Vendor Packet - Ventura County Star

WOMEN TODAY VENDOR PACKET 

Friday, Nov. 9 & Saturday, Nov. 10, 2012 

Ventura County Fairgrounds 

Questions? Julie Lopez, 805-437-0446 or jlopez@vcstar.com 

INDEX Section A Insurance 

Section B Electricity 

Section C Food and Beverage 

Section D Show Specials 

Section E Account Balances 

Section F Booth Assignments 

Section G Door Prizes, Tote Bags 

Section H Special Section Advertising 

Section I General Information 

Attached Exhibitor Forms (also available on-line at vcstar.com/womentoday) 

Section A 

Section B 

Section C 

Section D 

Section E 

Section F 

Section G 

Section H 

Event Insurance is Mandatory 

Deadline for Option #1: Friday, October 26, 2012 

Deadline for Option #2: Friday, November 2, 2012 

There are two options: 

Option #1, low-cost: Complete and return with payment WT2012_Insurance Request Form Option #1 

Option #2: Provide an event insurance certificate from your current insurance provider following the 

instructions in WT2012_Certificate of Insurance Instructions Option #2. 

Electricity 

Deadline: Friday, October 26, 2012 

Electricity starts at $42. If you are a sponsor, electricity is included with your sponsorship package. All 

others complete and return with payment WT2012_Electrical Request Form. 

Food and Beverage Sampling and Sales 


All vendors providing any food and/or beverage sampling or sales, must review WT2012_Food & 

Beverage Sampling & Sales. Complete any requirement and follow the instructions for submission. 

Show Specials 


The Ventura County Star will run a minimum three promotional ads to include your Show Special listing. 

To be included in this additional promotion, complete and return WT2012_Show Specials Form. 

Account Balances 

Deadline: Tuesday, October 23, 2012 

If there is a method of payment on file, such as an advertising account or a credit card, they will be 

charged on or after the deadline. If you have made your deposit by check, please remit the remainder, 

payable to Ventura County Star – Women Today, to Julie Lopez, Ventura County Star, P.O. Box 6006, 

Camarillo, CA 93011. No vendor move-in is allowed without payment in full. 

Booth Assignments 

Booths will be assigned no later than Friday, October 26, 2012. We will do our best to assign your booth 

space according to your top three preferences listed on your exhibitor contract, while also being 

conscientious of potential competitor placement and our Women Today sponsors. 

Door Prizes and Tote Bags 

Deadline: Friday, November 2, 2012 

Increase your exposure by providing a door prize or tote bag item. Complete and return WT2012_Door 

Prizes & Tote Bag. 

Special Section Advertising 

Your advertising representative will contact you regarding Special Section advertising.

Section I 

General Information 

Show Dates and Times 

Vendor Move-in: Thursday, November 8; 9am to 6pm 

Women Today: Fri., Nov. 9 and Sat., Nov. 10, 10am-5pm 

Vendor Move-out: Sat., Nov. 10, 5:15pm-9pm 

Show Location 

Ventura County Fairgrounds 

10 W. Harbor Blvd., Ventura, CA 93001 

Show Contacts 

Julie Lopez, jlopez@vcstar.com or 805-437-0446 

Katie Faulise, kfaulise@vcstar.com or 805-437-0445 

Monica White, mwhite@vcstar.com or 805-437-0444 

Fax 805-437-0465 

Admission* 

*A portion of all ticket sales will benefit Food Share 

All tickets good for both days 

$6 for Adults (13-64 years old) 

Seniors age 65+ are FREE! 

Children age 12 and under are FREE! 

Active Military with ID are FREE! 

