General Instructions for all vendors

Unloading/Arrival time: 6:00AM to 7:45AM

Please DO NOT ARRIVE EARLIER THAN 6:00AM, volunteers will not be ready for you and you will be held on Pennsylvania Ave or Candelaria Rd. Arrive through your assigned unloading area (check your parking pass for your zone). This year we have 2 unloading areas: Lower Administration Lot and Senior Lot. The Senior Lot is accessed from Pennsylvania Ave and is your designated unloading zone unless you are otherwise notified. We recommend approaching the school from the south on Pennsylvania and joining the line. If you approach from the north please be patient with our parking attendants as they work to assist with making the left turn. The Lower Administration lot is strictly reserved for those vendors and customers with a disability placard or license plate. Please respect this designation to allow those with accessibility needs to park and unload safely. Access to the Lower Administration Lot is from Candelaria Rd. We recommend approaching the lot from the east. If you approach the lot from the west, please be patient with our parking attendants as they assist with making the left turn. You will need the parking pass provided in this email to access the unloading lots. When you arrive, there will be an adult volunteer confirming your booth number and directing you and your student helpers to your booth space. At the end of the day, you may load and leave from any area with open parking spaces. 

Band students and adults are available to help you carry your materials to and from your booth.

After you unload, please move your vehicle to designated vendor parking to reserve parking for shoppers. When shoppers have difficulty parking, they may choose to forgo the fair and you may miss out on sales so please make sure shoppers are able to easily park. To ensure ample shopper parking please consider carpooling or having a friend or family member drop you off.

Vendor parking is in 3 areas:

1. Parking lot south of the baseball field, on the north side of Candelaria. This parking lot is accessed by entering Yucca Loop, driving the entire Yucca Loop and turning right into the baseball parking lot right before the exit to Candelaria. This lot is available until full.
2. Faith Lutheran Church parking lot on the northwest corner of Candelaria and Pennsylvania. This lot is available until full.
3. Marching Lot on the corner of Pennsylvania and Dellwood Rd., which is accessed from Dellwood Rd.

The map highlights vendor parking areas.

Band students and volunteers will be available to help throughout the day. Please do not hesitate to ask for their help. If you need to speak with a committee member, please inquire at our information booths or ask one of the students to find Nancy or Kerri.   

Trailers and large box trucks/U-Hauls

All large box trucks/U-Hauls and trucks with trailers must unload in the Senior Lot where there is a designated large vehicle unloading zone. We will have ample volunteers to assist with unloading and getting items to your booth regardless of the distance from the lot to your booth. Please arrive early and follow the instructions of our parking attendants. We cannot allow large vehicles in the Lower Administration lot for safety reasons. If you wish to unload on the east side of the school, parking attendants will direct you to Yucca Loop where you can safely unload.

Once you have unloaded your trailer continue to the Marching Lot or Yucca loop to park. These are the only vendor parking areas that can accommodate large vehicles or vehicles pulling a trailer or other tow behind. Volunteers will ask you to move if you try to park and leave your trailer in any lot other than the marching lot. You may not impede customer parking, pedestrian traffic or food trucks with a trailer or large box truck.

Booth Set-Up

Vendors must supply their own tables, chairs, shade, displays, etc. We do not supply anything but the space and the customers. If you paid for and are assigned a booth with electricity, you will need to bring cords, etc. and you may NOT overload the circuit.

Open flames such as candles, incense, etc. are prohibited both indoors and outdoors. The Fire Marshal does not allow any flammable decor such as hay bales, excess fabric, etc. Battery operated candles and lights are allowed. 

Please ensure that your booth is contained inside your assigned space as outlined by the colored chalk marks or tape. Please be courteous to your fellow crafters by not encroaching on their space, even if it appears they are not using it. We must keep aisles clear of crates, totes, boxes and displays to follow fire code so make certain anything you bring can be stowed within your space when not in use. We do not offer extra storage space. You may NOT store empty containers, boxes or crates in the space around exits or any area in the hallway that is not within your booth. You will be asked to haul empty crates and boxes that do not fit within your booth space back to your vehicle.

Please do NOT place tape on ANY surfaces, use nails or tacks, or damage school property in any way.

You must obey instructions from the Fire Marshal and craft fair organizers. The Fire Marshal will begin inspecting booth spaces at approximately 8:00AM. All vendors must be in their spaces and have all tables, chairs, structural displays and shade structures/umbrellas (outdoor booths only) set up by 8:00AM. We strongly suggest you set these up before putting out merchandise. If the Fire Marshal is there to inspect your booth, and your booth is not fully constructed, you may not be able to set up missing items, including your shade structure after the inspection or for the duration of the fair.

