EAEQ

Every Answer to Every Question Asked!

Prater's Mill > EAEQ

We provide the Every Answer to Every Question Ever Asked (EAEQ)— It is a lot of info but we have taken great pains to organize short bullet points under categories to make it easy to skim and find your answer. This is how and where we include new or changed Regulations Guidelines etc. So, it is important that you review this document. It is designed to be quickly skimmed. Please check the EAEQ before emailing questions.

Download EAEQ PDF

  • When do I need to be there?

    • Held rain or shine – No refunds due to rain
    • Attendance with booths open & manned required all day both days
      • 9:00 a.m. – 6:00 p.m. Saturday
      • 9:00 a.m. – 5:00 p.m. Sunday
    • Failure to notify if tardy, absence or early departure is considered no-show
    • No-shows and blacklisted will not return
    • Complete set-up 30 minutes before show opening and remain until closing
    • Cancellation Form and Phone Call Required after September 25
    • No Vehicles 30 minutes prior until 30 minutes after show hours

  • When Can I Set-Up?

    • Tuesday – Friday set-up is allowed – no security provided until Friday
    • Set up officially begins Friday 9:00 a.m. with check-in
    • After 7:00 p.m. Friday, gain access to exhibit area via security
    • Call before 7:00 p.m. Friday for booth set-up information or questions
    • Limit set-up to booth boundaries
    • Encroachment violations noted – warnings will be issued and recorded
    • Space use violations may yield immediate expulsion without refund
    • Exhibit area gates close 8:30 a.m. – no access – NO EXCEPTIONS
    • All vehicles removed from exhibit areas by 8:30 a.m. – NO EXCEPTIONS

  • When & Where Can I Check-In? 

    • Check-in BEFORE setting up booth (call ahead for late arrival)
    • Use contact’s last name [or booth#] to check-in – no paperwork required
    • Pick-up exhibitor packet prior to show
         ⚬ Friday 9:00 a.m. – 7:00 p.m. (Mill Porch)  
         ⚬ Saturday 6:30 – 8:30 a.m. (Main Entrance Drive)
         ⚬ Saturday after 9:00 a.m. (Information Booth #026)

  • What’s Provided?

    • 15’ x 15’ reasonably flat outside area
    • Some have trees near corner
    • No tents, tables, chairs or other items furnished outside
    • Secure tents against mother nature. Recommend weights over tie downs
    • Extra long metal stakes & heavy hammer needed to tie down tents
      • Buried electrical lines – take care driving stakes
    • Tent Size Limit:
      • 15’x15’ secured inside
      • 12’x12’ secured outside
      • No restrictions on size or color
      • Funeral tents strictly prohibited
    • Hard, gravel-filled ground defeats plastic stakes
    • Interior/covered spaces: size & amenities vary by location

  • What is in my Exhibitor Packet? 

    • Booth sign
    • Name badges
    • Name badge holders
    • Parking passes
    • Sunday Breakdown and Booth Access
    • GA Sales Tax Collection Form FS-32
    • Exhibit Map – exhibitor version
    • Every Answer to Every Question Ever Asked (EAEQ)

  • What is Acceptable?

    • Discounted signage strictly prohibited – such as “50% off” or “2 for 1”
    • Overt solicitation ‘barkers’ & selling outside your area strictly prohibited
    • Subletting, apportioned, allowing others space to sell – strictly prohibited
    • EAEQ violation is adequate grounds for prompt expulsion
    • Exhibitor’s attire & behavior must reflect overall family-oriented theme
    • Conduct of harassing nature towards mill staff or volunteers is not tolerated

  • What Happens When Things Are Wet?

    • Show held rain or shine – No refunds due to rain
    • Booths unsuitable for use prior to set-up will be moved.
    • It is your responsibility to provide ground cover inside space
      • PM will provide hay &/or shavings in muddy aisle – After 8:30 am1

  • What Can I Bring?

    • Crafts must be handmade out of natural materials by exhibitor
    • Food fits Southern Appalachian Country Fair theme – prefer fresh/from scratch
    • Only approved items described on your placement letter are allowed
    • Submit new items by July 25. – Use Add Item Form on pratersmill.org
    • NO FAIR TRADE
    • NO PLASTIC – only plastic in packaging is allowed
    • Demonstrations encouraged

  • What Amenities are Available to Exhibitors?

    • Security Fri.-Sun. – not responsible for lost, stolen or damaged items
         ⚬ Gates locked & guarded 7:00 p.m. – 7:00 a.m. Friday – Sunday nights
    • Exhibitor Parking Lot across street – PARKING PASS REQUIRED
         ⚬ Flat walkway under bridge for easy access or use ramped crosswalk
    • Exhibitor only port-o-lets (one) with the main public group near Gin & on the Store Side. Plus 3 more inside fence behind food shed
    • Booth Sitters will visit to check on your needs. Plus Assistance as needed.
         ⚬ volunteer@pratersmill.org to arrange advance help
    • Prater’s Mill Information Booth (#026) for help or call 706.694.MILL
    • Exhibitor Revitalization Room – soda, water, coffee, tea, table & microwave
         ⚬ First room, right side-entrance, upstairs granary 
    • Loading Zone Across GA2 by the Exit Ramp for Customer Pick Up
    • Bagged Ice for sale On the Grounds (#133)
    • Conveniently Located Walk-In Dumpsters
    • On Site Coke® ‘warehouse’

  • What about Refunds & Cancellation?

