2020 Northern Virginia Christmas Market Exhibitor's Guide
COVID Edition
A PDF version can be downloaded HERE
Show Management
Events Management Group, Inc. (EMG) P. O. Box 909, Virginia Beach, VA 23451 Tel: (757) 417-7771 Fax: (757) 417-7772 Web site: www.emgshows.com
Time & Location
The Northern Virginia Christmas Market will be held on November 13-15, 2020 at the Dulles Expo Center (DEC), Chantilly, Virginia. (When entering into the area of the Dulles Expo Center, off Willard Road, you will see two buildings. The Northern VA Christmas Market will be held in the building on the RIGHT side of the Dulles Expo Center parking lot.)
The address is: 4320 Chantilly Shopping Center, Chantilly, VA 20153 Phone: Main Office: (703) 378-0910
Hours: Friday & Saturday 10 am - 6 pm; Sunday 10 am - 5 pm
Set-up Times
Thursday, November 12th 2 pm - 10 pm
Friday, November 13th 7 am - 9:45 am (Most load-in doors will lock at 9am.)EMG will not be available on-site for questions prior to Thursday's set-up at 3:00. All of our staff will be diligently working to prepare the hall for your arrival. Please call (757)417-7771 with any questions or concerns
Registration & Check-in
Exhibitors must check in and register at the Show Management Desk by 8:00 am Friday morning at the latest. At this time, you will receive your on-site packet of materials that include name badges, Show Directory, Temporary Retail Sales Tax Forms and other pertinent information. All exhibitors planning to arrive for check-in on Friday morning must notify EMG in advance by Monday, November 9th. Any exhibitor who fails to register by 8:00 am Friday will be replaced by reserve artists and will summarily lose all fees, deposits and right to space and participation in Events Management Group, Inc. shows.
IMPORTANT!!! Upon Arrival at the Expo Center, you may park in the customer lots, and then you will need to enter the building WEARING A MASK before loading in, (Look for our entrance signs) and come to the check in desk at the front of the hall to receive the above mentioned items, and any updated COVID information. We will have lines spaced out for social distancing, so registration will take a bit longer than normal.Loading areas may be congested; therefore, come prepared to load and unload, using your own dollies or hand trucks, from the parking lot. (There are three different entrances into the building to load in.) Porters with large carts are available to assist you. Once your load in is complete Please move your vehicle away from the loading area before setting up. DURING THE SHOW IT IS IMPERATIVE THAT EXHIBITORS DO NOT PARK CARS, RV'S OR TRAILERS IN THE CUSTOMER PARKING LOT. PLEASE PARK IN THE DESIGNATED EXHIBITOR PARKING AREA.
Electric, Telephone & Water
Electric service may be ordered in advance directly through Dulles Expo Center at the price of $95 by clicking HERE. If ordered on-site, the cost will increase to $135+. Likewise, telephone service for processing of credit cards is available by individual order for $195 in advance and $225+ on site. Please contact Dulles Expo HERE for this as well. Food vendors who need access to the kitchen and water early in the morning, must make arrangements through EMG at check-in.
Food Service
It is our tradition to provide you with a complimentary continental breakfast the first day of the show, but due to CoVID mandates we are not allowed to do this. If you are staying at the Holiday Inn, they offer free breakfast Friday-Sunday. Make sure you receive a coupon at hotel check in. No coolers, food or food deliveries can be brought into the exhibition center during show hours when the concessions are open, unless dietary restrictions require bringing food from home.
Booth Set-up/Display Requirements
EMG will provide a properly-sized booth with three sides of 8' and 3' red and white drapery, (no side drapes on corners), a booth sign, Exhibitor badges, heat, general lighting and 24-hour security services. Exhibitors are responsible for providing their own booth structures and shall be liable for delivery, handling, erection and removal of their own display and materials. Show Management must be notified of any changes to table, chair or electrical requests at least two weeks prior to show dates.
Lighting may be attached to pipe and drape. Show Management must pre-approve any heavy booth signs, art, etc. hung from aluminum piping.
Do not use pins, wire or tape on drapery. Table rentals measure 6 foot (24" x 96") or
8 foot (24" x 72".) PLEASE NOTE THAT THESE RENTAL TABLES ARE NOT AS WIDE AS RENTAL TABLES AT OUR VIRGINIA BEACH SHOW! Exhibitors are responsible for covering tables to the floor in an attractive, professional manner. No plastic table coverings are allowed. Exhibitors who ordered tables are responsible for checking tables and table legs before setting up their display.
