming soon. 


Friday
November 8, 2019
9:00am

Sign up for load-in on Friday, December 6 opens
Load-in will be from 8:00AM to 6:00PM on set up 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



Friday
November 8, 2019
5:00pm


Rental Store closes
All table, linen, and chair rentals are due. No changes to any rental orders can be made after this date.



Thursday
November 14, 2019
5:00pm


Sign up for load-in time on Friday, December 6 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.



Friday
November 15, 2019
5:00pm


Layout is published
Booth vendor layout, booth assignments, and load-in time assignments will be emailed to all booth vendors.



Friday
December 6, 2019
8:00am–6:00pm

Set up day / load-in
Booth vendors set up booths in South Lot at ROW DTLA. Please arrive promptly at your load-in time. 

You may set up your booth until 8pm.

See Load-in & Load-out section below for details.



Saturday & Sunday
December 7 & 8, 2019
10am--5pm

Show days
WCC is open to the public from 10am–5pm. Booth vendors are asked to be show ready by 9:30am and may arrive as early as 8am on Saturday and as early as 9am on Sunday.



Sunday
December 8, 2019

5:15pm--9pm

Load-out
Booth vendors pack up and depart West Coast Craft.

See Load-in & Load-out section below for details.




Here you'll find graphics, logos, and other images to help you promote the upcoming show!


LOS ANGELES WINTER 2019 SOCIAL ASSETS

Vendor ABCs




Best Booth Contest
Each vendor will get the opportunity to vote for their favorite booth at the show. The Best Booth Contest winner will be awarded a free booth at the next WCC Los Angeles show! The booth size awarded will be equivalent to the winning booth size. The winning booth is non-transferable and not exchangeable for cash.

Voting details coming soon.



Booth Cancellation

If you need to cancel your participation on or before November 6, 2019, you will receive a full refund minus the $25 application fee.

If you need to cancel your participation after November 6, 2019, no payment or part of payment will be refunded.

Any space not claimed, occupied, or otherwise arranged with and approved by WCC in writing, by 6:00pm Friday, December 6, 2019, may be reassigned without further notice and without refund.



Booth Space
This is an outdoor venue and the event will take place rain or shine. Please plan accordingly.
  • Tents are not required, but are recommended.
  • 5x10’ and 10x10’ white tents can be rented through the WCC Rental Store from September 11--September 18. Tent rentals come with sandbags. 
  • You may use your own tent or canopy-like structure provided that they comply with the Fire Regulations below. 
  • Tents, canopies, etc., can be any color of your choice and can include branding.
  • If you have rented a tent from WCC, it will be set up in your booth space upon your arrival.
  • Booth spaces have an asphalt surface.
  • No tables or chairs come standard with your booth. For non-tent rentals, the Rental Store will be open from October 25–November 8. 

Booths are Space Only. Pipe and drape will not be provided as a means of delineating booth space.
  • Any displays, walls, or other types of partitions that overlook a neighboring booth must be aesthetically pleasing and if necessary, finished from the backside in a neutral color, without logos or branding. Displays determined by WCC to not meet these standards will be removed.

Full booths measure 10x10’; half booths measure 5x10’, with the width being 10’ and the depth being 5’. Please note and adhere to your booth’s footprint and plan your displays accordingly.
  • Shared full booths will have two vendors in a full sized booth space (10’x10”). 
  • Booth spaces may not be shared or subleased unless previously arranged with and approved by WCC.
  • Booth spaces on the end of each row are considered “corner” booths and have two open sides. Mid-aisle booth spaces will have one open side. 

On load-in day, booth spaces will be designated by chalk lines, as will booth numbers. Maps will be provided to assist in locating your space.
  • Each booth will have an 11x17” sign with your company name and your booth number.




Checklist
  • All fire retardancy certifications (see fire regulations below)
  • Displays, pedestals
  • Tables, linens
  • Wire, string, zip ties, monofilament, tapes, & tacks
  • Basic toolkit: hammer, pliers, screwdrivers, utility knife
  • Carpet, rugs, or ground coverings, & carpet tape
  • Shims for leveling displays or shelves
  • Cleaners & rags
  • CA Seller’s Permit (see permits section)

  • 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. Vendors will 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 service) must be arranged with and approved by West Coast Craft prior to 5:00PM on November 1, 2019. Generators are allowed as attached to food trucks in the Food Court area only.



