Expo Guidelines 

How do I sign up?

*Application deadline is Monday, February 5, 2024. Simply fill out the online application (here) and submit it for approval. You will receive an email confirmation of your application’s approval within 48 business hours along with further instructions. If your products or services fall within a restricted category or if the show is already full when you apply, you will also receive an email notification.

What is the difference between the application and a License Agreement?

The application is for you to provide information about your business and its legal entity. We use this to set up a license agreement, which is the actual contract (or short-term lease). This document is legal and binding, and it will spell out the agreed upon details regarding what a specific vendor can sell or promote while on property. No vendor will be allowed to set up inside the mall without a signed license agreement.

NEW Contract and Payment Process

License Agreements will now be sent via DocuSign for electronic execution. Then once your agreement is fully executed, a link will be sent to you via CBL.tenantportal@cblproperties.com to make your payment online. This way you can make your payment based on your own schedule; however, all payments should be submitted within 48 hours of receiving your payment notification to hold your spot. Be sure to check your spam box. Then take a screenshot of your receipt and email it to Andrew.Steele@cblproperties.com.

What is a certificate of insurance?

The insurance certificate is a liability insurance policy which covers your business while inside the mall. Every vendor occupying physical space within the mall must provide insurance. You may use any vendor you choose, or we can refer you to a company which specializes in pop up vendor insurance. Insurance is due at time of contract to secure the location. No vendor will be allowed to set up without the certificate of insurance.

Is electrical and WIFI available?

Vendors must submit a request for electrical at the time of application, and there is a $25 fee for guaranteed electrical access. Mall Management will verify that sufficient electricity is available for your need. If over-loading occurs, the vendor will do without electricity or move to a location where a suitable supply exists upon approval of Mall Management. Secure vendor WIFI is not available, so be sure to bring your own hot spot or WIFI ready devices.

What will be provided with my booth and what will I need to bring?

Each vendor booth will be approximately 8 x 8 sf and will consist of one (1) 6 ft table and 2 folding chairs. Double booths will be approximately 8 x 16 sf size and will consist of two (2) 6 ft tables and 2 folding chairs. Each vendor must bring their own floor length black tablecloth or table skirt. A professionally branded tablecloth is also allowed so long as it is floor length. No plastic table covers will be allowed.

Can I bring my own floor fixtures?

Since booth spaces are limited to approximately 8 x 8 feet, any additional floor fixtures will need to be approved in advance because this will affect placement in the expo. Vendors may bring professional backdrops, provided no equipment exceeds 6 feet in height or 3 feet in width without prior written permission from Mall Management. All products should be placed on top of the table and/or atop pre-approved fixtures, and no displays may be positioned on the floor or in a way that would block visibility or access to an existing mall tenant nor can displays be setup in a manner that could pose a tripping hazard or danger to mall guests. Again, all additional floor fixtures will need to be approved in advance because this will affect placement in the expo. Please note the need to bring additional fixtures in the comment section of the application and include dimensions.

What can I sell or promote at my booth?

Vendors will only be allowed to display and promote the agreed upon products and services outlined on their specific License Agreement. No additional product or business can be promoted at the booth that is not specifically listed within the legal document. NO EXCEPTIONS! Any violators will be asked to vacate the premises and will not be refunded or invited to return for future expos.

Do you require a vendor permit?

Vendors are required to provide a copy of all applicable state and county licenses and permits associated with their business model. All vendors must also provide a copy of their business license and report sales tax.

Can I use signs, balloons and stickers at my booth?

Any signs used by the Vendor shall be produced in a professional manner. Absolutely no hand-written signs will be permitted. Also, no banners or flag banners permitted. No helium balloons or stickers may be distributed.

Do I have to remain open the entire expo?

Yes. All Vendors are required to remain open during advertised expo hours. Closing early may impact future participation.

Where can I set up my booth?

Mall Management will provide each vendor with an assigned booth space, and vendors must occupy their assigned exhibit space and will not be allowed to relocate without permission from Mall Management. Also, vendors are not allowed to solicit beyond their own designated space and must be in touching distance of their display at all times. Vendors also may not harass or block the flow of mall shoppers.

When can I set-up?

Set-up will take place Saturday morning between 8:00 AM and 10:00 AM. No setup will be allowed once the mall is open for business.

Where can I unload?

Vendors may use service areas for unloading/loading. A loading zone map will be sent to all vendors in advance showing the closest entry point for your business. Once you have unloaded, vehicles should be parked in a designated parking space to allow others to unload. Any vehicles left unattended for long periods of time in the loading zones may receive a ticket or be towed at the vehicle owner’s expense. Vendors shall observe all fire lanes while loading and unloading. Said lanes are patrolled by local police, and any tickets received will be at the vehicle owner’s expense.

When can I Breakdown and how should I leave the space?

