FAQ
FOR VENDORS
FORUM DATES AND TIMES
FRIDAY, APR 19
SATURDAY, APR 20
SUNDAY, APR 21
12pm-7pm
SETUP
9am-6pm
SALES
10am-5pm
SALES
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\\BOOTH TYPES
What is the difference between Standard and Premium?
>Standard and Premium differ only by location. Premium booths are high visibility, high
traffic areas. See booth map located in the vendor packet.
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\\BOOTH PACKAGE
What comes with each booth?
>Each booth purchased comes with (1) 2ft x 8ft x 30in tall dressed table, (2) chairs and
(1) sign with your company name in 3in letters and (2) entry badges. The back of the
booth has (1) 8ft tall x 10ft wide blue drape and (2)side drape panels 30in high x 10ft
long.
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\\BOOTH SIZES
How big is a booth?
>Each booth is 10ft x 10ft square with an 8ft tall drape behind. Booths can be increased
in size by multiples of 10ft. Adding an additional booth will make your space 10ft x 20ft,
etc. Endcap spaces can be increased in depth by adding additional booths, 4 endcap
booths would be 20ft wide by 20ft deep. 6 endcap booths would be 20ft wide by 30ft
deep, etc. See booth map for possible combinations.
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\\BOOTH EXTRAS
What can I add to my booth package?
>Besides additional booths, you can add extra tables and chairs, electricity, WiFi and
carpet.
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Can I purchase extras booth items on the day of the show?
>Yes, however they will be substantially more expensive on the day of the show. We
encourage you to purchase all of your extras on line before the show.
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\\ELECTRICITY
Is electricity available for my booth?
>Yes. Please order your electrical connection in advance on line. Requesting electricity
on the day of the show will result in a substantially higher cost.
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Can I share electricity with my neighbor?
>No. Our cost to install the electrical utilities at NEAF is extremely expensive. Not
paying for your share of the expense is not fair to others and could raise
everyone's cost. Those found using unsolicited electricity will be disconnected or
made to pay. Please avoid an embarrassing situation.
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\\BOOTH CUSTOMIZATION
How can I change my booth to fit my company style?
>You may add banners attached to the back curtain of the booth. You may add a different
color curtain in front of the blue curtain, however you can not remove the blue curtain if it
is adjacent to another company. You may add carpet and bring your own tables. You may
add free standing signs as long as they are within your designated space and do not
exceed 10ft in height. You may add lighting if you have purchased the electric option.
You can customize your booth limited only by your imagination as long as you follow the
few simple rules.
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\\BOOTH SET UP TIMES
What time am I allowed to set up my booth?
>Set up time is Friday starting at 12noon until 7pm at which time the Arena is closed and
secured for the evening.
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Can I set up my booth Saturday morning?
>The Arena is opened to vendors at 8am and to the general public at 9am. You MUST be
ready for business at 9am. You may make last minute adjustments Saturday morning
but your booth should be set up and ready the night before. Not ready for sales at 9am
is bad form and may affect your booth placement in the future.
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\\BREAKDOWN
When can I start breaking down my booth?
>Breakdown begins at 5pm on Sunday when the show officially ends. Packing prior to
that is not allowed. Packing early starts a domino effect with your neighbors and creates
an unprofessional appearance to the show patrons, as well as being unfair to those
hoping to make some last minute purchases.
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\\LEAVING EARLY
If I'm not busy, can I breakdown and leave early?
>No. Packing up your booth prior to the official end of the show is unprofessional and is
not allowed. Breaking this rule may cause you to forfeit a preferred location at next
years show. Please avoid an embarrassing situation and follow the rules.
Of course if there are emergencies and special circumstances, please contact the floor
manager and explain your circumstance and he will assist you to exit discretely.
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\\VENDOR ENTRY
Where is the vendor entrance to NEAF?
>During Friday set up, vendor entry is through the overhead door on the west side of the
Arena. This is the entrance nearest the Viola Rd parking area. [In the case of cross wind
conditions, this may be changed to the opposite east door entrance.] The vendor check
in table will be located near the entrance. You must stop at the check in to receive your
badge and exhibitor instructions. Once the overhead door is closed, entry will be through
the double glass doors left of the west overhead door.
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\\ORDERING DEADLINE
When is the latest I can order my booth?
>March 15 is our deadline for accepting booth reservations. All reservations received by this date are guaranteed space at the show. Reservations received after this date will
be accepted on a “space available” basis, and your company name may not appear in our
promotional advertising.
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\\LATE ARRIVALS AND NO SHOWS
What happens if I arrive late or do not make it to the show and I have purchased a booth?
>If your booth remains vacant by 8:30am Saturday, you will be considered a no show.
Your booth(s) will be forfeited to the adjacent vendor, and will be non refundable.
Our goal is to present a full Arena to our patrons when the show opens at 9am Saturday. Empty booths and unprepared booths are not professional and will not be tolerated.
