2017 Capital City Hamfest Commercial Vendor Packet Hamfest.msham.org

CAPITAL CITY HAMFEST

Capital City Hamfest Rules and Policies Capital City Hamfest 2017 Date: January 27th and 28th 2017 Hamfest website: hamfest.msham.org Location: West and Middle Bays Mississippi Trade Mart on the Mississippi State Fairgrounds Jackson, MS. Street Address: 1207 Mississippi St, Jackson, MS 39202 GPS Coordinates: 32.301340

-90.171277

Talk-in: 146.16/76 (no tone) Primary, 146.34/94 (100 HZ tone) back-up Lodging: Visit the Hamfest website at Hamfest.msham.org Setup: Friday: Dealers 1:00 p.m., Flea Market 3:00 p.m. Saturday: 7:00 a.m. for all Hamfest Times: Friday 5:00 p.m. – 8:00 p.m. Saturday 8:00 a.m. – 4:00 p.m. Admission: $10.00/person 13 and older good for both days – under age 13 are free with paid adult Door Prizes: see the list on Hamfest.msham.org – contact the Hamfest Chairman to donate door prizes [email protected] Dealer/Flea Market Table Info: Dealers are $40.00/table and Flea Marketers are $30/table. Table availability, reservation form and table rental policy may be read HERE. All other table inquiries should be directed to [email protected] Forum Schedule: TBD – contact us if you would like to host a forum All dealer and Flea Market participants must be out of the building by 5:00pm Saturday. A charge of $50.00 for every 30 minutes, or any portion of 30 minutes, will be assessed to vendors not out of the Trademart after 5:30pm. Since we are using an online Table Reservation system it is requested that all Dealers and Flea Market Participants use the online table reservation system to reserve and purchase tables. Those who rent tables Friday evening and Saturday morning will be required to fill out copies of the online Reservation Form before being assigned tables; tables purchased without a reservation will be charged at a rate of $45 for dealer tables and $35 for flea market tables. The online t able reservation system will close at 5:00PMCST on Thursday January 28th 2017. Table pricing is: Dealer/Vendor Tables $40.00/table, Flea Market (Non-Dealer) tables $30.00/table. Dealers are defined as Individuals or Companies that use the proceeds of Hamfest sales as a source of income for their company. Government and Served Agencies, e.g.,

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CAPITAL CITY HAMFEST National Weather Service, Salvation Army, MARS, and SERA may also be considered Dealers. Individuals or companies that register as Dealers, but do not pay the table Dealer fee, will not receive any of the perks that the Hamfest provides to its registered dealers. These perks include, but are not limited to, the following: one admission fee per table per table purchased; earlier unloading and setup times; Friday evening meal and Saturday lunch per table purchased; admission to the Dealer Hospitality room; and pre-registration for next year’s Hamfest if desired. Each table purchase will include a $10 refundable administration fee. If you return the tax form paperwork you receive in your registration packet, the $10/table fee will be refunded. The regular unloading/setup time for Dealer Setup is 1:00 p.m. Friday. Dealers that need to unload trucks are given preference in unloading times and for these Dealers ONLY, an earlier setup time is possible. Please e-mail [email protected] for a specific time. Flea market unloading/setup will begin at 3:00 p.m. Friday. Saturday morning setup begins at 7:00 a.m. for all participants (Dealers and Flea Marketers). All tables in Tables Blocks A, E, I, J, K, L O are reserved for Dealers ONLY. These tables are $40.00/table. All tables except those “Reserved for Dealers” will be rented on a first come – first served basis. The table layout is not to scale and the actual table arrangement may vary from that shown on the floor plan page. Each table is furnished with one chair. Additional chairs may be furnished by the renter or additional chairs may be rented from admissions for $5 per chair. 110 VAC outlets are spaced at regular intervals in the Trade Mart. Those needing electrical service must provide their own extension cords and a way to safely attach the wiring to the floor of the Trade Mart. All Dealer and Flea Market participants must be out of the building by 5:00 p.m. Saturday. The State Tax Commission requires that ALL PARTICIPANTS pay 7% Mississippi sales tax and 1% City of Jackson sales tax on all sales. You will receive the required form(s) to return with your tax remittance. If you return the tax form paperwork to the Hamfest staff prior to your departure you will be refunded the $10/table administration fee.

Table Layout All table related inquires, as well as any other questions, should be directed to [email protected]. Please visit http://hamfest.msham.org/images/HamfestFloorPlan2017.pdf

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CAPITAL CITY HAMFEST Admission, Registration, & Ticket Sales Policies Admission Prices: Adults 13 and older $10.00 paying adult

Children 12 and under, admitted free with

Doors open for Dealers at 1:00 p.m. Friday and for Flea Market participants at 3:00 p.m. Friday. Dealers and Flea Market participants MUST wear their Admission Badge AT ALL TIMES. Doors open to the public at 5:00 p.m. Friday and at 8:00 a.m. Saturday. The Dealer/Flea Market participant doors will open for participants ONLY at 7:00 a.m. Saturday.  

The $10.00 provides admission for the entire Hamfest, one Grand Prize ticket and one Hamfest button/badge. Button/badge good for both days. Main entrance ticket sales open Friday, 4:45 -8:00 p.m. and Saturday 7:45 a.m. – 3:30 p.m.

