Thank you for your interest in the first Fitness & Movement Festival at Westfarms Mall. Please supply the below information so we can get you registered for the event. Once you are registered, we will email you will more logistics.
This is a unique festival highlighting the variety and quality of small, medium, and large businesses that focus on fitness, movement, and active lifestyles. This is an incredible marketing opportunity for service-based businesses to reach out the central Connecticut shopper population during the “Back to School” shopping season. Estimated weekend traffic at Westfarms is 12,000 people a day.
The CT Fitness Festival will consist of up to 25 studios and gyms hosting demo classes, performances, wellness evaluations, and traditional expo style vendor meet & greet.
The Fitness Festival will be located at Westfarms Mall in West Hartford, CT. The festival will occupy all of Center Court starting at 930 am to 6 pm on Sunday, September 10th, 2017. There will be a central stage and open space for demo class and performances. Additional marketing opportunities on the large screen television display are also avaiable. Vendors will be able to distribute marketing materials as well as demonstrate their training and wellness acument either through evaluation or group exercise classes.
- Traditional expo style vendor tables
Demo classes and performances given by local instructors, studios, and gyms
Special appearances by athletes and high-profile fitness professionals to be announced
- Single Vendor (space sufficient to fit standard 6 ft x 3 ft banquet table):
$150 early bird, $200 regular registration
25 minute demo class:
$75 early bird, $100 regular registation
55 minute demo class:
$125 early bird, $150 regular registration
Package of Single Vendor Space + 25 minute demo class:
$200 early bird, $250 regular registration
Package of Single Vendor Space + 55 minute demo class:
$250 early bird, $300 regular registration
25 minute performance slot:
$50 community groups, $75 for profit companies
Use of Westfarms Mall 6 ft x 3 ft banquet table: $25
Three linear feet additional vendor space: $50
Six linear feet additional vendor space: $100
Do you have an idea for something really cool and unique that could be an attraction for the festival? Contact us, pitch the idea, and we can work something out!
Payment can be made by check. Checks should be made out to Intelligent Movement Society, a registered 501(c)(3), not-for-profit organization and mailed to:
- Intelligent Movement Society
- 110 South Main St
- Unionville, CT 06085
You can also make you payment online via Venmo at www.venmo.com/IntelligentMovement-Society. Please understand that a convenience fee may apply if you opt to pay via credit card through Venmo. For more information about Venmo and Venmo’s services, please visit https://venmo.com/about/fees/. You are not considered registered until payment is received.
- You will receive a $50 credit towards any registration, demo, or space fee for every qualifying vendor you refer to the CT Fitness Festival who registers to participate. Maximum amount of referral credit must be equal or less than your registration fee.
- Please submit via email the following:
PDFs or JPEGs of all promotional materials you plan on bringing as well as a picture of any logos or branded tablecloths you will use.
A copy of the liability insurance all vendors and instructors representing businesses, teaching classes or doing on-site demos
You can email your promotional materials and insurance certificate to email@example.com.
Set up: The mall opens at 7 am. Fitness Festival staff will be available for guidance starting at 8 am. Any large equipment must be loaded in by 9 am. If you are only bringing promotional items or equipment that can be easily carried by one person, you may set up between 10:30 and 11 am between demo classes. ALL set up must be finished before 11 am when the mall opens.
Take down: Anything that cannot be carried by a single person must be removed after the mall closes at 6 pm. Meaning that basically anything that does not fit in a suitcase or bag including all equipment, tables, etc must be removed after the mall closes at 6 pm.
Sound system: There is a sound system available with auxiliary input as well as wireless headset microphone. Please bring a radio edit (clean) playlist if you are doing a demo class or performance.
Stage: 30 ft x 8 ft raised stage is available for performances and instructors to use during demo classes.
- Demo classes: A limited number of 25 and 55 minute class slots are available.
- A common liability release form for participants in all class must be used for all demo classes per Westfarms policy.
- The contact information of all participants who join an instructor’s class will be shared with the gym(s) sponsoring that class and kept on record at Westfarms/Taubman.
- Pre-registration for all demo classes through the Fitness Festival's host's Mind-Body online system will be available beginning August 15, 2017
- A limited number of performance slots are available. We will try and accommodate as many studios as possible. Please submit as much details as possible including who the performers are, what the performance entails, music/equipment needs, costumes, etc.
All participants are asked to promote the fitness festival on their professional social media pages. Please share the Fitness Festival Event to build awareness two weeks, one week, and the day before the festival (we will check!). The link for the Fitness Festival Event page can be found here:
We would also appreciate if you could share your participation in the festival with your fitness communities through email list distribution and by printing and hanging the Fitness Festival flyer in your studio. The more awareness we can generate, the more successful the event will be for everyone involved. Westfarms mall will be promoting the event with flyers, social media blasts, as well as email campaigns.
The sale of items on site is strictly prohibited. There can be no exchange of money, checks, or payment information collected by festival vendors. Vendors can distribute promotional items, coupons, and can direct potential customers to purchase items on their website as long as the purchase is made on the customer’s personal mobile device. Vendors are allowed to collect contact information from potential customers at their tables.
- _____ PDFs or JPEGs of all Promotional Materials emailed to firstname.lastname@example.org
_____ PDFs or JPEGs of liability certificate emailed to email@example.com
_____ PDFs or JPEGs of logo emailed to firstname.lastname@example.org
_____ Check or online payment to Intelligent Movement Society for the registration, class, and space fees
_____ Submission of the online registration form including list of all equipment, space, and demo requirements
After reviewing the Policies above, please complete and submit the registration form below and submit your payment.
Mary Badon, MD MBA Sarah Skrip
SOMA Movement Studio Athleta Westfarms