Expo Exhibitor Kit

LONG ISLAND EXPO exhibitor DETAILS

Wicked Gluten Free Long Island Expo
Sunday, May 5th, 2024, 10am-4pm
David S. Mack Sports & Exhibition Center
245 Hofstra University
Hempstead, NY 11549

  • Booths – all booths are 10’x10′ and include pipe and drape, one 6′ table, and 2 chairs. You can hang anything you want on the sides and back of the booth. Just make sure that whatever you bring doesn’t exceed your space. You are permitted to bring an extra table or two of your own, as long as it all fits into your booth. Tablecloths/skirts are not included for the Long Island Expo. 
  • Electricity – If you will need electricity for your booth, you must purchase it at the time of registration. We cannot guarantee it otherwise. If you purchased electricity, you will need to upload details about your electrical items to this link at least 2 weeks prior to the expo.
  • For Exhibitors/non-exhibitors shipping samples and/or booth materials prior to the Long Island expo. You may ship your items 3 weeks before the event or less. 

Shipping Address:

Avatar Relocation
Att: 24-128
445 Sills Road, Unit J
Yaphank, NY 11980

Make sure your shipment contents are also CLEARLY labeled. Examples:

  • Attention: Cookies for Wicked Gluten Free Expo Sample Booth
  • Attention: Samples for Early Bird Tote Bags
  • Attention: Materials for Angie’s Gluten-Free Cake Company Booth 

Avatar Relocation Phone: 631-244-86876

Avatar Shipping/Receiving Hours:
Monday-Friday, 9:00 AM to 5:00 PM (Closed 12:00 Noon to 1:00 PM for lunch)

Avatar Warehouse Contacts:

Cinthya Sanchez > 631-775-9821 / Sanchez@AvatarRelo.com

Bill South: 631-775-9827 / South@AvatarRelo.com

  • Booth numbers for Long Island will be emailed in April 2024
  • Expo hours are 10am-4pm
  • Load in for Long Island  – Venue is open for load-in on Saturday 5/4/24 from 12pm-5pm and at 7am on Sunday morning. The venue does have a loading dock, and we are renting a pallet jack for Saturday and Sunday. Load-in details for Philly and Boston South Shore will be sent in June.
  • Break Down You may not break down your booth until the expo is over. If you run out of samples, just stick around and chat with attendees, take orders, hand out coupons, etc.
  • Exhibitor Name badges– upload your name badges to this link. 4 badges max per booth. Cutoff for uploading your names is 4/20/24. If you do not upload your badges by the cutoff, you will still receive exhibitor badges; they just won’t have your name(s) on them.
  • Deluxe Influencer Swag Bags – Our influencers with the largest followings will receive a specially colored tote bag and map at the expo.  If you pay for a “Standard Booth,” you will be included on the map. Be prepared to meet, chat, and/or give a small or full-sized sample to each!
  • COI – all exhibitors must submit a current certificate of insurance naming Gluten-Free New England DBA Wicked Gluten Free as additional insured. Here’s what’s needed for the COI: Gluten-Free New England DBA Wicked Gluten Free 7 Watson Dr. West Simsbury, CT 06092 Click here to upload your COI.
  • Temporary Food Permits for Long Island:  For Long Island only,  all permits, application, payment, and any required documentation must be sent directly to us. Scroll down for the link to upload your completed application and to submit payment.
Food Permits – IMPORTANT!
Food permits are to be completed and submitted to us – not the Nassau County Health Dept. We are required by Nassau County to submit all food permits by April 15th. 
Do I need a permit, and if so, which one?
  • If you are handing out pre-packaged samples (pretzels, pasta, cookies, etc.) you do not need any permit at all.
  • If you are only selling prepackaged items and not sampling at all, you do not need a temporary food permit.
  • If you are sampling wine or beer, you are not required to have a food permit, but you must apply for a Temporary Liquor Permit. The venue has a liquor permit, but they are requiring this anyway. We pushed them on it, and they would not bend. If you plan to sell beer or wine, you’ll also have to get a Marketing Permit. You can apply for these permits directly with Nassau County.
Food Permit If you are preparing/heating/mixing any food at all (sandwiches, bowls, pancakes, pizza blenders, ovens, toaster ovens, hot plates, warmers, etc.) you are required to have a temporary food permit. When you click on the link(above), scroll all the way down to “Food Vendor Application for Temporary Event” and “Temporary Food Event Vendor Minimum Requirements.”

