If you are interested in becoming a vendor at our next White Plains, NY expo, please fill out and send in the Vendor Form. Upon receipt, we will let you know if tables are still available. Virtually all of our current White Plains vendors have been with us for some time, and renew their tables for the year each year. However, we do sometimes receive cancellations, especially close to the show date. If you do have the flexibility to fill a last minute cancellations, and already have the NY Sales Tax Certificate, please send us an email reminding us of that a few days before the expo! If we are sold out, we will hold onto your information in case of last minute cancellations. We do only accept vendors who are selling reptiles or reptile-related items. All vendors must by NY state law have a NY Sales Tax Certificate of Authority. New Vendors do typically start in the Annex Room- 6-foot tables cost $80. Main Floor tables are 8-foot/$100.
Tables/payments All tables are 8 feet long
by approximately 30 inches wide. These are rental tables, and while sturdy, are definitely "well used"! Be sure to bring some sort of table covering. Tables are not considered reserved until
receipt of payment and current tax ID number! If you cancel your space at least 10 days prior to the show, the table price will be refunded or credited towards the next show. NO refunds with
less than 10days notice unless the table can be re-sold. Tables must be claimed by 9:30am, or they will
be made available to other vendors without refund. All tables will be
within 50 feet of an electrical outlet (probably less). You are responsible for
providing a 50 foot extension cord and power strip to share these power drops
with other vendors. Each table is entitled to 2 free vendor badges only, which
will be available for pick-up when you arrive in the morning. One additional vendor badge per table can also be purchased at that time for $5. Please bring your
own, labeled, loading cart, as there are just a few in the building for vendors to share.Each table
comes with two chairs.
All loading is done through the back vendor parking lot, and the front building doors will remain closed until we are ready to open to the public. There are a very limited number of spaces available in this lot, and it often fills up before 8am, especially if there is another event also going on in the building down in the lower level. Please get there early if you want to get a spot in that lot, especially if you have a larger truck or trailer!! Once the lot is full, later arriving vendors will need to park along the street right outside the lot, behind CVS (do not park in their lot- they tow!). There are also lots of parking spaces available around the front of the building in the large County public lots (County parking fees apply there). However, these are quite a distance from the loading area. Vendor set-up time is from 5am to 9:30am, and show hours are from 9:30AM to 4PM.
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.
Hotels While no local hotels are currently providing an expo discount, our vendors have often stayed nearby at the Sheraton Tarrytown- 888-627-8523. Other hotels within a few miles include the Hampton Inn- 914-592-5680 and Crowne Plaza- 914-682-0050.
SALES TAX Vendors are responsible for
obtaining a State of NY Sales Tax
Permit (Certificate of Authority), collecting the
appropriate NY 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 10 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! Click HERE for more information on the Certificate of Authority The applications can take weeks to
process- be sure to allow for enough time to get your permit before the show.
SMOKING/DRINKING NO SMOKING or ALCOHOL
allowed in the building. The Westchester County Center does have a food concession run by Nathans that will be open during show hours.
ANIMAL RULES Below is a list of state and local regulations that to the best of our knowledge apply to reptile sales in the area. However, it is ultimately the responsibility of the individual vendor to ensure that all animals being sold are legal!
- 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 cages.
- 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.
-- No venomous or
devenomized reptiles allowed
- No Crocodilians- display
or sale- even skins, mounts, etc. (NY State Law)
- NY also prohibits the sale
of Reticulated, African Rock, Burmese/Indian, and Amethystine Pythons,
Anacondas, and Nile, Water,
Black-throat, and White-throat Monitors.
- 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
Vendors shall hold Animal
Encounters LLC, the show coordinators, staff, and Suffolk Community College
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.