2005 BMW RA Vendor Information
Celebration RA 2005 – 33rd Annual BMW RA International Rally
Shelbyville, TN - October 6-9, 2005
INVITATION TO VENDORS
This invitation can be downloaded in a Word Doc (220k)
You are cordially invited to attend the BMW RA's 33 rd International Rally from October 6 th - 9 th , 2005. This year the Rally will be held in the Walking Horse Capital of the world, Shelbyville, Tennessee, at the Tennessee Walking Horse Celebration grounds. Shelbyville is 50 miles southeast of Nashville, TN, known as “Music City”. The attractions in this area are endless; the Natchez Trace Parkway, Jack Daniels Distillery, historic towns of Bell Buckle and Wartrace, Cowen Rail Road Museum, and the Beech Stagger Wing Museum.
Shelbyville, TN is a 20 minute drive down Hwy 231 from Murfreesboro and I-24. The Rally grounds hosts a number of events during the year which include Mule events, various horse shows, car shows, an indoor arena cross, and the biggest event, the Tennessee Walking Horse Celebration. This year's site is going to be big on convenience. The camping areas are right next to the Calsonic Arena,
which is where our vendors will be set up, and where the Vintage Bike Display, Bier Garden and entertainment will be located.
Eating and motels are just outside the Celebration Grounds.
- Vendors have the choice of two main areas for booth display: 1) the mezzanine floor which is a concrete area above the grand stands with 110v power or 2) the finely ground and packed limestone floor of the arena with limited power availability.
- For vendors needing larger areas for trailer sized displays or to provide service or install accessories on motorcycles, the arena floor level will be your location.
- The vendor spaces are assigned on a first come, first served basis.
Vendor registration has been made even easier this year by on line registration. Go to: bmwra.org/rally/vendor.html to find all the necessary information for getting signed up as a vendor for this great event.
Please remember that each vendor staff member has to register as a rally participant and will receive a vendor wrist band. If your business has any special requirements or if you have any questions not addressed on the web site, please feel free to contact me directly.
.
We look forward to seeing you in October 2005.
Sincerely,
Mike Gillespie
Rally Vendor Chair Person
328 Sliders Knob Avenue
Franklin, TN 37067
Work 615-771-4866
Mobile 615-830-5033
VENDOR INFORMATION
This information can be downloaded in a Word doc (240k)
ARRIVAL TIME & CHECK-IN
Vendors will be allowed into the facility for set-up starting at 9AM, Wednesday, October 5 th . Upon arrival at the Celebration Grounds, you will proceed to the Calsonic Arena front door area. Inside on the right, near booth space one will be the Vendor Check In desk. At the Check In desk, vendors will be given any necessary information about the event, their vendor wrist bands and will be directed to their vendor site. Please remember that all vendor staff must register individually as a rally participant. If possible, we would like to collect your door prize donation at check in.
VENDOR SITE
At this year's rally, the Vendors, Bier Garden, entertainment stage and the Vintage Bike Display will all be located indoors at the Calsonic Arena and the “warm up area” to the back of the arena floor. The arena is well lit has fan ventilation and gas heat. There are two sets of large bathrooms at each end of the arena and concession area. Both the noisy and quiet camping areas are within 100 yards of the arena. For vendors who might require a large area for a truck display and /or trailer display, the arena floor will be the location for your set up. The arena floor level can be accessed by motorcycle owners who need to go to a vendor's area for service or accessory installation. Please keep your vendor area clean and neat at all times. Each vendors set up must not extend over your allotted area. You are welcome and encouraged to set up your EZ up tents, flags, banners on railings, and balloons if you would like to within your space (you can not drive tent stakes into the floor.
VENDOR UNLOADING:
Mezzanine Level
The Mezzanine floor level is concrete and surrounds the outside of the seating area of the arena. This level will contain the restrooms, concession, and same level access to the outside. The vendor spaces are outlined in blue and will be numbered so vendors can identify their booth space. Unloading access will be from one of the overhead doors leading outside. The location of the door you unload at will depend upon your booth space location. Power for these vendor spaces runs along the arena wall and is a duplex 15amp electrical outlet. Some of the larger vendor spaces will have two outlets.
