Dear Vendor:

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.

POLICIES
EVENT DATE, LOCATION, AND DESCRIPTION [+] EVENT DATE, LOCATION, AND DESCRIPTION [-]
  • 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.

ACTIVITIES AND ATTRACTIONS [+] ACTIVITIES AND ATTRACTIONS [-]
  • 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
VENDOR FEES & PAYMENTS [+] VENDOR FEES & PAYMENTS [-]
  • 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.
REFERRAL INCENTIVES [+] REFERRAL INCENTIVES [-]
  • 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.
PROMOTIONAL MATERIAL SUBMISSION REQUIREMENTS [+] PROMOTIONAL MATERIAL SUBMISSION REQUIREMENTS [-]
  • 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 info@somamovementstudio.com.
SETUP AND TAKEDOWN LOGISTICS [+] SETUP AND TAKEDOWN LOGISTICS [-]
  • 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 AND STAGE [+] SOUND AND STAGE [-]
  • 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 [+] 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
PERFORMANCES [+] PERFORMANCES [-]
  • 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.
ADVERTISING AND SOCIAL MEDIA [+] ADVERTISING AND SOCIAL MEDIA [-]
  • 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:

    LINK

    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.

SALES ON SITE [+] SALES ON SITE [-]
  • 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.

VENDOR CHECKLIST [+] VENDOR CHECKLIST [-]
  • _____ PDFs or JPEGs of all Promotional Materials emailed to intelligentmovementsociety@gmail.com
    _____ PDFs or JPEGs of liability certificate emailed to intelligentmovementsociety@gmail.com
    _____ PDFs or JPEGs of logo emailed to intelligentmovementsociety@gmail.com
    _____ 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
DEADLINES [+] DEADLINES [-]
  • Early Bird Registration ends July 1, 2017
    Registation Deadline ends August 1, 2017
    All supporting documents must be received by August 10, 2017

After reviewing the Policies above, please complete and submit the registration form below and submit your payment. 

Thank you,

Mary Badon, MD MBA                        Sarah Skrip
SOMA Movement Studio                    Athleta Westfarms

Contact Person *
Contact Person
Business Mailing Address
Business Mailing Address
Phone
Phone
http://
Include details like space requirements, sound system/mic requirements, use of appropriately licensed music, instructor name and certification, description of the type of exercise, and level of intensity on a scale of 1 to 10 where 10 is the most intense group exercise you can imagine. For performances, please include information like the type of costumes, duration of the performance, and use of appropriately licensed music.
Please understand that if your total display (table, equipment, demo space, etc) requires more space than a standard banquet table, you may be subject to additional fees.
If you are bringing additional equipment with you that takes up more space than your banquet table, please describe the type of equipment and how you plan on using it (display, versus demos). Whenever possible, please include a link to a picture or description (like vendor site) for the equipment.
Westfarms mall has a limited number of 6 ft x 3 ft banquet tables available for vendors to borrow which come with white table cloths and skirts.