Exhibitor Agreement

Tips for Exhibitors

The Health and Safety Fair is an excellent opportunity for your organization to reach out to families in the Sunnyvale community and share information about your programs and services.  Following are some suggestions for making your booth or table as dynamic and attractive as possible:

• Colorful, eye-catching signage
• If you are a health or wellness related organization, provide a brief free consultation
• Free demos
• Small giveaway items such as keychains or pens (please no candy, healthy snacks only)
• Hands on activities such as simple craft projects for kids, or simple games
  

FAQ's for Exhibitors

Q: Is the Health and Safety Fair an outdoor event?
A: Yes. The fair is held mostly outdoors, on the site of the Columbia Neighborhood Center and Columbia Middle School.  The fair is held rain or shine, and rainy day arrangements will be made if necessary. Prepare for sunny and/or windy conditions by bringing hats, wearing jackets, and using suncreen.

Q: Is there a fee to be an exhibitor at the fair?
A: For businesses, the exhibitor fee is $200, of which $25 would be returned if the business stays for the duration of the fair (11 a.m. to 3:00 p.m.) 
For non-profits, there is no charge to be an exhibitor, but a $25 deposit is required to reserve your space and will be returned if the agency stays for the duration of the fair (11 a.m. to 3:00 p.m.) 

Q: Why is a deposit required?
A: The deposit encourages exhibitors to stay onsite for the duration of the fair.  Many attendees can only attend the fair toward the end of the day, and we want their experience to be just as informative and engaging as those who come earlier.

Q: What do the exhibitor's booths look like?
A: The booths provided to paying exhibitors are 10'x10' enclosed, covered booths.  Some exhibitors choose to have the front panel of the booth removed so fair attendees can come inside the booth to look at materials, get consultations, etc.  Each booth also comes with an 8' table and two chairs. Because this event is outdoors, exhibitors should be prepared by bringing hats, wearing jackets, and using sunscreen as appropriate.

Q: We are a non-profit organization.  Can we still get a booth?
A: Because the exhibitor fee for non-profit groups is waived, non-profit groups are provided with an 8' table and two chairs only. Participating non-profit groups are strongly encouraged to bring a canopy or pop-up tent for shade, as the tables and chairs assigned to these groups will not be covered. The City does not provide tents. If you are a non-profit exhibitor and would like a booth, the business exhibitor fee of $200 would apply.

Q: My organization would like to show a presentation on a monitor in our booth, will we have access to electricity?
A: There is limited access to electricity at the fair site, but arrangements can be made to provide exhibitors with access to electricity.  It is recommended that you provide your own extension cord, 10' or longer.  Please contact Karen Rivers at (408) 523-8150 to make arrangements for electricity.