2016 Chicago Vendor Packet

Hello. Thank you for participating in the 6th Annual Indie Wed in Chicago. With over 100 vendors, we expect this show to be fantastic.  This vendor packet should hopefully answer any questions you may have regarding your participation. Print this out and read through it thoroughly.

IMPORTANT DATES

  • Mon. Jan 4th @ 10:30 am – Vendor Walkthrough at Venue
  • Fri. Jan 15th – Waiver Due
  • Fri. Jan 15th – Swag Sign Up Due
  • Fri. Jan 15th – Tax ID Due (only if selling physical goods at event that guests will take with them)
  • Mon. Feb 1st  Vendor Badge Requests Due
  • Mon. Feb 1st – Comp Ticket Requests Due

PRE-SHOW PLANNING
You have signed up for either a 3′, 6′ or 8′  table space*, caterer’s space, photobooth space, fashion lounge or an 8×8‘ booth space**. (check your paypal invoice if you don’t remember which). When you arrive to your space, each vendor will recieve a packet including vendor badges and a program.

*Table spaces are the width of your table length and approximately 6‘ deep (including the 30” depth of the table – 3′ tables are 36″ square) We will have set up for you, a bare table and two chairs when you arrive. If you do not wish to use our provided table in lieu of your own table/display, let us know asap.  For those who indicated on your application that you do NOT need a table, none will be provided for you.  If this has changed, let us know asap.You are free to do whatever you wish with the space as long as you stay within the allotted dimensions.

**Booth spaces are 8×8’ and have 8’ high walls with pipe & drape on 3 sides. The drape is not completely opaque so you may want to plan accordingly. The booth spaces come with 1 chair but NO table. The space is open to do with as you please. You can rent a table at an additional $10 fee.

At the end of the show all vendors will be responsible for making sure your space is free of debris and garbage at the end of the event. Any vendor who leaves a mess will not be allowed to participate in future events.

Suggested items you will want to bring:

  • *Table coverings
  • *Displays & inventory (if selling goods)
  • *Change & money holder for sales
  • *Receipt book for sales or taking deposits
  • *Business cards, handouts, etc (LOTS)
  • *Snacks + bottled water & perhaps a sack lunch (there are restaurants nearby if you have a helper that can run out for you)
  • *A friend/helper
  • *Pens/pencils

If you are looking for display ideas we have created a web page with examples from previous Indie Wed events. Visit here for more: http://indiewed.com/vendor-displays/ or https://www.pinterest.com/paperstories/indie-wed-display-ideas/

**Please Note:  You are not allowed to suspend anything from the ceiling.  The first floor contains a large (and expensive!) collection of rare cars and vintage neon signage.  All displays must not impact any of these items.  If you need to hang something, please bring a free-standing display or rent some pipe to hang from.

ELECTRICITY & WIFI
Some spaces do not come with electricity. Those who have asked previously have been located near electricity and must bring power strips, extension cords, duct tape or electric tape (to secure any loose cords)

The venue does have WiFi though we cannot attest to its strength or reliability.  There is a code and we wont know it until a day or two before.

LOAD IN / SET UP
You can set up from 8 am to 10 am. You will use the entrance at 4025 N. Ravenswood before 9am. You may unload your items quickly at the 4025 Ravenswood entrance then move your car to park it. To be considerate to the attendees, please park at least on the next block north of the event, allowing attendees to take the parking spaces closest to the venue. There is ample parking all along Ravenswood as well as the side streets. Inside, spaces will be clearly marked with your name/space number. After 9am, you will have to use the 4043 N. Ravenswood entrance to come and go. (In the past we had several attendees posing as vendors, sneak in through the vendor entrance, so we will check everyone in as you arrive)

LOAD OUT
Please begin breaking down your space immediately at 4pm but not before. Pack up your space then bring your car around to load out. Use the 4025 N. Ravenswood entrance to load out. Please make sure you clean up after yourself. Again, any vendor who leaves a mess will not be allowed to participate in future events. We would like to have everyone loaded out by 5pm if possible so that cleaning crews can begin to clean up.

BADGES
Registered participants will receive TWO badges/name tags during set up that will allow you to come and go from the building during show hours and to identify you to volunteers as exhibitors. In the past we have had vendors request excessive numbers of badges and will no longer be able to honor all requests.  If your business requires more than two workers (such as a caterer or musical group) please email us and we will look at each request individually.  Please note, additional helpers can gain admittance with one of your complimentary tickets (see below for details).  To request badges, you must do so using this form: Vendor Badge Request Form Please submit by February 1st, 2016.

COMPLIMENTARY TICKETS
As with every show, vendors are entitled to complimentary tickets to hand out to friends, family, and most of all, potential clients. Feel free to host giveaways on your blogs or otherwise creative ways to promote yourself using these free tickets. This year, each participating company is entitled to 8 tickets. As it gets closer to the event we may release more comp tickets. Each comp ticket is good for one individual so a couple would take 2 tickets. Please submit by February 1st, 2016.

