Vendor Information and FAQs About Handmade Arcade on December 6 & 7, 2019

HELPFUL WEBSITES AND APPS

  • CREATIVE HIVE CO.
  • CRAFT PRICING CALCULATOR: Download this in the App Store – works for both iPhones and Androids

BOOTH DISPLAY PRESENTATION FROM YOUTH MAKER MEETINGS

Load-In Map with Times and Zone Assignments

There will be security directing you at the entrance and HA organizers will be on the loading dock in safety vests. Do not park until you have been directed by HA organizers and received your check-in number for your dashboard.

IMPORTANT THINGS YOU WILL NEED TO KNOW DURING LOAD-IN:

  • Your load-in times
  • Your table number

PLEASE NOTE FOR FRIDAY LOAD-IN VENDORS:
There are about 195 of you coming on Friday. Please do not come before your scheduled time. Remember, you do not need to be completely set-up unti 5:30PM. There is plenty of time. If you have to make an adjustment in time, email tricia@handmadearcade.org and she will let you know if a change can be made.

PLEASE NOTE FOR SATURDAY LOAD-IN VENDORS:
There are NOT that many of you coming on Saturday so if you want to load in earlier than assigned, please email tricia@handmadearcade.org with your table number and new load-in request time and she will let you know if you can switch times.

MAP TO THE LOADING DOCK (PDF)

Friday: Loading dock is open from 12 to 4 p.m.
Saturday: Loading dock is open from 7 to 9:20 a.m.

NOTE: If you are loading in on Friday, you will not be able to use the loading dock on Saturday. When you arrive for the Saturday event, simply park your car and enter through the main doors of the Convention Center and Hall B. 

IMPORTANT: There will be security guards at the entrance to the loading docks. You will need to know your load-in times and your table number.

  • Please unload your car as quickly as possible and take your items to your table. Do not leave anything on your neighbor’s table or in their space.
  • We STRONGLY recommend you bring your own dolly or pack your items for easy transport.
  • There will be 4 Teamsters on-hand to help with carts on Friday and 2 Teamsters to help on Saturday. Please note that Teamsters have to adhere to certain rules when it comes to uploading and pushing carts. Please work with them. They are there to help!
  • Once your items have been delivered to your table, RETURN TO YOUR CAR immediately, leave the loading dock and park in one of the many garages downtown.
  • Return to set up your booth by entering from 10thstreet through the EAST LOBBY ENTRANCE.

Visit the David L. Lawrence Convention Center website for directions.
The David L. Lawrence Convention Center is located at 1000 Fort Duquesne Blvd, Pittsburgh, PA 15222.

The four closet garages to the Convention Center are:

David L. Lawrence Convention Center Parking Garage,1000 Fort Duquesne Blvd, Pittsburgh, PA 15222
Friday: Before 4 pm: Hourly rates apply
Event rate: $13

Grant Street Transportation Center55 11th St, Pittsburgh, PA 15222
Friday before 3:59 PM: Hourly rates apply
Friday after 4 PM and Saturday: $5 flat fee

Smithfield Liberty Garage, 629 Smithfield St, Pittsburgh, PA 15222
Friday before 3:59 PM: Hourly rates apply
Friday after 4 PM and Saturday: $6 flat fee

Download the ParkPGH app for real-time parking availability. (Does not include Convention Center parking garage.)

Street parking is not recommended for our event vendors.

Handmade Arcade invites vendors to contribute to the crafty goodie bags provided for the attendees of the Friday night fundraiser and  the Early Birdie shopping hour. Contributions can include small samples and small marketing materials.

Handmade Arcade is not pre-making bags this year but rather setting up a make-your-own-crafty-swag-bag activity station during Friday and Saturday. We expect between 300-500 people. Not everyone will make a swag bag.

Contributions must be received by Wednesday, December 4.

Mail to: 
Handmade Arcade
3850 Brownsville Road
Pittsburgh, PA 15227

Drop off:

  1. Wildcard, 4209 Butler Street, Pittsburgh, PA 15201
  2. The Artsmiths of Pittsburgh, 1635 McFarland Road, Pittsburgh, PA 15216

Want to contribute to the raffle? THANK YOU! Proceeds benefit our expanding youth maker programming.

