Locale 90254: Oktoberfest Vendor Website
Thank you for participating in Locale 90254: OktoberFest on Saturday, September 27 from 12:00 - 7:00pm. We are excited to work with you on the 3rd year of this event. If you would like to see more info on all of the happenings visit hbchamber.net/locale
On this webpage you will find important information you need to know from now until the day of the event. In order for the event to run smoothly, we ask that you review this carefully and address any questions or problems ahead of time with Kim Ruggles at Kim@KimRugglesEvents.com.
Additionally, this website will be updated with more information. Expect to receive emails with updates too.
general info
Day of Event Contact Info
Kim Ruggles, Kim Ruggles Events
kim@kimrugglesevents.com
(310) 529-4258
Michelle Crispin, President
Hermosa Beach Chamber
president@hbchamber.net
(310) 427-5010
Weekend Schedule
Saturday, September 27
Beer Garden, Food, Retail and Activations Open: 12:00pm – 7:00pm
(Last Call 6:00pm, Last Pour and Music ends at 6:30pm)
Footprint of Locale 90254: Oktoberfest
Site Layout
Click on the below button for the pdf version of the site layout. I HIGHLY suggest you download the pdf, then open the layout in Adobe Reader to zoom in. If you open the doc on internet browser it will likely be blurry.
Changes to this year's layout:
- We removed the big tents and created Beer Gardens
- The Beer Gardens have expanded capacity 3 times last year, capacity for each garden is noted on the layout.
- We have limited food providers as well as attendees will order takeout from participating local restaurants to bring into the beer gardens.
General Booth Info
Brewers
Load-In
- Times to Load-in kegs 8:00-10:00am. Please note the refrigerated truck will be placed near the backside of Lighthouse and there will be a rolling gate to help you pull in and load the truck from Beach Drive
- Times to Load-in tent 9:00am
- Brewery tent assignments will be on the Site Layout as we get closer to the event date. Your Brewery Name and width of booth space will be marked on the parking lot with sidewalk chalk
- There will be a staff member assisting with loading in kegs and delivering them to your tent during event hours.
- Volunteers available upon request. Volunteers work in 2 shifts throughout the event hours & receive their specific role description the week prior to the event.
- Trash receptacles. Each vendor is responsible for their own trash during operating hours. (Ie. trash receptacle in booth). At the end of the day, trash can be dispensed in our designated bins.
- Where to unload: Event staff will assist in showing where to place product in the refrigerated truck.
- Bring Your Dollies.
What We Provide
- Most of you are bringing branded popup tents, some of you will get a white tent with backwall
- (2) 6’ tables
- (1-2) volunteers to pour during the event
- (1) staff member to get supplies: kegs, ice, napkins, etc. upon request
- (2-3) servers in the beer garden to get beer for people sitting at tables
- (1) staff member to manage the entire beer garden
What You Need to Bring
- Tasty brews
- Branded linens
- Jockey box or whatever you use to dispense the beer
- Decor and supplies that fit on the front and back tables
What NOT to Bring
- More than 1-days worth of product
Retail & Food Vendors
Load-In
- Times to Load-in tent 9:00-11:45am
- Your booth number and width of booth space will be marked on the street with sidewalk chalk
- Volunteer Help: A limited number of volunteers will be available to help make the load-in process as smooth and efficient as possible. Please bring your own staff to help carry equipment and set up your booth.
- Where to unload: Event staff/volunteers will direct you to your unload area (which is dependent on where you are placed in the event venue). Please follow the directions of volunteers, we do not want to stack the cars making it impossible for other vendors to get in & out.
- Bring Your Dollies. They are VERY helpful to move heavy items for a distance.
Venue Restrictions
- Tying decorations on to plants, trees or structure is not permitted. All decorations must be on the table, attached to your tent or free standing.
