Register as an Exhibitor

Host a booth at the 2023 Piedmont Earth Day Fair

Information about Exhibiting

Business Registration

Non-Profit Registration

Booth Information & Pricing

**Early Bird** Rates for Booth (register before March 1)
$175 for Businesses | $155 for PEA Business Members
$140 for Non-Profits | $120 for PEA Business Members

Rates for Standard Booth 
$200 for Businesses | $180 for PEA Business Members
$165 for Non-Profits | $145 for PEA Business Members

Standard Booth includes:

  • 10 x 10 Exhibitor space
  • One 8ft Table and two folding chairs
  • Company/organization listed in the Earth Day Fair program
  • Company/organization listed on the PEA website

Optional Add-Ons:

The Piedmont Earth Day fair will be held on Saturday April 22, 2023, 10 am - 4 pm at the Winston-Salem fairgrounds. This event is rain or shine.

Details for hosting a booth here

Early Drop Off: You are encouraged to set up your tent and drop off supplies between 3:00 pm and 6:00 p.m. the evening before the fair - Friday, April 21. Overnight security is provided and the fairgrounds are fenced. However, neither PEA nor the Winston-Salem fairgrounds will be responsible for loss or damage to any equipment or supplies left onsite overnight.
 

Check-in and Set Up, Saturday, April 22: Check-in begins at 7:00 am. All participants must be checked-in by 8:45 am. No exceptions. All vendors will enter the fair from Gate 9 (421 W. 27th Street). There will be volunteers to help you with loading and unloading.

Booth Details: All booth spaces are 10’ x 10’ and PEA will supply one 8’ table and two chairs for each booth space. A canopy is highly recommended and may be rented through PEA for $100 (Deadline April 1). Canopies must be weighted down for safety. Electricity to vendor booths will be provided as requested to those paying the additional fee ($100) or to platinum and above sponsors who request electricity. Vendors using electricity should bring extension cords 50-100ft long.

Check-out: Booths may not close before 4:00 pm. No exceptions. Booths should be dismantled and booth space completely cleared by 5:00 pm.

Severe Weather: The fair will go on outside as planned unless there is severe weather forecasted for all or most of the day. All booths should have proper cover to protect from rain and/or sun. In case of severe weather, the fair will relocate to inside the Education Building.

Zero Waste Challenge: The fair is a zero-waste event, meaning that we do not produce landfill waste. Compost and recycling receptacles will be provided at the fair. Trash receptacles will not be available. Vendors and exhibitors should familiarize themselves with our zero waste policies and help us achieve this challenge.

Food and Water: Vendors selling or sampling food or beverages are required to use recyclable or biodegradable/compostable serviceware. Organic and/or locally grown food is preferred when possible. Tea and coffee must be fair Trade. Bottled water is not permitted at the fair.

Paper Products and Promotional Material: Vendors are encouraged to minimize, shrink and/or reduce the amount of paper handouts they offer. Please consider the long-term use of give-aways and limit them to items that our guests are highly likely to use. No individually wrapped give-away items are allowed.

Tips for a Successful Booth

  • Arrive the day before to drop off the bulk of your items and avoid the Saturday morning rush.
  • ​Bring your supplies in easy to carry and stack boxes. Label all of your supplies and equipment with the name of your organization and booth number. While there will be volunteers to assist, a hand truck or cart for carrying your items might be helpful.
  • Make sure all members of your team see the exhibitor information packet and understand fair logistics.
  • Bring a table cover, the rented tables are unattractive.
  • Since all exhibitors are required to stay until the end of the fair (4pm), schedule shifts or have someone relieve you for a lunch break.
  • Draw a crowd with an interesting display and interactive activities in your space. Children’s activities are particularly effective to build a crowd.
  • We are working to produce zero waste at this event. Exhibitors may not hand out plastic or plastic covered items.
  • Be prepared for the weather. Some fairs are cold and drizzly, some are hot and sunny. Pop‐up tents are the best way to be prepared for either condition, and bring plenty of water, sunscreen, and cold weather gear if the weather calls for it. If there is a chance of severe weather for all or part of the day the fair will be held indoors.
  • Does your organization have a tie to sustainability that may not be obvious to visitors? Be sure to share how your organization is working to protect the planet.

Exhibitor Guidelines and Policies

Vendors and exhibitors are screened for their commitment to sustainable business practices or products. PEA reserves the right to determine whether any company, organization, or product is eligible for inclusion in the fair based on variety and whose values are most in line with our mission to educate and empower, build community, and inspire action to create a more environmentally sustainable community. This determination may be made at any time before or after the booth registration.

Vendors and exhibitors who do not comply with Rules & Regulations or who are deemed inappropriate for the fair may be denied participation in future years.

The Earth Day Fair is held rain or shine. Booth/Registration fees are non-refundable.

Guidelines for Food Vendors

  • Priority food spots will be given to those selling organic and/or locally grown food.
  • Tea and coffee must be Fair Trade.
  • Single-serve items such as potato chips bags or granola bars are not permitted at the fair.
  • All products used for food service must be either recyclable or compostable.
  • Glass bottles and aluminum cans are allowed. Individual plastic water bottles are not permitted. 
  • Plastic recycling services are limited in Winston-Salem. No plastic clamshell containers are allowed, even if they have a recycling symbol on them. While we prefer compostable cold drink cups, we will also accept plastic cups with the #5 recycling symbol on them. 
     
Compostable Serviceware for Food Vendors
All products used for food service must be either recyclable or compostable. Many companies offer compostable serviceware for an economical price. Please let us know if you would like help finding compostable serviceware. 
 
Health Department Requirements
Most Food and Beverage Vendors are required by the Forsyth County Department of Public Health to obtain a Temporary Food Service Permit.  The fee for this permit is $75.00. PEA is required to collect the completed applications for all of our food vendors and submit a packet to the Health Department at least 30 days prior to the event. Please complete your application form and send a check for $75.00 made out to Forsyth County Dept. of Public Health NO LATER THAN March 15th. You can deliver it in person during normal business hours to PEA at 426 Old Salem Rd. in Winston-Salem OR contact us to arrange pick up.
 
Food Trucks do not need a temporary food service permit, but must have a permit to serve food in Forsyth County. Vendors only selling ice cream, baked goods or coffee are not required to submit a form. If you are unsure if you need to obtain a temporary food service permit, please contact the Health Department at 336-703-3225.