Sanford L. Smith + Associates is here to make the Ephemera 45 Fair hassle-free for you and your staff. In this document you will find details to ensure a smooth and successful fair.
Our team is ready to help you. Please reach out to us if you need anything. 212 777 5218
General Inquiries (this email is seen by all relevant staff so we can help you faster) esafair@sanfordsmith.com
Percy Stogdon Fair Manager percy@sanfordsmith.com
Andrey & Melissa Public Relations info@andreyandmelissa.com
Exhibitor Portal Support portal@sanfordsmith.com
Finance Portal Support billing@sanfordsmith.com
2025 GENERAL SCHEDULE
Any updates to the schedule will be in the Exhibitor Portal and at the Fair.
EXHIBITOR MOVE-IN
Friday, March 14 9:00am Move-in
3:00pm ESA Board Members Allowed on Show Floor 5:00pm –7:00pm Preview for Press, and VIPs 7:00pm Exhibitors depart from Show Floor
HOURS
Saturday, March 15 7:30am – 9:00am Exhibitors continue setup 9:00am – 10:00am Press and Member Preview 10:00am – 5:00pm Open to Public
Sunday, March 16 10:00am Exhibitors Allowed on Show Floor 11:00am – 4:00pm Open to Public 4:00pm Move-out 7:00pm All Exhibitors Should Exit
All booths must be staffed a minimum of 15 minutes prior to opening each day.
EXHIBITOR PORTALS
Two Portal links are provided to you so you have access to the most up-to-date information available and to help answer all of your fair related questions. Your Exhibitor Portal is where you will find all required and optional paperwork and fair references. Your Finance Portal is where you can view and pay all of your invoices, payments, and a statement of your account, as well as store bank and/or credit card information for future payments. A guide to using the portals can be found HERE
REQUIRED PAPERWORK
BOOTH ORDER & BADGING FORM
Due on Monday, February 17, 2025: The below information is a guide to help you fill out that form. This information and more can be found on your Exhibitor Portal.
DIRECTORY INFORMATION
Please enter all information here that you would like to appear in our directory and on your booth sign.
BADGES
Please enter the names of you and any staff who should have badges. Use the + to add additional names. Badges will not be able to be reprinted on-site so please be careful entering names and once picked up, please do not lose them.
BOOTH EQUIPMENT AND
‘EXTRAS’
ORDER
Each Space Includes:
Standard Booth:
8’ back wall (either fixed or pegboard), up to two (2) tables any size, one (1) outlet, two (2) chairs, booth sign.
Standard+ Booth:
12’ back wall (either fixed or pegboard), up to three (3) tables any size, one (1) outlet, three (3) chairs, booth sign.
Double Booth:
16’ back wall (either fixed or pegboard), up to four (4) tables any size, one (1) outlet, up to four (4) chairs.
Extra items can be added to your booth order at an additional cost plus CT sales tax (6.35%).
EVERY EXHIBITOR IS REQUIRED TO SUBMIT A BOOTH ORDER FORM, EVEN IF NO EXTRA EQUIPMENT IS NEEDED.
When filling out your form, you MUST indicate the quantity of the items that come included with your booth that you would like to be waiting for you in your space when you arrive.
PEGBOARDS
Paper covered pegboard or solid walls are provided depending on location on the show floor - please refer to the red lines on the floorplan below to see where the fair is constructed out of pegboards. In other locations, pegboards can be ordered for $75 each. Pegboard hooks are not provided, but can be purchased HERE. It is recommended that you use a small needle or pin to locate the holes prior to inserting hooks. Torn paper can not be replaced.
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TABLES
Two (2) tables are included in 8’ booths. Three (3) tables are included in 12’ booths
Four (4) tables are included in 16’ booths. Tables are available in the following sizes:
• 6’ long x 30” or 18” wide
• 8’ long x 30” wide
All tables are 30” high. Tablecloths are available for tables free of charge. Extra tables can be ordered for $40 each.
