PlEASE NOTE:
THIS GUIDE INCLUDES IMPORTANT ITEMS FOR YOU TO DOWNLOAD AND REVIEW BEFORE YOUR EVENT. PLEASE READ IT THOROUGHLY.
1. SOCIAL MEDIA KIT*
2. DAY-OF LOGISTICS*
*Your Social Media Kit is a Dropbox folder that is always available.
*Your Day-of Logistics info will be available the Wednesday prior to your marketplace date.
WHat’s included
In your Social Media Kit, you can access your promoting e-flyers for all dates/venues.
In your Day-of Logistics, you can review date/venue-specific info for your upcoming marketplace.
Bookmark these URLs: headwestmarketplace.com/welcome
headwestmarketplace.com/nmainstreet
HOW It WORKS
You’ll receive the following 3 emails:
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Access to your HEAD WEST Venue Guide!
This includes Social Media Kit and Day-of Logistics.
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This is your ‘Time To Promote’ email.
Let’s ramp up promoting!
Download promoting materials from your Social Media Kit, found below.
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This is your ‘Time To Get Ready’ email.
Get ready for your marketplace!
View important updated info in the Day-of Logistics, found below.
Keep in mind that you can reply back to any of these emails if you have any questions or concerns.
DOWNLOAD
YOUR SOCIAL MEDIA KIT
Your 2nd ‘TIME TO PROMOTE’ email will arrive 1 week before your marketplace date(s) to remind you to ramp up promoting — however, these will always be available.
Portrait + Story Panel-sized dated e-flyers for Instagram, Facebook, and Emails Blasts. Please start promoting ASAP!
Click any e-flyer below to open and save.
TBA
Contact for day-of needs only:
Do not text or call venue leaders outside the event date to protect their time and privacy
For questions before your marketplace date, email hello@headwestmarketplace.com
YOUR VENUE LEADERS:
DAY-OF LOGISTICS
Includes your operational details such as load-in/out times, booth #/map info, and more.
Your 3rd ‘TIME TO GET READY’ email will arrive the Wednesday before your marketplace with a link back to this page.
*If you don’t receive your 3rd email by the Friday before your marketplace, please email hello@headwestmarketplace.com
COME PREPARED
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COME PREPARED
• Be prepared to use your own mobile cell reception for internet connectivity.
• Ensure you are set up for a Square/Shopify/Paypal-style POS so that you can maximize your ability to conduct more transactions. (Majority of shoppers will be paying with a card).
• Remember that if you’re using Square, there is an option that allows you to collect transaction information while being ‘offline’. (Transactions will process when you’re reconnected to WIFI).
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COVID-19
• While we may be out of a global pandemic, HEAD WEST is committed to following any federal, state, and local ordinances as it relates to masking, physical distancing, hand sanitizing, and other safeguards.
• As always, we look out for the best interests, health, and well-being of our team, Participants, and Patrons.
• Additionally, Participants reserve the right to enforce their own rules within their given booth spaces (i.e asking Patrons to wear a mask, distance, sanitizing, etc.)
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FOR ALL DAY-OF NEEDS (ARRIVING LATE, CANCELLATIONS, ETC) + NON-LIFE THREATENING EMERGENCIES, contact your Venue Leaders.
• Do not text/call your venue leaders outside of the event day to protect their time and privacy.
• For questions before your marketplace date, email hello@headwestmarketplace.com
• For all life-threatening emergencies call 911
YOUR BOOTH SET-UP
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• Your 10’x10’ booth space will be backed up against the street curbs on both sides of the street.
• Tent backings ARE NOT allowed.
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• A 10’x10’ Canopy Tent (w/ a white top only) with weights on each leg is required.
• Each canopy tent must have 10lb weights on each leg (40lbs total).
• You will not be allowed to set up without a white top canopy tent w/ required weight lbs for safety and fire regulations.
• It is mandatory that you bring your own canopy tent.
• Mobile/Trailer Booths: You do not need a canopy tent but if you do not have an awning on your structure and you plan on being outside of your mobile trailer, you will need an umbrella or shade covering (w/ a white or beige top only).
• Custom-Branded Canopy Tents: These are allowed but must be approved prior to acceptance; please email hello@headwestmarketplace.com with photos for approval.
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• If the marketplace is cancelled in it’s entirety, an announcement will be made by 5pm on Thursday, to the best of our abilities.
• Prepare your displays, fixtures, and products as needed to withstand wind. There is always a possibility for wind gusts.
• Reminder: 40lb total weights are required for all canopy tents. (10lbs per tent leg)
***If you don’t have weights, you don’t participate. No exceptions.
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NO ELECTRICITY
• No booths are provided electricity unless you’ve been approved.
• Please come prepared with backup battery chargers for the device that you are making payments on.
LIGHTING
• Battery or battery-generator powered lighting is allowed.
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• You are responsible for bringing your tables, fixtures, displays, and canopy tent(s).
***These will not be available day-of.
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• All Participants are required to check-in with their Venue Leader, most likely by vehicle during load-in.
• If you decide not to drive your vehicle to load-in, ensure you check-in with your Venue Leader at arrival.
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• All vehicles will turn onto Bonanza Street off of Locust and wait in line to turn onto N. Main Street for Check-In.
• See Directional Map.
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• Participant load-in times start at 8am and are assigned by groups.
• Assignments are based on booth location and must be adhered to.
• All Participants should arrive promptly at their designated load-in time, drop off goods, and move the vehicle to parking.
• This should take no more than 10 minutes.
• No vehicles will be allowed inside the marketplace after 9:30am.
• If you are arriving late, please call your Venue Leader immediately — otherwise your booth space may be forfeited.
LOAD-IN INFO
DIRECTIONAL MAP
USE THIS MAP FOR LOAD-IN ENTRANCE + FLOW OF TRAFFIC
BOOTH PLACEMENT + LOAD-IN TIMES
FIND YOUR BOOTH LOCATION
Save this map and share it with your followers and customers so they may find you!
PARKING
PARKING
PARTICIPANT PARKING IS AT YOUR OWN RESPONSIBILITY
After load-in, you’ll be directed to exit and find parking at the nearest parking garages or structures.
Closeby garages include South Locust Garage (recommended, $1.25/hr) and Broadway Pointe Garage
There is no free parking in Walnut Creek — each Participant is at their own risk & responsibility. Additional parking information for downtown Walnut Creek available here.
THE SELLING DAY
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• All Participants should be ready to sell at 11:00 AM.
• No public changing rooms will be provided – although you are allowed to have one in your booth.
• Portable restrooms will be available outside of Wells Fargo.
• Max 2 staffers within each 10x10 booth at one time – No exceptions.
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• Food options will be plentiful on N. Main Street, however feel free to bring your cooler with snacks and drinks.
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• All booths can be begin breakdown at 4:00 PM
• Use the same ENTRANCE as you did for Load-in.
• Ensure you completely break down your booth, and have all of your items packed up and ready to be loaded BEFORE you retrieve your vehicle.
• There are no assigned times for load-out, as it will be first-come.
• Please maintain order and be careful as there will be pedestrians present.
• We’re a community, so be patient and kind to each other during this process.
• We must vacate all public streets by 6pm.
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• We should not be generating any booth trash. Do not leave your boxes, packaging, broken items, etc. Take them with you.
• Pack it in, pack it out, friends. Just like camping. No trace left behind.
• Leaving any trash items will cause you to incur a $1000 fine and be banned from all future marketplaces.