Rules and Policies

Winterfest - Saturday, January 26th 8am - 1pm

A PDF of these rules is available at Winterfest Rules & Polices Nov 2018

 

Location: Gateway Center 1 Gateway Drive, Collinsville, IL 62234

Setup: Friday 2:00 pm – 8:00 pm and Saturday 5:00 am – 7:00 am

Hamfest times: Saturday 8:00 am – 1:00 pm

Admission: $10.00/person 13 years and older – under age 12 are free with paid adult $8.00 if purchased in advance *Scouts (under 18) in uniform are free, if accompanied by a paying adult

Raffle: $1.00 per ticket or $5.00 for 6 tickets

Door Prizes: See the list on website – contact the Winterfest Chairman to donate door prizes – winterfest@slsrc.org

Vendor Table Information: Tables are $25.00/table if reserved before January 1.  $30.00 if after January 1. Table reservation policy may be read HERE. All other table inquiries should be directed to winterfest@slsrc.org.

General: All vendors and participants must be out of the building by 4:00 pm Saturday.  It is requested that all vendors use the online table reservation system to reserve and purchase tables. Those who rent tables Friday evening and Saturday morning will be required to fill out copies of the registration form before being assigned tables; tables purchased after January 1st will be charged at a rate of $30.00. The online table reservation system will close at 5:00 pm the Saturday evening before Winterfest.  Reservations are not final until payment clears.

Vendor Pricing:

  • Table $25.00 –each table comes with 1 chair and 1 admission (must be working Winterfest)
  • Tables purchased after January 1 – $30.00 each table comes with 1 chair and 1 admission (must be working Winterfest)
  • Additional vendor pass $8.00 advanced purchase, $10.00 day of show – for admission only
  • Additional chair $5.00 (additional chairs may be furnished by the vendor)
  • Electric $45.00

Table Registration: Vendor tables price includes admission to Winterfest (one per table), but does NOT include door prize tickets. Dealers may buy door prize tickets at the regular prices. Dealers will be issued their table assignments and packets by a Winterfest coordinator at the back of the hall at the Winterfest administration table (M4).  If a table reservation has not been claimed by Saturday 7am, the Winterfest committee reserves the right to resell the table.

Sales Tax: Collection of sales tax will be the sole responsibility of the vendor. See http://www.revenue.state.il.us/businesses/taxinformation/sales/rot.htm

Table Layout: All table related inquiries, as well as any other questions, should be directed to winterfest@slsrc.org.

Table Refunds: All table reservations are final.

Vendor Setup/Takedown: Vendors are allowed in the convention hall to set up their displays Friday 2pm – 8pm and Saturday 5am-8am.  Vendor Takedown will start at the end of Winterfest. Any vendor is free to leave at any time, but carts are not to be used on the convention floor while patrons are present.

Admission, Registration, and Ticket Sales Policies

Raffle Tickets: An admission ticket provides admission for the entire Winterfest and one grand prize raffle ticket.  Additional raffle tickets are available for purchase.

Advanced Admission: Advanced tickets can be purchased for $8.00 online, at www.slsrc.org/shop until midnight Tuesday before Winterfest. All tickets will be held at the will call table.  Admission tickets will go on sale at 7:30 am Saturday morning of Winterfest. Doors to the sales hall open for the public at 8:00 am Saturday morning.

Ticket Refunds: All ticket sales are final.

All entry doors will be monitored to prevent unauthorized access. ONLY SERVICE ANIMALS ALLOWED IN THE GATEWAY CENTER. This is the policy of the venue, NOT the Winterfest committee.

State Law: NO SMOKING inside the building.

Door Prize Policy Door Prizes: Radios or station accessories to be given as door prizes will be awarded according to the official Winterfest Program. The person holding the winning ticket must be present at the time of the drawing to win.

Donated Prizes: All donated prizes will be awarded according to the instruction of the donor. All donated prizes are to be awarded prior to the 12pm grand prize drawing on Saturday. The Winterfest Chairman and SLSRC president reserve the right to reject donated items.

Grand Prize: The grand prize with be awarded on Saturday afternoon at 12pm. You DO NOT need to be present to win. Provisions will be made to ship it to the lucky winner, if he or she is not present.

Rules and Procedures for Awarding Door Prizes: Each admission purchase gets one free door prize ticket. Additional tickets may be obtained by donation of $1.00 per ticket or 6 tickets for $5.00 to the Winterfest fund.  Free admissions are not eligible for free door prizes tickets.

Depositing the Tickets: It is the responsibility of the participants to have their door prize tickets correctly and legibly filled out, and then deposited in the door price ticket hopper located near the concession stand.

Drawing for Door Prizes: Drawing for Winterfest provided door prizes will be according to the official Winterfest program as closely as practical. Times are approximate.

  • All drawings will be from the same ticket hopper throughout Winterfest.
  • All tickets drawn will be returned to the hopper before the grand prize drawing, ensuring that everyone is eligible for the grand prize.
  • Each prize will be clearly announced before the ticket is drawn.
  • Only a pre-designated ticket puller will be allowed to pull tickets
  • All tickets will be drawing one at a time, in full view, and handed directly to the announcer.
  • The winning ticket number, name and ham call (if one is provided) will be announced up to three times before another ticket is pulled
  • The grand prize will be awarded at the final drawing. One ticket will be drawn, and announced. If present the winner may claim the prize with proper identification. The Winterfest chairman will arrange to deliver the prize if the winner is not present.

Forum Schedule: Winterfest will provide forum(s) starting at 10am.

FCC Examinations: Check the Winterfest website on exact on-site location for examinations.  Examines DO NOT Pay any fees to enter the testing area. However, if examinees wish to enter the Winterfest hall, they must pay an admission fee.

Amateur Radio Testing: Testing is provided by the Cliff Cave testing team.

  • Doors open at 8am
  • Testing starts at 8:30am
  • Fee: $15.00
  • Requirements
    FRN# if you have one
    Copy of your existing license
    2 forms of ID – One of which must be a government ID with a photo

Volunteers: Volunteers will be given free admittance if working a 3 hour shift. All volunteers must be registered as a volunteer with the Winterfest committee.  Upon registering, the volunteer should give the shift they are willing to work. A volunteer may register for more than one shift. All volunteers must work the entire time scheduled.

Winterfest volunteer shifts are:

  • Setup
    Friday 2pm-5pm
    Friday 5pm-8pm
    Saturday 5am-8am
  • Take down
    Saturday 1pm-5pm (or when all vendors are gone)
  • Tickets sellers
    Saturday 6:30am -10am
    Saturday 10am-1pm
  • Door Personnel – Stamping hands and checking admittance
    Saturday 7am – 10am
    Saturday 10am – 1pm