Breakdown will take place at 6 PM. Because of liability reasons, vendors must use extra precaution when packing up to ensure no product or debris is on the floor or sitting within customer walkways since the mall will still be open for business. Also, equipment must be removed via loading zones only and at no time should customer entryways be used to remove equipment.

Do you offer set up and breakdown assistance?

Vendors are responsible for providing all necessary labor and equipment for uncrating, erecting, or dismantling of displays. Mall Maintenance, Housekeeping and Security personnel are not available to assist with set up/take down. Also, no mall equipment will be available for Vendors to borrow (i.e. carts, dollies, tools, etc.)

Where can I place my boxes and packaging materials?

All packing cases, crates and debris of any kind must be removed from the exhibit space prior to mall opening time. Vendors are responsible for disposing of trash and recyclables within designated dumpsters located in the loading zones. DO NOT place trash, boxes or debris in trash cans located inside the mall, which are designated for shoppers.

Will Mall Security Monitor My Booth Area?

Mall Security will not be responsible for lost, damaged, or stolen goods or personal property. Vendor is solely responsible for policing its location against theft, loss or damage to its property, and it is strongly recommended that all valuables be removed from the display area when vendor is not present. Mall Security can be contacted at 423-894-7272 if you need assistance concerning security matters. For emergencies, call 911.

Where should I park?

Vendors must observe employee-parking regulations. All vehicles must be parked in areas designated for Mall Employee parking, which is behind the yellow line and away from main entrances. Vendor vehicles parked in portions of the parking lot designated for customer parking may be removed at the expense of vehicle owner.

Fire Regulations

In accordance with applicable fire codes, the following requirements shall be maintained for displays and exhibits at the Center:

• All booths or areas used for promotional purposes shall be no closer than ten (10) feet from storefronts, kiosks, carts or any permanent structure.
• A minimum of ten (10) feet clearance in any direction is required around all aisles, corridors, or cross-corridors leading to exits.
• Cotton batting, straw, dry vines or other highly flammable materials shall not be used in the booth unless such materials have been flame proofed.
• Electrical wiring provided for the booths shall conform to the requirements of the Hamilton County Code Administration and Fire Departments. Only Heavy-Duty cords (type S or SJ), which are U.L. approved, are allowed. A plug strip with a circuit breaker must accompany multiple plugs. All electrical cords shall be adequately protected against tampering and must not be visible. Cords shall not cross pedestrian aisles. Cords will need to be secured so as to not cause a tripping hazard to customers. Please note “duck” tape is not allowed, as the residue is difficult to remove from the flooring. Mall Management can provide direction on where to obtain the correct tape for all cords.

Miscellaneous Rules & Regulations

• Vendors shall at all times use the premises for the purpose of performing the activities in a proper manner satisfactory to Licensor and in an honest, conscientious and businesslike way. Such use of the premises includes, but is not limited to, proper maintenance of Vendor’s equipment, structures, fixtures, and other property on the premises. Mall Management will have final say on placement of all displays, and displays shall be placed only within areas approved.
• No water, sand, straw, or other foreign substances should be involved within displays unless approved by Mall Management. If plants are included, they must be set on plastic drop cloths or saucers. Also, no water or other liquids or elements may be dumped into mall planters.
• Vendors with equipment must protect the floor at all times.
• There is to be no material stored or displayed on benches, planters or any other place outside of the booth space. All tables used in the displays must be skirted to the floor with all extra boxes, etc. placed under the tables and out of sight.
• Trash cans, sign holders and any other property of the Center will not be moved without Mall Management approval. If permission is given, the Management Personnel have the sole authority to move mall property.
• Do not attach signs or other materials to pillars, rails, directories, or other mall property including parking lot and drive lane areas.
• All exhibits with sharp objects must have protective padding.
• Vendors shall maintain a neat and appropriate appearance and dress, and are expected to operate in a dignified, ethical manner.
• Vendors shall not carry on any trade or occupation or operate any instrument or equipment which emits an odor or causes a noise discernible beyond the immediate display area.
• Televisions or video displays are allowed, but they must remain muted at all times.
• No bright, flashing or blinking lights permitted.
• No alcoholic beverages will be allowed within the mall’s common or retail floor areas at any time.
• Under no circumstance will the use or maintenance of liquid petroleum, gas or bottled gas systems inside the shopping mall be permitted.
• If additional lighting is needed, only 60-watt bulbs can be used, and they will not be supplied by the center.
• Some products or services may be excluded due to existing tenant lease restrictions and legal covenants.
• Vendor may not sell raffle tickets or any illegal or counterfeit products while on Hamilton Place property or the property of any company owned associated center.

NOTE: Obviously not all rules apply to all vendors. We have tried to mark those rules, which commonly apply to vendors, but please be aware that all regulations are to be followed if they are applicable, regardless of whether they have been marked. Hamilton Place reserves the right to determine applicability, and to revise these rules at any time to provide for the orderly operation of the shopping center.