Thank you for considering the Rocky Mountain Antique Festival!
We are excited that you thinking about being a part of our show. We feel that the Vail Valley has so much to offer and is the perfect setting for this event. In an attempt to help with your decision regarding participation in the Festival, we have compiled all of the details about the Rocky Mountain Antique Festival here on this site. While the information provided discussess a wide array of information on both the Vail and Beaver Creek shows, and although we would love to have all of vendors participate in both shows, please do note that you may sign up for either the Beaver Creek show, the Vail show, or both. Please carefully read through all of the provided information and feel free to contact us with any questions or concerns you may have regarding the information included.
Event Details:
The Rocky Mountain Antique Festival will be taking place in Beaver Creek Village Friday, July 25 th – Sunday, July 27 th, 2008, and in Lionshead Village Friday, August 1 st – Sunday, August 3 rd. Vail is located approximately 100 miles West of Denver, Colorado, and Beaver Creek is approximately another 7 miles West from Vail. Both Festivals will run from 10am – 6pm on Friday and Saturday, and from 10am – 5pm on Sunday. Due to the fact that the festivals will be taking place in the main plaza of Beaver Creek and Lionshead Village, the event will not be gated and admission will not be charged for visitor entry.
Marketing of Event:
Several steps have already been taken in order to market the Rocky Mountain Antique Festival.
The festival is currently being advertised seven times daily on TV8, the local television station. We will continue to advertise on television, as well as through advertisements in the Eagle County, Summit County, and Front Range/Denver newspapers, and Trade Magazines. Additionally the Beaver Creek Resort Company and the Lionshead Merchants Association will be assisting us in our marketing efforts. Finally, we are also in the process of receiving mailing lists from American Express and Bon Appetit of their members that frequent this area, to whom we will send out information regarding the two weekends of the Festival.
Registration:
Check-in for the Beaver Creek weekend will run from 8am until 6pm on Thursday, July 24 th in the Elk Lot (formerly known as the East Lot) at the base of Beaver Creek Mountain. Check-in for the Vail weekend will run from 8am until 6pm on Thursday, July 31 st. The location of this check-in is yet to be determined. For both locations, please allow yourself plenty of time to check-in before you begin your load in process. Please also keep in mind that the load in schedule is just an estimate. It is difficult to predict how long each shift will take to load in their products, and we may not be exactly on schedule, but will give you the best idea possible upon your arrival. With this in mind, please also be considerate of other vendors and fully unload your products from your vehicle and pull your vehicle back down to the bottom parking lot prior to setting anything up. A Colorado Sales Tax License must be obtained in order to participate in the festival and should be brought to the check-in point. An application is enclosed for those vendors that do not yet have one.
Set-Up:
You will find attached to this packet a postcard with questions regarding your preferences for set-up times, set-up assistance, and vehicle information. This information is a crucial part of our planning process, since once the load in schedule has been set it will be strictly adhered to. Please look over the set schedule immediately upon receiving the information. If you do have a conflict with your time, please contact us immediately. All loading and set-up will take place in Beaver Creek on Thursday, July 24 th and in Vail on Thursday, July 31 st. Porters will be available as well to provide additional help with load in, load out and movement of sold items (please reference the porters section of this packet for additional information).
Set up will run from 8am until 6pm at both locations. Due to the Village center locations of both shows, and the close proximity to hotels and lodges, after 6pm on Thursday evening vendors will be asked to stop with the set-up of their areas and will not be allowed to continue to set up their booths until after 7am on Friday morning. We ask that all vendors are completely set up and ready for sales by 10am on Friday morning, so it tends to work best if all vendors finish set-up by the end of Thursday evening. While setting up, please keep in mind that you have been assigned a specific area and that we have put a great deal of thought in to the organization of booths for the festival. If you have a problem with a neighbor or where you have been placed please immediately bring the matter to the attention of one of our event managers. We may or may not be able to help the situation, but we will most definitely try to accommodate your wishes.
Porters:
We will have porters available to assist in moving heavier items. Please keep in mind that these workers are doing very strenuous labor, and while being paid by the show, vendors tips are welcome and very much appreciated as a supplement to that pay. We will organize the porter system as efficiently as we possibly can, but please also keep in mind that there will be times that are busier, or jobs that take longer than expected. These high traffic times could produce a wait before a porter will be able to come to your assistance.
Early Buying:
Beaver Creek and Lionshead Villages are open to the public at all times. Therefore, people will be walking around during set-up. Please do not open sales to the public until Friday, July 27 th, at 10am in Beaver Creek and Friday, August 1 st at 10am in Vail. We understand that it is difficult to turn away a customer, however, without this restriction it will be very difficult to successfully load in and set up each booth. We truly appreciate your cooperation.
Decorations and Signage:
We would like for you to be able to promote your product in any way that you so choose. However, while we encourage you to be creative in your decoration of your booth and the area surrounding your booth, signs will not be allowed to be put up throughout the Village. If you are bringing your own tent, please note that per the Design and Review Committee of each respective village, all vendor tents MUST BE WHITE. Additionally, any method used to secure the tents must also be white, with the exception of gray sandbags, those will be allowed.
