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All shows Vendor Information
This page is for ALL vendors. If you're interested in any other vendor information, please access them here: Mid-Hudson, New England, Long Island, White Plains
all vendor information The payment deadlines will be strictly enforced beginning in 2023
Please review the calendar at the bottom of the page (and on every Vendor Information page) for important dates and deadlines.
- TABLES/PAYMENTS
- All New York vendors are required to have a valid New York State Sales Tax Certificate of Authority. They are mandatory, but the good news is they are free. Go to New York State information page here. The only exceptions are not-for-profit vendors.
- All tables are 8 feet long by approximately 30 inches wide and cost $120 for NY shows and $95 for New England & White Plains Annex. Each table is provided with two chairs.
- Payment is expected ONE MONTH before each show. A calendar is at the bottom of EVERY show vendor information page with the deadlines listed (see the bottom of this page). Failure to send payment will result in the loss of your tables, and you will be placed on the WaitList.
- If you cancel your table at least 14 days before the show, a refund or credit will be provided without question. With less than 14 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 on the day of the show. You are allowed ONE additional badge for $5.
- Tables must be claimed by 9:30 AM, or they will be made available to other vendors without refund. If you are running late, please call Meredith at 914 522-1539 to let her know to hold the table for you!!
- The vendor set-up time is from 6:00 am to 8:30 am. Please do not arrive before this time! Show hours are from 9:00 am to 4:00 pm.
- Vendors are responsible for following all federal, state, and local regulations!
- Although we do not restrict sales to captive-bred animals, we 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 4 inches long- sale or display! This includes wholesale (between vendors) 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.
- Axolotls must be three inches or longer to sell.
- All animals must be sold in secure containers or bags. No "loose" animals, please!
- All animals must be appropriately housed and not displayed in overcrowded cages.
- All animals must be displayed in closed/deep containers children cannot reach inside!
- No live mammals or birds except eyes-closed pinkie/fuzzy feeder mice.
- Crickets or other feeder insects are allowed only in sealed, pre-counted boxes.
- No federally endangered, threatened, or New York/New Hampshire native herps may be sold or displayed.
- No venomous or devenomized reptiles are allowed.
- No Crocodilians- display or sale- even skins, mounts, etc. (NY State Law) without a NY state permit. NY also prohibits the sale of Reticulated, African Rock, Burmese/Indian, Amethystine Pythons, Anacondas, and the Nile, Water, Black-throat, and White-throat Monitors. Please refer to the DEC website.
- Vendors must be prepared to provide a receipt upon request to the purchaser, including the vendor’s name, address, and phone number.
- When a live reptile is sold, the purchaser MUST be given an official NY State Salmonella Warning Flyer copy. A QR Code with NYS Salmonella Information is available at the bottom of this page for your patrons to scan. Please print a copy, and have it prominently displayed on your table.
- Vendors must be prepared to provide a receipt upon request to the purchaser, including the vendor’s name, address, and phone number.
- Vendors shall hold Animal Encounters LLC, the show coordinators, staff, and the venue harmless from all claims beyond the table rental price. The expo staff reserves the right to refuse entry or evict any vendor, not in compliance with the above show regulations without refunding 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.
reptile Expo 2023 Calendar of SHows
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