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. WCC 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:
  • 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 State of California’s Fire Regulations, outlined below. 
  • Any displays, walls, or other types of partitions that overlook a neighboring booth must be aesthetically pleasing and if necessary, finished from the backside in a neutral color, without logos or branding. Displays determined by WCC to not meet these standards will be removed.

West Coast Craft may require the removal or adjustment of vendor’s displays/decoration at WCC’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
Electricity will not be provided at the venue. Generators are allowed as attached to food trucks in the Food Court area only.



Fire Policies
Please view the Fire Regulations below for a full list of policies. 

Violators will be required to comply to satisfy the 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 show hours:
10:00a — 5:00p, Saturday & Sunday

  • Saturday, December 7: You may arrive anytime between 8:00 am and 9:30 am, plan to be show ready at 9:30am.
  • Sunday, December 8: You may arrive anytime between 9:00 am and 9:30 am, 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. Codes will be sent out via email prior to show weekend and wifi will be active on show days (Saturday and Sunday).



Load-In & Load-Out
Please view the Load-In & Load-Out section below for details.



Parking
ROW DTLA has ample, affordable on-site parking. The maximum height for cars parked in the lot is 8’. Larger vehicles or trucks must use street parking or park in a nearby lot. 



Permits
Food and Health Permits  —  West Coast Craft needs all vendors selling food to fill out a permit application. WCC needs all forms by 5:00PM on November 1, 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.



Pets & Service Animals
Leashed pets and service animals are welcome at the event. 



Rentals
10x10’ and 5x10’ tents will be available to rent from September 11 until September 18, 2019 through our Rental Store. Access to the Rental Store can be found here.

For items other than tents, the Rental Store will be open from October 25 until November 8, 2019.
 
If you have paid for rentals through our Rental Store they will be in your booth space when you arrive to set up. 

4’, 6’, and 8’ foot tables are available to rent, as are white linens in corresponding sizes, and white folding chairs. 

Rentals Available (Dimensions):
  • 4’ Banquet Table (48”L x 30”W)
  • 6’ Banquet Table (72”L x 30”W)
  • 8’ Banquet Table (96”L x 30”W)
  • White Poly Linen - for 4’ & 6’ tables (132”L x 90”W)
  • White Poly Linen - for 8’ table (156”L x 90”W)
  • White Folding Chair (17.5”L x 19.25”W x 31.5”H)

No tables or chairs come standard with your booth.



Security
The venue is patrolled by security nightly, and general overall security will be provided for the duration of the event.

Each vendor must make their own arrangements for the safety of their goods, materials, equipment, and displays at all times (e.g. taking merchandise or other valuable items home each night).

West Coast Craft, ROW DTLA, and the security service will not be responsible for the loss or damage of property.



Shipping
Neither West Coast Craft nor ROW DTLA are able to receive parcels. Many out-of-town vendors have their shipments held at UPS or Fedex locations to pick up when they arrive in town. 



Tents & Canopies
Tents are not required, but are recommended.
  • 5x10’ and 10x10’ white tents can be rented through the WCC Rental Store from September 11--September 18. Tent rentals come with sandbags.
  • You may use your own tent or canopy-like structure provided that they comply with the Fire Regulations below. Tents, canopies, etc., can be any color of your choice and can include branding.
  • If you have rented a tent from WCC, it will be set up in your booth space upon your arrival.

The state of California requires that all tents have a "Registered Flame Retardant" tag sewn into the fabric or that equivalent manufacturer documentation be provided. Please reach out to your tent’s manufacturer if this tag is damaged or lost.



Terms and Conditions
Our Terms and Conditions for vendors can be found below. 



Venue

West Coast Craft LA is held in the South Lot at ROW DTLA, 777 S. Alameda Street, Los Angeles, CA.

This is an outdoor venue and the event will take place rain or shine. Please plan accordingly. 






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
  • 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
  • Dried flowers that have been properly treated
  • Cut flowers in water, in small quantities
  • Potted plants in soil, in small quantities
  • 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.



Tenting
The state of California requires that all tents have a "Registered Flame Retardant" tag sewn (see below) into the fabric or that equivalent manufacturer documentation be provided. Please reach out to your tent’s manufacturer if this tag is damaged or lost.

If your tent has treated fabric, the name and registration number of the approved applicator and approved chemical used, and the date of treatment.

If your tent has registered fabric, the trade name and registration number of the approved fabric, and the date of production.



Example of Seal of the State of California Fire Marshal