New York Reptile Expo Vendor Rules
All tables on the Main Floor and Stage are 8 feet long by approximately 30 inches
wide. Annecx Room tables are 6-feet long. Tables are not considered reserved until receipt of payment and
current tax ID number! If you cancel your space at least 30 days prior to
the show , the table price will be refunded. NO
refunds with less than 30 days notice unless the table can be resold. Tables must be claimed by
they will be made available to other vendors without refund. If you do not show up at all and
we don't hear from you that day, we will assume that you no longer wish to be a vendor
and will re-sell your space at future shows to other vendors without refunds!
All tables will be within 40 feet of an electrical outlet. You are
responsible for providing a extension cord and power strip to connect to your table,
and a table covering.
Each table is entitled to 2 free vendor badges only, which
will be available for pick-up when you arrive in the morning. Please bring your
own, labeled, loading cart- very few are available at the County Center! For
safety and insurance reasons the County Center prohibits loading carts in the
show aisles during hours when we are open to the public.
We retain the right to prohibit certain types of exhibits and
behavior that we feel is inappropriate or unsafe. Flashing lights, music,
handing out flyers away from your booth, and walking around with animals for
sale are all prohibited. All empty boxes and styrofoam coolers must be taken
with you at the conclusion of the show- the County Center does NOT allow
us to dispose of them in their dumpster!
Vendor set-up time is from 6:00am to 9:30am, and show hours
are from 9:30AM to 4PM. All load-in will take place in the rear of the
building. There are only 35 parking spaces available in the vendor parking lot,
which will be available on a first come, first served basis. If you arrive after
all of the spots are taken, we will have you double park while you quickly
unload, and then send you around the building to the main County Center lot
($4/day), or you can try the Municipal lot across the street. There is also free street parking just outside of the vendor lot.
Do NOT park in the vendor lot the night before the show without clearing
it with the show staff ahead of time- unauthorized vehicles may be towed!
Staples across the street will also tow vehicles from their lot!!
Arrive by 7:30am if you want to park in the vendor loading lot
or if you have a truck or trailer! Once the vendor lot is full, we CANNOT let
trucks and trailers in- you will have to unload from the street. No loading
dollies are permitted on the show floor while we are open to the public!
All tables MUST be claimed by 9:30am!
If a table is unclaimed after 9:45am, we reserve the right to re-sell or
otherwise fill the table WITHOUT REFUND!!
Hotels within a few miles of the County Center
that have been used by our vendors at recent shows include the Hampton Inn (914 592-5680), Summerfield Suites (914
251-9700) The Courtyard by Marriott (914 631-1122), and the
Marriott (914 631-2200). Call at least 2 weeks ahead- rooms often book up early.
All in the past have been ok with discretely packaged herps, but this is subject
to change- please be as discrete as possible, and let us know of any issues.
None of the hotels offer a specific Reptile Expo discount, but some do offer
weekend rates, AAA discounts, etc.
By NY law, Vendors are responsible for obtaining a State of NY Sales Tax
Permit (Certificate of Authority), collecting the 8.375% sales tax, and displaying
their valid permit at their table. Strict NY State laws require that the Expo
have on hand a copy of your valid permit. WE MUST RECEIVE THIS AT LEAST 14
DAYS BEFORE THE SHOW TO HOLD YOUR TABLES. If we do not receive it, you will
loose your tables, and no refunds will be given! You can call the NY State Dept.
of Taxation at: (800) 972-1233 to request an application, or apply online
here. Information about the Certificate of Authority can be found
The applications can take 3 weeks to process- be
sure to allow for enough time to get your permit before the show. We must
have a record of your permit number before the show, and the certificate MUST
be displayed at your table. Please note that if you are sharing a table with
someone else who has flyers, etc. identifying them as different from the
business/individual listed on your permit, they must also have their
own permit We now have to be very strict about the tax certificates, since
as promoters of the show we are liable for large fines for allowing vendors
without permits to sell!! Be sure to have your original sales tax permit
displayed at your table, as per NY state law.
The Westchester County Dept. of Health regulates the County
Center building, and specifically requires that there be NO SMOKING or
ALCOHOL allowed in the building. The County Center will operate a snack bar
selling burgers, sodas, etc during the hours that the show is open to the
public. Vendors may NOT sell any food from their tables.
- Although we do not restrict sales to just captive bred
animals, we do require that all animals be healthy and acclimated. Any
animal deemed unsuitable or unhealthy by the show staff must be removed from the
table without question!
- All turtles and tortoises must be at least 4 inches
long- sale or display! The county health dept. sometimes checks for and
confiscates undersize animals!!
- All animals must be sold in secure containers or bags.
No "loose" animals, please!
- Animals should NOT be overcrowded in their display
- All animals must be displayed in closed containers or tanks
that children cannot reach into!
- No live mammals or birds, except eyes closed
pinkie/fuzzy feeder mice.
- No crickets, except in pre-counted, sealed boxes.
- No federally endangered, threatened, or NY native herps
may be sold or displayed. Please contact is if you have any question about
whether a species is native to NY.
- No scorpions or "dangerous" arachnids (Westchester County
- No venomous or devenomized reptiles allowed
- No Crocodilians- display or sale- even skins, mounts, etc. (NY
- NY also prohibits the sale of Reticulated,
African Rock, Burmese/Indian, and Amethystine Pythons, Anacondas, and Nile,
Water, Croc, Black-throat, and White-throat Monitors.
- NEW: When a live reptile is sold the purchaser MUST be
given a copy official NY State Salmonella Warning Flyer. Copies of this will be
available at the vendor registration table for you to hand out. NY state
consumer laws also require that you give a receipt upon request.
Vendors shall hold Animal Encounters LLC, the show coordinators, staff, and
the Westchester County Center harmless from all claims beyond the price of the
table rental. The expo staff reserves the right to refuse entry or evict any
vendor not in compliance with the above show regulations without refund of table
rental fee. Vendors assume full responsibility for all animals brought to the
show, and any injuries caused by animals brought by a vendor are the sole
responsibility and liability of that vendor.