Vendor Logistics
MARKETING AND SOCIAL MEDIA
We’ve done a great deal to get the word out about Fiesta Especial already, but your participation this year could help bring a lot more people to the event. Please LIKE us on FACEBOOK and FOLLOW us on TWITTER and encourage your fan base to do the same. In addition, please post up on your website that you are participating at Fiesta Especial® on April 20th – 21st and provide a link to the official website at www.FiestaEspecial.com. We will be recognizing each of our vendors and sponsors over the course of the week prior to Fiesta Especial with special shout-outs to each of you on our social media feeds. We will be using the hashtags of #Especial2012, #FiestaEspecial, #FiestaSA, #Fiesta2012 and #specialneeds at this year's event.
“SHOW US YOUR SHOES” CAMPAIGN
Capital One is doing a new shoe collection drive this year to benefit the underserved here in San Antonio. In order to help them raise a large number of shoes, they are asking Fiesta Events to help with the collection. Please encourage your supporters to bring a new pair of shoes to Fiesta Especial this year. It could mean up to $10,000 for children and adults with disabilities in our community if we can collect the most number of shoes.
LOCATION
Fiesta Especial 2012 will be located outdoors, in the Rackspace Parking Lot located at 5000 Walzem in the City of Windcrest. A map of the layout will be sent closer to the event.
CHECK-IN
When you arrive, please check in at the Vendor Registration booth located at the back gate entrance. This gate will be open on Thursday from 2pm – 9pm and Friday morning from 6am – 9:30am and Saturday morning from 8am – 9:30am as well as Friday and Saturday evenings from 10pm – 10:30pm. Your vendor booth volunteers will check in at the front gate during operating hours (10am – 10pm).
Check in for Vendors will be at the front gate close to General Admission Ticket Sales. All employees or volunteers for your booth must check in at the Vendor Registration tables under your Organization’s name. They will be issued an armband that will allow them to come in and out of the grounds over the course of the two day event. Once your volunteers/employees have finished their shift(s), they are welcome to enjoy Fiesta Especial as a guest. Anyone joining your employee/volunteer must pay the admission fee. Please do not have regular guests sign in as employees or volunteers of your booth.
SET-UP
Set-up will begin on Thursday, April 19th at 2:00pm in the afternoon for everyone. This means that we will be setting up tenting, tables, chairs and other rentals beginning at 2:00pm. Please do not arrive at 2pm and expect your booth to be ready to go. Set-up will continue through 9:00pm on Thursday and reopen on Friday, April 20th in the morning at 6:00am.
TENTING
Weights are REQUIRED on all tents. If Fiesta Especial has facilitated your rentals, we will ensure those tents are weighted appropriately. The City of Windcrest has a reason the word “wind” is in their name!
For those of you who are either bringing your own pop-up tent or are renting a pop-up tent, please note that outside of the hours of operation, you MUST lower your tent so that it is as close to the ground as possible when you are not there. We are asking you to do this as a precaution to having your or our tents damaged with any high wind activity that might take place while we are not there.
DECORATIONS
You are highly encouraged to decorate your booth with Fiesta Flare. You may use latex balloons at this year’s event, but you are required to ensure the removal of any residual latex or décor at the close of the event on Saturday.
PARKING
Click Here to request a copy of the parking permit. Please follow the signs to Rackspace Hosting visitor parking and their security officer will help direct you to the right location. You must have this pass present on your dashboard to take advantage of this parking.
EVENT LAYOUT
While there may be a few last minute changes to the layout, it is pretty much established. You can take a peak online by clicking HERE.
TEMPORARY FOOD ESTABLISHMENT PERMITS
If you are a Food Vendor, you must have this form (with $25 receipt printed at the bottom) posted up inside your booth. One person in your booth (during all operational hours) must have a Food Handler's Permit on their person.
ICE
Ice will be available for purchase at $3.00 per 20 lb. bag. The fees for ice will be deducted from your 80% return.
SECURITY
There will be 24-hour security beginning Thursday, April 19th at 8:30pm through Sunday, April 22nd, morning at 9:00am. Security is being provided by the City of Windcrest.
HOURS OF OPERATION
With the exception of our event sponsors, please remember that your vendor agreement requires that your Food/Game/Ride/Activity/Craft/Bazaar/Information booth remain in operation between 10am and 10pm each day.
PARKING
This logistic is still up in the air for the moment…stay tuned.
TICKET COLLECTION AND PROCESSING
There will be a ticket “Round-Up” once every hour (approximately) where volunteers will come around to collect the tickets from your booth. Each pick-up will be accompanied by a form that will require both your and the volunteers signature indicating the ticket count enclosed in the zip lock bag. The tickets will be turned into the accounting trailer upon collection from your booth by the Ticket Round-Up Volunteer.
OUTDOOR EVENT
Fiesta Especial is an outdoor event. If you have not rented a tent, please make arrangements to have some type of shading at your booth as it will be a long two day event without cover. You are encouraged to bring sunscreen and your own personal hydration. Small coolers are allowed at your booth for personal consumption, but only authorized vendors may sell beverages to guests.