- NO balloons, NO single use plastic bags
What We Provide
- 7x7, 10x10 or 20x10 space for your booth
What You Need to Bring
- 10x10 pop-up tents
- 7x7 vendors bring a 7 foot (or smaller) umbrella or a 6x6 pop-up tent
- Tables and chairs
- Decor and supplies for the experience
- AND your fantastic products
Brand Activations
Load-In
- Times to Load-in tent 9:00-11:45am
- Your booth number and width of booth space will be marked on the street with sidewalk chalk
- Volunteer Help: A limited number of volunteers will be available to help make the load-in process as smooth and efficient as possible. Please bring your own staff to help carry equipment and set up your booth.
- Where to unload: Event staff/volunteers will direct you to your unload area (which is dependent on where you are placed in the event venue). Please follow the directions of volunteers, we do not want to stack the cars making it impossible for other vendors to get in & out.
- Bring Your Dollies. They are VERY helpful to move heavy items for a distance.
Venue Restrictions
- Tying decorations on to plants, trees or structure is not permitted. All decorations must be on the table, attached to your tent or free standing.
- NO balloons, NO single use plastic bags
What We Provide
- Space for your booth (size depends on what you purchased)
- Electricity (for certain areas and for purchase)
What You Need to Bring
- 10x10 pop-up tents
- Tables and chairs
- Decor and supplies for the experience
- AND your fantastic products
Musicians
Load-In
- Times to Load-in tent 9:00-11:45am
- Where to unload: Event staff/volunteers will direct you to your unload area (which is dependent on where you are placed in the event venue). Please follow the directions of volunteers, we do not want to stack the cars making it impossible for other vendors to get in & out.
- Bring Your Dollies. They are VERY helpful to move heavy items for a distance.
Venue Restrictions
- Tying decorations on to plants, trees or structure is not permitted. All decorations must be on the table, attached to your tent or free standing.
- NO balloons, NO single use plastic bags
What We Provide
- Stage with Tent Shade
- Sound System Production Service.
Includes: (1) 5 Ch. digital mixer, (2) mid/high speakers, (1) main amplifier rack, (1) music player and (4) microphones w/ stands and all cables etc. required for operation.
What You Need to Bring
- Instruments
- Signage for your band
getting to the event
Location & Directions
There are two areas of downtown Hermosa Beach that will have activities:
- Parking Lot A - Beer Tents, Food & Retail Vendors & Brand Activations
- Pier Plaza - Brand Activation
* To get directions, click on the link above and add your starting point
Once booth assignments are complete you will receive an email letting you know your number AND the time and location where you will enter the event site.
We will have event staff stationed at major intersections during load-in on Saturday morning and load-out on Sunday night.
Your booth number and the width of your booth will be marked on the street with sidewalk chalk. If you have trouble finding your booth space, look for an event staff member in these areas. Also, there are many veteran booth vendors that know the venue and are very helpful too.
When unloading or loading, please put your articles in your booth space, not in the street or on the sidewalk. Once you have unloaded the vehicle, you must move the vehicle to parking. Please adhere to these rules, in order to avoid long lines of backed-up trucks, vans and cars waiting to unload at their booths. All vehicles must be removed from the venue by 11:15 am and driven to the designated vendor parking.
PLEASE NOTE: If you arrive at 11:00am it is very likely you won't get to drive on to the event space as all vehicles must be off the lot by 11:15am. At that point you will need to hand truck your goods into the event space from the perimeter of Locale 90254: OktoberFest. A good spot is the unloading area on Hermosa Ave. adjacent to the parking lot.
Parking
VENDOR PARKING: Complimentary parking will be located at the Community Center Parking Lot (710 Pier Ave., Hermosa Beach).
There are several paid parking lots and structures closer to the event venue, here is the PARKING WEBSITE with locations and costs.
Load-in Info
Please note there are TWO different entrances for vendor booths coming from different directions at different times.
- Hermosa Ave & 11th St (BEST WAY TO EXIT) - enter & exit from 11th Street and Hermosa Ave.
- Beach Dr & 11th St - enter & exit from 1th Street and Beach Dr. This is better for the breweries to do keg deliveries.