Miscellaneous

The fair runs from 9:00AM – 4:00PM. Indoor vendors may not leave before 4:00PM. Due to the possibility of inclement weather and the fact they are outside and have more room to move around, we are allowing OUTDOOR vendors to leave anytime they wish.

Volunteers to help vendors leave will not be available until 4:00PM regardless of the vendor’s booth location.

PLEASE DO NOT LEAVE ANY ITEMS, TRASH OR DEBRIS IN YOUR AREA WHEN YOU LEAVE.

The Information tables are located below the Matador statue in the Commons, below the administration building at the east end of the path that connects the administration building and in front of the music building at the west end of the path. This is noted in blue on the map below. Please let us know if you need anything. The information table will have lists of vendor names, business names, type of crafts, etc. to make it easy for your customers to find you. If you are worried about your customers finding you, please encourage them to check the information booth or use the online vendor directory tool on this website for your location.

LOST AND FOUND items should be turned into information tables and will be held by organizers until claimed. If you find a lost item, a student can take it to the lost and found for you.

Restrooms are located in the main building. There are no portable restrooms outside. Follow the signs to the closest restroom.  

Per APS policy, no smoking, vaping, alcohol or drugs are permitted anywhere on campus. Please be courteous to our students, volunteers and shoppers. If you must smoke or use e-cigarettes, please do so in your vehicle or off campus.

Please keep in mind that this is a 100% volunteer event, and many volunteers are minors, and/or have not helped at the craft fair before. Please be patient or ask for a committee member’s help if needed.

If you have any questions or concerns before the day of the fair, please email craftfair@sandiabandboosters.org

Donations

Craft donations are gratefully accepted but are not mandatory. Students will come to your booth in the morning with a donation form. If you would like to donate, a student can pick up your donation or you can take it to any information table. Your generous donations support our silent auction fundraisers. Thank you in advance! 

Food

We no longer run a snack bar on site, so vendors are asked to plan accordingly. There will be food trucks available in the lower administration parking lot as shown on the map.  We cannot guarantee food truck participation and we do not have any say over their menus. They are independent businesses and have total control over their offerings. Please support the food trucks as they paid for their booth space too and we wish for them to have a successful event.

ALL FOOD TRUCKS AND BOOTH VENDORS SELLING FOOD PRODUCTS FOR HUMAN CONSUMPTION MUST HAVE APPROPRIATE FOOD PERMIT/FOOD HANDLERS CARD FROM THE NEW MEXICO ENVIRONMENT DEPARTMENT AND CITY OF ALBUQUERQUE AS APPLICABLE. Guidance regarding permits and applications can be found at https://www.newmexicofma.org/food_processing_permits.php and https://www.cabq.gov/environmentalhealth/food-safety/special-event-vendor You are responsible for adherence to all state and local laws and requirements pertaining to food sales.  

Special Instructions for Outdoor Vendors

Outdoor booths are rain or shine. We will not offer refunds or move outdoor vendors to inside in inclement weather.

Shade Structures

If you have a 10×10 booth space, it may be covered with a shade structure that fits in a 10×10 area. If you have a 10×6 COVERED booth, you may bring an umbrella or smaller shade structure that fits in a 10×6 space. Round umbrellas may not stick out on the sides or rear of your booth unless there are no other vendors near you. They may stick out the front of the booth. If you have a 10×6 UNCOVERED booth, it CANNOT be covered with anything. Booth placement follows the Fire Marshal’s requirements for covered & uncovered areas.

All shade structures must be weighed down with weights, sandbags, rock bags, water weights, etc., on all 4 legs. Weights must be secured to the posts. Umbrellas must be secured in a weighted base. All shade structures, canopies and umbrellas must be commercially produced and bought. No homemade structures are allowed. Tent material is subject to the following standards, as per City of Albuquerque Fire Marshal’s Office Tent Permit Application: TENT MATERIAL: All tent material shall meet “State of California Fire Marshal’s Office” standards as per IFC Section 2404.2, NFPA 701, or CPAI84. (IFC 3104.2) 

If you have any questions about your structure, please email a picture or link of your specific structure to craftfair@sandiabandboosters.org

Electricity Outdoors

We do not offer electricity for outdoor booths. Generators are not allowed (with the exception of food trucks). We suggest bringing a power bank to charge your cell phone or multiple devices if you take payment electronically. Outdoor vendors will not have access to indoor outlets as other vendors paid for the privilege of having electricity. Please do not ask to use their outlets. If you have an emergency need for electricity, see our hospitality suite for help.

Propane heaters are not allowed.

Marketing Materials

Below you will find marketing materials for your use on your website and social media to announce your participation in the event.

Facebook and Instagram Post (appropriately sized)

Link to official boosted Facebook Event.

Poster/Flyer/Yard Sign

Custom w/booth number

Again, please email us with any questions you may have prior to the fair. We cannot wait to see you Saturday November 11, 2023!!