Rules and Policies

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

A PDF of these rules is available at Winterfest Rules Policies

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 –

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

Forum Schedule: Winterfest will provide 1 forum at 10am.

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 online registrations 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
• 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
Table Layout: All table related inquiries, as well as any other questions, should be
directed to

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
until midnight Thursday 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.

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.

FCC Examinations: Exams will be held in the Illini room. 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.

State Law: NO SMOKING inside the building.

Ticket Refunds: All ticket sales are final.

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 1:00pm 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 1:00pm. 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 and announcements will be
scheduled between forums and meetings.
• 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.,
insuring 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
• 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.

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
o FRN# if you have one
o Copy of your existing license
o 2 forms of ID – One of which must be a government ID with a photo

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