Please fill out the information on the form below to give us all the juicy details on your incredible donation so we can make sure our raffle winners know all about the items they could win.

CLICK TO ADD RAFFLE CONTRIBUTION DETAILS

As always, you have three ways to get those beautiful items to us BEFORE THE CUT-OFF DATE ON WEDNESDAY, DECEMBER 4TH*.

MAIL:
HA Headquarters at 3850 Brownsville Road, Pittsburgh, PA 15227

DROP-OFF:
The Artsmiths of Pittsburgh at 1635 McFarland Road, Pittsburgh, PA 15216

DROP-OFF:
Wild Card at 4209 Butler Street, Pittsburgh, PA 15201

* Please note: Items must ARRIVE by end of business (5 p.m.) on the cut-off date in order to be included in this year’s raffle. Items that are received after the cut-off date will be included in the Spring Event’s raffle.

After over 12,000 people attended Handmade Arcade in 2018, the planning committeedecided to lower the cost of the Friday night event and encourage more people to use this time to shop early and avoid the crowds. Handmade Arcade will be HEAVILY marketing this event in hopes of alleviating the Saturday crush.

Shopper feedback shows that this event will continue to grow in popularity and we encourage ALL vendors to participate. Participation is not required in 2019.

  • Participation in the Friday Night Preview Party is not required but HIGHLY encouraged.
  • Vendor load-in will be from 12 to 4 p.m. Vendors will be assigned a time to arrive when the table map is finalized.
  • NEW THIS YEAR! More teamsters to help unload on Friday afternoon.
  • There is NO cost for vendor participation and we are not expecting any donation from sales that night.
  • Vendors who load-in and set-up on Friday are required to be on-site and participate in the preview party.
  • Tickets sales are limited. Please share this opportunity with your network. Tickets will cost $20 per person.
  • There will be a cash bar. Please plan to eat dinner between 4 and 5:30 p.m.
  • The DLCC will lock the hall and they have overnight security. You can leave everything in place and ready to go for Saturday.
  • If you want to make a night of it, we will be reserving rooms at the Westin which is connected to the Convention Center.
  • IMPORTANT: Your space for the Fundraiser and the Saturday event are the same. You will not have to move. When the fundraiser ends, we need everyone to leave the hall by 8:15 p.m. HA planners will have been there since 8 a.m. and have to back at 6 a.m.
  • You can return to the hall the next morning to your booth to clean it up and prepare for Saturday anytime after 7 a.m. Enter through the front door of the Hall.
  • You must be back at the Convention Center by 9 AM for the 10 AM Early Birdie Shopping Hour.

We will be reserving a block of rooms for our vendors at the The Westin Convention Center.

Room rate $105 USD. Rooms are limited. Book today!
Reserve by 11/15 to receive the discounted room rate.

The Westin Convention Center, Pittsburgh
1000 Penn Avenue. Pittsburgh, PA 15222
(412) 281-3700
Connected to the David L. Lawrence Convention Center