All displays must be self-supporting and may not interfere or block other exhibits, exit doors or passage ways. BE ABSOLUTELY POSITIVE THAT YOUR DISPLAYS ARE WITHIN THE BOUNDARIES OF YOUR ASSIGNED SPACE BEFORE SETTING UP YOUR INVENTORY. Booth spaces measure 10' x 10' to 10' x 30'. All exhibitor displays and chairs must be kept inside their measured booth spaces, not in the aisle space. No storage boxes shall be exposed inside or outside of exhibits. Each exhibiting artist must be at his/her booth and the booth must be set-up and "open for business" during show hours each day. All aisles must be cleared and boxes, dollies, etc. must be out of sight when doors open at 10 am each day.
At end of Show: Load out will be from 5 pm until 11 pm Sunday night. Artists must leave their space in the same condition in which it was delivered.
**UNDER NO CIRCUMSTANCES SHALL EXHIBITORS START PACKING OR LEAVING BEFORE 5 PM SUNDAY. ANY EXHIBITORS NOT COMPLYING WITH THIS POLICY WILL BE SUBJECT TO REMOVAL FROM FUTURE SHOWS AND FORFITURE OF ALL FEES PAID. SHOW STAFF WILL BE MONITORING THE EXHIBIT HALL ON SUNDAY FOR COMPLIANCE WITH THESE REQUIREMENTS.
Fire Safety (New Rules – See Below)
You must have individual approval from EMG, Inc. and the Fire Marshall for open flames, i.e.: burning candles or oil lamps. Contact Show Management for regulations and approval. All drapes, curtains, table coverings, skirts, carpet or any materials used in booth display must be fire proofed and conform to city fire codes and regulations. For electrical safety requirements, please see the enclosed Fire Marshal Rules and Regulations. Your electric connections will be checked during the Fire Marshal inspections Friday morning and non-compliant booths will not be allowed to open.
Inventory, Shipping & Handling
Our decorator, Hale Northeastern, Inc., will handle any shipping of exhibitors' inventory to and from the Dulles Expo Center. Call them at (716) 896-6170. They will mail necessary forms directly.
Deliveries of merchandise during the course of the show should be directed to your hotel or place of residence. Neither EMG, Inc. or the Dulles Expo Center will be held responsible for deliveries that come to the Exhibit Hall.
Exhibitor Parking
Exhibitors must check with Show Management at check-in regarding exhibitor parking and trailer drop-off. No trailers will be allowed in the front parking lot except during set-up and breakdown.
Signs & Badges
Each artist will be provided with booth signage listing the artist's name, hometown, and booth number. This sign should be displayed on your booth so that someone facing the front of the booth can readily see the sign. Signs offering sales, discounts or closeouts are not allowed in exhibits. The cost of badges for one Exhibitor and three accompanying assistants are included in booth space fees; Up to two additional name badges may be purchased for $7 each. These badges are for assistants who are actively working in a booth. Names must be written on the badges at Registration. Exhibitors with blank badges will not be admitted into the show. Exhibitors must wear their Face Mask and badge at all times while in the exhibition area. Relatives (including spouses and children over the age of twelve) and friends will not be allowed into the show without a badge or a ticket purchased from the Box Office. Exhibitors may leave assistant's badges at the Management Desk.
Work on Display
Only works of art created by the artist and accepted as an exhibitor may be displayed or offered for sale at the Northern Virginia Christmas Market.
NO BUY/SELL MERCHANDISE IS TO BE SOLD BY ANY EXHIBITOR UNLESS AUTHORIZED BY SHOW MANAGEMENT IN ADVANCE.
Work must be comparable in size, style and quality to the work pictured in slides/photos submitted for jurying. Show Management will review the show beginning Friday morning and will intermittently monitor booth content throughout the weekend. Show Management reserves the right to exclude from exhibition and sale any non-conforming work as determined by the application, criteria and/or the Event Director. All decisions of the Event Director are final.
No artist may let or sublet their booth either entirely or partially, with or without charge.
Restocking & Cleaning Booth Time
The exhibition hall will be open Saturday and Sunday at 9 am for exhibitors to restock and clean booth areas. UNDER NO CIRCUMSTANCES SHALL EXHIBITORS BE ALLOWED INTO THE EXHIBIT HALL BEFORE THE ABOVE HOURS OR AFTER THE SHOW CLOSES FOR THE EVENING.