NIGHT LIGHT
We highly encourage the use of battery operating lighting in your booth after dusk. There will be overhead lighting available and lighting in the eating and virtual reality tents, but you’re booth may get a little dark under the shading of your canopy. This may be especially important for Bazaar Vendors.
RETAIL/DONATION SOLICITATION
Unless you are an authorized Bazaar Vendor, you are prohibited from selling any items at your booth for cash/check/charge. Donation solicitation is not allowed at this event. Only TICKET based exchanges are permissible for all Food, Game, Craft and Activity Vendors. That being said, we highly encourage you to bring materials out to promote your organization, businesses, services, and products for guests to purchase or donate to at a later time. Bazaar Vendors are permitted to sell their wares for cash/check/charge/tickets. According to your vendor agreements, payout for tickets will take place within 10 business days.
EMERGENCY/DELIVERY ACCESS
There will be an opening in the back for delivery of any additional supplies your booth may need. All food vending trucks will be located near the rear gate for easy entrance and departure.
ELECTRICITY
Please know that if you did not order electricity, it will not be available for your consumption.
ANIMALS
Only service animals will be allowed on the Rackspace parking lot and event grounds. Please do not bring pets to the event.
CHARITABLE INTENT
Please remember that in accordance with your vendor agreement,Ride/Activity/Game Vendors agree to accept the special “Free Ride/Game” vouchers used in promotion for children and adults with special needs during the hours of 10am – 2pm each day of the event regardless of the regular # of tickets charged for the game/activity/ride. If your booth provides a prize for game participation, we encourage you to explore an economical prize option for these complimentary guests.
CHARITABLE VOUCHERS
Children with special education departments along with children and adults from disability service organizations were provided with the option to purchase a charitable voucher for the event. This voucher has 5 boxes on it indicating complimentary rides/games/activities at the event. If you are provided with a “This activity accepts Vouchers” sign at check in, you will handle the vouchers as follows.
You will be provided with a sign, hole punch and zip lock bag.
Punch one (1) and only one (1) square each time a voucher holder plays your game/activity. If you are punching the last of the 5 squares on the voucher, you will retain the ticket and place it a voucher zip lock bag presented to you with your special signage.
PRIZES
In accordance with your Vendor Agreement, vendors operating games agree to provide prizes to each player, with higher-value prizes awarded to winners at different levels of achievement and consolation prizes awarded to all other players. Vendors may elect to utilize lower-valued prizes awarded to winners using the “Free Ride/Game” voucher mentioned in the Charitable Intent section above.
We’ve done a great deal to get the word out about Fiesta Especial already, but your participation this year could help bring a lot more people to the event. Please LIKE us on FACEBOOK and FOLLOW us on TWITTER and encourage your fan base to do the same. In addition, please post up on your website that you are participating at Fiesta Especial® on April 20th – 21st and provide a link to the official website at www.FiestaEspecial.com. We will be recognizing each of our vendors and sponsors over the course of the week prior to Fiesta Especial with special shout-outs to each of you on our social media feeds. We will be using the hashtags of #Especial2012, #FiestaEspecial, #FiestaSA, #Fiesta2012 and #specialneeds at this year's event.
“SHOW US YOUR SHOES” CAMPAIGN
Capital One is doing a new shoe collection drive this year to benefit the underserved here in San Antonio. In order to help them raise a large number of shoes, they are asking Fiesta Events to help with the collection. Please encourage your supporters to bring a new pair of shoes to Fiesta Especial this year. It could mean up to $10,000 for children and adults with disabilities in our community if we can collect the most number of shoes.
LOCATION
Fiesta Especial 2012 will be located outdoors, in the Rackspace Parking Lot located at 5000 Walzem in the City of Windcrest. A map of the layout will be sent closer to the event.
CHECK-IN
When you arrive, please check in at the Vendor Registration booth located at the back gate entrance. This gate will be open on Thursday from 2pm – 9pm and Friday morning from 6am – 9:30am and Saturday morning from 8am – 9:30am as well as Friday and Saturday evenings from 10pm – 10:30pm. Your vendor booth volunteers will check in at the front gate during operating hours (10am – 10pm).
Check in for Vendors will be at the front gate close to General Admission Ticket Sales. All employees or volunteers for your booth must check in at the Vendor Registration tables under your Organization’s name. They will be issued an armband that will allow them to come in and out of the grounds over the course of the two day event. Once your volunteers/employees have finished their shift(s), they are welcome to enjoy Fiesta Especial as a guest. Anyone joining your employee/volunteer must pay the admission fee. Please do not have regular guests sign in as employees or volunteers of your booth.
SET-UP
Set-up will begin on Thursday, April 19th at 2:00pm in the afternoon for everyone. This means that we will be setting up tenting, tables, chairs and other rentals beginning at 2:00pm. Please do not arrive at 2pm and expect your booth to be ready to go. Set-up will continue through 9:00pm on Thursday and reopen on Friday, April 20th in the morning at 6:00am.
