I hope all of you have put the Gourd Gatherings dates in your 2019 calendar. Last year we worked hard on funding the event, and if you have not heard, the down payment for the fairgrounds has been mailed.
We need to attract students and everyone needs to help promote "our" event. So, please publicize Cherokee to your email list, on your Facebook page, on Twitter and on Instagram. Let people know what you will be selling and/or teaching at Cherokee. Let everyone know early so they can plan to attend and mention this event each month through May to help build attendance, fill classes, and sell supplies.
Basically, there are no changes from last year for vendors. Please read this carefully, if you have questions please contact Judi Fleming. Her email is firstname.lastname@example.org and her cell phone is 336-908-6341. Please note that she can answer questions after 5 p.m. (eastern) on weekdays or any time on weekends as she cannot answer calls during business hours due to her day job.
HOURS - The Gathering will be open to the public from 9:00 a.m. to 5:00 p.m. Thursday through Saturday and Sunday from 9 a.m. to 1:30 p.m. The building will be open for participants at 8:00 a.m. each morning and run into the evening hours. If you will be alone and need occasional booth sitters, let us know prior to the event.
SET-UP / TEAR-DOWN - You may set up your booth beginning at 10:00 a.m. on Wednesday (May 29th). Vendors may drive onto the grounds for easy load-in and load-out during set-up and tear-down times.
During the rest of the event, vehicles will not be allowed around the building or tent areas. There will be no driving inside the fenced area of the fairgrounds between 9:00 a.m. and 5:00 p.m. Thursday through Saturday for the safety of the participants.
There will be an early-bird student registration on Wednesday night starting at 1 p.m., and some possible classes. The event ends at 1:30 p.m. Sunday at which time you may begin dismantling your booth (classes end at 12:30 p.m., this gives students an extra hour for last-minute purchases). Once you have everything ready to load into your vehicle, you may drive your vehicle onto the grounds to pack it up, then immediately move it out of the way so others can do the same. No booths are to begin packing up prior to 1:30 p.m. on Sunday. NOTE: the building needs to be empty by 5:00 p.m.
GENERAL BOOTH INFORMATION - All vendors are to provide their own tables, displays, chairs, tents, electrical needs, etc. There are none available for use on the Grounds other than what is needed for classes. Booths inside and on the porch of the building are approximately 10' x 8'. The booths will be assigned on a “first-paid, first-served” basis. We will try to accommodate as many vendors inside as we can, but space is limited.
NOTE: Except for our long-time vendors, there will be a limit of two spaces available inside per vendor. If you did not participate last year, and are interested in an inside booth or if you want one additional space, you will be put on a wait list. If last year's vendors do not register and pay by March 1st, 2019 they forfeit their space and you will be contacted.
Booths outside will either be in gravel or in grass. We have two categories of outside booths: smaller vendors who need a 10’ x 10’ or 10’ x 20’ space, or larger vendors who need much more room. See "COST" section for more information. No tents or other types of protection are provided for outside set-up, so be sure to bring everything you'll need with you.
All booth fees are due by MARCH 1, 2019.
SECURITY - The building will be locked at the end of nightly activities. The grounds are enclosed by a chain-link fence and locked at night, and there will be someone staying on the grounds at night. There are no other security measures, so plan accordingly.
COST - The rental fee are as follows for all three days:
One booth inside the building, or on the porch $65 each
(approximately space is 10' x 8' -- limit: two spaces)
One 10' x 10' outside for small spaces on the grounds $65
Two 10' x 10' outside spaces $130
Extra large booths outside on the Grounds $140
The extra-large outside booth space size is not limited, and these vendors can use as much space as they need.
In addition, all vendors are required to donate one (or more) item(s) to the Silent/Chinese Auction. It could be gourd art, tools, products, but must have a retail value of at least $50.
TRIBAL LEVY - Vendors will receive the necessary form to report and pay the Tribal Levy. In the past, the rate has been 7%; if this has changed, you will be notified in advance. Darlene Whitetree will see that forms are distributed and payment collected on Sunday.
CANCELLATION POLICY - A 100% refund of all charges will be granted to any vendor who cancels participation in the show prior to April 1, 2019. Refunds for cancellations after April 1st, will be considered on a case-by-case basis.
If you have questions or need more information regarding vending, contact Judi Fleming at email@example.com or call her at 336-908-6341. NOTE: If you call M-F from 8-5, leave a message and she’ll get back to you when she is off work. Also note that she travels a great deal for work and is sometimes in a different time zone, so your patience on returned calls for that day is greatly appreciated.
I hope you will be a part of the 2018 Gourd Gathering at Cherokee!