  • NEW THIS YEAR: Spaces will be marked on the floor with chalk. Vendors must stay within the marked area.
  • 15-feet-long-by-10-feet-deep display space
  • TWO 8-by-2.5-foot tables and two chairs
    If you do not plan to use the tables or the chairs provided, put them in the walkway between the aisles and the Convention Center staff will remove them before the show begins.
  • Each table has approximately 2 feet between them. Please do NOT use this space for your display. 
  • Stay within your assigned space and be courteous of your crafty neighbors.
  • If you have racks or other display structures, they MUST fit within your assigned space. Likewise, you must contain all of your extra merchandise containers within this space.
  • Vendors may NOT tape or hang any items to the wall.
  • If you have made any special requests we will make every effort to accommodate you.
  • If you did not pay for electricity, please DO NOT plug into an outlet. The Convention Center will know and Handmade Arcade will get charged. Handmade Arcade staff will ask you to unplug if you did not prepay.
  • NEW THIS YEAR: Spaces will be marked on the floor with chalk. Vendors must stay within the marked area.
  • Each vendor is provided with an 10-by-10 foot area of space. No exceptions. 
  • Each traditional vendor receives an 8-by-2.5 foot table and two chairs. 
    If you do not plan to use the table or the chairs provided, put them in the walkway between the aisles and the Convention Center staff will remove them before the show begins.
  • Each table has approximately 2 feet between them. Please do NOT use this space for your display. 
  • Endcap vendors will also have an 10-by-10 foot area. The vendor map can be deceiving. There is more than enough space for your display. If you have questions during load-in, ask the Handmade Arcade organizers for space clarification.
  • Stay within your assigned space and be courteous of your crafty neighbors.
  • If you have racks or other display structures, they MUST fit within your assigned space. Likewise, you must contain all of your extra merchandise containers within this space.
  • If you have made any special requests we will make every effort to accommodate you.
  • NEW THIS YEAR: Spaces will be marked on the floor with chalk. Vendors must stay within the marked area.
  • Each Craft Corridor vendor receives a 6-by-2.5 foot table and two chairs. Craft Corridor vendors must use the table provided by the Convention Center. Unnecessary chairs can be set in the center aisle upon arrival. Convention Center staff will retrieve them.
  • IMPORTANT: The Craft Corridor is a smaller display space. Please note that Craft Corridor vendors receive a 6-by-6 foot area of space. Everything must fit in the 6-by-6 foot space. No exceptions.
  • Vendors placed at the end of the aisles will also have an 6-by-6 foot area. The map can be deceiving. There is more than enough space for your display. If you have questions during load-in, ask the Handmade Arcade organizers for space clarification.
  • Stay within your assigned space and be courteous of your crafty neighbors.
  • If you have made any special requests we will make every effort to accommodate you.
  • Craft Corridor vendor spaces are NOT eligible for electricity.

David L. Lawrence Convention Center (DLCC)
1000 Ft. Duquesne Blvd.
Pittsburgh, PA 15222

The convention center is at the corner of Penn Ave. and 10th Street, in downtown Pittsburgh. Handmade Arcade is in Halls D and E on the first floor. Enter through the WEST LOBBY street entrance off of Tenth Street.

You can find additional information about the Convention Center at their website.

  • FRIDAY: The loading dock will be open from 12 to 4 p.m. Vendors must be set-up by 5:30 p.m. for the Preview Party.
  • SATURDAY: Setup will run from 7 a.m. and will end at 9:20 a.m., with the loading dock closing at 9:30 a.m.
  • Please arrive at your assigned time ONLY – not earlier or later. We are working with the Convention Center to make this as seamless as possible. We need you to adhere to your load-in times for that to happen.
  • Once you arrive, you will be directed to park in the appropriate loading dock area and given a number and time to place on your dashboard.
    • Please unload your car as quickly as possible and take your items to your table.
    • We STRONGLY recommend, if possible, you bring your own dolly or pack your items for easy transport. Many of you will be arriving at the same time and there are a limited number of carts provided from the convention center.
    • There will be 4 Teamsters on-hand to help with carts on Friday and 2 Teamsters to help on Saturday.
      Please note that Teamsters have to adhere to certain rules when it comes to uploading and pushing carts. Please work with them. They are there to help! 
    • Once your items have been delivered to your table, RETURN TO YOUR CAR immediately, leave the loading dock and park in one of the many garages downtown (see Directions and Parking above).
    • After you park, return to set up your booth.
  • Handmade Arcade ends at 7 p.m. Do NOT break down your table before then.
  • At 7 p.m., the loading dock doors will be opened and additional trash and recycling bins will be provided.
  • Breakdown must be completed by 8:30 p.m.
  • Vendors should NOT break down the tables and chairs; this will be handled by the Convention Center staff.

There is no free internet service at the Convention Center.

Vendors will be able to sign-up for internet service once they are in the vendor hall by opening their webbrowswer. There are daily Wi-Fi rates.

Many vendors use the dataplan on their phone for credit card sales.