Security
Security guards will be provided 24 hours a day. However, the exhibitor is responsible for any loss, theft, breakage, damage by fire or personal injury within their rented space. Exhibitors solely are responsible for the security of their exhibits and equipment. Do not leave money boxes, sales receipts, or other valuables in your unattended booth during or after show hours. Report all incidents of theft or matters of a suspicious nature to Show Management immediately. Also, solicitation or photography of booths by exhibitors, customers or others will not be permitted during show hours. Exhibitors are not to enter or inspect merchandise in any unattended booth. Security will be posted at the back doors to ensure that the doors are properly secured during all show hours.
Please turn in any "lost and found" items to Show Management. Security guards will be present to protect you and your work. Please treat them with respect and appreciation.
Door Prize Certificates
Normally EMG offers a daily drawing of a $100 gift certificate to show attendees who fill out a registration slip upon entry. We are not sure if we will be able to do this presently, but we will update you at registration. If we do find a COVID-friendly way to do this – the gift certificate can be used by the patron toward the purchase of an item from any exhibitor in the show. If you receive one of these certificates from a customer, EMG will reimburse you the face value of the certificate. Simply come to the management desk & present it for reimbursement.
Return Tickets
Due to COVID limited admission requirements, return tickets may be given out on a limited basis. If your customer needs to return to pick up something you are customizing for them, OR needs to take a large purchase to their vehicle, we will find a way to get them back into the building. Please check with Show management at registration for details
Directions to the Dulles Expo Center
From Baltimore: I-95 to I-495 to Northern Virginia; Rt. 267 (Dulles Toll Rd.) to Rt. 28 S; one mile past Rt. 50 make a left on Willard Rd; make another left into Chantilly Shopping Center and Dulles Expo Center. Show is located in the South Hall on the right side of the parking lot.
From Frederick, MD: I-270 to I-495 to Northern Virginia; Rt. 267 (Dulles Toll Rd.) to Rt. 28 S; make another left into Chantilly Shopping Center and Dulles Expo Center. Show is located in the South Hall on the right side of the parking lot.From Richmond: Take I-95 North to I-495 North Tysons Corner (Exit 170B). Stay on I-495 approximately 12 miles to Exit 49A I-66 West Vienna/Front Royal. Stay on I-66 West for approximately 12 miles to Exit 53 B Rt. 28 North. Stay on Rt. 28 North for approximately 3 miles. Turn right on Willard Road. Take left into Chantilly Shopping Center and Dulles Expo Center. Show located in the South Hall.
*** Alternate route from Richmond to avoid beltway traffic - Take I-95 to Exit #152 Dumfries/ Manassas (Rt. 234); follow all signs to Rt. 28 N (Sully Rd.); 3-1/4 miles past I-66 overpass turn right on Willard Rd., make left into Chantilly Shopping Center and Dulles Expo Center. Show is in the South Hall on the right side of the parking lot.
From Manassas: Rt. 28 N (Sully Rd.); 3-1/4 miles past I-66 overpass turn right on Willard Rd., take left into Chantilly Shopping Center and Dulles Expo Center. Show is in the South Hall on the right side of the parking lot.
From Leesburg: Rt. 267 (Dulles Toll Rd.) to Rt. 28 S; one mile past Rt. 50 make left on Willard Rd.; make another left into Chantilly Shopping Center and Dulles Expo Center. Show is in the South Hall on the right side of the parking lot.
Hotel & Camping Accommodations
Events Management Group, Inc. has made arrangements for special group rates with the hotel listed below that are within close proximity to the show site.
*****IMPORTANT! When calling for reservations, please identify yourself as a Northern Virginia Christmas Market Exhibitor and use Group Code C7B
EXCELLENT LOW RATE FOR THE NOVA/WASHINGTON DC AREA!
As of 10/28/20 there are plenty
of rooms available!Holiday Inn Select - Chantilly - Dulles Expo Center, 4335 Chantilly Shopping Center, Chantilly, VA 20151. Rate: $71 + tax King or Double. & includes hot breakfast for 2 Fri-Sun.
For on-line reservations click HERE or call 703-815-6060
Be sure to use group code C7BDue to the buying power of web services like Priceline, Kayak and Hotels.com, we often find our exhibitors can find cheaper rates online. Therefore we recommend using those services if the listed hotels are unavailable.
