Vendor InformatioN


WCC San Francisco
November 23 & 24
Festival Pavilion at Fort Mason Center



Timeline





Friday
October 11, 2019
9:00am
Rental store opens
Access to the rental store to reserve tables, linens, chairs, and electricity access opens.

RENTAL STORE



Friday
October 18, 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


Friday
October 25, 2019
9:00am



Sign up for load-in on Friday, November 22 opens
 
Load-in will be from 8:00AM to 6:00PM 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



Friday
October 25, 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.



Thursday
October 31, 2019
5:00pm
Sign up for load-in on Friday, November 22 opens
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 1, 2019
5:00pm
Layout is published
Booth vendor layout, booth assignments and load-in time assignments will be emailed to all booth vendors.




Friday
November 22, 2019
8:00am–6:00pm

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

You may set up your booth until 8pm.

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



Saturday & Sunday
November 23 & 24, 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.



Saturday
November 23, 2019

6:30pm

Booth Vendor & Friends Afterparty
WCC booth vendors, press and friends are invited to the Afterparty in the Firehouse at Fort Mason Center after the show closes.


Sunday
November 24, 2019

6:15pm
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!


SAN FRANCISCO WINTER ‘19 SOCIAL ASSETS




Click here for the SF Winter ‘19 Facebook event page!

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 San Francisco 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 October 22, 2019, you will receive a full refund minus the $25 application fee.

If you need to cancel your participation after October 22, 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, November 22, 2019, may be reassigned without further notice and without refund.



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.

Shared half booths will have two vendors in a half sized booth (6’x10’). Shared full booths will have two vendors in a full sized booth (10’x10’).

Though side walls between booths are only 3’ high, vendors may extend displays above this height. 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.

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 October 11–October 25 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 (see fire regulations section below)
  • 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
  • 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 October 18, 2019. No generators will be allowed in the venue or in the apron. Generators are allowed as attached to food trucks in the Food Court area only. Please arrange to have electricity for your tent and/or truck if you are outside. Electricity access may be purchased from October 11–October 25 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. 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:
  • 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, outlined below.
    • Indoor tents and roofed structures must be approved by West Coast Craft prior to the show. Email becca@westcoastcraft.com to discuss further.

West Coast Craft may require the removal or adjustment of vendor’s displays/decoration at WCC 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 October 11–October 25 at the WCC Rental Store.



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

Violators will be required to comply to satisfy Fort Mason Center’s Fire Marshall. 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 one device. Please use this code for running point of sale only. Codes will be sent out via email prior to West Coast Craft and wifi will be active on show days.



Load-in & Load-out
Please review the Load-in & Load-out Instructions below 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.

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 October 18, 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
Vendors and attendees are prohibited from bringing pets into the venue. Service animals are welcome. 



Rentals
If you have paid for rentals (such as tables, linens, garment racks or chairs) through our rental store they will be in your booth when you arrive to set up. The WCC Rental Store will be open October 11–October 25.

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

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

Rentals Available (Dimensions):
  • 4’ Banquet Table (48”L x 30”W x 30”H)
  • 6’ Banquet Table (72”L x 30”W x 30”H)
  • 8’ Banquet Table (96”L x 30”W x 30”H)
  • White Cotton-Poly Linen - for 4’ & 6’ tables (132”L x 90”W)
  • White Cotton-Poly Linen - for 8’ table (156”L x 90”W)
  • Garment Racks (64"L x 24"W x 70"H)
  • White Folding Chair (17.5”L x 19.25”W x 31.5”H)

All rentals made through WCC are final sales.



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, Fort Mason Center, and the security service will not be responsible for the loss or damage of property.



Shipping
Neither West Coast Craft nor Fort Mason Center 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. There are also San Francisco available services such as Doorman that could work for you.



Tents and Roofed Structures
Indoor tents and roofed structures must be approved by West Coast Craft prior to the show. Email becca@westcoastcraft.com to discuss further.



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



Venue
West Coast Craft SF is held in the Festival Pavilion at Fort Mason Center, 2 Marina Blvd, San Francisco, CA.

This is an indoor 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 with 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, displays and furnishings (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



Booth 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



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



Indoor 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.

A 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. Email becca@westcoastcraft.com for more details

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 the Seal of the State of California Fire Marshal