Competitor Group, Inc.

VeloSwap Providence – Exhibitor Information

Reserve a Booth

Event Information

  • Date: October 8&9, 2011
  • Location: Roger Williams Park, part of the Providence Cyclocross Festival- [ map/directions ]
  • Time: 9am – 4pm each day

Check out the funkiest blend of Providence culture and the green scene at the most unique cycling event ever!

Buy…Sell…Recycle! The 1st annual providence VeloSwap, the goliath consumer cycling show will again be held at Roger Williams Park on October 8&9, 2011, part of the Providence Cyclocross Festival. It is a fantastic celebration of everything in the world of bicycling. VeloSwap features new and used bicycles and equipment, cycling and sports clinics, family events, cycling celebrities, product sampling, an expanded EcoVillage, and much, much more.

The Providence VeloSwap is held in conjunction with the Providence Cyclocross Festival, a massive event on the grounds of Roger Williams Park.  Check them out at http://www.providencecrossfest.com/ .  This will be HUGE and AWESOME!!!

Note:  This will be an outdoor event.  Please plan accordingly!

How it works

To Buy – Simply come to the event and browse the many booths of bikes and bike equipment.  You will find new and used bikes, cycling clothing and accessories and tons of other sports related stuff.  There are great finds and there is junk.  Haggle ‘til you drop, and remember, cash is king.

To Sell – To sell product at VeloSwap you will need to purchase a booth space.  To do so, find you category here, then complete the form to register.  Although the name says swap, it is more of a buy and sell environment.

Floor Plan

VeloSwap Booth Rates

MANUFACTURER, RETAILER, AND SALES REP BOOTH SPACE

Available to manufacturers, retailers, and sales reps selling, sampling, and/or exhibiting new merchandise

MANUFACTURER EXHIBIT BOOTH: Interbike will handle all Manufacturer Sales

RETAILER SALES BOOTH: $300 (Additional 10′x 10′ booths: $200 each)

  • Available to retailers and frame builders that normally sell and advertise new products direct to consumers. Also available to manufacturer’s reps and sponsored cycling teams representing company or team identity.
  • 10′ x 10′ area.
  • Two Vendor passes per booth space
  • Business featured in VeloSwap advertising, including veloswap.com website with link to exhibitor’s site

SALES REPRESENTATIVE BOOTH: $175 (Additional 10′x 10′ booths: $150 each)

  • Available to sales representatives to sell used demonstration or sales samples. Sales reps selling their company’s new products should choose a Retailer booth.
  • 10′ x 10′ area
  • Two Vendor passes

CLUB/TEAM, INDIVIDUAL, AND NON-PROFIT BOOTH SPACE

Available to Clubs/Teams and Individuals selling merchandise that was originally acquired for personal or team use; sale of new products not permitted.

CLUB/TEAM SALES: $75

  • 10′ x 10′ area with one un-skirted table and two chairs.
  • Two Vendor passes
  • Link to club website from veloswap.com

INDIVIDUAL SALES: $50

  • Guaranteed high-traffic booth
  • 10′ x 10′ area with one un-skirted table and 1 chair
  • One Vendor pass.

NON-PROFIT: $75

  • Limit 2 booths, must provide proof of tax exempt status
  • 10′ x 10′ area with one un-skirted table and two chairs
  • One Vendor pass.
  • No other discounts apply to non-profit booths

EXHIBITORS MUST REGISTER IN THE PROPER CATEGORY: Any exhibitor who registers for the incorrect category will be required to pay the additional cost on-site.

Providence Move In Information

Vendor/exhibitor set-up:

Note:  Due to the Cyclocorss race happening at the same time, vehicle access to the VeloSwap area is restricted.  Please pay close attention to the load-in times for vehicles.

Friday              Oct. 7              4 p.m. to 6 p.m

Saturday          Oct. 8              5 a.m. to 6:30 a.m                   Drive Up

6:30am –                                  Walk up

Sunday            Oct. 9              5 a.m. to 6:30 a.m                   Drive Up

6:30am –                                  Walk up

ALL vendors/exhibitors must register at vendor check-in before proceeding to booth spaces.  Vehicles will be allowed access to their booths for unloading, then required to park in nearby vendor parking area.  The Providence VeloSwap area in outdoors and we cannot guarantee after hours security of items for sale.  You will be required to pack your items Saturday evening.  You may leave display racks, etc.

All spaces and booths must be paid in full or you will not be allowed to occupy your space.