Camping Facilities: Due to very strict zoning restrictions in Fairfax County, no campers, RVs, etc. may stay overnight in the Dulles Expo Center parking lot. Exhibitors with RVs must stay in one of the area campgrounds listed below:
- Lake Fairfax Park, Reston (703) 757-9242
- Bull Run Regional Park, Centreville (703) 631-0550 (9 miles from Dulles Expo Center), 7700 Bull Run Drive, Centreville, Virginia 20121 - Website: http://www.nvrpa.org/bullruncamp.html#bullrunfamily - Email: bull_run@nvrpa.org
- Burke Lake Park - Fairfax Station (703) 323-6600 - 7315 Ox Road, Fairfax Station, Virginia - Website: http://www.fairfaxcounty.gov/parks/lakefront.htm - Email: parkmail@fairfaxcounty.gov
- Lake Fairfax Park - Reston - (703) 471-5415 - 1400 Lake Fairfax Drive, Reston, Virginia - Website: http://www.fairfaxcounty.gov/parks/lakefairfax - Email: parkmail@fairfaxcounty.gov
- Pohick Bay Regional Park - Lorton - (703) 339-6104 - 6501 Pohick Bay Dr., Lorton, 22079 - Website: http://www.nvrpa.org/pohickcamp.html#pohickfamily - Email: info@nvrpa.org
Porters Work for Tips
Porters, working for tips, will be available during Thursday set-up only and Sunday night breakdown. Sign up for their services at check-in and on Sunday afternoon when your packing is complete. Please be fully packed before bringing your vehicle to the loading dock area for the quickest and easiest load-out. These are a great bunch of guys -mostly college students. Be sure to tip well and treat them with respect. If you have any questions regarding tipping please ask at the management desk.
Emergency Contact
In the event of an emergency during the show weekend, exhibitors and/or assistants may be contacted through Events Management Group at 757-417-7771. Please make this phone number and the phone number of your hotel or host in the Northern Virginia area available to anyone who may need to contact you or your staff in an emergency.
Also – we try to get two different phone numbers from each exhibitor to be able to reach you in the event of a change we need to communicate. Be sure to check to see if we have two phone numbers where you can be reached before Showtime.
Cancellation & Withdrawal
An accepted application is a commitment to the show. No refunds will be granted for show deposits or cancellation within 90 days before show dates. Deposits and payments are not transferable to another Event. Exhibitors who must cancel should inform Events Management Group immediately, both verbally and in writing, of their cancellation, which will constitute a confirmation not to show. Exhibitors who do not show and do not cancel will not be reinvited. Last minute cancellations, vehicle breakdowns or other delays should be reported to Show Management immediately (757) 417-7771.
Insurance & Limitations of Liability
Exhibitors are encouraged to insure their property against the risks of fire, theft, burglary, breakage and leakage, and water damage as well as the risks of transport into and from the event site. Neither Events Management Group, Inc., Dulles Expo Center, nor the Northern Virginia Christmas Market will be liable to any exhibitor or any person for any damage or loss whatsoever, arising from any cause.
Sales Tax, Laws & Facility Policies
Virginia State Retail Sales Tax is applicable to all sales at the Northern Virginia Christmas Market. The current tax rate is 6% of the retail price. Each exhibitor is responsible for recording, collecting and paying current Virginia sales taxes on all sales made during the show. Temporary Virginia Retail Sales Tax Forms and Sales Tax Charts will be distributed to all exhibitors at Registration. A Fairfax County Business License is not required to conduct business in this show facility. All pertinent fire codes, laws, ordinances and regulations pertaining to health, fire prevention and public safety shall be strictly obeyed and enforced. No alcoholic beverages of any type are allowed in the event or on facility grounds. There will be no pets or smoking in the exhibition center. Lighted candles, wicks, incense, straw, hay bales or live Christmas trees or greenery are prohibited.
Special permission can be obtained from the Fire Marshall through Events Management Group to burn candles but under strict provisions. Call our office if you must burn oil or wick candles in your booth for the request forms.
No exhibit shall have a roof system that would impede the fire sprinkler system in any way. No spraying or use of chemicals, such as lacquer, paint, stain, etc. is permitted inside the exhibition center. Helium balloons are prohibited. ALL FOOD VENDORS MUST BE APPROVED BY THE DULLES EXPO CENTER AND HEALTH PERMITS MUST BE OBTAINED THROUGH THE FAIRFAX HEALTH DEPT. Forms are mailed/e-mailed separately to individual food vendors by EMG.
