General Instructions for all vendors
Unloading/Arrival time: 7:00AM to 8:45AM
Please DO NOT ARRIVE EARLIER THAN 7:00AM, 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. Unloading in the lower administration lot is allowed but parking in this lot is strictly limited to those vendors and customers with a disability placard or license plate or permission from craft fair organizers to unload in that lot. 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.
Your parking pass will be in the body of the email you receive a few days before the event. Please print the pass and place it on your dash so that our volunteers can easily see it. When you arrive in your designated lot, there will be an adult volunteer directing you to an unloading area. Please follow the instructions of our parking attendants and pull all the way forward to unload. Be mindful of pedestrian traffic as there will be other crafters, students and volunteers walking in driving lanes and between cars. Everyone in the lot is there to unload so please be patient, we will make sure you get to your space. If you have a large display or a large inventory, we recommend coming early. Remember, set up begins as early as 7:00 AM. At the end of the day, you may load and leave from any area with open parking spaces.
The unloading zone in front of the school is a 15-minute unloading zone. Please unload quickly and move your vehicle to vendor parking as soon as possible. Our adult and student volunteers are available with wagons and dollies to transport items to your booth. We recommend carpooling or having an extra person with you when possible so that someone can begin setting up the booth while another moves the car. Please do not set up your booth or unpack materials until your car has been moved from the unloading zone. Please be courteous to your fellow crafters and respect the 15-minute time limit. If you are driving a large truck or are pulling a trailer, please see the next section for information on unloading zones that accommodate large vehicles.
After you unload, please proceed to VENDOR parking. Nobody will be allowed to park in the unloading lot for any reason. If you have a placard allowing you to park in an ADA spot, you may move your car to the lower administration lot off of Candelaria or the Tech lot off of Pennsylvania. These lots are being reserved for accessible parking. You must show or have displayed a valid placard or parking pass for entry to these lots. The three accessible parking spaces in the senior lot are NOT available for parking during unloading. They will be available to vehicles displaying a placard only after the lot has been opened to the general public. Please do not park here or abandon a vehicle in the unloading zone.
Vendor parking is in 3 areas:
- 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 closest to the east end of the building and outdoor vendor spaces and will be available until full.
- The Tech lot off of Pennsylvania just north of the music building and the designated unloading zone in the senior lot. Access this lot by turning right out of the senior lot and turning right into the next parking lot (about 300 feet). This lot is designated for vendors with booths on the west side of the school who have ADA parking needs or state issued placards/plates. This lot is the closest to the west side of the building and fills fast.
- Marching Lot on the corner of Pennsylvania and Dellwood Rd., which is accessed from Dellwood Rd. This lot is just across the bridge from the swimming pool. We will likely begin diverting traffic to this lot at 7:30 am.
The map highlights vendor parking areas. We will not open other lots for parking until after the fire marshal inspection and official start of the craft fair.
Trailers and large box trucks/U-Hauls
If you are hauling a trailer of any kind behind a vehicle or are driving a box truck, large truck or U-Haul you will need to unload in the Senior parking lot off of Pennsylvania regardless of your assigned lot. Please carefully follow the directions of our parking attendants when you enter the lot. Large trucks and trucks hauling trailers will be directed to an unloading area that allows extra space and room to maneuver.
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 these lots. You may not impede customer parking or food trucks with a trailer or large box truck.
Booth Set-Up
Vendors must supply everything they need to run their booth such as tables, chairs, displays and shade structures. If you purchased a booth with electricity, you will need to bring cords, etc. and you may not overload the circuit.
Open flames such as candles, incense, or heaters are prohibited both indoors and outdoors. Battery operated candles and lights are allowed.
Displays with curtains or fabric backdrops must be made of fire-retardant material, the material must bear a label indicating it is fire-retardant and the display cannot impede line of sight to an emergency exit. You will be asked to remove any non-compliant displays before or during the fire inspection.