Of course there are emergencies and unforeseen circumstances, If you anticipate a
problem with your arrival, you must contact us by 2pm Friday to make other
arrangements. Email: NEAFteam@NEAF expo.com
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\\MERCHANDISE PLACEMENT
Can I display merchandise in front of my booth?
>Generally we allow merchandise placed on the floor up to 3ft in front of your booth.
However this is regulated by the Fire Marshall and Life Safety Codes. You may be
asked to move your merchandise closer to your booth if it presents a safety or egress
issue.
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\\BOOTH PLACEMENT
Can I pick my booth location?
>While we will do everything we can to meet your requests for booth placement, final
layout and booth placement will be at the discretion of Rockland Astronomy Club. The
booth layout and location map will be finalized in April, shortly before the show.
Placement flexibility is based on overall booth demand, fire safety requirements and
traffic flow management.
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\\BOOTH SHARING
Can I have another company share my booth?
>It's kinda like two people sharing a seat at the ball game. The answer is no. The ball
park manager can explain to you why.
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\\TAX COLLECTION
Am I required to collect tax on my sales? Even if I am from out of state?
>Yes! This show is monitored by the NYS Department of Taxation. All vendors who are
registered at NEAF and who are selling tangible merchandise (and are not a
NY State registered non profit) are required to collect NY State sales tax from the
purchaser at the time of the sale, regardless of the state in which your business is
located. NY State sales tax is 8.875%. See the Vendor Packet for additional information
and NYS Tax Bulletin TB-ST-360.
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\\OBSERVING SABBATH
If I and my company observe Sabbath, how do I prepare my booth for the show?
>Please set up your booth on Friday prior to Sabbath. Since your booth will be
unoccupied on Saturday, we suggest a small sign stating that you will be open for
business Sunday morning. We require that you populate your booth with signage,
product brochures and other small giveaways so that your booth does not appear
empty. A small bowl of candy is a good idea as well. You may bring in your products
and organize your booth for sales Sunday morning between 9am and 10am.
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\\SHIPPING MERCHANDISE
How do I get my merchandise to the show?
>There are several options depending on your needs.
1. You may bring your merchandise in the vehicle you are driving. Staff will be
available to help you unload. Fork lifts and pallet jacks are available as well.
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2. You may ship to the show via common freight as long as you have a guarantee that
the truck will arrive at the Arena (show) between the hours of 10am and 4pm Friday to
deliver your merchandise and arrive at the Arena (show) for pick up no later than Monday
between the hours of 9am and 4pm. Trucks arriving outside of this time frame will be
turned away. Merchandise not collected by 4pm on Monday will be sent to our
warehouse at significant expense to its owner. We have strict contractual obligations to
the college for when all materials can be delivered to the venue and when it must be
removed from the premises. We do not recommend this option due to the risk of your
carrier failing to meet the deadlines.
And yes, this problem occurs frequently making this a risky option.
3. You may ship your merchandise to our warehouse prior to the show for a nominal
fee. This gives you the leisure to have your carrier deliver up to a week in advance
without the worry of missing the narrow window for show setup. Your merchandise will
then be delivered to the show by our professional and fully insured warehouse company
and will be waiting for you at your booth by 12 noon on Friday. This service includes
returning your merchandise to the warehouse after the show for pick up by your carrier
up to a week after the event.
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See vendor packet for additional details on shipping and warehousing.
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\\FEDEX, UPS OR SIMILAR SHIPMENTS
Can I ship my merchandise via FedEx, UPS or similar service?
>You can ship these kinds of packages and boxes directly to our warehouse in advance
of the show. For a small fee your merchandise will then be delivered to the
show by our professional and fully insured warehouse company and will be waiting for
you at your booth by 12noon on Friday. When you order this service on line, you will
receive the warehouse shipping address via email.
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Can I ship via FedEx, UPS or similar service directly to the show?
>Sorry- there is no method for the college to accept FedEx, UPS or similar packages for
the show.
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\\UNLOADING & LOADING MERCHANDISE
Can I bring my car or truck into the Arena to unload?
>Yes, the West gate arena overhead door will be open on Friday from 12noon to 7pm to
allow vehicles entry for off loading. Note however there is a strict height limit for trucks. All vehicles wishing access to the Arena must stop at vendor check in and wait for an
available flagman to guide you in. Fork lift service and pallet jacks are available at no
charge.
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\\ARENA SECURITY
What kind of security is provided to protect my merchandise?
>Professional security guards are employed around the clock commencing at 4pm on
Friday through 6pm on Sunday. At 8pm on Friday, all doors that access the exhibit area
will be locked. A security guard will be present the entire night on Friday and Saturday
within the locked exhibit area. When the show is open, security guards will be stationed
at all entrances and exits during show hours on Saturday and Sunday. Roaming
undercover security will also be in attendance during the show hours as well as two
uniformed officers. However, always keep alert and notify security of any concerns. You
are ultimately responsible for merchandise and valuables at your booth. RAC cannot take
responsibility for lost or stolen goods.