  • Your crafts, and LOTS of them.
  • Lots of change. You can never have too many small bills – ones, fives and tens. You can bring a cash box, but nothing is more secure than wearing your money — either in an apron or in your pockets (trousers with four big pockets — $1, $5, $10 and $20). The Welcome Table will NOT be able to assist you in breaking large bills.
  • A credit card reader. Vendors with credit card readers tend to have a better sales day.
  • Business cards or other promotional/contact materials for your craft venture. You may also want to have a mailing list sign-up sheet.
  • A friend. If you don’t have a buddy to help out, HA will have volunteers on hand who can watch your table while you take a bathroom break or grab some food.
  • Tablecloth or yardage. You’ll also want enough material to hang to the floor, and disguise all the stuff you’re storing under the table.
  • Mirrors are useful if you’re selling clothing or jewelry.
  • Bags. If you don’t have your own, supermarket bags are fine.
  • Craft-fair handy bag. Might include: masking tape, safety pins, Sharpie, scissors, needle and thread, string, small notebook, pens, aspirin, and Band-Aids.
  • Trash bag.
  • Comfortable shoes. Consider bringing a spare set and/or a mat to stand on. The concrete floor can be brutal.
  • Wear layers. Please note that the Convention Center is a “green building” and during load-in, the heating system will be turned off while the loading dock doors are open. After this time, it will take several hours (depending on how cold it is outside) for the hall to completely return to normal temperature. The temperature also fluctuates throughout the day depending on crowd levels.
  • Signage. Make sure your products are identified, if they’re not obvious to customers, and that you highlight a unique feature (“Made from recycled chopsticks!”).
  • Mark prices clearly.
  • Inventory what you’re bringing. That way, after the fair you can sort out what you’ve sold.
  • Stand and deliver. Sure, it’s a long day and your feet may be crying for a break, but you’re more likely to engage customers and appear accessible if you’re standing up and eye-level with them. Sitting, head bowed over some craft work, isn’t inviting to sales. Remember, this is retail. You don’t have to do a hard sell, but smiling, inviting customers over, talking up your products are all smart strategies.
  • There are ATMs in the Convention Center and at various locations downtown. However, the ATM at the Convention Center tends to run out of cash. If you do not have a credit card reader, consider getting one.
  • The Convention Center concessions within our hall will be open at breakfast time and stay open through dinner. Breakfast items, lunch, beverages, and snacks will be available for purchase.
  • Concession lines at the Convention Center can be long and time-consuming. We recommend you bring drinks and food with you.

HA Volunteers will be recognizable by their name badge and black apron. They are there to assist you. They will also be available to watch your table for brief trips to the restroom or concessions stand. Volunteers will only watch your table and will not make any sales — shoppers will be informed that the vendor will return shortly. Please keep these trips short. Handmade Arcade organizers are available at the Welcome Tent located at the front of the hall.

  • COMING SOON! Please share our Event Page on Facebook! As a community organization, we cannot invite those who like our page. We need you to invite all your friends and family.
  • Help promote Handmade Arcade! Visit our Media Image page for various web ads and buttons to use on your social media pages and websites.
  • If you would like to advertise Handmade Arcade in your neighborhood, event posters and postcards will be available for you to pick up at Wildcard, 4209 Butler Street, Pittsburgh, PA 15201 and at The Artsmiths of Pittsburgh, 1635 McFarland Road, Pittsburgh, PA 15216
  • Follow us on Instagram, Facebook and Twitter. Tag us using @handmadearcade and #handmadearcade2019. Please share our posts across all platforms.

Vendors must register for a PA Sales Tax License if selling taxable items. Go to www.pa100.state.pa.us to register online. You can also complete a paper PA-100. For more information, go to www.revenue.state.pa.us.

For information about the City of Pittsburgh, vendor requirements go to https://pittsburghpa.gov/ (You are only required to file as a vendor with the City of Pittsburgh if you make more than $12,000 per year as a vendor). These and any other legal requirements are the vendors’ personal responsibility. Handmade Arcade will not request proof of compliance.

Pennsylvania Tax Obligations for Out-of-State Vendors
Download the PA Tax Obligations for Out-Of-State Vendors brochure for more information.
Handmade Arcade is not able to help you with this process.

Please don’t hesitate to contact us at info@handmadearcade.org if you have further questions. BUT before you ask, make sure we did not answer your question already above.

For last-minute emergencies, the night before and the morning of the show, do not email. Please TEXT Tricia at 412-654-3889 or Elizabeth at 412-478-5222. We suggest that you program these numbers in your phone so that you have it during your travel to the show.