New York Spring 2020 Exhibitor Information

New York Spring Exhibitor Show Memo
March 19-22, 2020
Hotel Pennsylvania
401 7th Avenue, between 32nd and 33rd

Is your company name and product listed correctly online?

Check the show page to see if you are listed correctly. Click here to access a form to update your information. This really important so customers know where to shop for which items at the show.

Setup Time

Load-in/setup time is Thursday 12pm-5pm. Subject to tables being ready.

Show Time

Thursday Night Preview & Shop 5-8pm* Thursday, March 19, 5-8pm
Friday, March 20, 10am to 6pm (merchants are allowed in at 9am)
Saturday, March 21, 10am to 6pm (merchants are allowed in at 9am)
Sunday, March 22, 11am to 5pm (merchants are allowed in at 10am)

*Thursday Night Preview & Shop

We are continuing the Thursday Night Preview & Shop to accommodate our buyers who are not able to make the show on the weekends. This Thursday Night Preview & Shop will be for retail & wholesale buyers from 5-8pm. This is an opportunity to get more sales without additional booth fees and hotel cost. Since we are already there, we might as well make some money!

Are you shipping to the hotel?

The Hotel Pennsylvania will accept packages from USPS, UPS and FedEx up to 3 days prior to our event and will allow packages to be picked up on Monday after the event. If you require assistance with your package(s) to/from package room or storage room there is a $5 per package or $20 per luggage cart fee. Subject to staff.

Ship boxes to:

Hotel Pennsylvania
Attention: The Whole Bead Show 18th floor
401 7th Ave
New York NY 10001
~Be sure to include your name and booth #~

Freight/pallet shipments will need to arrive during setup hours Thursday 12pm to 5pm. Ideally, freight/pallet shipments should be picked up from the show on Sunday evening, however, arrangements can be made for them to be picked up on Monday after the show. Please advise your freight company to use the loading area on 33rd & 7th. Please also advise them to bring your freight to your booth on the 18th floor. A service charge will apply if you require assistance getting your freight from the loading area to your booth.

Are you bringing/driving your merchandise to the venue?

There are two options for you: 1) the main entrance of the hotel at 401 7th Avenue. Ask for a bellman to help. A normal tip would be $5 per box or $20 for a luggage cart, or 2) Use the loading entrance (with freight elevator) on 33rd & 7th. There are no personnel at the loading area to help with your boxes, so if you require help, use the main entrance.

Are you parking?

Hotel Pennsylvania is pleased to offer valet parking to guests for a fee of $55 per night (no in/out privileges). For larger vehicles, an additional fee of $10 per night plus applicable taxes might apply. Self-parking is also available at $37 for a regular size vehicle with no in and out privileges (prices are subject to change). There are also several garages is in area that offer additional parking options, just Google.

Booth size

Regular booth is two 6ft tables.  Absolutely nothing may be affixed to the walls, NOT EVEN SPECIAL TAPE OR STICKY PLASTER. Please be considerate of your neighbors and do not invade their space.  Display CANNOT include racks or other items if they will obstruct view of show. Do you need extra tables? There is room for one additional table in your booth. You may bring your own table or rent one from us, the rental charge is $200. We do not rent pegboards or showcases.

VIP Passes/Guest List

To streamline the VIP process, click on this link to fill out the VIP form.  Print it out and bring it to the show by 4pm Thursday.  You are allowed 10 single persons or 5 with plus ones.  Please note that your VIPs can use their pass for the whole weekend. The guest list will be at “Will Call” so please be sure to refer your guests there.  They will need to give your company name, along with their name.

What can you do to help get the word out?

Share the event on FaceBook and email your customers that you will be coming to the area. Digital postcard is available by clicking here.  Please be sure to let your contacts know on social media and email lists, that we are coming to town.  If you would like physical cards to mail to your contacts, let us know and we can send you some.

Things you need to know:

  • Bring your own table coverings.
  • Do not tape or attached anything to any wall.
  • Each booth comes with electricity. If excessive amounts of electricity/lighting are being used by you and it is causing issues, you will be asked to turn off and remove lights. Please NO Halogen Lights. Please bring your own strip, a 15 foot electrical cord and tape to tape down your cords.
  • If any part of your display or merchandise is unfairly obstructing other merchant’s space you will be asked to remove it.
  • If you extend out of your allowed space and refuse to move, there will be a fine of $500 per square foot over allotted space.
  • Large banners may be affixed to the front of your tables. Any unattractive signage will be removed. Signs posting percentage off can be no larger than 4” x 4”, and no more than 2 per booth (these are signs with words such as “wholesale to the public,” “50% off,” “sale,” etc.).

Things you should not forget to bring:

Table coverings
Lights. No Halogen.
Electric strip, 15ft cord, and Gaffer’s tape to tape down your cords
NY Seller’s permit

Tax forms/Sales Tax:

Sales tax is 8.88%. Sales Licenses are issued at no cost through the New York Department of Taxation. Here is the link: