GSME

Genesee Society of Model Engineers

Sponsored by the Genesee Society of Model Engineers Inc.

Q 1) How come I no longer receive a postcard with future train show information?

Q 2) How large are the tables?

Q 3) What time can I set up?

Q 4) Can I leave the show early?

Q 5) Where do I park?

Q 6) What happens if I cancel my reservation?

Q 7) What if I have a reservation and don't show-up?

Q 8) Why was my table space moved from where I was last time?

Q 9) Can I bring my own tables?

Q 10) Can I get a table next to my friend?

Q 11) Can I bring someone to help me at my table?

Q 12) Can I bring family members with me?

Q 13) Are you going to expand to a two-day show?

Q 14) Why don't you have more layouts like other train shows?

Q 15) Why do you have table registration for the next show during the current event? What if I don't sign up?

Q 16) If I can't make it to the show, can I sublet my tables to someone else?

Q 17) Can I request a table with electricity? Is there an additional charge for electrical service?

Q 18) Is there an ATM on the premises?

Q 19) Do I need a NY State tax identification number if I'm only selling my own stuff?

Q 20) Who do I contact if I have an emergency and can't make it to the show?

Q 21) Can I bring in my merchandise on the Saturday before the show?

 

Q 1) How come I no longer receive a postcard with future train show information?

Postcards had previously been sent to vendors on our mailing list to announce table availability for future shows. Since our vendor retention rate has improved to over 90%, very few tables are available for upcoming events. We've found that "word-of-mouth" has been a very effective way of locating vendors for any remaining space.

Q 2) How large are the tables?

Our tables are standard 8 ft. X 30 in. "banquet" tables. We have no restrictions on display height as long as they do not interfere with adjacent tables, and pose no risk to the public.

Q 3) What time can I set up?

Vendor set-up occurs after checking-in at our registration desk. That is where your table location is given. In general, registration begins at 7:00 AM on the day of the show. In special cases, earlier times can be arranged.

Q 4) Can I leave the show early?

The Great Batavia Train Show is open to the public from 9:30 AM to 3:30 PM. We ask that you remain "open" for this time period. We have had attendees express disappointment in the past when vendors pack-up early, so we strongly discourage the practice. Leaving early may result in loss of future table reservations.

Q 5) Where do I park?

There is a large parking area on all sides of the Clarion Hotel in addition to parking at the plaza behind the hotel. You can unload your vehicle at the service door on the south side (left) of the hotel, or in front. You must move your vehicle after unloading to make room for other vendors and keep the fire lanes clear. Failure to move your vehicle from the unloading area to the parking area may result in your vehicle being towed.

Q 6) What happens if I cancel my reservation?

If you have a paid reservation and have to cancel, we often are able to find other vendors to take your space. If so, you'll be given a chance to apply your reservation to the next show. If you cancel very near the show date, we may not be able to fill the space. In general, cancellations made during the week before the show will not be given refunds.

Q 7) What if I have a reservation and don't show-up?

Non-attendance without any notification means no refund.

Q 8) Why was my table space moved from where I was last time?

While we make every effort to accommodate requests, we do not guarantee any particular location within the room. Since vendors frequently change the number of tables they reserve, some movement always occurs between shows. Vendors with only one or two tables are more subject to relocation, but again, we only do this when necessary. Renovations, by Batavia Downs, have also changed the available vendor space requiring us to adjust vendor locations. We have no control regarding changes to the facility.

Q 9) Can I bring my own tables?

No. If you have a stand-up display that does not require a table, we can leave the area open, however, you cannot bring your own table.

Q 10) Can I get a table next to my friend?

We try to accommodate requests when we can. Once again though, specific table locations are not guaranteed.

Q 11) Can I bring someone to help me at my table?

Yes. We allow each vendor to bring one "helper" with them at no additional charge. If you reserve several tables, additional helpers may be allowed. Those decisions are made on a case-by-case basis. We ask that you do not abuse this policy. We keep our costs in-line through the cooperation of our vendors. Keep in mind that we have not raised table nor admission prices in many years. Abuse of this policy may result in a review/revision of this policy for future shows.

Q 12) Can I bring family members with me?

Family members are treated the same as helpers. If you have children, under 13 they are free. Remember, the show is not a playground, and you are responsible for their conduct.

Q 13) Are you going to expand to a two-day show?

There are no plans to expand to a two-day show. The majority of our vendors have a strong preference toward our one-day format.

Q 14) Why don't you have more layouts like other train shows?

Our one-day format and emphasis on offering the largest number of train-related dealer tables in Western New York limits our ability to host additional layouts. We will continue to offer a selection of model train displays to support local club activity and give our younger patrons a view of operating trains. Our overall goal is to maintain our reputation as "the place to buy trains" in WNY.

Q 15) Why do you have table registration for the next show during the current event? What if I don't sign up?

We offer our vendors the option of renewing their table reservation during the train show. Starting in the afternoon, vendors are called to the registration table in alphabetical order to renew or decline. In addition to a 15% discount from the normal table cost, vendors are assured a place in the next show by signing-up in this way. Vendors who decline the opportunity to renew are charged full table price and run the risk of not getting space due to a sell-out.

Q 16) If I can't make it to the show, can I sublet my tables to someone else?

Maybe, and only if you discuss this with the train show chairman first. Since we have a waiting list of vendors, we need to take care of the people who are in-line for tables first. Matters like this will be addressed on a case-by-case basis by the train show chairman.

Q 17) Can I request a table with electricity? Is there an additional charge for electrical service?

Electrical service is very limited. Please contact us regarding availability.

Q 18) Is there an ATM on the premises?

Yes.

Q 19) Do I need a NY State tax identification number if I'm only selling my own stuff?

NY State law requires anyone selling merchandise anywhere other than on their own property to have a NYS tax identification number and pay the appropriate tax on items sold. Please refer to the State tax website for specifics on this policy ( http://www.tax.state.ny.us/ ). We have had State inspectors visit our show in the past. During those visits, vendors without the tax ID numbers were given a registration form and instructed to register. Inspectors do have the right to close down a vendor if they choose.

Q 20) Who do I contact if I have an emergency and can't make it to the show?

There are several ways to do this: First, if you need to cancel a day or so before the show, use the email address for the show ( bataviatrainshow@gsme.org). The other way is to call the show chairman at his home. The number is on your reservation receipt. Finally, an emergency contact number for the show chairman's cell phone is printed on the confirmation postcard you received prior to the show. Keep this card with you, and please use the cell number only in an emergency.

Q 21) Can I bring in my merchandise on the Saturday before the show?

No. Our contract for rental of the facility only covers the event on Sunday. There is no security provided on Saturday, or overnight.