Exhibitor Space Includes: 

• 10’ x 10’ booth space 

• 8’ high draped backdrop 

• 3’ high draped side rails 

• 6’ skirted table and two chairs 

• General exhibit hall security 

• Exhibitor listings in Women Today advertising, including 

the Ventura County Star, vcstar.com/womentoday, and 

the Women Today special section running in the Full 

County edition of the Ventura County Star on Thursday, 

November 8, 2012 distributed to all attendees 

• Listing in official show program provided to attendees 

• 5 exhibitor badges 

• 10 complimentary Women Today tickets 

Additional Exhibit Space 

Additional 10’ x 10’ booths are $499 each 

Additional Marketing Opportunities 

• Connect the Dots participation is $399 (includes both 

days and limited availability) 

Additional Women Today Special Section Advertising 

Increase your ad size from ⅛ to ¼-pg, add $200; ¼ to ½- 

pg, add $400; ½ to full-pg, add $750 

Internet Access Internet access is available at no charge. 

(By using this service, you acknowledge and knowingly accept the 

potentially serious risks of accessing the Internet over an 

unsecured network.) 

Women Today Tickets Tickets will be mailed no later than 

Monday, October 29, 2012. Take advantage of the 

opportunity to promote your participation by distributing 

complimentary tickets to your existing customers, 

prospects, friends and employees. Each exhibitor receives 

10 complimentary tickets and additional tickets can be 

purchased at a discounted exhibitor rate. Exhibitor guest 

tickets are available in books of 10 for $30 (1/2 off the ticket 

price). Tickets admit one person, one time only. One ticket 

good for both days. TICKETS MAY NOT BE RESOLD. 

Exhibitor Badges At move-in each exhibitor will receive 5 

exhibitor badges. Each badge gains admission for one 

exhibitor. All exhibit personnel MUST wear a badge while 

on the show floor. When leaving the show, exhibit 

personnel may return badges to the registration table for 

safe keeping to be used again. Multiple volunteers or staff 

may pick up their badge at the registration table. Badges 

may only be worn by individuals working in an exhibit. 

Security 

General security and door guards are provided in the 

exhibit areas from the beginning of move-in to the 

completion of Move-Out. See Official Terms and Conditions 

for more information 

Aisle Space 

Aisle space, restrooms, concession areas and any other 

applicable venue space may not be used for exhibit 

purposes or for general solicitation of a business. See 

Official Terms and Conditions for more information 

Fireproofing 

All exhibits must conform to the Fire Marshall’s regulations. 

Exhibit equipment must be flameproof and flammable 

liquids and gases are subject to special regulations. Foods 

that produce grease laden vapors or cooking grease must 

be approved by the Fire Marshall in advance. Any exhibitor 

cooking at the show must have a fire extinguisher in their 

exhibit space. 

Not Allowed 

Helium balloons, enclosed exhibits or tent coverings that 

are larger than 10’ x 10’ in area, or combustible materials. 

Vehicles 

Any vehicle in the exhibit hall must conform to fire 

regulations. Battery cables must be disconnected. Gas 

tanks must be taped shut or have a lockable gas cap and 

must contain no more than a quarter tank of fuel. Exhibitors 

must work with Show Management to coordinate Move-In 

and Move-Out. Exhibitors must leave vehicle key copy with 

Show Management. 

Drape Color 

Drape color is maroon. 

Food Service 

Concessions are available onsite. If sampling food or 

beverages on-site, you must comply with venue sampling 

policies and state health department permits and policies. 

See WT2012_Food & Beverage Sampling & Sales for 

additional information and instructions. 

Taxes 

Exhibitors may sell merchandise at Women Today. 

Exhibitor is responsible for collecting 8.25% CA sales tax 

on all purchases, unless a valid CA Sales Tax Exemption 

Certificate is presented.

INSURANCE OPTION #1 



INSURANCE IS MANDATORY FOR ALL WOMEN TODAY EXHIBITORS 

When you purchase this option, the California Fair Services Authority provides exhibitor 

insurance as part of a pooled risk program. This program meets the insurance requirements 

for Women Today detailed in the Official Terms & Conditions on your Women Today contract, 

item #11. This option is provided as a courtesy to those exhibitors that do not otherwise have 

insurance coverage. 

