Vendor Information
New england
This page is for New England. If you're interested in any other shows, please access them here: Mid-Hudson, Long Island, White Plains
If you are interested in becoming a vendor, please fill out the Vendor Application here and we will let you know if tables are still available for the next show. We do restrict vendors to those selling reptiles, amphibians, invertebrates, or items related to their care, housing, feeding, and education. Once we receive your Vendor Form, and if tables are available, we will then send you a Paypal email invoice with a link to purchase by credit card, or you may use Venmo or Zelle. Upon receipt of payment, a full vendor confirmation will be emailed to you.
TABLES/PAYMENTSAll tables are 8 feet long by approximately 30 inches wide, and cost $95 each. Each table is provided with two chairs. If you cancel your table at least 10 days prior to the show, a refund or credit will be provided without question. With less than 10 days' notice, a refund or credit will be given ONLY if the table can be re-sold. Each table can receive up to two free vendor badges that will be supplied when you check in the day of the show. One additional badge per table may be purchased at check-in for $5. Tables are standard rental tables that, while sturdy, have been “well-used’- we do recommend bringing a table cloth or covering.
Tables must be claimed by 8:30AM or they will be made available to other vendors without refund. If you are running late, please contact Meredith at 914 522-1539 to let her know to hold the table for you!! Please let us know if you just need the "spot" and not the actual table. All tables will be within 50 feet of a shared electrical outlet. You are responsible for providing a 50-foot extension cord and a power strip to connect to your table. Extension cords may NOT be taped across the aisles open to the public. Please bring your own, labelled, loading cart- none are available at the hotel. We retain the right to prohibit certain types of exhibits and behaviour 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. Signs or banners may be taped to the wall behind your table if you have wall space- no tacks, nails, etc.
SET-UPThe show is held in the Expo Center at the Doubletree hotel. The vendor set-up time is from 6am to 8:30am. Please do not arrive before this time! Show hours are from 9:AM to 4PM. Vehicles less than 7 feet tall should park and unload directly from the covered parking garage (2nd level= closest to the Expo Center). Be sure to validate your parking ticket in the validation machine at the front of the show to receive the discounted $5.00 parking rate. Larger vehicles and trailers can load from the loading dock in the back of the open Armory parking lot, and a few may, on a space-available basis, unload from the circle in front of the hotel. After unloading, oversized vehicles may park in the open Armory parking lot (space limited- get there early!), or in the metered spots along Pleasant St. (meters are currently free on Sundays, subject to change). Please be sure to NOT block the front driveway of the hotel, as their shuttle buses and emergency vehicles must be able to get through!
HOTELSThe Doubletree Hotel- (603) 206-4109- does allow animals (except feeder insects!) in the rooms, provided that they are caged at all times, and that the cages are covered from public view (i.e. during check-in, etc.). A limited number of discounted rooms are put aside for vendors. Rooms at the discounted expo rates are not available less than 3 weeks before the show. However, we do suggest checking to price online, as you can sometimes find even better AAA rates there. Be sure to book your room early- the hotel often sells out for weekend dates months in advance! Another nearby hotel used by vendors in the past is the Hilton Garden Inn- 603 669-2222.
SMOKING/DRINKINGThe Doubletree Hotel specifically requires that there be NO SMOKING or ALCOHOL allowed in the building. The hotel will operate a food concession selling sandwiches, sodas, etc from 11 to 2pm. NO other food sales are allowed at the expo!
ANIMAL RULESVendors are responsible for following all federal, state, and local regulations! Below includes a summary to the best of our knowledge, but vendors are ultimately responsible for making sure that their animals are legal!!- Although we do not restrict sales to just captive-bred animals, we do require that all animals be outwardly 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! This includes wholesale or the sale for 'educational' purposes. This will be strictly enforced and any infractions will result in suspension or a permanent ban from our shows. This is our show rule, no exceptions - All animals must be sold in secure containers or bags. No "loose" animals, please! - All animals must be properly housed and not displayed in overcrowded 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 crocodilians allowed- New Hampshire law. - Crickets or other feeder insects are allowed only in sealed, pre-counted boxes. - No federally endangered, threatened, or NH native herps may be sold or displayed. New Hampshire specifically prohibits any North American box turtles, wood turtles, spotted turtles, or bog turtles. No venomous reptiles allowed- NH law! - Vendors must be prepared to provide a receipt upon request to the purchaser that includes the vendor’s name, address, and phone number.
