Accepted/Wait List Exhibitors FAQs

Where am I on the wait list? What are the chances I will be called off the wait list?
We call artists off of the wait list by category and there is no accurate way for us to tell whether you will be called off the list. The first round of calls off of the wait list will be made just after the confirmation deadline for artists who were invited initially. Other calls will be made as cancellations come in. There may be a final round of calls made in the days just before the show based on booth availability and predicted weather conditions.

 

BOOTH INFORMATION

I submitted a booth request, will you be able to accommodate me? I exhibited with you before, will I be able to get the same booth location?
We do our best to accommodate any booth requests made, however we do not guarantee that we will be able to do so.

Is electricity available?
Due to the outdoor location and changes made to the area, we cannot guarantee electricity at any of our booths even if that location had electricity in a prior year, but we will do our best to accommodate your request. If you MUST have electricity, please come prepared to provide your own if your space does not have it available. No extension cords may be run across any walkways or hung overhead. If you bring a generator please be considerate regarding noise levels and emissions.

When and how will I be notified of my booth location?
Layout for the show is usually completed by the end of April, so please check your Zapplication account the first week of May to find out your booth location.

 

SET-UP

When is set-up?

Set up and check in for the show begins on Thursday around 1:00 p.m. and will continue until 5:00 p.m.  Summerfair staff and volunteers will be working on the grounds prior to that time, please be respectful of Summerfair volunteers and other artists. Set up and check in will continue on Friday morning beginning at 7:30 a.m. and we ask all artists to be ready to go by 12:00 p.m. on Friday. The show opens at 2:00 p.m. Friday.

What if I get there before 1:00 or after 5:00 on Thursday, can I get on the grounds to set up?

Prior to 1:00 on Thursday artists will not be permitted onto the grounds for set up due to preparations being made by Summerfair staff and volunteers. You may get onto the grounds after 5:00 p.m. but there will not be anyone available to direct you to your location and you will need to pick up your exhibitor packet from check in on Friday.

Do I need to tell you that I plan to set-up on Thursday?
No. You can just show up on whichever day works best for you. Please do make sure you come to the correct gate for entry. All of the interior ‘roads’ are one way and if you come to the wrong entry gate you will need to go back out to the main street and come back in the correct gate.

I have a very large/tall truck, do I need to notify you before I arrive?
We so appreciate knowing that in advance of set-up.

Which gate should I come in? Where do I park? Is there a place to leave my trailer, large truck, etc?
Based on your booth location you will either come in the West Gate (closest to I-275) or the East Gate (through the main entrance to Coney). If your booth number begins with 19 – 23 or 26 – 37 come in through the West Gate. If your booth number begins with 1 – 18, 24 or 25 come in through the East Gate. All ‘roads’ inside the show area are one way, please do NOT exit the same way you came in. Everyone will exit out Blue Lagoon, which runs west only, along the river and comes out at the bottom of the West parking lot where you may leave any trailers or extra vehicles during the show.

What do I do if there is a problem with my booth location?
Please find a green shirt with a radio and bring it to their attention, they will contact the Exhibitor Relations committee member on the grounds. You may need to be patient until someone from Exhibitor Relations is able to assist you. We will have your information and will get to you as quickly as possible. If the issue is a tree or low hanging branch, please do NOT cut the tree in any way.

Can I get assistance with setting up or tearing down my booth?
Unfortunately, there are not enough Summerfair volunteers available for us to offer this service. Occasionally individual members know someone who may be willing to assist you, please contact Exhibitor Relations via email if you are interested in this.

 

MISCELLANEOUS

Something has come up and I cannot attend the show, am I able to send an assistant to work my booth?
As stated on our application, Summerfair requires the artist to be at the show. If you are unable to do this, please do not accept your invitation to exhibit.

Are pets permitted at the show?
Coney Island does not allow animals on the grounds with the exception of service animals.

May I sleep in my trailer on the grounds?
Coney Island does not permit anyone to stay on the grounds at night.