Fossil, Mineral, Jewelry, and Archaeological Trade Show Registration Page

NEW LOCATION FOR THIS TRADE SHOW!

April 13, 2019, 10:00 AM to 4:00 PM

Bill Moore’s warehouse, 1004 Roberts St., downtown east of I-59

HGMS Trade Shows are designed to give amateur collectors and hobbyists an opportunity to sell their material to the general public at prices that often are substantially below retail rates. Vendors at our Trade Shows sell Fossils, Minerals, Artifacts, Handmade Jewelry, and Lapidary Material. These events are typically hosted at the HGMS clubhouse (although this one is offsite), are open to the public, are FREE and have FREE parking on surrounding streets.

This page serves as the registration page for the upcoming Trade Show. A table map and registration form are at the bottom of this page. Vendors need to read the vendor rules below and agree to all conditions for participating in this event.

Registrations will begin on Sunday, March 17 and be open for 2 weeks, closing on Saturday, March 30. At that time, the Trade Show Registration Coordinator and at least one other non-vendor witness will meet at the HGMS clubhouse to conduct the random number process and assign dealer tables based on dealer preferences and order of picking. See Vendor Rules below.

VENDOR RULES

  1. All Vendors shall abide by the HGMS Code of Conduct or they may be removed from the Trade Show and barred from participation in any future HGMS shows or events.
  2. It is the vendor’s responsibility to ensure compliance with current state tax laws which state that the “occasional use” exemption does not apply if the vendor pays a fee to obtain a table to sell retail products in an event or show. This means all vendors must have a Texas Sales and Use Tax Permit to participate in an HGMS Trade Show.
  3. Only items that meet Item Guidelines will be allowed for sale or trade at the Trade Show. Vendor registration may be cancelled, with no refund, if items do not meet Item Guidelines.
  4. Item Guidelines are:
  • All items must be related to the HGMS Sections. The HGMS Sections are: Archaeology, Beading, Gemstone & Faceting, Lapidary & Silversmithing, Mineral, Paleontology
  • All items must have been obtained legally and provenance may be requested for artifacts (particularly fossils and archaeological items).
  • Ivory is not allowed at the trade show since it is illegal to import.
  1. To provide a fair opportunity of participation, the registration of vendors shall be done by a lottery system through the HGMS Trade Show website page. Registration will begin at least 4 weeks prior to the Trade Show date and continue for 2 weeks. The registration form will allow the registrant to choose as few or as many table location options as might be desired. After the registration deadline a random generator will provide the ranking for Vendor’s choices to be filled.
    • Anyone with problems in registering should email tradeshow@hgms.org or call the club main number which is monitored by Nancy English.
    • This includes questions about whether a registration has gone through, problems in payment through PayPal, or inability to log onto the HGMS website and/or fill out the application form.
    • Emails will be answered promptly, usually within an hour or two but in all cases within a day.
  1. Only HGMS members in good standing for three months or more shall be allowed to register.

Registration, Payment and Cancelation:

  1. Vendors are not considered as registered for a Trade Show space until they have been selected via lottery registration and have paid for their table space and tables (if any). A separate page with a PayPal link will be emailed to all dealers chosen in the lottery selection for them to submit payment.
  2. Refunds are available if advance notification is given in writing to the Trade Show Chairman as follows:
  • A full (100%) refund will be given if notified fifteen (15) or more calendar days before the show.
  • A half (50%) refund will be given if notified eight (8) or more calendar days before the show.
  • No (0%) refund will be given if notification is given seven (7) or fewer days before the show.

NOTE: In the event of extreme weather, only outside spaces/tables will be refunded on the day of the show, and only at the discretion of the Trade Show Committee or HGMS Board of Directors.

NOTE: In the event the Trade Show is canceled/closed by HGMS Trade Show Committee or HGMS Board of Directors, all table and show fees will be refunded.

Show Setup:

  1. Vendors who will be in the Indoor Area can start setting up the evening before show date. This set-up will be from 6:00 PM to 9:00 PM. They can also set up on the morning of the show date.
  2. Vendors who will be Outside will set up the morning of show date. This set-up will be from 7:30 AM to show open at 10:00 AM
  3. All vendors must be onsite and ready for the Trade Show Coordinator to review compliance with the Item Guidelines by 9:30 AM on show date. It is the vendor’s responsibility to ensure compliance with state tax laws and to bring their current Sales and Use Tax Certificate to the show although it is not required to be displayed.
  4. All vendors must be set up and ready for show opening by 10:00 AM on show date.
  5. Vendors using HGMS tables must bring and use adequate covers to provide table protection.
  6. Vendors may not change table/space layout or sublet table space.
  7. Vendors who are located Outside are not provided with coverings or sun shades. If they wish to have coverings they must bring their own 10’ x 10’ tents and must provide their own tent weights

Show Breakdown:

  1. Vendors must stay for the entirety of the show, regardless of customer volume. The show closes at 4:00 PM and vendors may not begin packing until after this time.
  2. All vendors must have cleared AND CLEANED UP their area by 8:00 PM at the latest.

TABLE/SPACE REGISTRATION OPTIONS & RATES

 Registration allows for a single selection of options below. Note that each space configuration and location has an option for the rental of tables. Please indicate your choice for table rentals along with your space preferences in the form below. Also please remember that subletting is expressly prohibited; all vendors must register for their own table.

Indoor Space, booths 1-13 (tables optional):

10’x10’ space

  • No table $60
  • 1 table $70
  • 2 tables $80

10’x15’ space

  • No table $90
  • 1 table $100
  • 2 tables $110

Outside Space, booths 14-20 (tables optional):

10’x10’ space

  • No table $50
  • 1 table $60
  • 2 tables $70

Table Layout

Tradeshow Dealer Registration

This is a number we can reach you in the event we have questions about your table choices.
This is an email we can reach you after table selections have been made to let you know what table you have received.
The HGMS Code of Conduct is contained in the HGMS bylaws which are found in the 'About Us' portion of this website (https://hgms.org/about-us/). They describe acceptable behavior for all HGMS members.
The Trade Show Item Guidelines are described earlier on this page under the Vendor Rules
Texas requires that a Sales and Use Tax Permit be obtained by any vendor who purchases a table for the purpose of selling products. Please enter your permit number here.

Please indicate the table space number(s) you would like listed in order of preference, plus the number of tables you would like to rent

Because a dealer's location in the Trade Show is determined by lottery system, each dealer should indicate the tables that would be acceptable locations for them. The listing below should be made from most preferred to least preferred. Please do not list locations you do not wish to occupy. At the time of dealer selection, when each dealer's name is selected the highest preference that is still available will be assigned to the dealer. If none of the dealer's selections are available when that dealer's name is chosen, that dealer will be removed from consideration in the Trade Show.