IMPORTANT NOTE: Any uhauls and trailers let me know if you are arriving before 9am so you can unload and make way for the smaller vehicles arriving as early as 9am. ALL vehicles must be off the property by 11:15am, anyone coming after will have to hand truck their items from outside the event space.
PLEASE NOTE: If you arrive at 11:00am it is very likely you won't get to drive on to the event space as all vehicles must be off the lot by 11:15am. At that point you will need to hand truck your goods into the event space from the perimeter of Locale 90254: OktoberFest. A good spot is the unloading area on Hermosa Ave. adjacent to the parking lot.
During the Event
Rules for Food & Retail Vendors During the Event
- As in the past, most vendors MUST stay within their purchased booth size - 7ft. x 7ft., 10ft. x 10ft., or 20ft. x 10ft. booth size restrictions. All racks, awnings, umbrellas, etc. must stay within that allotted space and not in the fire lane, NO EXCEPTIONS. Vendors that do not comply with Fire Lane restrictions will be removed from the event and the application fee will not be refunded. The event will not open until all vendors have complied.
- Vendors must occupy the booth both days from 12:00pm - 7:00pm.
- Booths must be setup and cars must be off the venue by 11:15am each day.
- The Chamber reserves the right to remove any vendor at any time before or during the event in cases where vendor is guilty of improper conduct (including verbal altercations with other vendors and event staff/volunteers); merchandise is improper for family viewing; vendor hinders or encumbers another vendor’s booth ability to display; vendor attempts to sell work other than what was juried and accepted into the show based on photographs submitted with application.
- No Drop-in Vendors. Vendors and/or merchants are strictly prohibited from allowing a secondary vendor to sell goods from their assigned space (unless approved by event management prior to event). In the event the vendor does not comply, both vendor and secondary vendor will be required to vacate the entire space without refund.
- All booth activities shall not interfere with the orderly and safe movement of the crowd and shall not overflow into neighboring display spaces. Engaging in these activities at any location other than the pre-assigned space is grounds for removal.
Breakdown at the End of the Event
- Car Entry. When the event ends, and the vast majority of attendees are clear of the street, we will do our best to allow cars to enter for loading as close to 7:30pm as possible.
- Sand Bags. If you are using sand bags to weigh down your tent and items DO NOT dump the sand in garbage cans. Our event staff will show you the designated drop for sand bags.
- Bring Your Dollies. At the end of the day, dollies are VERY helpful to move heavy items for a distance.
- Trash. Please put your trash in containers nearest your booth. All vendors are responsible for ensuring that all trash is removed from table space, and boxes are broken down. DO NOT LEAVE TRASH for event staff and volunteers to handle.
- Take your time to make sure that you do not forget anything, break anything, or injure yourself during tear down. We are not responsible for items left behind.
Security
- Security is provided for this event. After 7:00 PM there are roaming security guards monitoring the venue to ensure a safe tear down and exit.
- The Chamber assumes no liability for lost, stolen or damaged property during the event, please take all necessary precautions.
Load Out Info
- Exit Locations. The best exit locations will be Hermosa Ave & 11th Street. Event staff and volunteers will be available to help direct and load cars quickly & safely.
- We will work to bring cars on to the event footprint as early and safely as we can. This may mean waiting until 7:30pm to bring your car on site.
- Before departing, do one last spot check to make certain nothing was forgotten. Hermosa Beach Chamber is not responsible for lost/left items.
Media Resources
Locale 90254: Oktoberfest and participating vendors are promoted in multiple formats to enhance the event and elevate your visibility.
Should you want some artwork for the event to post on social go to our MEDIA PAGE and scroll down for the artwork.
Social Media Promotions. We are promoting the event & your company through Facebook and Instagram. We would greatly appreciate reposts & retweets to help spread the word. Please tag our three social accounts on all posts
@hermosachamber | @trulyhermosa
Again, thank you for your participation in the Hermosa Beach Chamber’s Locale 90254: Oktoberfest. We look forward to working with you to create an exceptional event.