Check One: 

Commercial Vendor Event Insurance $50 

Food Vendor Event Insurance $60 

Exhibitor Name: ___________________________________________________Contact Name: ____________________________ 

Address: ___________________________________________________________________________________________________ 

City: _____________________________________________________________ State: ______________ Zip: _________________ 

Telephone #: ________________________ E-mail Address: _________________________________________________________ 

Payment Method (check one): Check Cash MC/Visa Amex DC Bill my VCS account 

Card #: ___________________________________________________________ Exp. Date: _______________________________ 

Name on card (please print): __________________________________________________________________________________ 

Signature: __________________________________________________________________________________________________ 

Fax your request to 805-437-0465 or email it to jlopez@vcstar.com by Friday, October 26, 2012. Please make checks payable 

to Ventura County Star - Women Today and mail to Ventura County Star - Women Today, P.O. Box 6006, Camarillo, CA 93011. 

WT2012_Insurance Request Form Option #1 8/2/2012 Page 1 of 1

INSURANCE OPTION #2 



A CERTIFICATE OF INSURANCE IS MANDATORY FOR 

ALL WOMEN TODAY EXHIBITORS 

The Certificate of Liability insurance requirements are detailed on your 

Women Today contract Official Terms & Conditions under item #11. 

Please complete the following three steps: 

1. 

Provide your insurance company with the paragraph in the box below: 

Exhibitor agrees to submit to the Ventura County Star prior to Women Today and no 

later than Friday, November 2, 2012 a certificate of insurance evidencing its Workers’ 

Compensation insurance coverage with statutory limits and its general liability 

insurance coverage with an occurrence form and combined single limit of not less 

than $1,000,000 per occurrence. Such certificate must name Scripps Media Inc., 

Ventura County Star, Ventura County, the State of California, the Fairgrounds, Co- 

Sponsors, and their directors, officers, employees, management and agents named as 

additionally insured under general liability from November 8, 2012 to November 10, 

2012. These dates include Exhibitor move-in, general public admittance and Exhibitor 

move-out days. 

2. 

3. 

Inform your insurance company that the Certificate Holder should read: 

Scripps Media Inc., dba Ventura County Star 

550 Camarillo Center Dr. 

Camarillo, CA 93010 

Fax, mail or email your completed Certificate of Insurance no later than Friday, 

November 2, 2012 to: 

Julie Lopez 

Event Coordinator 

Ventura County Star 

550 Camarillo Center Drive 

Camarillo, CA 93010 

805-437-0446 (office) 

805-437-0465 (fax) 

jlopez@vcstar.com 

WT2012_Certificate of Insurance Instructions Option #2 7/31/2012 Page 1 of 1

ELECTRICAL REQUEST FORM 



Quantity Description Advance Price Floor Price Total 

_______ 5 amps / 500 watts 1 outlet / 110v $42.00 $57.00 _________ 

_______ 10 amps / 1,000 watts 1 outlet / 110v $52.00 $67.00 _________ 



_______ 30 amps / 3,000 watts 2 outlets / 110v $82.00 $97.00 _________ 

Total Charges: 

_________ 

For electrical needs in excess of those listed, please contact Julie Lopez for pricing 

Vendor must supply extension cords 

Exhibitor Name: ___________________________________________________Contact Name: ____________________________ 

Address: ___________________________________________________________________________________________________ 

City: _____________________________________________________________ State: ______________ Zip: _________________ 

Telephone #: ________________________ E-mail Address: _________________________________________________________ 

Payment Method (check one): Check Cash MC/Visa Amex DC Bill my VCS account 

Card #: ___________________________________________________________ Exp. Date: _______________________________ 

Name on card (please print): __________________________________________________________________________________ 

Signature: __________________________________________________________________________________________________ 

Fax your request to 805-437-0465 or email it to jlopez@vcstar.com by Friday, October 26, 2012. Please make checks payable 

to Ventura County Star - Women Today and mail to Ventura County Star - Women Today, P.O. Box 6006, Camarillo, CA 93011. 

Please see back for restrictions. 

WT2012_Electrical Request Form 7/31/2012 Page 1 of 2

Utilities Restrictions 

All electrical work must be performed by Ventura County Fairground personnel or a person authorized 

to do so by the fairgrounds or Event Management. Any person or vendor found using electrical power 

where no outlets were ordered will be charged two-times the rate. All exhibitors requesting electricity 

agree to conditions and safety regulations for electrical services as part of this order. 

