For a printable copy of the loading instructions and rules and releases, click here

Booklyn Artists’ Book Fair
at the NEW YORK CITY BOOK AND EPHEMERA FAIR
March 9-10, 2019
SHERATON / Central Sq./Times Sq. NY, NY

RULES AND RELEASE

Loading procedure and times: Load-in starts at 6pm Friday March 9th. If we can access the room earlier, we will inform you as soon as we know.  The easiest and cheapest way to load-in is to carry your own merchandise into the hotel. If you use the bellmen, they charge $15 per bellcart load to move you up to the ballroom (New York Ballroom - 3rd floor). If you want to use a bellman, pull into the public garage on 53rd st. attached to the hotel. There you can ask for a bellman to assist you. This is the easiest way if you are planning to leave your vehicle in the garage. You may also carry your own merchandise from the garage up to the ballroom. If you have more than a cartload of merchandise, inform us in advance and we’ll tell you about the availability of porter service from the hotel loading dock for  cost of $35 for in and out. The bellman option is the easiest way to load-in.

Booth Fees:  Booth fees are payable in two installments.  All booth fees and extras must be paid by February 10, 2019  Dealer will not be allowed to set up with an open balance unless prior arrangements have been made in writing.  

Cancellation:  All cancellations must be in writing.  There will be a $50 bookkeeping charge for any cancellation.  In addition, the following penalties will apply:
Before January 1, 2019 - - - -no penalty ($50 bookkeeping charge)
January 2- February 9, 2019 - - - 50% of the total booth fee
After February 10, 2019       - - - 100% of the total booth fee.

In the event that Management can re-rent the space, Management may, in its discretion, refund any or all of the penalty.  A “no-show” will be responsible for the total booth rent.

Booths:  

  • Set-up of booths must be complete by show opening and may not be dismantled until show closing.  
  • Booths must be staffed at all times.
  • Dealer must keep all of their merchandise including chairs and helpers within the boundaries of the booth as established by management.
  • Display fixtures may not exceed 7 feet in height; exposed structures and tables must be properly covered, tables to the floor and walls front and back.  
  • Dealer may not share its booth with another dealer without the written permission of management.
  • Dealer may not display any sign which states “sale” or “discount”in their booth.

Merchandise: 

  • Management, at its sole discretion, may require that Dealer remove any unauthorized item, or any other items which are not in keeping with the Show's image. 
  • Dealer must provide consumer with a receipt which provides Dealer's name and phone number and which states a description of the item purchased.

Liability:  Impact Events Group, Inc., Booklyn, Inc. and Sheraton Times Square (the Venue). their members, agents, officers, employees, and sponsors will not be liable for property damage or personal injury which may occur on or about or in transit to or away from any part of the subject premises, including property handled by porters.  (Insurance for merchandise and liability insurance is available through is offered by the Antiques and Collectibles Dealers Association by calling 800- 287- 7127. It is recommended that dealers obtain their own insurance against theft and liability).

Hold Harmless:  Dealer will hold Impact Events Group, Inc., Booklyn, Inc. and the Sheraton harmless and will indemnify Management and the Venue against all liability and expenses arising out of any claim of injury or damage to property, resulting from Dealer's conduct, together with all costs in connection to the defense thereto, including attorney fees.

Force Majeure:  In the event that the Venue or any portion is unavailable whether for the entire event, or a portion of the event as a result of Acts of God, war,  terrorism, or any other cause or if Management decide that because of any such cause it is necessary to cancel, postpone or re-site the Show, or reduce the operating hours, Management will not be liable for any direct or consequential damages or for reimbursement of booth or other fees.

Legal:  Dealer agrees to abide by all federal, state and municipal laws, regulations, and bylaws.  Dealer is responsible to collect the NY sales tax if applicable and remit it to the Dept. of Revenue. All suits and proceedings will be brought in the Commonwealth of Massachusetts and all disputes will be resolved in accordance with Massachusetts law.

Amendment:  These rules may be amended by Management from time to time with prior notification.