SPECIAL COVID-19 UPDATE FOR EXHIBITORS
updated - August 2, 2020
This probably will not be the last time I say this, but it seems like I just did this update last week. As always, I hope this report finds you well.
This is the “August 2020 Update” for the 2021 “Amherst Railway Society’s Railroad Hobby Show.” 6 months from today, the Show will have just ended. The Show is 5 months, 3 weeks and 4 days away for us (counting our set up time a few days prior).
The most important news for this update concerns contracts. They were sent a week early and were in the post office on Monday, July 27th. Many have already received them.
437 contracts were sent. The number is less than last year because many exhibitors have used these “covid-19 times” as an appropriate time to retire. It is understandable, especially with those exhibitors that are in the “high-risk” category. Others have sold their companies, some have decided the expenses are too great and a very few have not been invited back. If you have any questions with regard to your contract, please email or call. One last word in this regard: Our wait list continues to grow, which is a good sign for things to come.
Other news: The advanced ticket sales are up and running. We’ve expanded our capabilities this year and have the ability to mail pre-purchased tickets (in the form of bracelets; as we have done in years previous to last year). Also, you may opt for pre-purchased tickets that will not be mailed. This style of advance ticket can be purchased up to the final day of the Show. Those tickets require the purchaser to print their bar-coded ticket(s) and exchange them at the special ticket booths just outside the buildings on the days of the Show (as we did last year). Also, new for the 2021 Show, children 15 and under will not be required to request and/or wear a bracelet, when accompanied by an adult.
Smaller events continue to take place on the grounds of the Eastern States Exposition. The folks at Eastern States Exposition remain positive and are helping us, as they always do. We are also working with the ESE folks to register our plan with the Health Department with regard to the pandemic (something new this year, as you might suspect).
So, we continue to plan for the Show. If you have not seen your contract by August 15, 2020, call us. When you do receive your contract packet, PLEASE check your contract and the TERMS AND CONDITIONS as there have been a few minor changes, mostly regarding return dates.
Finally, ONCE YOU RECEIVE YOUR CONTRACT, PLEASE GET IT BACK TO US ASAP, THAT WILL BE A GREAT HELP IN THE PLANNING OF THE 2021 SHOW. If you have any problems returning your contract on time, CALL US. We need to plan for the appropriate amount of space and this will be a huge help to us. If you would send an email stating that you have received your contract and plan or coming (or not coming) that would be even more helpful.
NOTE: Some exhibitors have asked if they will be penalized in any way if they decide NOT to attend this year. Our policy is that you WILL NOT BE PENALIZED and your space will be there for you at the 2022 Show. HOWEVER, for me to plan correctly, please give me the courtesy of letting me know as soon as you can.
As previously stated, we will continue to keep you updated and informed at a minimum of once each month. You are certainly welcome to call or email me at any time.
With the addition of the Mallary Complex and taking more space within "Mallary South," the Railroad Hobby Show now has almost 10 acres of floor space, or close to a half million (500,000) square feet. As large as the areas for exhibits are at the show, there is never enough space for all those wishing to exhibit.
All vendors and exhibitors must make their REQUESTS for Standby Status by submitting the WAIT LIST APPLICATION directly to the show office. Sending in your application, which then becomes part of the ARS permanent data base, does not guarantee you a space at the show. You must receive an invitation from the Show Director to exhibit at the show. Please do not confuse your listing on the Stand-by-waiting-list with an invitation to exhibit at the show.
To download a wait-list application, CLICK HERE.
Who should apply to Exhibit?
Amherst Railway Society's Railroad Hobby Show is, first and foremost, a model railroad train show. Since the purpose of the Amherst Railway Society is to educate and inform about our hobby and railroads in general, only exhibitors related to railroading will be invited to our show. This includes real life railroads and scale model railroads, historical societies, artists, flea market dealers, importers, manufacturers and photographers. According to our over 425 current exhibitors and our 200 exhibitors on our wait list, this consistent fact has made our show one of the most sought after shows in the United States. To further reinforce that committment to railroading, we only allow the display and sales of railroad related items throughout the duration of the Show.
As an Exhibitor, what's included?