Please send any outstanding payment immediately. Any spaces not occupied or paid for by 8 a.m. on Saturday will be considered “no-shows” and will be avail­able for walk-in vendors. No refunds will be given for unoccupied spaces. Open space will be sold on a first-come, first-serve basis dur­ing set-up hours, depending on availability.

Tear down:

Teardown will begin at 4pm each day.  Vendors must stay until VeloSwap closes at 4 p.m.   Racing ends at 4:30pm, there will be no vehicular access until after 4:30pm.

Vendor/exhibitor categories and materials:

Skirting, curtains, booth enclosures, car­peting and power are NOT provided.  Vendor must provide all that is needed

Parking:

There will be limited Vendor parking near the event site available on a first come basis.  Trailers will also be allowed in this parking area.

Tents:

Regarding tents, Providence has some interesting laws.  If you are using pop-up 10×10 tents you will have no issues.   If you have a larger tent, you will need to contact reese@rdbevents.com for specific details.  For larger tents, you will need to provide a fire extinguisher.  Additionally, if it has sides, they will need to be rolled up during show hours unless it is permitted.  The permit process is expensive and my suggestion is don’t try and permit and keep the sides rolled up.

Questions:

Please call VeloSwap at 303-245-2180 or e-mail reese@rdbevents.com

VeloSwap rules and regulations:

Exhibit booths and Vendors’ merchandise (including tables and chairs) must be displayed within a 10′x10′ area. Fire code prohibits any tables or bikes extending into the aisles.

  • NO DOGS ALLOWED
  • Every reasonable precaution will be taken to ensure your security; however, VeloSwap, d/b/a/ Competitors Group, Inc., and the organizers of VeloSwap are not responsi­ble for lost, stolen or damaged items.
  • Floor plans are subject to change without notice. Assignments of vendor space and exhibit booths are at the discretion of the organizer, made on a first-come, first-served basis. All assignments are final.
  • No food or beverage sales are permitted.
  • No alcohol or other intoxicants are permitted.
  • The organizers reserve the right to expel any VeloSwap participant whose conduct endangers or inconveniences other partici­pants.
  • Vendors are encouraged to accept cash only. Acceptance of checks or the extensions of credit are at the sole discretion of sellers.
  • Vendors are responsible for bringing their own cash bank and for making change.
  • Distribution of literature on the VeloSwap premises is subject to the approval of the organizer.

Sales tax:

Providence has some intricate sales tax procedures that I wanted to share with all of you.

In State Vendors (for those that are selling):

If you regularly do business in the State of Rhode Island, you would have a resale certificate (or business license) for Rhode Island.  Please bring 2 copies to the expo, give one to me, and post one in your booth.

Out of State Vendors (for those that are selling):

If you are not set up to do business in the State of Rhode Island, Terry will have temporary permits onsite for you to pick up from the VeloSwap show office.  This will allow you to sell and collect sales tax.

-          You only need to tax the sale of tangible property, services, or food and drink.  Clothing is exempt from Rhode Island sales tax.

-          There is a $10 permit fee for all out of state vendors with the exception of those that registered in the individual category

-          Checks at the end of the show can be made out to: RI Tax Division

-          If you are not selling or selling only clothing, you will not need a permit and you will not be required to pay sales tax

All vendors who are selling at the show need to collect sales tax (7% in RI).  In-state vendors need to report to the VeloSwap show office at the end of the show the total sales tax that they are submitting.  It is your responsibility to submit this sales tax to the state.  Out-of-state vendors need to report their sales to me at the end of the show, along with their total tax collected, and a check for the sales tax.  I will submit on your behalf to the state.

Everything must be taken care of at the expo, so please make sure you come prepared with a check (for out of state vendors), and let me know if you have any questions.  If you are not selling anything from your booth, you don’t need to take any action.

Hotels

Hilton Garden Inn, Warwick RI

  • Address: 1 Thurber Street, Warwick, Rhode Island, USA 02886
  • Phone: 401-734-9600

Special event rate of $89/night based on availability until September 6, 2011. To book special event rate, use group code of IOD.

FAQ

How does VeloSwap Work?

To Buy – Simply come to the event and browse the many booths of bikes and bike equipment.  You will find new and used bikes, cycling clothing and accessories and tons of other sports related stuff.  There are great finds and there is junk.  Haggle ‘til you drop, and remember, cash is king.

To Sell – To sell product at VeloSwap you will need to purchase a booth space.  To do so, find you category here, then complete the form to register.  Although the name says swap, it is more of a buy and sell environment.