Expo Guidelines 

How do I sign up?
Simply fill out the online application (here) and submit it for approval by emailing it to angelamahaffey@cblproperties.com.

How will I know whether my business is chosen for the expo?
All approved Expo Vendors will receive a confirmation email and a License Agreement to sign and return, along with further instructions regarding check-in and day-off procedures. Mall Management must approve all Expo Vendor products or services. If a product or service falls within a restricted category or if the Expo is already full when the Vendor applies, the Vendor will receive an email notifying them that their application was not approved, or the Expo was sold out.


What is the difference between the Application and a License Agreement?

The application is required for the Vendor to notify the Mall of their interest in setting up at the Hanes Mall Black Owned Business Expo. The “Vendor Information” provided on the Application tells us about the Vendor’s business, its’ products or services, and its’ Legal Entity. Mall Management will use this information to complete the License Agreement. The License Agreement is a legal and binding document, and it will spell out the specific details regarding what a specific Vendor was approved to sell or promote while on Hanes Mall property and spells out the terms and conditions of the Expo. No Vendor is allowed to attend the Expo or set-up inside the Mall without a signed License Agreement.

When is my signed License Agreement and money due?

The Vendor will need to return their signed License Agreement within two business days (48 hours) of receiving it from the mall, to secure their booth space for the Expo. The Expo Fees and the Certificate of Insurance are also due at that time.

What is a certificate of insurance?

The required insurance is a liability insurance policy which provides Liability Insurance Coverage while your business is inside the Mall. Every Vendor occupying physical space within the Mall must provide the insurance. The Vendor may use any Insurance Company they choose to provide the required coverage, or they may choose to utilize the Insurance Company the Mall offers, which is a company that specializes in providing Vendor insurance for shows and expos. The Certificate of Insurance is due at time of turning in the signed License Agreement and to secure the Vendor’s location. Vendors will not be allowed to set-up without the Certificate of Insurance.

Do you require a Vendor permit?

Vendors are required to provide a copy of all applicable state and county licenses and permits associated with their business model, if required. All Vendors must also provide a copy of their North Carolina Department of Revenue Sales Tax License and acknowledge they understand they must report their sales to the State of North Carolina, collect the required North Carolina Sales Tax, and pay that Sales Tax to the State.

What can I promote at my booth?

Vendors will only be allowed to promote, display, and sell their approved products and services, as outlined in their License Agreement. Unless approved by Mall Management or listed on the License Agreement, no additional products or services can be promoted, displayed, or sold at the Vendor’s booth – NO EXCEPTIONS! Any violators will be asked to vacate the premises.

What will be provided with my booth and what will I need to bring?

Each Vendor booth will consist of (1) 6 ft table and (2) folding chairs. Double booths will be provided with (2) 6 ft tables and (2) folding chairs, at an additional fee. Each Vendor must bring their own floor length black tablecloth or table skirt. Vendors who have professionally branded tablecloths or skirts may bring and used them for this event, with prior approval from Mall Management. No plastic table covers will be allowed.

Where can I set up my booth?

Mall Management will provide each Vendor with an assigned booth space, and Vendors must occupy their assigned booth space. Vendors will not be allowed to relocate to another space without permission from Mall Management. Vendors are not allowed to solicit beyond their own designated booth space. Vendors must be in touching distance of their 6 ft table, at all times. Vendors may not harass or block the flow of Mall shoppers.

Are there display guidelines?

Each Vendor will be provided with (1) 6 ft table and (2) chairs or (2) tables and (2) chairs if you purchase a double booth. Vendors may bring professional backdrops, provided the backdrops do not exceed 6 ft in height or width without prior permission from Mall Management. Please note that merchandise and displays should be placed on top of the table and/or pre-approved fixtures. Displays should be positioned in a way that will not block visibility or access to any existing Mall tenants.

Is electrical available?

Vendors must submit a request for access to an electrical outlet at the time of application. There is limited electrical outlets available. They are available on a “first come, first serve basis.” Mall Management will notify each Vendor, requesting an electrical outlet, to let them know if were able to get one.

Is Internet available?

Please note the Mall does not have internet. Most Mall Tenants and Specialty Leasing Tenants use the “Square” Retail Cash Register system and their cell phone service provider for access to the internet. Verizon and AT&T have the strongest cellular signals in the Mall. Contact Mall Management if you have additional questions regarding the internet.

Can I use signs, balloons, and stickers at my booth?

Any signs used by the Vendor shall be produced and displayed in a professional manner. Absolutely no hand-written signs will be permitted. Please note, no banners or flag banners are permitted. No helium balloons may be displayed or distributed.

Do I have to remain open the entire expo?

All Vendors are required to remain open during expo hours, which are 11 AM – 7 PM Saturday, February 25, 2022.

When can I set-up?

Set-up will take place Saturday morning between 8:00 AM and 10:45 AM. Each Vendor will be notified of their set-up window time. Please be on time for your set-up window. Late arrivals will not be allowed to set-up once the Mall is opens for business.

Where can I unload?