Amherst Railway Society's Railroad Hobby Show is a "table" show. That is, we rent table space, not booth space. Each table is 30 inches deep and 8 feet long and stands 30 inches tall. Each table has access to electricity (if requested in advance at no charge) and one chair is included with each table. Additional chairs can be made available upon request. No additional or replacement display tables, racks, etc. are allowed without prior consent from the Show Director. Refunds are allowed for vendor cancellations if requested prior to January 1 for that show year. Call our offices for the latest table pricing.
Phones and Internet - Extra Needs such as a phone line and hard-wired access to the internet are available directly through the Eastern States Exposition Offices. Please call 413-205-5018 and speak with a representative of the Eastern States Exposition Staff to reserve a phone line or internet access. Wi-Fi access to the internet is provided FREE each year, and is password protected (passwords are available at the Show).
RV Service - Exhibitors with RV's/Campers/5th Wheel Trailers can stay on the grounds of the Big E. Please call 413-205-5018 and speak with a representative of the Eastern States Exposition Staff to reserve your spot and learn more about these details.
Drayage (shipping and receiving) - The Amherst Railway Society does work with a company(s) to assist with shipping and receiving of goods, booths, booth decorating, etc. Please do not hesitate to contact the Show Office to learn more about this service. The Amherst Railway Society is not responsible for receiving or shipping of any goods to/from exhibitors.
Extras (Pipe & Drape, Carpet, etc.) - Contact the Amherst Railway Society to learn more about these extras.
Display Tables - Only layouts, collectors/modellers (whose sole purpose is to show their projects) and non-profit organizations are allowed display tables. There is no charge for a display table. Any exhibitor that is not in the above 3 categories must pay for all tables used. For more information on qualifying for a "display table," contact the Show Office.
Cancellation/Refund Policy - Amherst Railway Society will refund your money (in its entirety or in part; please see the "Terms and Conditions" portion of your contract for details) if we receive a written notice of the cancellation prior to December 31st of the year just before the Show (example: you must cancel before December 31, 2020 for the January 2021 Show.) There are no refunds if notice is received after December 31st of the year just before the Show. ARS reserves the right to withhold up to 30% of the amount to handle time and expenses related to this refund.
How to move up on the Wait List
Tradition with any wait list usually means, first come, first served. This is not the only factor with regard to our WAIT LIST.
Vendors, Layouts and Not-For-Profit Organizations are invited to our Show from the wait list based upon the following factors:
- What is in the best interest of the Show (what will help this show grow - in quality). What will our visitors see that will make the experience more enjoyable.
- What will our visitors see that will help inform, educate, or perhaps get them more involved in the greatest hobby in the world!
- Length of time on the Wait List.
As you can see, we value our visiting public highly. We encourage all vendors to constantly update their WAIT LIST APPLICATION so that we can consider all of the above in your behalf.
Please remember that our show is strictly an invitational show. We do this to insure optimal balance among vendors, layouts, and not for profit organizations. Invitations are given each year and there is no guarantee that any vendor, layout, non-profit organization or participant will be invited back the following year. Further, the Amherst Railway Society reserves the right to cancel any contract and/or not "renew" or invite back any participant at any time.
Material used on displays
Fire Prevention Regulations have been updated by the West Springfield Fire Deparatment and the Fire Prevention Officer.
The list of regulations has been updated and can be downloaded by CLICKING HERE.
The West Springfield Fire Marshall tests all materials used in displays at the Amherst Railway Society's Railroad Hobby Show unless they carry manufacturer's certificates certifying that they are fire retardant. "Fire retardant" for the layman means that the material if ignited will go out, that is, that the material will not self-sustain flame. "Fire retardant," fire resistant," and "fire proof," while technically distinct terms, have the same meaning for the layperson. Manufacturers of fire retardant materials attach certificates certifying that fact to the materials. There is a store in West Springfield that sells spray bottles of fire retardant for those whose display materials do not pass the Fire Marshall's test. For vendors who are uncertain, we suggest checking with their local fire departments if they have questions about materials they plan to use.
We know of two dealers of fire retardant and one dealer of fire resistant fabric in the area. They are:
Mass Fire Equipment Corp.
Fire Control Co.
Fire Resistant Fabric Dealer:
Osgood Textile Co., Inc.