Sample Permit
If you are pouring snacks into a bowl for sampling, cutting up cookies, brownies, breads, or sampling beverages, you are required to complete the regular temporary food permit application, but you are not required to follow the Temporary Food Event Vendor Minimum Requirements. In the menu section of the application, write sampling only; no food prep.

UPLOAD ALL FOOD AND SAMPLING PERMITS & PAYMENTS using THIS LINK
  • Free tickets – all exhibitors will receive a pair of free paper tickets to raffle or give away. The tickets will be mailed in February. Here is the link to upload the winner of your giveaway, if you choose to do one. Winners don’t need the paper tickets to enter the expo. We’ll add their uploaded names to our VIP list.
  • Hotel link – Room block has been secured at at Marriott Courtyard Westbury, NY at a rate of $249. Definitely the cheapest around, and they’ll waive the parking fee for us as well. The $249 rate is locked in for Friday night, 5/3/24 and Saturday night, 5/4/24.  If you will be staying over on Sunday evening (5/5/24), the block rate for Sunday night only is $169. Must reserve by April 5th to get the discounted rate(s)
    Here’s the link to reserve. 

Parking and Load-in – IMPORTANT

The Long Island Marathon is happening on Sunday, 5/5/24, adjacent to Hofstra University. This will affect your route for access to the event. See map.

  • You may load in on Saturday 12-5 or on Sunday starting at 7am or a little of both.
  • There is an overhead door available at the rear of the venue. You may also load-in through the front entrance.
  • No parking in the lot behind the venue unless you’re actively loading/unloading. This is a Hofstra staff lot.

Saturday: Enter via the Earle Ovington entrance or California Ave entrance.
Sunday: Enter via the California Ave. entrance.

philadelphia EXPO exhibitor DETAILS

Wicked Gluten Free Philadelphia Expo
Saturday, September 7th, 2024, 10am-4pm
Greater Philadelphia Expo Center
100 Station Ave. Oaks, PA 19456

  • Your Booth– all booths are 10’x10′ and include pipe and drape, one 6′ table, 2 chairs, and table skirt. You can hang anything you want on the sides and back of the booth. Just make sure that whatever you bring doesn’t exceed your space.
  • Booth numbers will be sent out in early August.
  • Expo hours and Load-In Expo hours are 10am-4pm. Venue is open for load-in on Friday 9/6/24 from 12pm-5pm and at 7am on Saturday morning. You can load in on Friday, Saturday, or a little of both.
  • Electricity and WIFI can be purchased directly from the venue. Electricity is $135 per drop. WIFI is $25 for the day. Electricity forms will be emailed closer to the date of the expo. (we do not control the prices of these services, unfortunately)
  • Break Down You may not break down your booth until the expo is over. If you run out of samples, just stick around and chat with attendees, take orders, hand out coupons, etc.
  • Exhibitor Name badges– upload your name badges to this link. 4 badges max per booth. Cutoff for uploading your names is 8/25/24. If you do not upload your badges by the cutoff, you will still receive badges, but they’ll just say “exhibitor.”
  • Deluxe Influencer Swag Bags – Our influencers with the largest followings will receive a specially colored tote bag and map at the expo.  If you pay for a “Standard Booth,” you will be included on the map. Be prepared to meet, chat, and/or give a small or full-sized sample to each!
  • COI – all exhibitors must submit a current certificate of insurance naming Gluten-Free New England DBA Wicked Gluten Free as additional insured.  Here’s what’s needed for the COI: Gluten-Free New England DBA Wicked Gluten Free 7 Watson Dr. West Simsbury, CT 06092 Click here to upload your COI
  • Temporary Food Permits
    • If ours is the only food event in Montgomery County, PA in which you will be participating in 2024, you do not need a temporary food permit.
    • If you are participating in other food events in Montgomery County PA leading up to our expo in September 2024, you may need temporary food permit. Email us about it.
  • Free tickets – all exhibitors will receive a pair of paper tickets to raffle off or give away. The tickets will be mailed in June. Here is the link to upload the winner of your giveaway, if you choose to do one. Winners don’t need the paper tickets to enter the expo. We’ll add their uploaded names to our VIP list.
  • Hotel A block of rooms has been reserved at the Hilton Garden Inn Oaks, PA. It’s less than a mile from the venue. Reservations must be made by 8/1/24 to get the discounted rate. Click here to reserve. 
  • Got questions? Email me!  abby@wickedglutenfree.com
  • Shipping booth items, pallets, etc to the Philly expo? You will receive an Exhibitor Kit from General Exposition Services prior to the Philly expo with shipping details, booth upgrades (like carpet, shelving, etc) and more.