Arena Floor Level
The arena floor is packed fine granular limestone. The arena floor is used often for local company functions and dinners. It is not what you would consider as your typical arena floor. This level is the same level where the Bier Garden, the stage and the Vintage Bike Display will be in the adjacent back building (warm up area) connected to the arena. For rally goers, access to the arena floor will be by one of five sets of stairs located at the bottom of the arena seating area. Additionally, access will be available through a large overhead door that leads into the adjacent back building (warm up area) and then by going through a tunnel onto the arena floor. Unloading for vendors on this level will take place in a large indoor staging area that is just outside the arena floor area. There is power available to only about 1/3 of the vendor spaces on the arena floor.
RV PARKING
Just outside of the tent camping area is a large number of RV camping sites with hook ups. If you are bringing an RV for camping, it must also be parked in the RV Area. The RV camping sites are on a first come first serve basis and cost $25 per day plus tax. The Celebration manages these RV sites and someone from the Celebration office will come through the campground to collect the camping fees.
TAXES
You will need to collect Tennessee Sales Tax on your sales at the rally. Note: sales tax is 9.75% (7% state and 2.75% local) Upon check in at the rally, you will be given a Tax Information envelop provided by the State of Tennessee Revenue Department. The State has provided a real simple process for Special Event tax collection. In your envelop will be a tax chart and the necessary paper to fill out for sales tax. At the end of the Rally on Saturday night, a tax official will come by each booth to collect your tax form and money. For detailed questions in advance of arrival, you can contact the Shelbyville office of the Tennessee Department of Revenue, Mr. Rick Castelow at 931-685-1393.
INSURANCE
No individual insurance is required from the vendors for this years event.
LOCAL RENTAL COMPANY
The Calsonic Arena has a local rental company that supports their events. They can provide you with anything you might need in the way of tables, chairs, pipe& drape, etc.
Christopher Equipment Rentals
437 East Depot Street
Shelbyville, TN 37160
Phone: 931-684-0505
Open Monday – Saturday 7am – 5pm CST
SHIPMENTS TO RALLY SITE
You may send shipments to the rally site prior to the rally. They must not arrive earlier than October 3rd. Please ship to:
Calsonic Arena
Attn: BMW RA Rally, Your Name
721 Whitthorne Street
Shelbyville, TN 37160
Phone 931 684 5915
SHIPMENTS FROM RALLY SITE
Vendors and Rally attendees will have the on site services of FedEx Ground to ship items from the Rally. They will be providing packing materials, boxes and tape.
VENDOR HOURS DURING RALLY
We are advertising that vendors will be open for business between 9am – 6pm each day of the rally. The Bier Garden will open at 3pm which will allow rally goers to have a cold beverage and walk through the vendor areas. (the Bier Garden closes at Midnight) There are two overhead doors that separate the vendor area from the Bier Garden area. These doors will be closed at 6pm each night as well as the doors into the arena. After hours access to the vendor area by the vendors is possible from 6pm till Midnight. There will be one door designated for this entry and you must have a Vendor wrist band in order for Security to allow you to enter. From Midnight till 7am, the vendor area is in hard lockdown with no entry. At 7am, Vendors with a vendor wrist band will be allowed into the vendor area to ready their booth for the day.
ELECTRICAL POWER AND PHONES
Electrical power is available to those booths that are marked on the arena layout and as you have reserved. You will need to provide all necessary extension cords and any additional lighting necessary for your operation. Phone service is available through Bell South Telephone. Phone service can be arranged by calling Tamika Smith at 866-620-6000, ext 12366.
DEADLINES
All pre-registered vendor applications and payments must be received by September 30 th . Spaces are assigned on a first come first serve basis. On Wednesday, October 5, late registration will be accepted, but the booth rate will be double of the pre-registration rate.
If you have any questions or concerns, please call or contact me. Be watching for your Vendor Site Confirmation
Mike Gillespie
Rally Vendor Chair Person
328 Sliders Knob Avenue
Franklin, TN 37067
Work 615-771-4866
Mobile 615-830-5033 |