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. Otherwise, you may be asked to haul empty crates and boxes back to your vehicle. We do not offer extra storage space. You may not store empty items on the opposite side of a hallway, and you may not move your booth without permission from either Nancy or Kerri. Doing so will result in being asked to leave the fair or not being allowed to register for future events.
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 9:00 AM. All vendors must be in their spaces and have all tables, chairs, structural displays and shade structures/umbrellas (outdoor booths only) set up by 8:45 AM. We strongly suggest you set up these items 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 10:00 AM – 4:00 PM. Indoor vendors may not leave before 4:00 PM. 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 will not be available for pack-out until 4:00 PM regardless of the vendor’s booth location. If you leave before 4:00 you must remove all of your items without the assistance of our volunteers.
PLEASE DO NOT LEAVE ANY ITEMS, TRASH OR DEBRIS IN YOUR AREA WHEN YOU LEAVE.
The Information tables are located inside the commons under the Matador statue, 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, types 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 our website for your location.
LOST AND FOUND items will be at the information table inside the commons. 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. The entire music building is reserved for volunteers and band representatives.
Because the event is held on APS property we must adhere to all APS campus rules. Per APS there is no smoking, vaping, alcohol or drugs or paraphernalia are permitted anywhere on campus (including sales of related items such as pipes). 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. APS prohibits animals on the property. Please leave pets at home. Violation of APS rules puts the entire event at risk and violators will be asked to leave campus immediately.
Please keep in mind that this is a 100% volunteer event and many volunteers are new to volunteering or are minors. Please be patient with them. Ask for a committee member’s help if needed.
If you have any questions or concerns before the day of the fair, please call (505) 234-6232 or email craftfair@sandiabandboosters.org
Donations
Craft donations are gratefully accepted but are not mandatory. Students will be coming to your booth in the morning with a donation form. If you would like to donate, a student can take your donation, or you may bring it to either information table. Your generous donations support our silent auction fundraisers. Thank you in advance!
Food
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. We no longer run our snack bar during the event so plan meals accordingly and support our local food trucks if possible. They will appreciate it.
We will provide complimentary coffee in the morning and will have bottled water for sale. Our students will have a drink trolly roaming the event or you may ask your student volunteer for coffee or water. There are bottle fillers around the school to fill personal water bottles.
ALL FOOD TRUCKS AND BOOTH VENDORS SELLING FOOD PRODUCTS FOR HUMAN CONSUMPTION MUST HAVE THE APPROPRIATE FOOD PERMIT FOR THE ITEMS THEY ARE SELLING. IT IS THE VENDOR’S RESPONSIBILITY TO BE FAMILIAR WITH THE REQUIREMENTS AND PERMITS NEEDED TO SELL FOOD AT OUR CRAFT FAIR.
Special Instructions for Outdoor Vendors
Outdoor booths are rain or shine. We will not offer refunds or move outdoor vendors to inside in case of 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. 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. All shade structures must be weighed down with weights, sandbags, rock bags, water weights, etc., on all 4 legs prior to the Fire Marshal inspection. 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)
Electricity Outdoors
We do not offer electricity for outdoor booths. Generators are not allowed (with the exception of food trucks). We suggest bringing a portable 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 a volunteer for help.
Propane heaters are not allowed.
Unloading Zone Map
FIND YOUR UNLOADING ZONE ON THE MAP BELOW or download the map here. PLEASE REFERENCE THE BOOTH NUMBER WE PROVIDED IN YOUR EMAIL OR ON THE INTERACTIVE DIRECTORY TOOL ON THIS WEBSITE. Vendors will NOT be allowed to unload or load in the fire lanes past the yellow barriers in either unloading lot.
Marketing Materials
Below please find materials you may use to post on social media or print for advertising your participation in the event. Please only share our official event on Facebook. Creating your own event increases the odds of scammers soliciting people for booth space. We’ve seen an increase in this type of activity and work hard to delete posts as we see them. We cannot police posts that are not ours.