1. Wall and permanent building utility outlets are not part of booth space and are not to be used by 

exhibitors unless specified otherwise. 

2. All equipment, regardless of power source, must comply with all federal, state, and local building 

and safety codes and are subject to inspection by State and County Fire Marshalls. Exhibitor 

agrees to make any changes to exhibit space requested by state or local officials to comply with 

regulations. 

3. All exposed non-current carrying metal parts of fixed equipment, which are liable to be energized, 

must be grounded. 

4. Notification of cancellation must be received in writing by Monday, November 5, 2012. 

5. Credit will not be given for service installed but not used. 

6. Exhibitor agrees to indemnify, defend and hold the Scripps Media, Inc. d/b/a the Ventura County 

Star, District Agricultural Association d/b/a the Ventura County Fairgrounds, the state of California, 

Ventura County and Co-Sponsors harmless from any and all loss, injury or damage arising in any 

way from Exhibitor’s acts, omissions or negligence or those of its employees or agents during the 

2012 Ventura County Women Today scheduled for Friday, November 9 through Saturday, 

November 10 at the Ventura County Fairgrounds. Exhibitor further agrees to make no claim against 

the Scripps Media, Inc. d/b/a the Ventura County Star, District Agricultural Association d/b/a the 

Ventura County Fairgrounds, the state of California, Ventura County and Co-Sponsors for loss, 

injury or damage to its employees, agents, contractors or property resulting in any way from 

Exhibitor’s participation in Women Today. 

WT2012_Electrical Request Form 7/31/2012 Page 2 of 2

FOOD & BEVERAGE SAMPLING & SALES 


A 

B 

C 

D 

E 

Food/Non-Alcoholic Beverage Sampling 

Food/Non-Alcoholic Beverage Sales 

Wine/Microbrew/Alcohol Sampling 

Wine/Microbrew/Alcohol Sales 

Checklist 

The Ventura County Environmental Health Division 

mandates these requirements. The division 

will make on-site inspections and remove all food 

items not pre-approved. 

A Food/Non-Alcoholic Beverage Sampling 

Food and/or non-alcoholic beverage product sampling is limited to 2 oz. portions. In order to distribute these 2 oz. 

samples from a vendor booth, vendors must submit (a) a completed Mobile Food Facility or Temporary Food Facility 

application; (b) a check for applicable fees* made payable to Ventura County EHD; and (c) any related certificates that 

make you eligible for a fee reduction to Julie Lopez at jlopez@vcstar.com no later than Friday, October 26, 2012. 

It is the responsibility of the vendor to familiarize themselves with the county requirements and submit the appropriate 

paperwork following the above criteria. More information and applications may be found at: 

http://www.ventura.org/rma/envhealth/community-services/consumer-food/special-events.html 

B 

Food/Non-Alcoholic Beverage Sales 

Ovations Food Services at the Ventura County Fairgrounds has exclusive rights to all food and beverage concessions to 

the general public. Exhibitors wishing to sell food for on-site consumption must apply with the fairgrounds to be a 

subcontractor. If approved, vendors will pay 30% of their net sales, plus sales tax to Ovations. In addition, vendors must 

have an accountability system using a register or inventory sheet. If you wish to become a subcontractor, please contact 

Becky Hinojosa, general manager for Ovations Food Services at 805-643-9708. 

Exceptions: Packaged and gift type food items; such as gourmet jams, candy, etc. that are not provided to be consumed 

on site are not considered concession sales and will not have to adhere to the above requirements. 

C 

Wine/Microbrew/Alcohol Sampling 

Sampling must be 1 to 2 oz. and no money can change hands. Wine pouring and carding must be handled by Ovations 

Food Services at $15 per hour. Pourers may be hired for the entire event or for a portion of the event with a minimum of 

two hours. Restaurants are not allowed to provide alcohol for sampling. The only exception is if the alcohol is signature to 

the restaurant. For instance, Tierra Sur could sample Herzog wines, but not something they would serve from the bar. 

