The following is intended to provide detailed terms & information for those wishing to rent tables for the upcoming
2024 O Scale - S Scale - Narrow Gauge - West Convention in Santa Clara, CA, May 24-26, 2024.
General:
The 2024 O Scale - S Scale - Narrow Gauge - West Convention Sales Area will be located in the City of Santa Clara Convention Center's Ballrooms A to F, which are adjacent to the Hyatt Regency.
The Convention is intended to be a showcase of scale models and products for O Scale, S Scale and Narrow Gauge of any Scale. We ask that Table Renters not bring 'tin-plate' (i.e. non-scale Lionel, American Flyer) items to offer for sale.
In order to provide the non-table renting attendees the best opportunity to acquire their treasures when the show is open to the them, no selling will be allowed during the time allotted for table setup, including all day Friday. Those Table Renters who choose to violate this may be escorted to the exit of the Sales Area and not allowed to re-enter until the show is open to the public.
The State of California Department of Tax and Fee Administration requires that each Table Renter provide O Scale West with a valid California "Sellers Permit". (The gory details are in Publication 111, Operators of Swap Meets, Flea Markets, or Special Events )
Before you panic, most Table Renters will qualify as an "Occasional or Temporary Seller". This provides people who do not sell items more than twice a year with an easy way to get a "Sellers Permit" by merely filling out Form CDTFA-410-D and providing a copy to O Scale West. (Copies will be available at the Registration Desk)
For those Table Renters who do not qualify as an "Occasional or Temporary Seller", the details of your "Sellers Permit", (including your Business name, Mailing address, Telephone number, Driver license number or state-issued identification (ID) along with the name of the issuing state, Description of items sold or displayed and your Seller's permit number) or a copy of your "Sellers Permit" must be provided to O Scale West.
Because of the potential risk to O Scale West of a $1000.00 fine per non-compliant Table Renter, no Table Renter or Helper will be issued Credentials (Badges) for entry to the Sales Area until we receive a copy of your "Sellers Permit". There will be no exceptions!
Tables:
The standard table size is 30" x 72". O Scale West will provide a cloth cover over the raw tables and the boundaries of the table(s) rented will be marked by blue tape. In addition, a sign will be placed on the table(s) to identify the Table Renter. Table Renters may choose to supply any additional table coverings or displays for their items for sale if they wish. We require that displays not block the view of the adjacent tables. (see 7 below)
The maximum number of tables that a Table Renter may rent is 8. If you have any special requests for location or arrangement, please indicate that in the 'Requests' area of the Registration Form. We will try to honor table location or arrangement requests if possible, however any conflicts will be resolved by O Scale West based on when we received the request or other factors. Be sure to reserve your table(s) early so that we can help ensure you get the spots you want.
Banners are only allowed on the tables located along the walls of the Sales Area. This is to allow visibility across the tables. If you have a banner you'd like to put up, please note that in the 'Requests' area of the Registration Form so we can try to place your tables where appropriate.
Table Renters will receive a letter or email message from O Scale West in May with information on the location of their tables within the Sales Area. In addition, O Scale West will provide a map that identifies the areas that we are allowed to use for loading and unloading.
Helpers:
There is a limit on the number of Helpers of one for each table rented, with a maximum of 4. Note: this restriction does not apply to the Table Renter's Significant Others, Spouses and Kids under 18 (yours or not) who will also serve as Helpers. Make sure to list those names on the Registration Form in the area provided for the Primary Registrant and not in the Helper section, unless you want to get charged a registration fee for them.
The name of each Helper must be listed on the Registration Form of the Table Renter. Payment of registration fees for each Helper must also accompany the registration fees for the Table Renter. The list of Helpers you provide on your registration will be the only Helpers you will have. At the discretion of O Scale West, additional Helpers might be added after the Renter's registration has been received, but this is not guaranteed.
Credentials (Badges) for the Table Renter's Helpers will be available in separate Registration Envelopes at the Registration Desk. In order to pick up the badges, the Helper will need to provide the Table Renters name or Registration Number to the Registration Desk so the badge can be located. No Credentials (Badges) for Helpers will be issued until we have the Table Renter's "Sellers Permit" on file.
Loading and Unloading:
Entry into the Sales Area will be monitored at all times by security personal, and only Credentials (Badges) of the correct color will be allowed to enter during the time allotted for setup. On Friday, May 24, 2024, the Registration Desk will open at 9:00am. The Sales Area doors will be opened to appropriately credentialed Table Renters at 10:00am. On Saturday, May 25, 2024 and Sunday, May 26, 2024, the Sales Area doors will be open at 8:00am.
We are not allowed to use the drop off circle driveway located at the front of the Convention Center for loading and unloading. This area is under the control of the Convention Center, and must be kept clear by order of the Fire Marshal. If you choose to use this area, you do so at your own risk, including having your vehicle cited or towed at your expense.
The Main Loading Dock, located at the rear of the Hotel and Convention Center, is under the control of both the Hotel and the Convention Center. Both of these organizations require that the Main Loading Dock be occupied for the minimum amount of time practicable. This means that you will need to move your items into the Sales Area, not the hallways or kitchen areas, leave them at your table(s) and then move your vehicle out of the Main Loading Dock before doing any setup of your table(s). Vehicles that are left unattended for more than a reasonable amount of time to unload may be subject to towing at your expense. O Scale West will make an effort to contact the vehicle owner via a PA announcement in the Sales Area before that happens, but there are no guarantees.
The parking area located near the Convention Center's Mission City Ballroom and the Hotel will be available for loading and unloading, with the same time restrictions as those on the Main Loading Dock. There are 3 sets of entry doors that open to provide access to the sidewalk next to the Mission City Ballroom. It is very important that only the doors into the Hyatt Hotel itself be used. The other 2 doors are alarmed by the Convention Center, and they are less than pleased when the alarm sounds.
O Scale West will not be providing carts for transporting your treasures into the Sales Area as we have in previous years. Table Renters should bring their own means for transporting items. For those staying in the Hotel, the Bell Service folks will be happy to move items from your room to your table(s) in the Sales Area.