SET UP INSTRUCTIONS FOR EXHIBITORS
The Savannah Chatham Sustainable Coalition (SCSC) is happy that you could join us this year. We really are excited to see so many returning exhibitors! The Festivals keep getting better and better because our commitment to collaborate with each other to protect our planet.
DAY OF CONTACT:
Set up begins at 8:30 am and we would like everyone to be set up by 11:30.
FESTIVAL BEGINS AT NOON.
We are asking everyone to PRE-PAY their festival fee. If you have issues with payment, please contact us. No one will be turned away. If you haven’t received an invoice, please contact us.
REMEMBER TO ALL EXHIBITORS MUST BRING THEIR OWN 10x10 TENT (optional, we will be under the trees in DAFFIN PARK), TABLE and CHAIRS.
We hope that all the information provided below will assist in answering all the questions you may have about participating in this year’s festival. We know it may seem like quite a bit of reading, but we would strongly encourage you to please read through it all, as it will greatly help you in making your Earth Day Festival experience much easier and enjoyable.
It is our hope that this year’s setup will be a smooth process for everyone involved and we appreciate everyone working with us.
Okay, so let’s move on to the setup instructions now, shall we?
Daffin Park is located directly on Victory Drive, next to Grayson Stadium.
The physical address of Daffin Park is 1198 Washington Avenue.
Please refer to the attached map on the last page of these instructions for additional information on entrance points and parking areas.
Setup will begin as early as 8:30am. All vendors must be completely setup by 11:30am**
The festival officially begins at 12:00pm, but we expect people to start showing up as early as 11:30am
We ask that all exhibitors and vendors, DO NOT break down their exhibits until 4pm
(We understand if you need to leave early, but we will not be able to provide any assistance to you before 5pm.) The festival is officially over at 4pm
Exhibitors will enter from the Bee St and Washington St park entrance. Go to the front parking area near Victory Drive to check in. Look for Exhibitor Check In sign.
PLEASE PARK YOUR VEHICLE FIRST AND THEN PROCEED TO THE CHECK-IN TABLE.
Parking is first come, first serve. We ask that everyone park in the area designated on the map and enter via the labeled entrances. If you do not park in the designated area, we will not be able to provide any unloading assistance to you.
After you have parked, please visit the Check In table. At check in, you can request any additional assistance with moving your materials and learn more about what areas are available for you to setup your tent.
EVERYONE MUST CHECK IN UPON ARRIVAL, BEFORE SETTING UP.
There will NOT be any tent assignments, your location will be determined on a first come, first serve basis. But you MUST still check in first, before proceeding to your space.
THERE ARE SPECIFIC ASSIGNED SPACES FOR SPONSORS, CHILDREN AREA VENDORS AND THOSE WHO NEED ELECTRICITY.
IF YOU DO NOT SET UP IN THE CORRECT PLACE, YOU WILL BE ASKED TO MOVE.
UNLOADING AND SETUP:
We recommend coming as early as possible to set up.
We will have volunteers & golf carts with trailers to assist you in transporting your materials!
Volunteers will be on hand to direct you to your designated area after you have checked in.
If you need additional assistance in setting up or moving your materials, volunteers will be available.
We only have a very limited number of volunteers available. Please only request assistance if it is absolutely necessary.
We ask that everyone stay within their designated areas and not trade spaces or ask to be moved from their designated area unless absolutely necessary.
All exhibitors and vendors must be completely setup by 11:30am
DURING THE FESTIVAL:
You will receive a questionnaire. This questionnaire will help us greatly in improving next year’s festival and your input is truly appreciated.
LOST & FOUND will be located at the information tent closest to the food vendors and stage.
EMERGENCY MEDICAL OR POLICE ASSISTANCE can also be requested at any info tent.
FEES and CONTRIBUTIONS:
NO FEES WILL BE COLLECTED AT THE FESTIVAL. PLEASE BE SURE TO PAY YOUR FEES BY WEDNESDAY. This festival is a community effort and any additional financial support you may be able to contribute is greatly appreciated and helps offset the cost of such a tremendous effort.
Contributions can be made via cash, check or credit card. We will be collecting donations at the SCSC Info Tent.
We ask that all exhibitors and vendors DO NOT break down their exhibits until at least 5pm.
If you need assistance with breakdown of your area or loading of your vehicle, please notify any of the information tents or flag down any of the golf carts. Again, we will not be able to provide assistance with the moving of materials until 5pm
Please be sure to clean your entire area of any litter before leaving.
If you have completed your questionnaire, you can also return them at any time to any of the information tents.
We thank you all for your support and in helping to make this the best Earth Day Festival yet!
If you have any questions, please feel free to contact us.
We look forward to seeing you soon!
Joanne, Lisa, George, Tim, Louis,
Cami, Rob and Savannah
SCSC Staff and Board