Revised 12 March 2021
The Huntsville Hamfest provides different types and rates for exhibit space depending on the type of vendor and/or the type of merchandise offered for sale. This policy governs and provides information for commercial dealers, flea market vendors, and exhibitors. Note that the Von Braun Center has additional rules and protocols not covered within this policy.
COMMERCIAL / DEALER SHOW
The commercial area / dealer show is open to any and all vendors and exhibitors who wish to display at the hamfest. Priority for booth space is given to amateur radio, electronics, and computer related businesses and exhibitors, but others are also welcome as space permits.
Display tables will be provided which are covered and skirted before the show. However, commercial vendors may use their own pre-manufactured custom booths instead of tables provided by the Hamfest, if desired.
The flea market area is intended primarily for the sale of various used amateur radio, electronics, and computer related items by individuals and clubs. Commercial vendors selling lower priced items which do not compete with hamfest commercial dealers are also welcome. Examples of items that may be sold are:
- Used, surplus, reconditioned, or factory over-run equipment with no factory warranty
- New component piece parts such as resistors, connectors, and wire/cable
- Computer shareware
- Crafts, jewelry, and similar items on a limited basis, subject to approval by the flea market chairman
Table requests submitted by vendors must include a general description of the types of items to be sold to ensure they meet the general flea market criteria. Please note the following items may not be sold in the flea market area:
- Ham radio, computer, audio/video equipment or accessories priced over $150 per item with a new factory warranty
- Commercial computer software priced over $150 with a new factory warranty
- Antennas priced over $150 with a new factory warranty
- Name or callsign badges, t-shirts, buttons, or caps
- Any other items deemed unacceptable for the flea market
Flea market table requests and registration is made using the link located at https://hamfest.org/flea-market-info. Table assignments are generally made on a first come, first served basis. Requests for specific table numbers or locations will be considered but are not guaranteed. Table numbers will be provided by email.
Additional or odd-shaped floor space/table arrangements for displays may be provided, subject to available space and approval in advance.
Each fleamarket table is 8 foot long and includes a chair. Additional chairs will be made available in the fleamarket area on a first come, first serve basis. Vendors may bring their own chairs/stools, provided they do not obstruct the flow of people inside the flea market blocks.
Electrical power is not included in the table rental fee. Optional power drops (120V or 240V) are available and installed from the ceiling by the VBC when requested in advance with your table registration. Please note the Huntsville Hamfest does not set or add to the price of these power drops.
Food and soft drinks will be available from the VBC concession stands, or flea market vendors may bring their own. The Huntsville Hamfest cannot and does not sell food and drinks.
No signs, banners, or other displays with company names or logos are allowed above flea market table top height, unless approved in advance.
Unsold items, trash, and debries must not to be left on and around flea market tables. Trash cans will be provided at various locations within the facility.
Vendors assume responsibility for items sold from their tables, e.g. “defective items sold as good”, items not allowed by this policy, etc. Even if a group is involved, the original table renter is still responsible. In other words, please be mindful of who you share your table with.
Clubs, groups, and similar organizations that exist solely for the advancement or enjoyment of amateur radio are allowed one display table in the designated area at no charge, as approved by the Hamfest committee on a case-by case basis and as space allows.
No marketing of commercial products or services is allowed from complimentary tables/booths, except memberships or incidental items such as club pins, buttons or patches. Complimentary booths do NOT include admission or any other amenities normally included with a commercial booth.
Power is available in complimentary booths for the same cost as in commercial booths.
If you reserve a complimentary table and are unable to attend, please inform the dealer show chairman by email as soon as possible.
No commercial booth will be assigned until payment in full is received. Booth payment can be submitted online by using the Hamfest shopping cart located at https://hamfest.org/dealer-info or paid by check mailed along with booth request form to P.O. Box 12534, Huntsville AL 35815. Please Do NOT send forms or payment to the VBC address!!
Commercial/Dealer registration forms received by email will be accepted but no booth will be assigned until payment is received. Booths for which payment has not been received by July 1, 2021 will be subject to reassignment. Regardless of your method of payment, pleased make sure that the name of the company or contact name is listed so proper credit for the payment can be given.
Payment for flea market table(s) and optional power drop, if desired, is due with submittal of the flea market table registration. The table fee covers both days, regardless of whether the table is occupied by the vendor for one or two days. Payment may be online, or by mail with a check or money order. Please do not send cash. Please note payments for flea market tables not received by 15 June may result in reassignment of those tables to another vendor. If paying by mail, please address payment to Huntsville Hamfest Flea Market, P.O. Box 12534, Huntsville AL 35815. Payment reminders may be sent as a courtesy but are not guaranteed. Receipt of payment will be provided by email unless a hardcopy receipt by mail is requested (please provide SASE if possible).
Refunds for payment of flea market tables and power drops will be provided for cancellations requested by 15 June, or credit can be applied to the following year’s hamfest. Refunds requested after 15 June will be provided only if a vendor’s tables can be re-rented. Payments for cancelled tables may also be donated to one of our local clubs which greatly assist in planning, promoting, and volunteering at the Hamfest each year (Huntsville Amateur Radio Club or North Alabama DX Club).
Each vendor is responsible for collecting and remitting sales tax. The current tax schedule is: Huntsville City 4.5%, Madison County 0.5%, and Alabama State 4.0% for a total of 9.0 (nine)%. Each vendor should verify the rates in effect at the time of the show. We are required to submit a listing of all commercial hamfest dealers to the taxing authorities after the show. Instructions regarding procedures for payment to the different taxing authorities will be provided in the commercial dealer packages upon arrival.
By occupying any type of display space at the Huntsville Hamfest, each vendor agrees that all items of merchandise offered for sale at the Hamfest, any vendor-owned equipment for use in a vendor booth, or activity sponsored by any vendor, shall comply with applicable safety and usage policies and regulations of the Von Braun Center and Huntsville Hamfest. Failure to comply with this provision by a vendor can result in dismissal of any individual or the entire vendor party with no refund.
No food or drink sales are allowed by the Hamfest vendors. No animals are allowed in the Von Braun Center except service animals.
By attending Huntsville Hamfest, you are acknowledging that an inherent risk of exposure to COVID-19 exists in any public place where people are present. By attending Huntsville Hamfest, you assume all risks related to exposure to COVID-19 and agree not to hold Huntsville Hamfest, Huntsville Amateur Radio Club, American Radio Relay League, Von Braun Center, or any of their directors, officers, employees, contractors, vendors, or volunteers liable for any illness or injury.
The Huntsville Hamfest will follow all Federal, State, and Local guidelines. Guidelines known at the writing of this policy include the stipulation that vendors must wear face covering at all times, practice social distancing, and no more than 2 people are allowed to be inside a single booth (10′ x 9′ area) at one time.
Please note COVID mandates may change after the printing of this policy. Updated policies will be provided at Move-In upon request.
For questions, comments, or suggestions feel free to contact any of the following individuals:
Dave Givens K5RSI, President firstname.lastname@example.org (256) 883-2760
Mark Brown N4BCD, Chairman email@example.com (256) 503-8887
Art Davis N4UC, Dealer Show firstname.lastname@example.org (256) 783 5676
Jim Spikes N4KH, Flea Market email@example.com (256) 679-8891