VENDOR GUIDELINES
HOW TO APPLY
1. Visit the HVCCDE Shows page.
2. Select the show that you wish to participate in.
3. Download the Vendor Agreement from the show's page.
4. Read the agreement thoroughly.  Complete the applicable fields and sign.
5. Send your agreement in to HVCCDE with payment to the following address:
HVCCDE
P.O. Box 1432
Dover, DE 19903-1432
   
Questions?
Contact us here.

Thank you for your interest in being one of our car show vendors!  Here you will find general guidelines for being a vendor at an HVCCDE show.  This page is intended to help potential vendors understand the selection process used by HVCCDE for each of our shows.  Additional rules and requirements can be found in the show's vendor agreement (specific to each show), which can be found by following the steps in "How to Apply" at right.  Please read over these at your leisure and, if you have any further questions, please do not hesitate to contact us!

Requirements for Participation
The Board of Directors of the Historical Vintage Car Club of Delaware strives to produce some of the best car shows anywhere in the Tri-State area.  Therefore, we must insist on adherence to the following requirements with regard to all vendors who participate in our shows:

Primary Merchandise Vendors:  Primary Merchandise Vendors will be given preferential consideration in all HVCCDE shows.  In order to be considered a primary vendor, products or services offered must be relevant to the automotive field.  Examples include, but are not limited to:
- Automotive Memorabilia, Parts, Accessories
- Automotive Themed Art
- Transportation Themed Merchandise, Art, Clothing, etc.
- Automotive Field Businesses (Repair Shops, Specialty Services, Dealerships, Parts Stores, etc.)
- Specialty Businesses (Garage Floor Coatings, Garage Storage Solutions, Paving and Sealcoating, etc.)
   
Secondary Merchandise Vendors:  Vendors of items which do not meet the criteria for Primary Merchandise Vendors will be considered by the HVCCDE Board of Directors for larger shows where vendor space restrictions do not apply.  Vendors who are determined to be Secondary Merchandise Vendors by the HVCCDE Board will be notified accordingly.  IF the show venue allows for additional space requirements, Secondary Merchandise Vendors will be considered on a first come, first placed basis.
   
Food Vendors:  There are no restrictions on the types of food vendors that may be permitted to participate in our shows.  Food vendors must comply with all Health Department laws and regulations which apply to the operation and vending of food.  It is the responsibility of the vendor to acquire and maintain all appropriate certifications and inspections required by State and Local law.
   
Charity / Non-Profit:  Organizations supporting local charities or causes may be included as vendors.  All organizations must be Delaware based (applies to this category only).  Examples include, but are not limited to:
- Local Lions Clubs
- Veterans Homes
- VFW's / Legion Posts, etc.
- Local Scout Troops
   
Supporting Organizations:  Supporting organizations for show beneficiaries may be included as vendors.  An example of this would be a hospice care service setting up an information table at a show benefiting a Veteran's home.  The HVCCDE Board will make a determination with the show's beneficiary organization as to which vendors will be permitted to attend.
   
All applicants must provide detailed information on what merchandise they wish to sell, or which organization they wish to support.  HVCCDE Board will consider all entries.  As a part of the planning process of each show, HVCCDE and the host venue will agree upon a maximum number of vendors which will be permitted to attend based on location, logistics considerations, and available space.  HVCCDE will not exceed the number of vendors which has been agreed upon with the host venue, and will attempt to balance different types of vendors (listed above) as evenly as possible.  HVCCDE can not guarantee that all vendors (regardless of category) will be selected for shows.

Rules for Participation
In addition to the rules and requirements outlined in the show's vendor agreement (available on the show's page of this website), all vendors are expected to adhere to all rules that apply to the show in which they are participating.

HVCCDE has the right to exclude any product, media, or on-site exhibit that is not consistent with the Club's guidelines.

Vendors must maintain an active display for the duration of the show as advertised.

Vendors will be permitted to set-up and tear-down at specific times before and after the show respectively.  Specific guidelines for set-up and tear-down will be provided by HVCCDE prior to the show.

Acceptance and Placement
You will be notified within two weeks of receipt of your application IF there is an issue or concern with your application.  Otherwise, you should plan to participate in our show, and you will receive confirmation with additional information on setup locations and load-in times.

Note:  Cashed checks serve as a preliminary acceptance as a participant.  Applicants who are denied space at the show will have their checks either destroyed or returned to them as they wish.

Manning your Sales
Acceptance to the show requires a full day of exhibit.  It is the vendor's responsibility to have their booth presided over at all times from the beginning to the end of the show's advertised hours.

All vendors are responsible for tables, chairs, drapes, stanchions or any other equipment required for the utilization of their assigned space.  HVCCDE will not provide this equipment.  Excessively loud generators are not permitted.

Vendors may not extend displays beyond their assigned area.  All sales, demonstrations, discussions, or other activities (such as the distribution of literature or giveaways of any kind) must be confined to the vendor's assigned space.  Inflatable displays must be disclosed in advance with a photograph, and are subject to approval by HVCCDE.  Vending is permitted only from the assigned location.  No roaming sales or passing of sales literature is allowed at HVCCDE shows (excludes car show flyers).

Additional Requirements
Additional rules and requirements are outlined in detail in our Vendor Agreement.  Please see the instructions at the top of the page for downloading a vendor agreement for the show you wish to participate in.  Agreements are specific to each show.

 
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