Vendors may use the loading zones for unloading/loading as designated on the Mall Site Map that will be provided. Once your booth location has been assigned, you will be given a Mall Site Plan Map showing the closest entry point to unload. Once you have unloaded, vehicles should be parked in a designated parking space to allow others to unload. Any vehicles left unattended for prolonged periods of time in the loading zones may receive a ticket or be towed at the vehicle owner’s expense. Vendors shall observe all fire lanes while loading and unloading. Said lanes are patrolled by local police, and any tickets received will be at the vehicle owner’s expense.

When can I Breakdown and how should I leave the space?

Breakdown will take place as soon as the Expo ends at 7 PM. Because of liability reasons, Vendors must use extra precaution when packing up to ensure no product or debris is on the floor or sitting within customer walkways. Also, equipment must be removed via loading zones only.


Do you offer set-up and breakdown assistance?

The Mall does not offer any assistance with set-up or breakdown. Vendors are responsible for providing all necessary labor, dollies, and equipment for unloading, erecting, or dismantling of their displays. Mall Maintenance, Housekeeping and Security personnel are not available to assist with set up or take down. Please note Mall equipment will not be available for Vendors to borrow (i.e., carts, dollies, tools, etc.)

Where can I place my packaging materials?

All packing cases, crates and debris of any kind must be removed from the exhibit space prior to Mall opening time. Vendors are responsible for disposing of trash and recyclables within designated dumpsters located in the loading Docks. DO NOT place trash, boxes or debris in trash cans located inside the Mall, which are designated for shoppers.

Will Mall Security Monitor My Booth Area?

Mall Security will not be responsible for lost, damaged, or stolen goods or private property. Vendors are solely responsible for policing its location against theft, loss, or damage to its property, and it is strongly recommended that all valuables be removed from the display area when Vendor is not present.

Where should I park?

Vendors must observe employee-parking regulations. All vehicles must be parked in areas designated (A Mall Site Plan Map will be provided on where to park).

Fire Regulations

In accordance with applicable fire codes, the following requirements shall be maintained for displays and exhibits at the Center:

• All booths or areas used for promotional purposes shall be no closer than ten (10) feet from storefronts, kiosks, carts, or any permanent structure.
• A minimum of ten (10) feet clearance in any direction is required around all aisles, corridors, or cross-corridors leading to exits.
• Cotton batting, straw, dry vines, or other highly flammable materials shall not be used in the booth.
• Vendors who are using electrical outlets may only use approved electrical cords that conform to the requirements of the Winston-Salem Forsyth County Building Code and Fire Department. Only Heavy-Duty cords (type S or SJ), which are U.L. approved, are allowed. A plug strip with a circuit breaker must be used if you need an extension cord to plug-in multiple plugs. All electrical cords shall be protected against tampering and must not be visible. Cords shall not be in cross pedestrian aisles. Cords will need to be secured so as not to cause a tripping hazard to customers. Please note “duck” tape is not allowed, as the residue is difficult to remove from the flooring. Mall Management can provide direction on where to obtain the correct tape for all cords.
  
  

Miscellaneous Rules & Regulations

• Vendors shall, at all times, use the premises for the purpose of performing the activities in a proper manner satisfactory to the Agreement and in an honest, conscientious, and businesslike way. Such use of the premises includes, but is not limited to, proper maintenance of Vendor’s equipment, structures, fixtures, and other property on the premises. Mall Management will have final say on placement of all displays, and displays shall be placed only within areas approved.
• No water, sand, straw, or other foreign substances should be involved within displays unless approved by Mall Management. If plants are included, they must be set on plastic drop cloths or saucers. Also, no water or other liquids or elements may be dumped into Mall planters.
• Vendors with equipment must always protect the floor.
• There is to be no material stored or displayed on benches, planters, or any other place outside of the booth space. All tables used in the displays must be skirted to the floor with all extra boxes, etc. placed under the tables and out of sight.
• Trash cans, sign holders and any other property of the Center will not be moved without Mall Management approval. If permission is given, the Maintenance Personnel have the sole authority to move Mall property.
• Do not attach signs or other materials to pillars, rails, directories, or other Mall property including parking lot and drive lane areas.
• All exhibits with sharp objects must have protective padding.
• Vendors shall maintain a neat and appropriate appearance in their booth. Appropriate dress is required. Please display your booth in a dignified, ethical manner.
• Vendors shall not operate any instrument or equipment which emits an odor or causes a noise discernible beyond the immediate display area.
• Televisions or video displays are allowed, but they must remain muted at all times.
• No bright, flashing, or blinking lights are permitted.
• No eating or drinking at booth. Alcoholic beverages are not allowed within the Mall’s common area or retail floor areas at any time.
• The use or maintenance of liquid petroleum, gas or bottled gas systems inside the shopping Mall is not allowed.
• If additional lighting is needed, only 60-watt bulbs can be used, and they will not be supplied by the center.
• Some products or services may be excluded due to existing tenant lease restrictions and legal covenants.
• Vendors may not sell raffle tickets or any illegal products while on Hanes Mall property or the property of any company owned associated center.

NOTE: Obviously not all rules apply to all Vendors. We have tried to mark those rules, which commonly apply to Vendors, but please be aware that all regulations are to be followed if they are applicable, regardless of whether they have been marked. Hanes Mall reserves the right to determine applicability, and to revise these rules at any time to provide for the orderly operation of the shopping center.