251002 HOT Set-Up Email

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EXTRACO EVENTS CENTER

B.A.S.E. BUILDING

4601 BOSQUE BLVD

WACO, TX 76710

GPS Directions

PLEASE do not contact the Extraco Events Center, HOT Fair and Rodeo, or any of their employees in relation to questions for this event. Big Top Entertainment is the primary contact for this event and can answer any questions you may have.

Email: Info@bigtop.show

Phone: 936-900-1900

All Exhibitors will be given 2 Hot Shops badges for Fair Grounds access, Exhibitors may share badges among employees as needed.

All Exhibitors will be given 1 parking pass for free on-site parking in the Exhibitor parking lot.

Additional badges and parking passes may be purchased at check in.

Wednesday, October 1st:

10am-6pm: Exhibitor Move-In

Thursday, October 2nd:

10m-5pm: Exhibitor Move-In

There are three loading docks and one ramp for unloading, you will need to carry/dolly/walk your items in - please bring everything you need for move-in as there are no extra carts or dollies on site.

The EARLIEST any vendor can show up for check-in/unloading is WEDNESDAY, October 1st. This gives you 2 FULL days to set-up for the show.

Daily throughout the Fair & Rodeo:

You may utilize the loading dock for restocking as needed. Docks and building open 2 hours prior to market hours each day.

If you are not at your booth by 4pm Thursday, your booth may be reassigned. Late arrivals are not guaranteed their requested location in any way. Please plan accordingly to arrive for move-in on time.

Market Hours:

Thursday, October 2: 6pm - 10pm
Friday, October 3: 4pm - 11pm
Saturday, October 4: Noon - 11pm
Sunday, October 5: Noon - 11pm
Monday, October 6: 4pm - 10pm
Tuesday, October 7: 4pm - 10pm
Wednesday, October 8: 4pm - 10pm
Thursday, October 9: 4pm - 10pm
Friday, October 10: 4pm - 11pm
Saturday, October 11: Noon - 11pm
Sunday, October 12: Noon - 10pm

YOU MUST BE ONSITE DURING ALL MARKET HOURS

All Exhibitors are required to stay in their booth until all consumers have left the building.

Step 1: Arrive and check-in with Big Top Team Member

Step 2: Unload your vehicle and bring to your booth.

Do not unpack any items or set up until you have moved your vehicle from the loading dock area.

Step 3: Move your vehicle then set up your booth.

FREE Exhibitor Parking Address:

You need your parking pass every day for free parking.
1716 NORTH 42ND ST.
Waco, TX 76710

This address will take you to the Exhibitor parking lot.
This is the parking lot you will be parking in every day of HOT Fair. If you attempt to park in the Customer Parking areas you will be charged to park.

EXHIBITOR LOADING DOCK
Follow the white arrow in the photo to connect Bosque Blvd (the front of BASE) to the back loading dock. Signs will be present showing you which direction to go once you pull in.

BUILDING ACCESS:

Building will be open 2 hours prior to market hours, you must enter from the back/loading dock area of the building. The front gates and glass doors at the front of the building will not be open until the fair officially opens.

M-Fri the access road, 42nd Avenue, to the parking lot is NOT ACCESSIBLE from 3p-4p due to school dismissal.

Arrive at 2p M-Fri to access the lot.

Road does not reopen until after 4p.

All parking is first come first serve, once the lot is full, Exhibitors will park in customer parking AND PAY TO PARK.

Please get with the Big Top Team with any questions you have about accessing the parking lot. Parking lot attendants are only doing their job and following the rules they have been given. Disrespectful behavior, attitudes, vulgar language and inappropriate acts towards any Big Top member or HOT staff/volunteers will not be tolerated and you may be ejected as an Exhibitors without refund if you cause a scene or fight. You may find yourself in a position where you are following directions but parking attendants are telling/asking you something different. GO WITH THE FLOW and then follow up with a Big Top Team member once you arrive to the market so we can clear up any misunderstandings.

Save our direct phone number 936-900-1900 and call us if you need help.

TRAILER PARKING:
You can leave your unhitched trailer for the entirety of the event in the large parking lot located at the dirt entrance on N 42nd St. Please get with a Big Top Team Member for direction on where to park your trailer.

Sunday, October 12th:

10pm: Exhibitor Move-Out (Dolly out or drive up to loading dock)

Breakdown begins when customers have left the event grounds and we have determined it is safe to bring vehicles to the loading dock.

BREAKDOWN HOURS:

Sunday, October 12: 11 PM - 1 AM
Monday, October 13: 8 AM - 3PM

Step 1: Breakdown booth completely.

Step 2: Once packed, find attendant to check booth

Big Top Attendant will give you Breakdown pass when booth has been checked.

Step 3: Bring breakdown pass and get vehicle to come load-up.

RV hookups on-site of the Rodeo are used for employees and performers. Those spots do not have water or waste disposal and are not very accommodating for exhibitor usage. We will not be able to assist any exhibitors with utilizing the HOT Fair & Rodeo RV Spots. We recommend finding a local RV Park that has available spots to stay at.

If you are looking for preferred hotels nearby, you can check them out here.

Electricity will be provided to all Exhibitors. Please bring an extension cord of 20' to insure you can reach your outlet.

Free and public WIFI is available. Please note that the WiFi connection is NOT secure. If you need a secure connection, you can also bring your own cellular devices or mobile hot spot. I have a recommended hot spot on the blog, click here.