Northern VA Weather in November
Temperatures in Northern Virginia during the month of November are generally in the mid 40's to low 60's. It can also be rather wet and rainy; therefore, bring rain gear and protective coverings for set-up and breakdown.
Advertising, Marketing & Promotion
Advertising will be included in all major area news media including The Washington Post, Washington Times, all regional home delivered weekly newspapers, radio, television, direct mail, as well as flyer and post card distribution to individuals and local businesses. Press releases will be sent to local, regional, and national media resources.
IMPORTANT! A limited postcards and flyers are still available for exhibitors to mail or give out to their customers prior to show time. Help us promote our show by distributing this material to workplaces, churches, schools, offices, stores, other shows, etc. Exhibitors see great results in increased sales by sending out postcards to their former customers two weeks before show time. Call our office at (757) 417-7771 to order more postcards or flyers.
Enclosed Maps & Other Information
The Northern Virginia Christmas Market takes place in Chantilly, Virginia, which is located in the Fairfax County area of Northern Virginia, the heart of one of the most affluent and fastest growing regions in the country.
We have included a list of local restaurants, businesses, and other services exhibitors may need during their stay in Northern Virginia. For those using air travel, Dulles International Airport is just seven miles away from the show site.
Business Services & Special Needs
AUTO SERVICE
- Chantilly Automotive - (703) 471-0555
- Chantilly Auto Repair Service - (703) 802-2277
- GNC Towing Service - (703) 263-2742
BANK
- Bank of America - Sully Plaza on Rt. 50 Lee Jackson Hwy., just past Courtyard Marriott
BUSINESS & OFFICE SUPPLIES
- Home Depot - Lee Hwy. (Rt. 29) & West Ox Rd.
- Office Depot - Lee Hwy.(Rt. 29) & West Ox Rd. (703) 591-1700
- Staples - 13653 Lee Jackson Hwy (Rt 50) (703) 263-9731
- Total Crafts - 13653-B Lee Jackson Hwy (Rt 50) (703) 817-0770
- NC Print - (703) 378-0020 (Near Dulles Expo Center)
CAMPING FACILITIES
- Lake Fairfax Park, Reston - (703) 757-9242
- Bull Run Regional Park, Centreville - (703) 631-0550 (9 miles from the Expo Center)
Craft Supplies
- Michael’s - 24630 Dulles Landing Dr, Unit 140, Dulles, VA 20166 - (571) 367-7439
- A.C. Moore - 9650 Main St., Fair City Mall, Fairfax, VA 22031 - (703) 828-2458
DULLES EXPO CENTER
4320 Chantilly Shopping Center
Chantilly, VA 20151
Main and Show Office: (703) 378-0910
FAX: 703-378-2080
EVENTS MANAGEMENT GROUP, INC.
P. O. Box 909, Va. Beach VA 23451
(757) 417-7771 FAX (757) 417-7772
During Show Hours: (757) 417-7771
Emergency (Linda's Cell Phone): (757) 438-7348Steve Jahnke - Show Promoter
Erin Estes – Show Coordinator
FLORISTS
- Mille Fleur (703) 631-0370
- Flower Gallery (703) 378-4007
GROCERIES
- Shopper’s Food Warehouse-Sully Plaza Rt.50, Lee Jackson Hwy. (just past Courtyard)
GYM
- Olympus Gym, Chantilly, VA (703) 378-1155
HEALTH DEPARTMENT -
- David Lawrence (703) 246-2461
LOCKSMITH
- AA Locksmith (703) 521-4990
MEDICAL CENTER
- Chantilly Medical Center (703) 968-7277
MOVIES
- Centreville Multiplex Theaters - Rt. 28 Worldgate Dr., Herndon (703) 318-9290
PHARMACY
- CVS Pharmacy - Sully Plaza, Chantilly
SHOPPING
- Fair Oaks Mall 117850 Lee Jackson Highway, Fairfax, VA (Rts. 50 & 66)
- Target - Sully Plaza, Chantilly
- Walmart - Chantilly Shopping Center (571) 392-3081
TRANSPORTATION
- Taxis - Red Top Cab Co. 703-934-4444 (Fairfax area’s main taxi cab service)
- Car Rental - Hertz (800) 654-3131, Budget (800) 527-0700, Avis (800) 331-1212
EVERYTHING ELSE*
- WALMART! - (Across Parking Lot from Dulles Expo)
4368 Chantilly shopping Center, Chantilly,
(571) 392-3081