TENTING
Weights are REQUIRED on all tents. If Fiesta Especial has facilitated your rentals, we will ensure those tents are weighted appropriately. The City of Windcrest has a reason the word “wind” is in their name!
For those of you who are either bringing your own pop-up tent or are renting a pop-up tent, please note that outside of the hours of operation, you MUST lower your tent so that it is as close to the ground as possible when you are not there. We are asking you to do this as a precaution to having your or our tents damaged with any high wind activity that might take place while we are not there.
DECORATIONS
You are highly encouraged to decorate your booth with Fiesta Flare. You may use latex balloons at this year’s event, but you are required to ensure the removal of any residual latex or décor at the close of the event on Saturday.
PARKING
Click Here to request a copy of the parking permit. Please follow the signs to Rackspace Hosting visitor parking and their security officer will help direct you to the right location. You must have this pass present on your dashboard to take advantage of this parking.
EVENT LAYOUT
While there may be a few last minute changes to the layout, it is pretty much established. You can take a peak online by clicking HERE.
TEMPORARY FOOD ESTABLISHMENT PERMITS
If you are a Food Vendor, you must have this form (with $25 receipt printed at the bottom) posted up inside your booth. One person in your booth (during all operational hours) must have a Food Handler's Permit on their person.
ICE
Ice will be available for purchase at $3.00 per 20 lb. bag. The fees for ice will be deducted from your 80% return.
SECURITY
There will be 24-hour security beginning Thursday, April 19th at 8:30pm through Sunday, April 22nd, morning at 9:00am. Security is being provided by the City of Windcrest.
HOURS OF OPERATION
With the exception of our event sponsors, please remember that your vendor agreement requires that your Food/Game/Ride/Activity/Craft/Bazaar/Information booth remain in operation between 10am and 10pm each day.
PARKING
This logistic is still up in the air for the moment…stay tuned.
TICKET COLLECTION AND PROCESSING
There will be a ticket “Round-Up” once every hour (approximately) where volunteers will come around to collect the tickets from your booth. Each pick-up will be accompanied by a form that will require both your and the volunteers signature indicating the ticket count enclosed in the zip lock bag. The tickets will be turned into the accounting trailer upon collection from your booth by the Ticket Round-Up Volunteer.
OUTDOOR EVENT
Fiesta Especial is an outdoor event. If you have not rented a tent, please make arrangements to have some type of shading at your booth as it will be a long two day event without cover. You are encouraged to bring sunscreen and your own personal hydration. Small coolers are allowed at your booth for personal consumption, but only authorized vendors may sell beverages to guests.
NIGHT LIGHT
We highly encourage the use of battery operating lighting in your booth after dusk. There will be overhead lighting available and lighting in the eating and virtual reality tents, but you’re booth may get a little dark under the shading of your canopy. This may be especially important for Bazaar Vendors.
RETAIL/DONATION SOLICITATION
Unless you are an authorized Bazaar Vendor, you are prohibited from selling any items at your booth for cash/check/charge. Donation solicitation is not allowed at this event. Only TICKET based exchanges are permissible for all Food, Game, Craft and Activity Vendors. That being said, we highly encourage you to bring materials out to promote your organization, businesses, services, and products for guests to purchase or donate to at a later time. Bazaar Vendors are permitted to sell their wares for cash/check/charge/tickets. According to your vendor agreements, payout for tickets will take place within 10 business days.
EMERGENCY/DELIVERY ACCESS
There will be an opening in the back for delivery of any additional supplies your booth may need. All food vending trucks will be located near the rear gate for easy entrance and departure.
ELECTRICITY
Please know that if you did not order electricity, it will not be available for your consumption.
ANIMALS
Only service animals will be allowed on the Rackspace parking lot and event grounds. Please do not bring pets to the event.
CHARITABLE INTENT
Please remember that in accordance with your vendor agreement,Ride/Activity/Game Vendors agree to accept the special “Free Ride/Game” vouchers used in promotion for children and adults with special needs during the hours of 10am – 2pm each day of the event regardless of the regular # of tickets charged for the game/activity/ride. If your booth provides a prize for game participation, we encourage you to explore an economical prize option for these complimentary guests.
CHARITABLE VOUCHERS
Children with special education departments along with children and adults from disability service organizations were provided with the option to purchase a charitable voucher for the event. This voucher has 5 boxes on it indicating complimentary rides/games/activities at the event. If you are provided with a “This activity accepts Vouchers” sign at check in, you will handle the vouchers as follows.
You will be provided with a sign, hole punch and zip lock bag.
Punch one (1) and only one (1) square each time a voucher holder plays your game/activity. If you are punching the last of the 5 squares on the voucher, you will retain the ticket and place it a voucher zip lock bag presented to you with your special signage.
PRIZES
In accordance with your Vendor Agreement, vendors operating games agree to provide prizes to each player, with higher-value prizes awarded to winners at different levels of achievement and consolation prizes awarded to all other players. Vendors may elect to utilize lower-valued prizes awarded to winners using the “Free Ride/Game” voucher mentioned in the Charitable Intent section above.