boston south shore EXPO exhibitor DETAILS

Boston South Shore Expo
Saturday, October 26th, 2024, 10am-4pm
Starland Sportsplex & Fun Park
637 Washington St. Hanover, MA 02339

  • Your Booth– all booths are 10’x10′ and include pipe and drape, one 6′ table, tablecloth, two chairs, wastebasket, and booth sign. You can hang anything you want on the sides and back of the booth. Just make sure that whatever you bring doesn’t exceed your space. About 6 weeks before the expo, you will receive an email from Capital Conventions with options to add items to your booth like extra tables and furniture, carpet, etc. Renting an extra table isn’t cheap; you are permitted to bring an extra table or two of your own, as long as it all fits into your booth.
  • Shipping samples, booth materials etc.– you can ship everything to Capital Conventions prior to the expo. (this is not required – mostly for those who have booth materials, samples, coming from further away, etc.) Your shipments must be received by Capital Conventions between 10/1/23-10/17/23. Capital Conventions has a loading dock with a lift gate. Address for shipping:

Exhibitor Name & Booth # (if available)
For: Wicked Gluten Free Expo
c/o Capital Convention Contractors
153 Northboro Road – Suite 6
Southborough, MA 01772

  • Free tickets – all exhibitors will receive a pair of free tickets to raffle or give away. The tickets will be mailed shortly. Here is the link to upload the winner of your giveaway, if you choose to do one. Winners don’t need the paper tickets to enter the expo. We’ll add their uploaded names to our VIP list.
  • Hotel link TBA
  • Got questions? Email me!  abby@wickedglutenfree.com
  • Booth numbers will be sent out in early October.
  • Expo hours are 10am-4pm. Venue is open for load-in on Friday 10/25/24 2pm-7pm, and at 7am on Saturday morning.
  • Electricity – If you will need electricity for your booth, you must purchase it at the time of registration. We cannot guarantee it otherwise. If you purchased electricity, you will need to upload details about your electrical items to this link at least 2 weeks prior to the expo.
  • Break Down You may not break down your booth until the expo is over. If you run out of samples, just stick around and chat with attendees, take orders, hand out coupons, etc.
  • Exhibitor Name badges– upload your name badges to this link. 4 badges max per booth. Cutoff for uploading your names is 10/7/23. If you do not upload your badges by the cutoff, you will receive generic “exhibitor” badges.
  • Deluxe Influencer Swag Bags – Our influencers with the largest followings will receive a specially colored tote bag and map at the expo.  If you pay for a “Standard Booth,” you will be included on the map. Be prepared to meet, chat, and/or give a small or full-sized sample to each!
  • COI – all exhibitors must submit a current certificate of insurance naming Gluten-Free New England DBA Wicked Gluten Free as additional insured. (For now, our parent company is still Gluten-Free New England.) Here’s what’s needed for the COI: Gluten-Free New England DBA Wicked Gluten Free 7 Watson Dr. West Simsbury, CT 06092 Click here to upload your COI
  • Temporary Food Permits
  • Free tickets – all exhibitors will receive a pair of free tickets to raffle or give away.  Here is the link to upload the winner of your giveaway, if you choose to do one. Winners don’t need the paper tickets to enter the expo. We’ll add their uploaded names to our VIP list.
  • Hotel link – TBA
  • Got questions? Email me!  abby@wickedglutenfree.com

 

 

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