CHAIRS
We recommend a maximum of 2 chairs per booth, but if needed, additional chairs can be requested. A maximum of 4 chairs are allowed per booth.
WOODEN BOOKCASES
Small, stackable, wooden bookcases can be ordered for $75 each. (Color may vary)
Bookcase dimensions: 11.5”D x 27.5”W x 38”H
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ELECTRIC POWER
One (1) electrical outlet is included for EACH BOOTH. No need to order separately.
Showcase pricing includes power for lighting.
SHOWCASES
On your order form you may order a variety of white showcases that, unless otherwise noted, come with standard fluorescent lighting. Pricing includes delivery, setup, and power. Upgrade to LED lighting for $55.
Solid Back Trophy Cases $455 each
4’ 5’ and 6’ Widths x 18” D x 84” H, with 8 adjustable glass shelves, and standard florescent lighting.
Counter Cases $355 each 4’ 5’ and 6’ Widths x 20” D x 38” H, with 2 adjustable shelves, and standard florescent lighting.
Clear Back Trophy Case $455 each 6’ W x 19” D x 80” H, with 8 adjustable glass shelves, and standard florescent lighting.
Tower Case $355 each 20” x 20” x 80” H, with 3 adjustable glass shelves, and halogen lighting.
BOOTH DIAGRAMS
Please download your booth diagram from the Exhibitor Portal and submit it on your order form.
SALES TAX CERTIFICATE OF AUTHORITY
Exhibitors selling merchandise in Connecticut must have a CT Sales Tax Registration Number. While Sanford L. Smith + Associates will not require this number to exhibit, exhibitors are required to follow federal and local tax laws.
Be advised, if you need any assistance or have any questions regarding the Sales Tax Certificate of Authority number, please contact either the Connecticut Department of Taxation and Finance directly. Please DO NOT contact our office about the sales tax certificate. We are not licensed tax professionals, therefore we are not qualified to provide assistance or advice.
SPECIALTIES
Please indicate your specialties by updating your Company Information on your Exhibitor Portal. We use the specialties listed by the ABAA, so it will be necessary for you to enter your specialties when logging in for the first time. Choose “Other” if you’d like to list additional specialties.
GETTING HERE
HYATT REGENCY
The Hyatt Regency is located at 1800 East Putnam Avenue, Old Greenwich, CT
A block of rooms is reserved and available HERE.
Parking during your stay and at the fair is complimentary.
The nearest airports are:
Westchester County Airport (HPN) - 26.9 km / 16.7 mi (Preferred Airport)
LaGuardia Airport NYC (LGA) - 48.3 km / 30 mi
JFK Airport NYC (JFK) - 67.5 km / 42 mi
Bridgeport, CT (BDR-Igor I. Sikorsky Memorial) - 43.4 km / 27 mi
Danbury, CT (DXR-Danbury Municipal) - 76 km / 47.2 mi
Farmingdale, NY (FRG-Republic) - 87.3 km / 54.2 mi
SHIPPING TO THE VENUE/FAIR
Special arrangements must be made for receiving boxes at the hotel prior to arrival. Please alert Show Management prior to shipping anything to the hotel. Failure to do this may result in deliveries being refused or your boxes being unavailable when required. The Hyatt’s receiving entrance is open from 8am to 5pm Monday through Friday.
Boxes sent to the hotel must be marked as follows:
1. Hold for arrival
Attn: (Your Name, Company Name, Booth Number)
Arrival Date: (Month/Day/Year)
Hotel Contact: Karalyn Mojzis
2. Complete return address
3. Number of boxes (i.e., Box 1 of 2; Box 2 of 2)
The Hyatt Regency or Show Management does not accept any liability for equipment, goods, displays which arrive or fail to arrive at the hotel. The Exhibitor is responsible for insuring its property for loss or damage.
Handling charges will apply depending on size and weight of items being received and moved. Management recommends that for shipments over 100 pounds an alternative freight handling company be used. Please let us know if you need assistance with your freight.