Dealers table price includes admission to the Hamfest (one per table), but does NOT include door prize tickets. Dealers may buy door prize tickets at the regular prices. Dealers will be issued their credentials (a special badge) and packets by the Hamfest coordinator at the security area near the back doors (loading areas). Flea Market table participants must purchase the $10.00 admission. There will be at least one ticket station at the back loading doors on Friday afternoon. Participants will be able to get their badges, packets, tax form(s), and pay any remaining fees at that time. All entry doors will be monitored to prevent unauthorized access. ONLY SERVICE ANIMALS ALLOWED IN THE TRADE MART. This is the policy of the State of Mississippi, NOT the Capital City Hamfest committee. FCC Examinations will be held outside the arena in the lobby meeting room area. Examinees DO NOT PAY any admission fees to enter the testing area. However, if examinees wish to enter the Hamfest arena, they must pay an admission fee. State Law: NO SMOKING inside the building.

Door Prize Policy Door Prizes Radios or Station Accessories to be given as door prizes will be awarded according to the official Hamfest Program. The person holding the winning ticket must be present at the time of the drawing to win.

Donated Prizes All donated prized will be awarded according to the instruction of the donor. All donated prizes are to be awarded prior to the 3:30 p.m. grand prize drawing on Saturday. The Hamfest Chairman and JARC President reserve the right to reject donated items.

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CAPITAL CITY HAMFEST Grand Prize The Grand Prize will be awarded on Saturday afternoon. You do not have to be present to win. Provisions will be made to ship it to the lucky winner, if he or she is not present.

Rules and Procedures for Awarding Door Prizes Each admission purchase gets one free door prize ticket. Additional tickets may be obtained by for $1.00 per ticket, or 6 tickets for $5.00. Free admissions are not eligible for free door prize tickets.

Depositing the Tickets It is the responsibility of the participants to have their Door Prize Tickets correctly and legibly filled out, and then deposited in the door prize ticket hopper located near the stage.

Drawing for Door Prizes Drawing for Hamfest provided door prizes will be according to the official Hamfest program as closely as practical. Times are approximate and announcements will be scheduled between forums and meetings.        

A valid ticket stub must be presented to claim a door prize. All drawings will be from the same ticket hopper throughout the Hamfest. All tickets drawn will be returned to the hopper after each round of drawings; therefore, everyone is eligible for prizes throughout the Hamfest, even possibly winning more than once. Each prize will be clearly announced before the ticket is drawn. Only a pre-designated ticket puller will be allowed to pull tickets. All tickets will be drawn one at a time, in full view, and handed directly to the announcer. The winning ticket number, name, and ham call (if one) will be announced up to three times before another ticket is pulled. The grand prize will be awarded at the final drawing. One ticket will be drawn, and announced. If present, the winner may claim the prize with proper identification. The Hamfest Chairman will arrange to deliver the prize if the winner is not present.

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CAPITAL CITY HAMFEST Terms and Conditions TAXES: All dealers and flea market vendors are solely responsible for collecting and reporting all state sales taxes (7.00%) and Jackson MS City sales tax (%1) to the Mississippi Department of Revenue. The tax will be collected by the Event Coordinator, as specified by MS State Law, at the Hamfest. REFUNDS: Requests for refund will ONLY be accepted if received fourteen (14) days prior to the start date of the event. If a refund is granted, the refund will be credited to the purchaser's credit card or mailed by check no more than forty-five (45) days after the last day of the event. SMOKING: No smoking inside the facility or within 20 feet of any entrance. PAYMENT: Payment of tickets and tables may be sent to our club’s address. TABLE ASSIGNMENT: No table will be assigned or occupied until applicable fees have been paid. PROHIBITED SALE ITEMS: Prohibited sale items are: knives, guns, explosives, dangerous chemicals, unlicensed software, videotapes, pornographic materials, items with exposed lethal voltages, and items with open flames. SERVICE ANIMALS: All animals, other than service animals for the disabled, are prohibited. TABLES: Exhibit tables are not to be moved or reconfigured without Capital City Hamfest approval. ELECTRICAL SAFETY: Electrical cords must be properly secured and covered to prevent trip hazards. DISCLAIMER-Warranty: The Jackson Amateur Radio Club/Capital City Hamfest assumes no responsibility for any warranty or condition of items sold by dealers, exhibitors, or DISCLAIMER-Injury: The Jackson Amateur Radio Club/Capital City Hamfest shall not be held liable for any injury to participants while attending the event. TRASH: Dealers and swap fest participants shall not leave unsold merchandise, boxes, and other trash upon their departure. Please deposit unwanted items and trash in trash containers as provided either inside or outside the buildings SHUTDOWN: The JARC Hamfest official shutdown time is 3:00PM on Saturday; a formal PA announcement will be made on Saturday afternoon announcing Hamfest shutdown, which may be earlier than 3:00PM Saturday, but no later than 3:00PM Saturday. ALL vendors must be out of the Trade Mart building NO LATER than 5:30PM Saturday.

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CAPITAL CITY HAMFEST Hamfest Floor Plan

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