Hudson Valley Vendor Rules

Tables/payments
All tables are standard 8 feet long by approximately 30 inches wide.  Tables are not considered reserved until receipt of payment and current tax ID number! If you cancel your space at least 30 days prior to the show, the table price will be refunded. NO refunds with less than 30 days notice unless the table can be re-sold. Tables must be claimed by 9:45AM, or they will be made available to other vendors without refund.  All tables will be within 25 feet of an electrical outlet. You are responsible for providing a 25 foot extension cord and power strip.  Each table is entitled to 2 vendor badges only, which will be available for pick-up when you arrive in the morning. Please bring your own, labeled, loading cart-none are available at the Civic Center
We retain the right to prohibit certain types of exhibits and behavior that we feel is inappropriate or unsafe. Flashing lights, music, handing out flyers away from your booth, and walking around with animals for sale are all prohibited. All empty boxes and styrofoam coolers must be taken with you at the conclusion of the show.

Vendor set-up time is from 6:30am to 9:45am, and show hours are from 9:45AM to 4PM.  There is a VERY limited loading zone in front of the building.  Smaller vehicles will be directed into the covered parking garage by the Civic Center entrance next to the hotel ($1.50/day).  Larger vehicles will need to park in the open lot across the street.  We MAY also be able to have a few vehicles use the back loading entrance along the driveway behind the building- vehicles here would have to pull up on the sidewalk to keep the driveway clear.  One of our staff members will be out front to direct you, but please understand that the front loading zone is quite small, and most vendors will have to unload from the parking garage or the open lot across the street.

Hotel
The Poughkeepsie Grand Hotel (845 485-5300) is adjacent to the Civic Center, but due to the huge demand for rooms on the weekend there for weddings, the expo room rate would be $179, and must be booked at least 4 weeks ahead- use code REPT.  There is a Courtyard by Marriott (845 485-6336) located approximately 3 miles south on Rt. 9 that is offering a $109 rate, which must be booked at least 30 days before the show- mention the Hudson Valley Reptile Expo to get the this rate. 
   
SALES TAX
Vendors are responsible for obtaining a State of NY Sales Tax Permit (Certificate of Authority), collecting the appropriate NY sales tax, and displaying their valid permit at their table. Strict NY State laws require that the Expo have on hand a copy of your valid permit. WE MUST RECEIVE THIS AT LEAST 14 DAYS BEFORE THE SHOW TO HOLD YOUR TABLES. If we do not receive it, you will loose your tables, and no refunds will be given! If you do not have Sales Tax Certificate call (800) 972-1233 to have an application for a "Certificate of Authority for Show and Entertainment Vendors" sent to you.  The applications can take weeks to process- be sure to allow for enough time to get your permit before the show.

SMOKING/DRINKING
 The Civic Center requires that there be NO SMOKING or ALCOHOL allowed in the building. They will operate a snack bar selling burgers, sodas, etc during the hours that the show is open to the public.

ANIMAL RULES
- Although we do not restrict sales to just captive bred animals, we do require that  all animals be healthy and acclimated. Any animal deemed unsuitable or unhealthy by the show staff must be removed from the table without question!

- All turtles and tortoises must be at least 4 inches long- sale or display! The county health dept. often checks for and confiscates undersize animals!!

- All animals must be sold in a suitable bag or container.

- Animals should NOT be overcrowded in their display cages.

- All animals must be displayed in closed containers or tanks that children cannot reach into!

- No live mammals or birds, except eyes closed pinkie/fuzzy feeder mice.

- No crickets, except in pre-counted, sealed boxes.

- No federally endangered, threatened, or NY native herps may be sold or displayed.   
- No scorpions or "dangerous" arachnids (Westchester County Health Dept.).

- No venomous or devenomized reptiles allowed

- No Crocodilians- display or sale- even skins, mounts, etc. (NY State Law)

- NY also prohibits the sale of Reticulated, African Rock, Burmese/Indian, and Amethystine Pythons, Anacondas, and Nile, Water, Croc, Black-throat, and White-throat Monitors.

- NEW: When a live reptile is sold the purchaser MUST be given a copy official NY State Salmonella Warning Flyer. Copies of this will be available at the vendor registration table for you to hand out. NY state consumer laws also require that you give a receipt upon request.

Vendors shall hold Animal Encounters LLC, the show coordinators, staff, and the Mid-Hudson civic Center harmless from all claims beyond the price of the table rental. The expo staff reserves the right to refuse entry or evict any vendor not in compliance with the above show regulations without refund of table rental fee. Vendors assume full responsibility for all animals brought to the show, and any injuries caused by animals brought by a vendor are the sole responsibility and liability of that vendor.