Vendors shall hold Animal Encounters LLC, the show coordinators, staff, and the Doubletree Manchester Downtown 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 any of the above show regulations without refund of the 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.
TABLES/PAYMENTSAll tables are 8 feet long by approximately 30 inches wide, and cost $95 each. Each table is provided with two chairs. If you cancel your table at least 10 days prior to the show, a refund or credit will be provided without question. With less than 10 days' notice, a refund or credit will be given ONLY if the table can be re-sold. Each table can receive up to two free vendor badges that will be supplied when you check in the day of the show. One additional badge per table may be purchased at check-in for $5. Tables are standard rental tables that, while sturdy, have been “well-used’- we do recommend bringing a table cloth or covering.
Tables must be claimed by 8:30AM or they will be made available to other vendors without refund. If you are running late, please contact Meredith at 914 522-1539 to let her know to hold the table for you!! Please let us know if you just need the "spot" and not the actual table. All tables will be within 50 feet of a shared electrical outlet. You are responsible for providing a 50-foot extension cord and a power strip to connect to your table. Extension cords may NOT be taped across the aisles open to the public. Please bring your own, labelled, loading cart- none are available at the hotel. We retain the right to prohibit certain types of exhibits and behaviour 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. Signs or banners may be taped to the wall behind your table if you have wall space- no tacks, nails, etc.
SET-UPThe show is held in the Expo Center at the Doubletree hotel. The vendor set-up time is from 6am to 8:30am. Please do not arrive before this time! Show hours are from 9:AM to 4PM. Vehicles less than 7 feet tall should park and unload directly from the covered parking garage (2nd level= closest to the Expo Center). Be sure to validate your parking ticket in the validation machine at the front of the show to receive the discounted $5.00 parking rate. Larger vehicles and trailers can load from the loading dock in the back of the open Armory parking lot, and a few may, on a space-available basis, unload from the circle in front of the hotel. After unloading, oversized vehicles may park in the open Armory parking lot (space limited- get there early!), or in the metered spots along Pleasant St. (meters are currently free on Sundays, subject to change). Please be sure to NOT block the front driveway of the hotel, as their shuttle buses and emergency vehicles must be able to get through!
HOTELSThe Doubletree Hotel- (603) 206-4109- does allow animals (except feeder insects!) in the rooms, provided that they are caged at all times, and that the cages are covered from public view (i.e. during check-in, etc.). A limited number of discounted rooms are put aside for vendors. Rooms at the discounted expo rates are not available less than 3 weeks before the show. However, we do suggest checking to price online, as you can sometimes find even better AAA rates there. Be sure to book your room early- the hotel often sells out for weekend dates months in advance! Another nearby hotel used by vendors in the past is the Hilton Garden Inn- 603 669-2222.
SMOKING/DRINKINGThe Doubletree Hotel specifically requires that there be NO SMOKING or ALCOHOL allowed in the building. The hotel will operate a food concession selling sandwiches, sodas, etc from 11 to 2pm. NO other food sales are allowed at the expo!
ANIMAL RULESVendors are responsible for following all federal, state, and local regulations! Below includes a summary to the best of our knowledge, but vendors are ultimately responsible for making sure that their animals are legal!!- Although we do not restrict sales to just captive-bred animals, we do require that all animals be outwardly 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! This includes wholesale or the sale for 'educational' purposes. This will be strictly enforced and any infractions will result in suspension or a permanent ban from our shows. This is our show rule, no exceptions - All animals must be sold in secure containers or bags. No "loose" animals, please! - All animals must be properly housed and not displayed in overcrowded 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 crocodilians allowed- New Hampshire law. - Crickets or other feeder insects are allowed only in sealed, pre-counted boxes. - No federally endangered, threatened, or NH native herps may be sold or displayed. New Hampshire specifically prohibits any North American box turtles, wood turtles, spotted turtles, or bog turtles. No venomous reptiles allowed- NH law! - Vendors must be prepared to provide a receipt upon request to the purchaser that includes the vendor’s name, address, and phone number.
Vendors shall hold Animal Encounters LLC, the show coordinators, staff, and the Doubletree Manchester Downtown 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 any of the above show regulations without refund of the 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.
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