Vendor Load In Information

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

Show Manager:
Anthony Verano

Vendor and Sponsorship Sales Manager:
Frank Ferranti

All can be reached by calling 845-471-1500.


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 4 pm
Friday: Noon till 4 pm
Saturday: Doors open for load-in at 7:00am and you MUST be set up and ready to go by 9:45 am. Event run time 10am till 5pm on Saturday and Sunday is 10am till 4pm.
Require something special? Email:


TRAILER PARKING: If you are bringing a trailer to house your items, you must register your trailer at the vendor office. All parking is free, but we must tag and park trailers in special lots to be out of the way.

Working Passes:

When you arrive on-site, please check in at vendor check-in. You will receive up to 4 working passes included with your booth. If you require additional passes, please contact Vicki Imperati at for discounted passes.

Upon arrival in your vendor packet, you will find out your booth location. Booth locations are always 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.


RV Camping (no tents or outside camping) is available to event participants only. To pre-register for camping, the cost is $35.00 per night. On-site registration will be $50.00 per night, pending availability. To register, please fill out THIS FORM and send it in. If you have questions, you may contact Vicki Imperati at

Are there hotels in the area that you recommend? :

Hotels do fill up in the area, so it is suggested that you book early and soon. Here's a list of some hotels in the area. There are more if you do further research, plus plenty of options on Airbnb and Home Away.

Courtyard by Marriott in Kingston. 500 Frank Sottile Blvd, Kingston, NY 12401.
Best Western 503 Washington Ave. Kingston, NY 12401(845-338-0400)
Quality Inn 114 Rt. 28 Kingston NY 12401(845-339-3900),
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 purchase Wifi, we will provide you with your booth # a few days prior to the show and will work with frontier on internet installation for you. If you would like further information, please contact Frontier Communications by calling below:


Fairgrounds Address:
6550 Spring Brook Ave
Rhinebeck, New York

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 a 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 2023 as additional insureds and to provide a certificate of such coverage prior to the EVENT.

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