Please Read! Please Read! Please Read!

IMPORTANT SOLFEST LOGISTICS

PLEASE READ! PLEASE READ! PLEASE READ!

Dear SolFest Exhibitor,

Thanks again for being part of such a wonderful and important event! SolFest really counts on your contribution whether educational, financial or both. Thank You! We encourage you to get acquainted with our website www.solfest.org as it will help orient you to the layout of the Solar Living Center and the event in general. You should also plan to attend some of the great workshops offered throughout the weekend and enjoy the fabulous keynote speakers and incredible musicians that we have booked. In order to make SolFest run as smoothly as possible, we have included logistical information that will ensure a great experience. If this email bounces back or you request, this letter will be mailed or faxed to you so as to have a hard copy of this information. We suggest you bring this to the event. If you have more questions, please call Dan x113 or Alan x111 at 888.821.2132.

To celebrate another successful SolFest event, we are proud to present the Saturday evening Moondance from 8pm to 12am August 18th at the Solar Living Center in Hopland. The event will include performances by Sila and the Afro-Funk experience, DJ Dragonfly, an eco-fashion show, and many more surprises and special guests. For all of us who will be working all weekend, this will be our chance to relax and enjoy some world-class entertainment. Admittance to the Moondance celebration is included in the Saturday passes; however, tickets for Moondance only, can be purchased for $10 at the door. **************************************************************************************************** Tickets

Each exhibiting organization will be given (2) passes to SolFest, available at the Exhibitor Will Call booth, located at the front entrance. Each exhibitor pass is good for entry to both days of SolFest. Two 1-Day tickets will be provided for guests of exhibitors for entrance to Solfest. If you need to purchase extra day tickets, they will be available on Friday, during exhibitor set up hours only, for the discounted rates of $15 / ticket or $25 / 2 day pass. There is a maximum of 4 exhibitors per booth at any given time.

Daily exhibitor’s passes during festival hours will be on hand for the price of $ 30.00 Saturday – includes Moondance $ 25.00 Sunday

Vendor camping is included with all exhibitor tickets. Each vendor will receive (1) camping wristband per requested camping pass to help our security identify those camping at the site as well as those camping in their booths. Please wear them and let Dan know how many wristband to have for you at check-in.

of 4 Tables, Chairs and Power - IMPORTANT

Each 10’x10’ space comes with (1) 8’ table and (2) folding chairs. Vendors will need to bring their own signage and materials to affix the signage. Premium, Premium Corner and Sponsor booths as well as Food Vendors (in the Food and Drink Area) will have access to electricity. There is a fixed amount of electricity that we can accommodate. It is important to tell us if you will be needing electricity and how much so that we can plan accordingly. If you have ordered electrical power, extra chairs, extra tables or a tent, they will be waiting for you at your booth. If you have not ordered these items, they will NOT be available on-site. Note that it is very hot and sunny at Solfest. Only Premium, Premium Corner and Sponsor booths come with tents on the grounds or shading from the Solar Arrays. It is strongly recommended that all Non-Profit, Standard, and Standard Corner booth vendors either bring a 10x10 pop up tent, order one from Dan to rent, or borrow one from a friend. Please enjoy your booth space and understand that all should be in the same condition as it was at the start of the festival. Let’s avoid unnecessary fees for damaged rental equipment. Double check the invoice that you faxed in to ensure that you have ordered what you need. If you have forgotten to fax in your Exhibitor Registration and invoice, please fax now to Dan @ 828.254.4287 or mail to Dan @ P.O. Box 2837, Asheville, NC 28801-2837. Thanks for your cooperation.

Arrival Day Friday, August, 17th

Look for the Exhibitor Check In sign at the Main entrance to the Solar Living Center at 13771 S. Hwy. 101, Hopland CA 95449. You will enter the Main gate and after unloading will exit via the south road by the solar arrays and Hwy 101. Please have your Booth # available. If you have shipped materials in advance, they will be in your booth when you arrive. You will be allowed to drive your vehicle in to drop off materials and equipment at your booth. Please unload your vehicle as quickly as possible, then proceed to the parking area.

We ask that exhibitors leave their keys in their vehicles while unloading and to carry their cell phone while on site. The Main gate Exhibitor handler will post your cell phone # on the vehicle window along with you booth number(s). You will have 30 minutes on load your equipment/materials. You will exit the site via the South Road by the solar modules/large solar arrays. There will be staff on hand to direct you.

Please DO NOT set-up until you return from parking your vehicle in the parking area. A shuttle will be available to transport you the short distance from the Parking Area to SolFest from Friday through Sunday. If you are missing any furnishings, contact Dan Asher or Alan Van de Kamp once you have unloaded and parked your vehicle in the designated lot. Friday check-in and set up hours are 9:00 am – 6:00 pm. Check-in and set-up hours will be strictly enforced. All exhibitors must set up on Friday!

