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Rules and Regulations

REFUND POLICY: Prior to September 30, 2023, a full refund will be issued when a request for refund is submitted in writing to the Vendor Chair.  After October 1st and until December 31, 2023, a refund of 50% will be issued. There will be no refunds after January 1, 2024.

OAKLAND BUSINESS LICENSE:  The City of Oakland requires each of the EBHQ / Center of Arts & Ideas vendors to have a current Retail Sales business license if they do not already have a business license for Oakland. The registration fee is $103.50 plus $60.00 if Oakland sales are below $66,666.  Even if you are splitting a booth with a friend this year, you will need an Oakland Business License. If you have any questions contact Pamela Jensen, VIC Treasurer at ebhq.vic.treas@gmail.com.

You may find that using the paper form is the easiest to get a license if you don't have one already:

CA SELLER'S PERMIT NUMBER (CDTFA)/SALES TAX PERMIT:  Is required from all vendors (uploaded during the application process).  

BARE BONES PACKAGE10’D x 10’W or 10’D X 20’W or 10’D x 30’W booth spaces enclosed in 8’ black drapes.

Each booth package will include:

  • 8' high draped back wall (black)
  • 8' high draped side wall (black)
  • One (1) 7” X 44” Exhibitor ID Sign
  •  5 amps/500 watts electrical service

    Vendors will reserve all additional equipment and electrical services through ROSSI EXPOSITIONS this fall at rossiexpo.com and pay additional charge(s) directly to them.   

    There are a limited number of end cap (corner aisle) spaces available.  Contact the EBHQ.VIC@gmail.com for details.


    Load in map directions coming in 2024

    Load-in (drop off only):  Thursday, March 21, 2024,  2:00 pm - 5:00 pm. (no set-up allowed)

    Load-in and Set-up:  Friday, March 22, 2024, 9:00 am - 1:00 pm.   Set-Up will be allowed until 5:00 pm

    Set-up: Saturday, March 23, 8:30 am - 10:00 am (No load-in)


    Saturday, March 23, 2024, 10:00 am - 5:00 pm

    Sunday, March 24, 2024, 10:00 am - 4:00 pm

    Dismantling/Load Out:  Sunday, March 24, 2024: 4:00 pm - 6:00 pm 

    PROTECTION OF PREMISES PROPERTY: Nothing shall be pasted, tacked, nailed or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Vendors may not attach anything to the drape in their booths. Vendors violating this regulation are expressly bound, at their expense, to repair any such damage they may cause. In addition, no rice, confetti, birdseed, or other similar material is permitted at the facility.  Pyrotechnics are not permitted.

    BADGES:  Each vendor space will be allotted badges for each staff member ONLY. Badges must be worn at all times during show hours and during load-in, set-up, and load-out. All badges are free of charge. Admission to the vendor area will be by badge only, and this rule will be strictly enforced.  

    INDEMNIFICATION:  Except with respect to the gross negligence or willful misconduct of East Bay Heritage Quilters (EBHQ), the OE Parties (as defined below), and/or Calvin Simmons Theatre 501(c)3 and Oakland Civic, LLC., Vendor shall indemnify, defend and hold harmless EBHQ, the OE Parties and Ford Point, LLC and their respective officers, directors, shareholders, partners, members, managers, affiliates, subsidiaries, employees, tenants, concessionaires, successors, attorneys and agents (collectively, the “OE Parties”) from and against all loss, cost (including without limitation attorneys' fees and disbursements), claims, demands, damages, expenses and liabilities (including statutory liability and liability under worker's compensation laws), (collectively “Losses”), in connection with claims for damages as a result of injury or death of any person or loss of or damage to any property sustained by any of the OE Entities (as defined below) and/or all other persons arising in connection with Vendor’s use or occupancy of the Premises, including the parking lot and other public access areas, or activities conducted therein by Host (EBHQ), its officers, employees, agents, invitees, partners, customers, contractors, and subcontractors.

    INSURANCE:  We recommend that each vendor carry their own liability, theft, damage, and worker’s compensation insurance. Please check with your insurance company if you have questions about your coverage.

    Please contact us if you have questions.

    By submitting your application you agree to all above terms and conditions.


    Contact us at EBHQ.Web.Supp@gmail.com

    EBHQ is a 501(c)3 non-profit organization

    East Bay Heritage Quilters (EBHQ)

    PO Box 6223

    Albany, CA  94706

    All images and text are © copyright East Bay Heritage Quilters Guild or by individual Guild members or speakers.

     Reproduction of any kind is expressly prohibited without written consent. 

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