2025 BAY AREA DOLL CLUB OF TEXAS CONVENTION MARRIOTT HOTEL HOUSTON HOBBY HOUSTON, TEXAS Sales Room/Dealer Information

Set-up:                  Oct. 15  – Noon – 9:00 pm

Oct. 16                  8:00 am – 6:00 pm

Show Hours:        Oct. 16  – 9:00 pm – 11:00 pm

Oct. 17                 9:00 am – 5:00 pm

Oct. 18                 9:00 am – 3:00 pm

Tear Down:           Oct. 18  – 3:00 pm – 7:00 pm

The Sales Room will be located in the Corpus Christi room on the first floor.  Parking is free.

BOOTHS:

Booths are sold with one, two, three and four tables. Tables are 6’x30” and will be draped. You may bring your own cloths or skirts for added decoration, but all such display materials must be flameproof. I further agree that I will keep to the allotted booth space that I have paid for.

Booths will be sold on a first-come, first-served basis (only with payment and return of signed Contract). You must submit pictures of items being sold for approval prior to confirmation of booth space. If you wish to keep the same booth location you had at last year’s show, please make a notation on the contract before you send it in. No moving of tables unless previously authorized. Floor displays have to be limited to a minimum and should be placed under the tables to avoid accidents. No extra display tables may be brought in.  Displays cannot block or infringe on surrounding dealers’ booth spaces or visibility. Electrical access is available for a limited number of booths, so if you need electricity, please specify this on the contract.

RENT:  Fees are: 1 Table @ US$250; 2 Tables @ US$350; 3 Tables @ US$450; 4 Tables @ US$600.   If you would like electricity in your booth, please inquire.

SET-UP/TEAR DOWN:

Dealers may bring their merchandise and begin setting up their booths on Wednesday [Noon to 9pm] and Thursday [9:00 am to 6:00 pm].  You will be able to drive up to a double doorway loading dock in the rear of the salesroom.  Once you unload your merchandise, please move your vehicle to the general parking lot so that others may drive through and unload. Please be patient and remember to smile!

Dealers will be permitted to enter the Sales Room on Friday at 8:00 AM.  For the sake of security, no exceptions will be made.

Booth breakdown is Saturday, Oct. 18th from 3:00 PM to 7:00 PM. Please be packed and out of the sales room as quickly as possible. Only badged Dealers and Assistants are permitted in the sales room at these times. Booths may not be packed up or dismantled prior to the end of the show.

ASSISTANTS:

For each dealer with a one table booth no assistant is allowed; two table booths may have one assistant; for booths with three or four tables, two assistants are allowed.  If a booth is being shared with another dealer, then only one assistant is allowed.  Assistant’s name must be given when Sales Contract is signed.

BADGES:

Only one badge will be provided per person.  Please wear your badge at all times during the show.  Only dealers and assistants wearing a show badge will be admitted before the sales room hours.

SECURITY:

Each dealer is personally responsible for the complete insurance coverage of her/his own merchandise against loss, damage or injury as well as general liability during the entire period of the show.  Neither the Bay Area Doll Club of Texas nor the Marriott Hotel assumes responsibility for any losses, damages or injuries.  However, precautions will be taken to protect dealers’ merchandise. The sales room will be locked at night.

SHIPPING AND STORAGE:

The Marriott Hotel charges a handling fee of $5 per box. Shipments should arrive at the Marriott Hotel no earlier than one week in advance of the Convention. To avoid lost shipments, please address all boxes to:

Your Name

Your Business Name

Hold for Bay Area Doll Club of Texas

C/O Marriott Hotel Houston Hobby

9100 Gulf Freeway

Houston, Texas 77017

If you wish to ship your boxes out after the show, please pack them for shipping with appropriate labels and arrange with UPS/FedEx for pick up on Monday, Oct. 20th.  The Hotel assumes no liability for the shipment of these outgoing materials.

SALES TAX:

Each dealer must have a Texas (resale) identification number.  If you do not already have a Texas number, please go to www.window.state.tx.us/taxpermit for information.  Sales tax for Harris County is 8.25 percent and must be collected from everyone who does not have a Texas Resale Number.

REMINDER:

There is NO SMOKING in the sales room or in the hotel.

HOTEL ACCOMMODATIONS:

Here’s your reservation link your guests can use to make reservations:

Book your group rate for Bay Area Doll Club of Texas

You will find the information for your online reservation link below. If you have questions or need help with the link, please do not hesitate to ask. We appreciate your business and look forward to a successful event.

Event Summary:

Bay Area Doll Club of Texas Ltd.

Start Date: Wednesday, October 15, 2025

End Date: Saturday, October 18, 2025 for Convention

Post-Convention Seminar, October 19-21, 2025

Last Day to Book: Monday, September 30, 2025

HOW TO GET THERE:

Directions will be sent with your receipt and confirmation.

CANCELLATIONS:

Management will offer canceled space to the next dealer on the waiting list.  If the space is resold, a refund will be made, minus a $100 cancellation fee.  No refund will be made if the space is unsold at the time of the show.

Sales Room Vendor Contract
2025 Bay Area Doll Club of Texas Convention
October 15-18, 2025

Please complete and return the signed Contract with your credit card number or check or money in U.S. funds for the full amount of booth rent. New vendors must send pictures of items being sold. Make check for booth rent payable to: Bay Area Doll Club of Texas Ltd. Mail pictures, contract and payment to: Donna Albert, 4900 Waddy Rd., Waddy KY 40076. Phone: 502-533-8045.

Address
Yes, I will be willing to take pre-orders from Convention delegates.
Please reserve: [tables are 30” x 6’]
Yes, I will donate an item for helpers/auction.
Credit Card
I give permission to charge my account; an additional 4% will be charged for all credit card payments.
NOTE: Booths are sold on a first-come, first-served basis. Please sign and return completed Contract and payment.
Hold Harmless Agreement I, the “Exhibitor”, which includes all parties working with me, including employees, assistants and co-dealers, agree to indemnify and hold the Bay Area Doll Club of Texas Ltd. and the Marriott Hotel (hereinafter known as “Hotel”) and their respective officers, employees, sponsors and volunteers harmless and blameless from and against any and all claims of liability, fees, expenses, costs, losses, damages, suits or injury of any kind or nature, or threat of the same, incurred by the Exhibitor or any third party on the premises of the Hotel during any function of the Bay Area Doll Club’s Doll Convention 2025 provided it is not the sole and direct result of the gross negligence of a Hotel employee. I agree to indemnify and fully pay and reimburse the Hotel any and all costs of replacement of damaged Hotel property and for the restoration and repair of the premises, property, equipment and facilities which are in any way damaged by Exhibitor. I further agree that I will keep to the allotted booth space I have paid for.
The attached Show Information and Policies and Code of Ethics are also considered part of this sales contract, and by your signature you are agreeing to abide by these policy guidelines. AGREED TO AND ACCEPTED
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