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Vendor Load In Information

Thank you for being a part of the 2018 Northeast Outdoor Sports Show! Here’s all of the information you will need for setup at the Northeast Outdoor Sports Show!


The Northeast Outdoor Sports Show is taking place at the Dutchess County Fairgrounds in Rhinebeck. If you need to input this into a GPS, please enter 6550 Spring Brook Ave, Rhinebeck, NY 12572.


Load In Times:

Load In Times are as follows:
Thursday: Noon till 5pm
Friday: Noon till 5pm
Saturday: Doors open for load in at 7am and you MUST be setup and ready to go by 9am.
Require something special? Email:

When you arrive on site, please check in at vendor check in. You will receive up to 4 working badges included with your booth. If you require additional admission tickets, please contact and we will offer discounted tickets for your use.

Upon arrival in your vendor packet, you will find out your booth location. With this being the first year, booth locations are subject to change till show dates.


What’s Included with my Booth:

Unless previously discussed, all booths will be located inside and will include a Pipe & Drape Backwall, Table (uncovered), and 2 chairs. All indoor booths also include power access. Please prepare to bring a table cover with you.

Are there hotels in the area that you recommend? :

  1. Best Western 503 Washington Ave. Kingston, NY 12401(845-338-0400)
  2. Quality Inn 114 Rt. 28 Kingston NY 12401(845-339-3900),
  3. 3. Super 8 Hotel 487 Washington Ave. Kingston NY 12401(845-338-3078).

I require additional rentals for my booth, who do I need to contact?

All additional rentals must be placed with Party Time Rentals. Contact Information is below:
845-226-2447 and ask for Darren

I need WIFI, who do I need to contact?

We highly suggest that you invest in a mifi hotspot or utilize your cell phone as your wifi hot spot. WIFI is handled by Frontier at the Dutchess County Fairgrounds and needs to be ordered on a monthly basis. If you would like further information, please see the link below.

Insurance Information:

Each vendor is required to provide a certificate of insurance with the following outline:

You, as THE VENDOR, its affiliated companies and subsidiaries shall secure and maintain during the period of this Agreement, Comprehensive General Liability Insurance, which shall be written on an occurrence basis, with a standard broad form endorsement and/or excess umbrella liability with combined single limit of not less than $300,000.00 for each occurrence and $1,000,000.00 general aggregate. Proof of this insurance shall be provided to THE FESTIVAL prior to the event.

THE VENDOR agrees to name Townsquare Media (2 Pendell Road, Poughkeepsie, NY 12601) and the Dutchess County Agricultural Society Inc. (DCAS, Inc, PO Box 389, Rhinebeck, NY 12572) as respects to the Northeast Outdoor Sports Show Saturday May 20th and Sunday May 21st 2017 as additional insureds and to provide a certificate of such coverage prior to the EVENT.

Hold Harmless Agreement:

All vendors will also have to sign a Hold Harmless Agreement. That agreement can be found here: DOWNLOAD FORM.  

You can send signed forms to

If you as a vendor are having an issue with obtaining insurance, please reach out to us at and we will be more than happy to help work it out for you.

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*Please note that your prizes and activities will not be shared between programs within our VIP network.

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