2017 Kids Camp Fair Vendor FAQS
Where do I go to check into the event and what will happen at check-in?
Check in will take place at the Welcome table in the Rotunda area in front of the main entrance of the Museum, starting at 9:45 a.m. In case of rain, the Welcome table will be located in the lobby. You will receive your booth assignment and any last minute instructions for the day.
What if I can’t attend part of the entire event?
Are there any restrictions in place by the National Infantry Museum?
The National Infantry Museum houses and displays one of the greatest collections of military artifacts in the world. In order to protect these valuable artifacts, the National Infantry Museum has asked us to abide by the following restrictions:
- Bags will be searched upon entry for prohibited items.
- No candy or food may be given out from the booths!
- Glitter, confetti, helium balloons, stickers, bubbles, and rice are not permitted.
- All emergency exits must be kept clear at all times of all equipment.
- Smoking is not permitted inside the Museum and Soldier Center.
- Food stations, bars, tables, and chairs are not permitted in the Era Galleries.
- No type of pyrotechnic equipment or fog machines may be used.
- Only free-standing decorations are permitted; nothing may be affixed, nailed, glued or attached in any manner to any museum surface.
- No decorations are permitted on any museum displays or anywhere in the main exhibit galleries.
- No flash photography is permitted in the gallery areas; Professional photographers must receive advance approval from the Foundation’s Event Coordinator.
- If your exhibit includes live animals, please call Tammy at 253-212-7270 so we can discuss the guidelines with you in more detail to make sure we are in compliance with the museum.
May I change my table assignment?
No, sorry! We assign tables based on the date your application and when payment is received, while taking special care not to put competing businesses next to each other. We also take into consideration the nature and size of activity you are providing, so that we can keep busier booths apart from each other.
May I bring additional workers to staff my booth?
What if I need help unloading?
You can park in the main parking lot and load in through the front entrance. If you are bringing very oversized items and need help unloading, use the Lumpkin Road Loading Dock entrance. Please be advised that the Museum and Soldier Center has limited material loading capabilities (i.e.: pallet jack, handcarts, utility carts) for loading and unloading. Please bring your own handcarts and utility carts. The loading dock must be cleared immediately after loading/unloading. No parking is allowed in the loading dock areas, so park back in the main lot when loading is done.
What will my booth look like?
Each table will be provided with an 8′ pipe and draped backdrop from which to hang your own signage, and either a 6” or 8” black skirted table, and two chairs. A number of black skirted tables will be classroom style (6” x 2”) due to availability at the NIM. Please bring your own supplies to attach or hang your banners. We suggest zip ties, clamps, or even metal shower curtain hooks that are turned backwards. No signs are other materials are permitted on the walls and no tents are permitted indoors!
May I have power to my booth?
You may request access to electricity on your vendor application. There are limited spaces for power access. If you have requested, we will place your booth closest to a wall power outlet. You must provide your own extension cord to reach this outlet and a power strip if you have more than one thing to plug in. A 50-ft extension cord is recommended, as your distance from the power outlet will vary. Please note, extension cords are not allowed to cross over the aisles and create a trip hazard.
Does the Museum have WiFi?
The Museum does not have open (or public) WiFi. We recommend you bring your own hotspot if you need access to the Internet. Most smart phones will let you use it as a hotspot and it will charge off your cell plan’s data.
May I do a Giveaway at my booth?
Yes! You are welcome to host your own giveaways at your booths. There will be no formal announcements during the event, so you are responsible for notifying the winners after the event and for arranging delivery. Please remember that participation is OPTIONAL, and patrons should not have to be present to win.
What sort of activities can I do at my booth?
We encourage you to provide a game, giveaway or activity at your booth to help you draw traffic, provided it does not include glitter, candy, sequins, confetti, helium balloons, bubbles, or rice. The museum also has restrictions when it comes to paint, glue and other liquids. If your plans include any of these materials, please contact Tammy at 253-212-7270 so she can discuss the guidelines with you in more detail to make sure we are in compliance with the museum. In most cases it may just require a drop cloth and changing up the materials, such as using markers instead of creamy paints which aren’t as messy at the table and won’t smear as much when the kids touch themselves later. The concern is having little hands full of paint or glue walking through the museum and possibly touching sensitive things. So please keep that in mind. Please confine all activities to your booth space. Do not plan an activity that involves food or beverages! The NIM has a strict “no outside food/beverage” policy.
How many people are coming to the Fair?
Last year we had over 600 families, but of course every year varies. If you want to give something out to each family, then we suggest you prepare at least that many copies. If you have something that would be given to each person, then you will need closer to 2,500 pieces. Last year’s attendance was over 2,700 total (babies and all).
What time should I arrive to the event?
The Museum will open for vendors at 9:45 a.m. Sunday. We ask that you be at your booth and ready to see guests at 11:45 a.m. The Fair will officially begin at 12:00 p.m.
Do I need to check-out of the event?
No. Please clean up the space around your booth. Put trash in the nearby receptacles, then fill out the evaluation form and leave it behind on your table.
What time can I teardown and leave?
Teardown is from 4:00-5:00pm. Please do not tear down your booth prior to 4:00 pm! If we have more people than expected attend or you still have people coming to your booth, we may decide then to keep the show open till 4:30 p.m. The Museum closes at 5pm, but vendors may stay until 5:30 p.m. they are still clearing out their booth. You are responsible for disposing of your trash in designated receptacles at the end of the event.
Can I bring my own food and drink?
You can have bottled water and dry snacks at your booth for your personal consumption. But no ice chests, since they could leak on the carpet. The IMAX concession stand will be open during the fair. If you pre-ordered lunch, you can consume it in the Hospitality room, along with anything you purchase at the concession stand. There is no refrigeration provided.
Will I get a break during the event?
If you feel you may need to take a break during show hours, please plan to bring someone with you so they can relieve you. You are welcome to take a break in our Hospitality room (the Patriot Room adjacent to the IMAX theatre.) Unfortunately, we do not have enough staff or volunteers to “man” your booth for you and we do not want our guests walking up to an empty booth.
Will there be a safe place for me to store my things?
Please keep your personal belongings at your booth under your care.
What are the Event Passports and what should I do when patrons bring them to my booth?
Each family will receive an Event Passport when they arrive. They will be instructed to get signatures from each booth and return the passport to the Welcome table in the Rotunda in order to be registered to win one of our Grand Prizes. Be sure to ask to see the Passports and to initial your square. Ultimately, the Passport guarantees that every booth will receive traffic and the opportunity to provide families with information on your programs.
What should I do in an Emergency?
- Get designated museum staff, EMS/ Police/ Fire staff
- Call or text Charlotte (706-888-0260) or Tammy (253-212-7270)
- Call 911
How do I report any incidents/ accidents/ or comments?
Please report any incidents, accidents, or situations to one of our volunteers. They will be pink Muscogee Moms t-shirts. They will be floating around downstairs during the event and manning the welcome table in the lobby. Otherwise, tell us how things went by filling out the provided evaluation form. Mention comments from participants, suggestions for improvements, etc. We value your feedback!