    • $35 Fee after January 25
    • No refund after September 25.
    • Cancellation Form Required: pratersmill.org/fair/invited/cancel
    • Cancellation Form and Phone Call Required after September 25

  • May I Handout Flyers etc.?

    • NO: Strictly prohibited – Persons caught distributing will be removed
    • Literature, pamphlet, promo etc. may be displayed
      • Must be picked up or requested by visitor

  • How Do I Find My Booth?

    • Booth number highlighted on map on placement letter
    • Booth corners & numbers marked on ground in orange paint
    • Guidance to booth location available during Friday check-in hours

  • Do I Need a Fire Extinguisher?

    • Fire Marshal requires minimum one fully-charged, working fire extinguisher in each booth using open flame of any kind

  • Can I Camp On-Site for Free?

    • Yes. In exhibitor parking lot ONLY – creek side preferred – first-come basis
    • No hookups – fresh water available at red pump house by store
    • Temporary, after-hours power may be arranged with Fair Director – your
      cord must reach Prater’s Store Exterior

  • Can I Get Electricity?

    • Limited booth locations have electricity – advance request on registration
    • Amperages limited & not guaranteed. Max < 20 amps per booth most share 20 amps – food shed area has significantly lower amps & high use
    • Quiet generators allowed
    • Extension cords must be
      • Medium to Heavy-Duty (see chart below)
    Electricity info
    • No more than 25 ft each
    • Outdoor or Outdoor/Indoor Rated

  • Can I RSVP in Advance for Next Year? – Yes

    • Art Fair Source Book: mail postcard in exhibitor packet or use link thereon
    • Prater’s Mill: online only at pratersmill.org
    • Select ‘REPORT CARD’ from ‘INVITED EXHIBITORS’ under ‘FAIR’ menu
    • Links to both AFSB & PMCF surveys emailed to you after fair

  • Closing Access Procedures

    • Is covered in detail at the Mandatory Saturday night exhibitor meeting.
    • Visitors must be clear before we begin. Plan on 5:30 start time Sunday.

    Access Mill Side:

    • STEP 1: Break Down Booth and Pack It Up.
    • STEP 2: Get Pass
    • STEP 3: Get vehicle(s) in line – show pass at Boy Scouts
    • STEP 4: ONE-WAY traffic: Follow Arrows on map to booth & exit

    Go Home:

    • DO NOT GET IN LINE
    • Tell Boy Scouts your are going home.
    • USE YOUR BLINKER to indicate turns

    Store Side:

    • No Line Pass needed
    • Tell Boy Scouts your Booth is in Store Side exhibit area

  • Do I Get Name Badges, Holders & Parking Passes?

    • Preprinted with names & details provided before July 25
    • Distribute name badges (NB) & parking passes (PP) before fair
    • Name Badge, Holders & Parking Passes in exhibitor packet at check-in
    • Groups may request pick-up or mailing of NB & PP before September 25
      • Holders cannot be mailed – pick-up in packet or PM Info booth (#026)

  • Event Sales Tax Collection:

    • Exhibitor responsible for Sales Tax Collection and Reporting
    • Miscellaneous Sales Event Form FS-32 distributed in Exhibitor Packet
    • What you do after that is your business — not ours!

  • How May I Submit My Point of View?

    • Prater’s Mill: online only at pratersmill.org
      • Select ‘REPORT CARD’ from ‘INVITED EXHIBITORS’ under ‘FAIR’ menu
    • Links to both SF-32 & PMCF surveys emailed to you after fair

  • Important Notice

    • Notify everyone with your booth of all information contained herein
    • Professional behavior is expected
    • Failure of exhibitor or associate to comply regarding use of space may result in immediate expulsion without refund & will jeopardize your exhibitor status
    • Closed or abandoned booths are in violation of exhibitor agreement
    • Conduct of a harassing nature towards Mill staff or volunteers is not tolerated MAY RESULT IN:
      • Immediate expulsion without refund
      • Videoed/photographed
      • Listed on shared blacklist
      • Will jeopardize your exhibitor status

  • Is There Access to Water?

    • City water available – but only two access points, one each side
      • Store side at Red Well House by Store
      • Mill side at hand-washing station by port-o-lets near Cotton Gin

  • More on Exhibitor Name Badges:

    • Valid badge requires booth # & individual’s name (written or printed)
    • Required to be worn at all times for access, recognition and free entry

  • More on Parking Passes:

    • Should your lights get left on or anything else, we can locate you
    • Valid pass requires booth #, name & owner’s name (written or printed)
    • Required for access to exhibitor parking lot, Saturday & Sunday
    • Display on the driver’s side dash with all contact information visible
    • Dropped trailers also require pass attached – zip ties available at check-in
    • Vehicles without parking pass, removed at owner’s expense

  • What Do I Do on Friday & Saturday Nights?

    • Required to secure items, tents & displays against mother nature
    • Pack up everything or leave all or part in place – your choice
    • On site security provided 7:00 p.m. – 7:00 a.m. Friday – Sunday nights
    • Saturday Night Mandatory Exhibitors Meeting at the Stage
      • 6:15 – 6:45 – Questions until 7 — at least one person must attend

  • Where Do I Put Trash?

    • Normal items – use local trash cans with liner
    • All garbage from your booth must use dumpsters, break down boxes
    • Minimum $50 charge to clean booth [trash, coke crates &/or coolers]