Please note that this year on Saturday and Sunday there will be vehicle access to a drop-off only area via the South Road (a dirt road just south of the Solar Living Center). This should be used ONLY for any last minute drop-offs or emergencies and should be used with extreme discretion as it infringes upon our neighbor’s property. This access will allow you to walk items to your booth. You will then need to immediately take your vehicle back to the offsite parking lot. We will allow drop off at the TOP of the South Road. We will not allow vendors to drive up the road on Saturday/Sunday to unload. We will do our best to provide a cart or dolly to transport belongings up the road and into the festival. Our security and performers check-in ladies will watch your belongings while you re–park and promptly return from parking.

of 4 SHIPPING!

If you plan to ship equipment, materials, or supplies in advance, please let us know immediately at [email protected] or call 888.821.2132 ext. 113. Please forward any and all UPS or Fed X tracking information. We suggest your items arrive at the Solar Living Center between Monday, August 12th and Thursday, August 16th.

When you ship, clearly indicate the following:

 Name of company (to match registration information)  Name of your employee/rep contact at event  Booth Number (PLEASE DO NOT FORGET – VERY IMPORTANT!)  Number of packages sent (e.g. 1 of 5, 2 of 5, etc.)

Include pre-paid return shipping labels for all materials so we can assure the materials are returned to you promptly!

Send your materials to: Exhibitor Coordinator, Solar Living Institute 13771 S. Highway 101, Hopland, CA 95449

SECURITY

Will my things be safe overnight? This is a question often asked. The answer is yes. Security guards watch over the Solar Living Center both Friday and Saturday nights and unauthorized access is not permitted. So rest easily and don’t worry about having to schlep your gear in and out. It won’t be necessary. By the way, there have never been any incidents at SolFest to cause concern, but we do not accept any responsibility for lost or stolen items.

CAMPING

Those of you who are camping at the Solar Living Center, please note that we only have tent space available and cannot accommodate RVs or vehicles on site. Camping is on the north side of the Center, west of the North Forest.

When you receive you tickets upon Friday arrival, you will receive (1) camping wristband per ticket/weekend pass. Please wear these to let our security know that you are kosher to camp.

You will need to drop off your camping gear on Friday while there is access to the camping site.

There will be two solar showers available and several port-a-lets in addition to the bathrooms at the Real Goods store. We request that you conserve space as much as possible as we are expecting quite a few campers this year.

As a courtesy to those around you, please use your “inside voices” after 9:30pm and refrain from playing loud music.

Smoking, fires and camp stoves of any kind are prohibited due to fire regulations.

There is a corral in the way back of the off site parking area that vendors w/ buses & RVs usually park. Electrical hook up will NOT be available for RV camping.

If you plan on camping, please call or email Dan with the # of people you plan to have on site. Camping is first come, first serve, and we will do our best to accommodate your needs. As a last resort, you may camp in your booth space. Let Dan know if you intend to camp in your booth to avoid unnecessary security concerns.

of 4 RAFFLE

We thank those of you who have already made a generous contribution to the raffle. Any of you who still wish to donate items (with a minimum value of $100) please contact: Dan at: 828.236.0324 ext. 113 or [email protected]. Please mail your raffle items to: Raffle Coordinator, Solar Living Institute 13771 S. Highway 101, Hopland, CA 95449.

Exhibitor Hours Event Hours Saturday, August 18th: 9:30 am – 7:00 pm 10am – 12 midnight Sunday, August 19th: 9:30 am – 6:00 pm 10am - 6pm ACCESSING OFFSITE VEHICLES

There are shuttles provided and a trail that runs from the NW corner of the Solar Living Center under the bridge and over to the parking lot. Please only use the shuttles or trail. Do not walk across Highway 101, its dangerous and can cause an accident. WASTE FREE EVENT

Please join us in helping make SolFest a waste free event by bringing your own plates, cups and utensils. Limit the amount of excess packaging that you use. Thanks.

KENNELS

Please leave your pet at home or in a kennel: There are NO PETS allowed at SolFest. Ukiah Vet Hospital: 707-462-4711 Blue Ribbon Boarding: 707-485-8454

Departure Sunday, August 19th

Tear down will begin Sunday, August 19th at 5:00 pm. Once the festival closes at 6pm and you have packed up your materials, you will be able to enter/access the site via the south side road Located at Hwy 101 and the Solar Arrays. DO NOT line up on 101 at the south road access, until you have already packed up your booth first. Exhibitors will be allowed to bring their vehicles back onto the parking lot or access the festival area only via the south side road, once Solfest is cleared of patrons (usually 7pm). Once you are all packed up at your booth, proceed to exit at the Main Gate. If shipping or removing on Monday, you will access the festival site via the main entrance. Those of you, who are leaving early (on Sunday night) and need assistance with packing your materials, please contact us ahead of time. Follow up with Dan Asher, our Exhibitor Coordinator, about any shipping arrangements if you are not taking your materials with you.

If you need any assistance while at SolFest for any reason, please contact Coral Mills, Programs Director, Jason Miller, SolFest Site Manager or Dan Asher, Exhibitor Coordinator. Thanks again for making SolFest the success it is!