No Reproductions/No Junk:
No reproductions or junk will be allowed at the Rocky Mountain Antique Festival. If you do bring these items despite this restriction your booth space will not be renewed for the following year.
Festival Hours:
The festival hours are from 10am to 6pm on Friday and Saturday, and from 10am to 5pm on Sunday. In an effort to run this festival as professionally as possible, we ask that you please have an employee manning your booth at all times. Failure to do so will be a cause of great concern and will be taken into consideration by the Festival when reserving rental spaces for next year.
Vehicle Access and Vendor Parking:
You will receive a gate pass at registration that will allow you access to Beaver Creek Village. This pass will allow you to bring up a vehicle for the purpose of unloading only, and only during the time period which you have been assigned to unload. You MAY NOT leave your vehicle in the Village during set-up. Please completely unload your vehicle and immediately take your vehicle to the designated parking area prior to setting up your area. The parking situation for Vail has yet to be determined, but will work in a very similar fashion.
Visitor Parking:
There are several complimentary parking lots available at the base of Beaver Creek that are only a short shuttle ride (2-3 minutes) to the center of the Village. Additionally there are two public parking garages available on the mountain; however, these lots tend to fill up quickly. The Lionshead parking structure is just off of the Lionshead Village and will provide guests with extremely easy access to the festival.
Security:
Beaver Creek Resort Company provides a 24 hour, live security force that monitors the activity throughout the Beaver Creek Village. These security officers patrol the Village area on a regular basis. Lionshead Village has a similar security element present at all times. The Rocky Mountain Antique Festival will take additional measures to assure adequate security is available for the event.
Sales Tax:
All vendors are required to obtain a Colorado Sales Tax License prior to participating in either of the Beaver Creek or Vail shows. We are currently in the process of contacting a Colorado Tax Agent that will help facilitate the process of obtaining a Colorado Sales Tax License, allowing you to easily fill out the correct forms to be able to participate in either the Beaver Creek or the Vail Festival weekends. Sales tax is collected differently in each respective town. An explanation to both is listed below.
Beaver Creek:
Each vendor is responsible for collecting a 4.4% Colorado sales tax (2.9% state and 1.5% county) and remitting it directly to the Colorado Department of Revenue. Additionally, a 5.35% Beaver Creek Assessment is due from each vendor prior to breakdown of their area. By state law, the Beaver Creek Assessment taxes are subject to state and county tax. Neither the Colorado tax, nor the Beaver Creek Assessment need to be paid on items shipped out of state. In Beaver Creek an event worker will be available all afternoon on Sunday at the main event desk to collect the assessment attached to the enclosed form. Even if you have not had any sales this form must be turned in before you will be able to load out your merchandise.
Example of Tax Collection in Beaver Creek:
Sales Price: $100.00
Beaver Creek Civic Assessment (5.35%): $ 5.35
Sub-Total: $105.35
CO Tax (State and County at 4.4%): $ 4.64
Total to be Collected From Customer: $109.99
Vail:
Each vendor is responsible for collecting a 4.4% Colorado sales tax (2.9% state and 1.5% county) and remitting it directly to the Colorado Department of Revenue. Additionally, a 4.0% Beaver Creek Assessment is due from each vendor prior to breakdown of their area. As in Beaver Creek, the Town of Vail Assessment taxes are subject to state and county tax. Neither the Colorado tax, nor the Vail Town Assessment need to be paid on items shipped out of state.
Example of Tax Collection in the Town of Vail:
Sales Price: $100.00
Town of Vail Assessment (4.0%): $ 4.00
Sub-Total: $104.00
CO Tax (State and County at 4.4%): $ 4.58
Total to be Collected From Customer: $108.58
Weather:
Generally the Vail Valley experiences lovely summer weather. The temperature generally reaches the 70’s during the daytime and falls to the upper 40’s in the evening. Unfortunately, we cannot control the weather and the event will be held for the most part in booths stationed outside on the plaza. You will want to bring clothing and gear suitable for these temperatures and for a possible rain shower or two.
Trash:
There will be an abundance of trash receptacles placed throughout the Village area for your use. Beaver Creek and Lionshead are both gorgeous mountain villages and we would love to keep it that way. Please use these garbage cans and encourage others to do so as well. We appreciate your efforts to keep Beaver Creek and Lionshead Village and the Rocky Mountain Antique Festival looking great.
Breakdown:
Breakdown will begin immediately following the end of the event on Sunday evening for both shows. As soon as you have turned in your assessment and have completely dismantled your display you will be issued a pass that will allow you to bring your vehicle up into the Village for loading. Please keep in mind that it will be impossible to load out every vendor immediately at 5pm. It may be beneficial to plan on having dinner first and then loading, especially for those vendors located on the inside of the plaza, as it will be very difficult to load out your items past the booths on the outside of the Village. We thank you in advance for your patience with this process.
Again we thank you for your interest in the Rocky Mountain Antique Festival. We hope to have you as a part of our festival’s fourth year and look forward to having you as our guest in the Vail Valley!
Brian Nolan & the Rocky Mountain Antique Festival Staff
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