D 

Wine/Microbrew/Alcohol Sales 

No one can sell alcohol for distribution at the event. However, they can complete internet, mail order, and/or 

delivery/pickup sales at their booth space. 

For Purchase at Bar – Ovations Food Services can purchase alcohol(s) the exhibitor wants to showcase directly from a 

distributor and sell it by the glass at the Women Today Bar. Ovations Food Services will retain 100% of the profit. An 

exhibitor can direct those interested in drinking more than 2 oz. to the bar. The cost per glass will depend on the cost of 

the alcohol. 

E 

Checklist 

Type of Product Do I need a Permit? *Fee 

Pre-packaged Food/Beverage Yes $0 

Open Food/Beverage Yes $104 

Open Food/Beverage (non-profit) 1 Yes $0 

Open Food/Beverage (veteran) 2 Yes $0 

Open Food/Beverage (EHD TFF cert.) 3 Yes $52 

1 Provide copy of TFF training certificate (dated within 12 months of event date) and non-profit documentation with application. 

2 Provide copy of TFF training certificate (dated within 12 months of event date) and DD-214 with application. 

3 Provide copy of TFF training certificate (dated within 12 months of event date) with application. 

WT2012_Food & Beverage Sampling & Sales 9/28/2012 Page 1 of 1

SHOW SPECIALS FORM 



Want to get additional advertising 

and promotion for your business? 

The Star wants to promote you, our exhibitors, to every Ventura County woman. 

We want to highlight your business by promoting your Show Specials. 

We will only include specials that attendees can take advantage of at Women Today. 

A minimum of three ads promoting exhibitors’ Show Specials will run in the full county edition 

of the Ventura County Star in the days preceding Women Today. 

We will do our best to highlight every exhibitor in these ads. 

All Show Specials Forms are due Friday, October 26, 2012 

Fax your request to 805-437-0465 or email it to jlopez@vcstar.com 

Exhibitor Name:_____________________________________________________________________________________ 

Contact Name _________________________________ Contact Phone # ______________________________________ 

Briefly describe (in 15 words or less) what specials on products and/or services people 

attending Women Today can receive. 

Examples 

“15% off products at Women Today only!” 

“Buy One Get One Free at Women Today!” 

“Try our new product ‘X’ exclusively at Women Today!” 

__________________________________________________________________________________________ 

__________________________________________________________________________________________ 

__________________________________________________________________________________________ 

__________________________________________________________________________________________ 

WT2012_Show Specials Form 7/31/2012 Page 1 of 1

DOOR PRIZES & TOTE BAGS 



DOOR PRIZE? 

Yes 

No 

TOTE BAG? 

Yes 

No 

Increase your exposure by donating a 

door prize for Women Today! We’ll 

generate buzz and excitement among 

show guests by giving your door prize 

away at Women Today. Give away gift 

certificates, dinners, vacations, 

memberships, gift baskets, or shopping 

sprees to drive people to visit your 

store or website! 

Please bring your door prize with you 

during move in hours on Thursday, 

November 8, 2012. 

Describe your item(s): 

__________________________________ 

__________________________________ 

__________________________________ 

Retail Value: $_____________________ 

Where you would prefer your door prize 

to be presented? 

What Women Want Stage 

Cooking School Stage 

AND/OR 

We will include one promotional item in 

1000 tote bags distributed to Women 

Today attendees. 

Please bring or ship your item attention 

Women Today to the Ventura County 

Star, 550 Camarillo Center Dr., 

Camarillo, CA 93010 by Friday, 

November 2, 2012. 

Describe your item(s): 

__________________________________ 

__________________________________ 

__________________________________ 

__________________________________ 

__________________________________ 

__________________________________ 

Exhibitor Name:_____________________________________________________________________________________ 

Contact Name:______________________________________________________________________________________ 

Telephone: ______________________________________ Fax:_______________________________________________ 

Email: _____________________________________________________________________________________________ 

Fax this form by Friday, November 2 to 805-437-0465 or email it to jlopez@vcstar.com. 

WT2012_Door Prizes & Tote Bags 7/31/2012 Page 1 of 1

Vendor Packet - Ventura County Star

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