Sponsored by the Genesee Society of Model Engineers Inc.
Q 1) How large are the tables?
Our tables are standard 8 ft. X 30 in. "banquet" tables. We have no restrictions on display height as long as they do not interfere with adjacent tables, and pose no risk to the public.
Q 2) What time can I set up?
Vendor set-up occurs after checking-in at our registration desk. That is where your table location is given. In general, registration begins at 7:00 AM on the day of the show. In special cases, earlier times can be arranged.
Q 3) Can I leave the show early?
The Great Batavia Train Show is open to the public from 9:30 AM to 3:30 PM. We ask that you remain "open" for this time period. We have had attendees express disappointment in the past when vendors pack-up early, so we strongly discourage the practice. Leaving early may result in loss of future table reservations.
Q 4) Where do I park?
There is a large parking area directly across from the arena. You can unload your vehicle at the overhead door on the side of the building, or in back of the structure. You must move your vehicle after unloading to make room for other vendors and keep the fire lanes clear.
Q 5) What happens if I cancel my reservation?
If you have a paid reservation and have to cancel, we often are able to find other vendors to take your space. A deadline for cancellations is given on your confirmation postcard.
Q 6) What if I have a reservation and don't show-up?
Non-attendance without any notification means no refund.
Q 7) Why was my table space moved from where I was last time?
While we make every effort to accommodate requests, we do not guarantee any particular location within the room. Since vendors frequently change the number of tables they reserve, some movement always occurs between shows. Vendors with only one or two tables are more subject to relocation, but again, we only do this when necessary.
Q 8) Can I bring my own tables?
No. If you have a stand-up display that does not require a table, we can leave the area open, however, you cannot bring your own table.
Q 9) Can I get a table next to my friend?
We try to accommodate requests when we can. Once again though, specific table locations are not guaranteed.
Q 10) Can I bring someone to help me at my table?
Yes. We allow each vendor to bring one "helper" with them at no additional charge. If you reserve several tables, additional helpers may be allowed. Those decisions are made on a case-by-case basis. We ask that you do not abuse this policy.
Q 11) Can I bring family members with me?
Family members are treated the same as helpers. If you have children, under 13 they are free. Remember, the show is not a playground, and you are responsible for their conduct.
Q 12) Are you going to expand to a two-day show?
There are no plans to expand to a two-day show. The majority of our vendors have a strong preference toward our one-day format.
Q 13) Why don't you have more layouts like other train shows?
Our one-day format and emphasis on offering the largest number of train-related dealer tables in Western New York limits our ability to host additional layouts. We will continue to offer a selection of model train displays to support local club activity and give our younger patrons a view of operating trains. Our overall goal is to maintain our reputation as "the place to buy trains" in WNY.
Q 14) Why do you have table registration for the next show during the current event? What if I don't sign up?
We offer our vendors the option of renewing their table reservation during the train show. Starting in the afternoon, vendors are called to the registration table in alphabetical order to renew or decline. In addition to a 20% discount from the normal table cost, vendors are assured a place in the next show by signing-up in this way. Vendors who decline the opportunity to renew are charged full table price and run the risk of not getting space due to a sell-out.
Q 15) If I can't make it to the show, can I sublet my tables to someone else?
Maybe, and only if you discuss this with the train show chairman first. Since we have a waiting list of vendors, we need to take care of the people who are in-line for tables first. Matters like this will be addressed on a case-by-case basis by the train show chairman.
Q 16) Can I request a table with electricity? Is there an additional charge for electrical service?
Electrical service is very limited. Please contact us regarding availability.
Q 17) Do I need a NY State tax identification number if I'm only selling my own stuff?
NY State law requires anyone selling merchandise anywhere other than on their own property to have a NYS tax identification number and pay the appropriate tax on items sold. Please refer to the State tax website for specifics on this policy ( http://www.tax.state.ny.us/ ). We have had State inspectors visit our show in the past.
Q 18) Who do I contact if I have an emergency and can't make it to the show?
There are several ways to do this: First, if you need to cancel a day or so before the show, use the email address for the show ( firstname.lastname@example.org). The other way is to call the show chairman at home. The number is on your reservation receipt. Finally, an emergency contact number for the show chairman's cell phone is printed on the confirmation postcard you received prior to the show. Keep this card with you, and please use the cell number only in an emergency.
Q 19) Can I bring in my merchandise on the Saturday before the show?
No. Our contract for rental of the facility only covers the event on Sunday. There is no security provided on Saturday, or overnight.