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We hope you're all doing well and that 'falling into fall' is feeling good right about now. This e-mail will cover the registration/load-in/set-up, electricity, WIFI, sales permits, promotional checklist and show schedule.
Registration, Load-in and Set-Up Reminders
Registration opens promptly at 8:00am on Friday, November 8.
Registration is located on the Loading Dock at the RI Convention Center. You may use this address in your GPS which will bring you to the bottom of the ramp:
165 West Exchange Street, Providence RI 02903
BEFORE YOU UNLOAD, you must check in at Registration and receive your show packet. Park your vehicle, walk into the large bay door and look left. If you are coming from the parking garage or front of the building (anywhere but the dock), follow the signs or ask to be directed to the loading dock. After you register, please unload your vehicle and complete load-in within 30 minutes. Move your car off the dock parking lot so others can unload. DO NOT BEGIN SETTING UP YOUR BOOTH while your car is still in the parking lot at the dock. As soon as you’ve loaded in, go back to your car and move it. There is limited space on the dock. Others need to load in. Be kind; this is where we'll need everybody to practice patience.
Plan your arrival based on how long you need to load in and set up your booth. Also keep in mind there will be a line of artists waiting to get onto the dock to unload. For example, if you need about 4 hours to set up your booth, arrive around 11:30 a.m. to be safe. The last load-in time is 3:00 p.m. All booths must be show-ready by 4:30 p.m.
If you need more than 8 hours to load in and set up, please contact us directly and as soon as possible to plan accordingly.
Booth Assignments
The floor layout is being developed with an eye towards show balance and optimal traffic flow. Booth assignments will be communicated on or before October 15. Click here to get a general idea of the floor layout, load-in zones, etc.
Electricity - Order by October 25!
Many of you will want electricity for your booth. This needs to be ordered directly from the RI Convention Center. The cost will depend on the amount of wattage your light fixtures require. The link for ordering will be found on page 3 of the Exhibitor Services Manual that you'll receive later this week from our decorator company, SER. We're also including it here in the event you want to head straight there:
https://bit.ly/2l5ZqEk
Order electricity by October 25 to avoid paying the higher rate. You may be asked for your booth number when ordering electricity, but it is not required as we will provide them with the final list. Be sure to give them the same name you used to apply for the show.
If you have questions when ordering electricity, contact Carolina Franco in the RICC business center. She's super helpful!
Carolina Franco, RICC Business Center
Tel. 401.458.6103
businesscenter@smgricc.com
WIFI
Most artists have found that cellular works fine within the building and that they do not need additional WIFI. There is free 30-minute Wi-Fi in the building, however, and you can purchase a 4-hour span for $9.99. Those can be done on-site from any device you'd like to connect.
Upon arrival, select the RICC-DDC internet signal. Then go to your browser and follow the prompts from the initial landing page of RICC.
For longer term access without interruption, however, you may order from ACS Cox Communications. RICC does not take orders or payments for internet. Here's the contact info:
ACS@cox.com
1-833-342-2705
Sales Permits
At check-in, you will each be required to either provide a copy of your existing Rhode Island Sales Permit or, if you do not have one, complete a Temporary Rhode Island Sales Permit application and remit the $10 application fee. Most artists will be in the first category and can complete the Temporary Sales Permit application onsite at check-in. We will provide the forms. If you already have an RI Sales Permit, just give us a copy and you’re good to go. This step must be completed at check-in and before you load in.
Procedure for Temporary Sales Permits applicants - The form is in triplicate; after you fill out your basic info, we will keep the top copy and you'll retain the rest until the end of the show. At the end of the show and before departing, you must complete and submit the rest of the form along with any taxes owed. Most of you will not owe any taxes due to the tax exemption enjoyed by artists selling in the state of Rhode Island. (Details below.) This does not exempt you from reporting your total sales on the Temporary Sales Permit application, however.
More on RI's Tax Exemption
Rhode Island has a tax exemption in place for the sale of artistic works sold in the state of Rhode Island, but their definition of 'artistic works' is very specific. For example, original works or limited editions should be signed and/or numbered in order to qualify for the exemption. (Postcards made from prints, for example, are therefore not exempt.) Each artist is responsible for interpretation of the law and for paying the correct amount of taxes at the end of the show. Click here for details.
ONE MORE TIME: The Sales Tax Return (the last page of the triplicate form) and any taxes due must be submitted to us before you exit the premises on Sunday night.
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