The following is intended to provide detailed terms & information for those wishing to rent tables for the upcoming
'2027 O Scale West, February 26-27, 2027, Mountain View CA.'
General:
The 2027 O Scale West Convention Sales Area will be located in the
main ballroom of the Portuguese IFES Society Hall in Mountain View, CA.
The Convention is intended to be a showcase of scale
models and products for O Scale, 3-rail O Scale, S Scale and Narrow Gauge of any Scale. We ask that Table Renters not
bring non-scale 2-rail or non-scale 3-rail 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. The table
setup times are from 9:00 AM until NOON
on Friday February 26, 2027 and from
8:00 AM until 9:00 AM on
Saturday February 27, 2027.
Those
Table Renters who choose to violate this requirement 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 can be found 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 California 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 Selling Space ('table') is 30" x 72". For 2027, O Scale West will not be providing any kind of covering over the raw tables and the Selling Space may include an area where 2 physical tables join. Table Renters might want to consider bringing additional table coverings for their items for sale if they wish. The boundries of the Selling Space(s) ('table') rented will be marked by blue tape. In addition, a sign will be placed on the table(s) to identify the Table Renter. We require that displays not block the view of the adjacent tables. (see 7 below)
The maximum number of Selling Space(s) 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. If you need a source of electricity, please also indicate that in Electic Requested checkbox on the Registration Form. We will try to honor Selling Space location, an Electrical Request 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 Selling Space(s) located along the walls of the Sales Area. This is to allow visibility across the other Selling Space(s). 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.
O Scale West will attempt to provide an email message in early February 2027 with information on the location of their Selling Space(s) within the Sales Area. There will be a large map located at the Registration Desk that will the location of all Selling Space(s) in the ballroom. In all cases a Renter's Letter will be found in the Table Renter Registration Envelop.
Helpers:
There is a limit on the number of Helpers of one for each Selling Space 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 may 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 February 26, 2027, the
Registration Desk will open at 8:30 AM. The Sales Area doors
will be open to appropriately credentialed Table Renters at
9:00 AM. The Sales Area will
be open to other attendees at NOON. This is a change from 2026
On Saturday,
February 27, 2027, the Sales Area doors will be open at
8:00 AM for Table Renters. The Sales Area will
be open to other attendees at 9:00 AM.
There are 2 doors located on the North side of the building that can be used for unloading and reloading only.
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.