RECEIVING:
The Hyatt will not accept boxes earlier than March 11. Boxes received prior to March 14 will be charged at $6.00/box per day for storage. Boxes received in excess of four (4) boxes will be billed at $10.00/box. Oversized boxes of 4’x4’ or larger will be billed at $12.00/box.
MOVE-IN TIMES & INSTRUCTIONS
Move-in day is Friday, March 14 starting at 9am. Porters will be available to assist you in moving your items. You can sign up for porter assistance upon arrival. Porter assistance is on a first come, first served basis. We appreciate your patience.
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WHILE YOU’RE HERE
TICKETS
Tickets are available on-line at www.esafair.com and at the door. There is a small discount for purchasing tickets on-line.
As part of your booth rent you receive 10 complimentary tickets for your guests. All complimentary ticketing is on-line and a link and code will be provided to you in your Exhibitor Portal. There is no will-call for this fair.
EXHIBITOR ENTRY TO THE FAIR
No one will be permitted on the floor of the show during set-up except exhibitors participating in the fair and their authorized assistants as named on the badge list.
Please have your booth staffed no later than 15 minutes prior to the Fair’s open hours. 9:00am on Saturday and 11:00am on Sunday.
Please be prepared to show your badge upon daily entry to the fair.
STORAGE
Please store your boxes and cartons under your tables.
POSTED PRICES, SALES & RECEIPTS
It is recommended that all exhibitors price visibly on the merchandise or have a price list of all items on display available for immediate viewing by the public.
Professional Responsibilities
A) Every item sold must be accompanied by a written receipt which includes the following information:
1. Every exhibitor is required to guarantee any item sold to be as represented.
2. Management and the ESA reserve the right to remove from the show any item it deems unsuitable for display with no recourse.
SALES
Exhibitors will receive numbered security stickers. More stickers and bags will be available at any time. For each sale:
1. Wrap item in a plastic bag.
2. Fold over bag and seal with a numbered sticker.
3. Write sticker number on the receipt (do not enclose in bag with item).
Your customer will be asked to show the sealed bag when exiting the show.
To protect yourself and your fellow exhibitors from theft, please DO NOT leave security stickers where they might be taken.
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SECURITY
Security is provided on a 24-hour basis beginning Friday, March 14 at 9:00am and ending Sunday, March 16 at 7:00pm. However, you should secure all items and never leave your booth or space unattended, specially during load-in and load-out. Please watch your inventory. Security personnel does not guarantee Exhibitor against loss neither does it imply an assumption of liability for Exhibitor’s property by the Venue or Management at any time. Please arrange for an insurance rider to cover your fair inventory. Management will not be responsible for loss or damage to displays or goods belonging to Exhibitor or consigned to Exhibitor or otherwise brought to the Fair by or on behalf of Exhibitor. The responsibility for loss or damage is yours.
REPORT TO THE SHOW MANAGEMENT IMMEDIATELY IF YOU HAVE ANY SECURITY ISSUES.
HOSPITALITY
COFFEE/TEA/WATER/SNACKS/FOOD
The Hyatt Regency’s renovations are now complete and they are back to providing all the offerings you would expect. The renovated courtyard now feature the Townsend Bar, which serves food and beverages. Coffee, tea, sodas, water, drinks, snacks, and light meals can be found in Glenna’s Cafe & Market on-site at the hotel.
Fair Management will also be providing food for exhibitors on move-in Friday.
SUPPLIES
The Show Management Team (who will generally be located at the ticketing desk) have brought along many items you might need. Just let us know how we can be of help.
WI-FI
Private but unsecured Wireless Internet access will be available during the show, free of charge with our compliments.
LEAVING
MOVE-OUT INSTRUCTIONS
Move-out commences at 4:00pm on Sunday, March 16. Please refrain from bringing out your packing materials and boxes prior to closing and/or until all patrons are off the show floor.
Once you are completely packed and ready to leave, feel free to bring your items to your vehicles. Porters will be on hand to assist. Please exit the fair as soon as possible so we can break down.