Additional internet connection and faster internet connection options available with additional fees, inquire at check-in.

ROSTER:
Booth No. Company Name
BB.07 49 Acres Family Farm
BA.03 A Hat Above The Rest
BA.03 A Hat Above The Rest
CP.010 AMP / Beat The Bar
CC.13 Andrea's boutique
CC.15 Around The World Bakery
CL.1 B and H Enterprise / Magnetic Pain Stopper
BA.07 Babes Cakes, LLC
CE.16 Bass Pro Inc
BB.03 Becky's Tupperware Treasures
BC.06 Big Iron Hand Gun License Training
AA.0S1 Bridge Church
BB.09 CACTUS JEWLES & CO
AD.021 CASAGRANDE WESTER WEAR
BB.06 CD Accessories
CC.17 Chemi's
CB.06 Cowpuncher Babe
CB.05 Cowpuncher Babe
BC.01 Cutco Cutlery
AD.06 Dirt Road Dolls Boutique LLC
AD.05 Dirt Road Dolls Boutique LLC
CD.05 Dragsteer
CD.04 Dragsteer
CE.05 Duvalin clay shop
BC.07 EG Realty LLC
CE.14 Empty Frames Initiative
CE.13 Expo Home Improvement
CD.08 Expo Home Improvement
CE.13 Faith's Deals
CD.08 Faith's Deals
CC.05 Faithscapes
CE.08 Favres Fine Designs
CE.07 Favres Fine Designs
AB.10 Feathered Frogs
CD.15 Forever fancy
AD.04 Fullertons Freeze Dry
AD.03 Fullertons Freeze Dry
BA.02 Gather&Co
BB.04 Generational Family Chiropractic
V1 Generator Super Center
CC.06 Ginger Roots Boutique
AB.026 Gjs mercantile
CC.16 Grace Clay Co
CD.19 Hapa's Salsa
CE.17 High Roller Boutique LLC
CD.03 HK Charm Bar
BB.02 Hooked - Crochet by Monika
CC.14 IBARRA GOURMET FOODS LLC
AD.07 IGWT Creations, LLC
CL.04 J&J western designs and more
CD.18 Jandis Colores de México
CD.07 JB Marketing Group
CD.06 JB Marketing Group
BA.06 Jenkins Trading Post
CE.02 Jewelry by Jorgia
CB.03 JNT Designs LLC
CB.04 JNT Designs LLC
CE.06 Kitchen Craft Cookware
CC.07 Kitchen Craft Cookware
CE.19 Landmark Chiropractic
BA.027 Lazy T LLC
CC.18 LeafFilter Gutter Protection
AB.01 Leather & Stuff
CP.05 Level Up IV Therapy
CB.07 Little Sister Leather Designs & Western Fashion
AB.08 Lollypop Shoe Charms
CE.01 Made for You by ME
AD.10 McGregor General Store
CB.08 Morton Building
BA.01 Munchoes
BB.01 My Leather Treasures
BB.08 New London Enterprises
CP.06 NLO Knitting
AB.06 Paparazzi Jewelry
CE.18 Patio Enclosure
AC.021 piney woods designs llc
CE.03 Polaris
CP.09 Poppy's Paints
CP.07 Posh Adara
V7 Primo Water
AD.26 Prism Laser Engraving LLC
CC.02 QuinBridge Candles
AB.24 Salvation Trailers
AB.29 SB Cowboy
CC.04 Scarlett Novedades
CC.03 Scarlett Novedades
CP.04 Seasonal Selections
CE.15 Southpaw Ink
CE.04 Starr Vision Productions
AC.08 Statewide Remodeling
BC.02 Superior Tour and Travel
CC.08 Susan L. Sistrunk Fine Art
CD.16 Teotl108
CD.02 Tessa's Candle Co.
CP.08 Texas Boujee Q's
BA.05 Texas May LLC
AD.028 The Barbed Rocker
AB.03 The Broken Cinch
CB.02 Third Coast Barrels
CL.7 Third Coast Barrels
AD.01 Thunderbird Leather Company
AD.01 Thunderbird Leather Company
AD.020 True Frequency products
V6 Unviersal Windows
CD.13 Unviersal Windows
CC.19 Victory Spinal Care Waco
AD.08 Wacky Sisters Boutique
AD.23 Western lavish
CP.01 Whiskey and Sparkles

If your name is not on this Roster but you are looking at this email, that means you are on the Roster. Double check the name you registered your business under and email us if you still have any concerns.

Please remember that all exhibitors are required to bring a fire extinguisher to every production. If you need examples of what to get, look here.

No outside food or drink will be allowed in to the Rodeo.

Trash/dumpster useage: there is an on site dumpster located at the loading dock for all Exhibitor trash and boxes. Break down boxes and place them outside of the dumpster, HOT Staff will dispose of them. Leave the dumpster for bagged trash and other items. All cardboard boxes should be left in front of the dumpterl

If you need to ship inventory to HOT Fair use the following address:

HOT FAIR/BIG TOP

YOUR COMPANY NAME

4601 BOSQUE BLVD

WACO, TX 76710

There are many more details for this production and we want you to take a look and make sure you don't have any questions before showing up! To see the remainder of details for this Production, click below! We will also be sending another set-up email within the week of the event to confirm any final details.

More Important ESU Details

See New 2025 Fall Events Added

3915 W Davis Street
Suite 130/184
Conroe, TX 77304

Call Us: 936-900-1900

Event Schedule

Exhibitor Registration

FAQ & Refund Policy

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