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\\BADGES
What are the badges for? How does it work? How many badges do I get?
>The badge is your admission to the show. When you purchase a booth, you will
receive (2) badges per booth. You must submit the names of the people receiving the
badges at the time of order. Names will be accepted by email if you don't know them at
the time of order. If you need more than 2 badges per booth, additional badges are
available for purchase on line. Vendors and exhibitors must wear their badges at all
times. Anyone without a badge will be required to purchase a ticket.
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\\PARKING
Is there nearby vendor parking?
>Yes, there is parking behind the gated area nearest the west overhead door entrance.
This area has limited space and is on a first come basis. There is additional unlimited
parking in the lower lot area closest to Viola Road.
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\\HOTELS
As a vendor, where is the best location to stay?
>There are a wide variety of nearby hotels. Here are some of our favorites.
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CROWNE PLAZA SUFFERN 2.6 mi Use reservation code NEA
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SHERATON CROSS ROADS Permanently Closed
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FAIRFIELD INN by Marriott 6.8 mi
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\\HANDICAP ACCESS
Is there handicap access?
>Yes, all areas are 100% handicap accessible. Handicap parking is available close to the
entrance.
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\\CAMPERS
Is there a place to park my camper?
>Yes, campers are welcome, however there are no hook-ups for campers. Please locate
your camper in the lower parking lot closest to the Viola Rd entrance.
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\\RAFFLE AND DOOR PRIZES
Do I need to donate raffle or door prizes?
>If you are able to donate merchandise as a raffle or door prize, your generosity and
support of NEAF will be greatly appreciated. It is also a great promotional opportunity
for your company as your prize will be highlighted on our website and at the show along
with your company name.
Merchandise valued at $150 of more will be offered as a raffle prize, merchandise valued
below $159 will be offered as a door prize.
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\\TRAVEL OPTIONS
How do I get to NEAF?
>NEAF is held on the college campus of the RCC State University of New York (SUNY)
located at 145 College Road, Suffern, NY. Just 30 min north of NYC, it is easily reached
via the Palisades Parkway to exit 9W. Take NY State Thruway West to exit 14B and then
follow the signs.
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How do I get to NEAF using public transportation?
>Public transportation is available from NYC via train from Penn Station or Bus from Port
Authority. For TRAIN: Take train from Penn Station to Secaucus Junction New Jersey.
From Secaucus Junction take NJ Tarnsit or MetroNorth to Suffern NY station.
For BUS: Take Coach USA/Shortline bus to Suffern, NY. The RCC Campus and the NEAF
Expo is located approximately 4 miles from the Suffern train and bus stations and is 10
min drive via taxi or Uber. The campus address is 145 College Road Suffern, NY.
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What if I'm flying?
>We recommend flying to Newark Liberty International Airport (EWR) as it offers the
easiest access and least traffic to NEAF. From Newark Liberty International, take the
Garden State Parkway to the NY State Thruway West. Take exit 14B and follow the signs.
NEAF is located 46 miles North of Newark Liberty airport with a drive time of
approximately 49 min.
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\\FREE SHUTTLE SERVICE
How do I get from my hotel to the show if I don't have a car?
>Free shuttle service is provided from the Crowne Plaza Hotel to NEAF. Check at the front
desk for shuttle times.
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\\SMOKING
Is smoking or vaping allowed in or around the show?
>NEAF is held on a state run college campus and it has been designated as a smoke free
environment. Cigarettes, pipes, cigars and electronic cigarettes are not allowed on
campus grounds.
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\\ALCOHOLIC BEVERAGES
Are adult beverages allowed or available at the show?
>The show is held on an active college campus. Alcoholic beverages are not allow or sold
on the premises.
\\WEATHER
What happens in the event of bad weather?
>NEAF is held regardless of weather conditions. Sorry, there is not a rain or snow date.
Booths are not refundable regardless of weather conditions.
\\PHOTOGRAPHY
Can I take pictures or videos at NEAF?
>You may take photos and videos throughout the Arena area, however flash photography
and videos are expressly forbidden in the main theater. Photography and video is also
restricted in VIP areas and the theater Green Room.
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\\FOOD
Is there food available at the show?
>Yes. We have both a snack bar and a sit-down cafe offering a wide range of cuisine and
beverage. There is also a wide array of local restaurants for evening dining.
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\\THESE ITEMS ARE PROHIBITED
What can't I bring?
>Drugs, alcohol and firearms. Concealed weapons of any kind are prohibited on the state
operated property. Anyone caught with any of these items will risk having
them confiscated as well as risk being removed from the event by security.
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\\REFUND POLICY
I purchased a booth and now I can't make it, can I get a refund?
>Sorry- there are no refunds. Contact the NEAF team for more information.
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\\STILL HAVE QUESTIONS?
>Email the NEAF team at: NEAFteam@NEAFexpo.com