**To redeem your comp tickets:**
* Visit Comp Ticket Request Form
* Please enter the required information.
**Important:** Under ‘Guest Info’ please enter the name & email for **the person receiving the ticket**. **NOT** your information.

Make sure you fill out this information and **do not give the link to anyone else.** We will only accept the first 8 tickets you sign up for. Vendors who abuse the system may be held responsible for any extra tickets.

Please let any guests know that they will receive a confirmation email close to the event. We enter these manually and therefore do them in batches closer to the show.

SWAG BAGS
As with every event we will have swag bags for the first 50 couples. They will receive a silk screened tote bag with a list of participating vendors who are offering special swag. Swag items are basically anything that is a little more special that just a postcard, business card or basic advert.

If you would still like to offer a little giveaway item to those with tote bags, that would be great. Please prepare at least 50 items. Let us know if you have something special for swag bag holders by Jan. 15th. So that we can print up a card to hand out with their bag indicating participating vendors. Please fill out this form: Swag Bag Sign Up Form

DIRECTIONS
The attendee entrance is located at 4043 N. Ravenswood Ave, just North of Irving Park. The vendor entrance is actually a bit South down the block at 4025 N. Ravenswood. From the North: Take I-90 / 94 East towards Chicago. Take Exit 44A Keeler Ave / Irving Park Rd. Turn right at Keeler Ave. Take 1st left onto Irving Park Rd. Continue about 3 miles then turn left on N. Ravenswood Ave (immediately after you pass under the “L” tracks). 4025 is about 1/2 block up on the right. From the South: Take I-90 West towards Chicago. Take Exit 47B to Damen Ave / 2000 W. Turn right at N. Damen Ave. Continue about 2 miles then turn left onto Irving Park Rd. Turn left on N. Ravenswood Ave (immediately after you pass under the “L” tracks). 4025 is about 1/2 block up on the right. By “L” train: Take the Brown Line to the Irving Park Station. Walk 1/2 block East then turn left on Ravenswood Ave. 4025 is about 1/2 block up on the right. By bus: Take the X80 Irving Park Express to the Irving Park Brown Line Station stop. Walk 1/2 block East then turn left on Ravenswood Ave. 4025 is about 1/2 block up on the right.

OVERNIGHT
For those coming out of town who may need suggestions for accommodations, please email us at info@indiewed.com and we will recommend some places to you, depending on your transportation situation.

BUSINESS & TAX INFO
For those selling items, ATM’s are located near the event.  If you are set up to take credit cards, feel free to do so. You will also be required to collect sales tax on items sold.  Any tax collected is your responsibility to pay to the State of Illinois.  You must fill out an IDOR-6-SETR form.  Here is a copy of the form you will need.  The current tax rate is .925% and you will have 10 days after the show to submit collected taxes.

 More information regarding IL tax laws for vendors can be found on their website.
Illinois IRS: http://www.revenue.state.il.us
1-800-732-8866

All vendors making sales at the event (selling actual products customers take home with them) must send us your tax ID# by January 4th.  We are require by law to submit a list of vendors to the state with your contact and business info.  Please email your tax ID number to us at info@indiewed.com

SPREAD THE WORD
Banners and badges can be found at the bottom of the page.  Save them to your desktop then put them on your websites, blogs, facebook pages and more. Help us spread the word! The show will only be as successful as the work we ALL put into it.  Also, we have a few thousand postcards that need to be distributed throughout the city.  Please let us know if you can help volunteer to distribute these in your area.

WAIVER
In order to participate in the event you must do the following by Friday, January 15th:

  • Sign a basic release/waiver electronically by following this link: Waiver to E-sign This only takes a few moments to complete. Please note, once you fill out the form you may be required to verify your email address. The waiver will NOT be complete until this step is done. (If you have previously submitted an online waiver for Indie Wed in the past, you may not need this step – please read online prompts carefully).

VENDOR ASSIGNMENTS
You can find your location below (click to enlarge) or by downloading a copy of the floor plan.  (Please note that if any changes need to be made, you will be notified asap.)

2016floorplan-1

2016floorplan-3

WEB BANNERS
Feel free to download these and add them to your website, social media page etc.

2016-IW-250x250

2016-IW-300x100

2016-IW-300x250

2016-IW-copy

300x100vendor

200x200vendor

150x150vendor

RELEASE
Indie Wed, LLC, it’s staff, and co-producers will not be responsible for any damage or loss to vendor property, vendor sales, and/or possible injury, or death to the vendor. The event will go on regardless of weather . Refunds will not be given to any vendors that do not show up. Your space can not be sold to anyone else. Table and booth assignments are also subject to change.  By participating in the event, you agree to these terms.

Thanks so much!