Terms and Conditions

By ordering tickets or tables to Frostfest online or at the event box office, we assume you have read and agree to the terms outlined here.

PURPOSE. The Frostfest is a fund raiser for the Richmond Amateur Telecommunications Society, Inc. (RATS), a non-profit amateur radio club located in Richmond, Virginia, and operator of wide-area coverage repeater systems on both 144MHz and 440MHz, digital repeaters, IRLP nodes, and other publicly-available ham radio resources. Proceeds from Frostfest support these systems and various other public functions of RATS.

NO REFUNDS. All sales are final. Frostfest will be held regardless of weather.

RIGHT OF REFUSAL. The Frostfest team reserves to right to refuse service to any individual or group for any reason. Likewise, the Frostfest team reserves the right to remove from the premises – at its sole discretion and without refund – any person or group found to be posing a danger to other persons, stealing, damaging the facility, or otherwise disrupting the event.

DOOR PRIZES. All attendees, non-commercial vendors, and Frostfest volunteers are eligible for door prizes, including the Grand Prize, regardless of age or amateur radio licensing status. All winners must be present to claim their prizes – claim by proxy is not permitted. Members of the Frostfest Committee and members of the RATS Board of Directors are not eligible to win door prizes.

NO CHAIRS PROVIDED TO VENDORS. In order to keep table prices low, Frostfest DOES NOT provide chairs to vendors. If you or someone on your team require a chair, you will need to bring one.

NO PETS. Per the policy of the Richmond Raceway Complex, no pets may be brought into the Frostfest, with the exception of service animals.

NO LOADING THROUGH GLASS ENTRY DOORS. Vendors must load-in and load-out via the roll-up doors and/or steel entry doors to the rear and side of the Exhibition Hall.

DRIVE-IN LOADING. Drive-in loading is available to all vendors ON FRIDAY, February 1, 2019 ONLY. No drive-in loading is available Saturday morning, February 2, 2019. Vendors are encouraged to limit their vehicles to no more than 2 HOURS in the building. All vendors performing drive-in loading are expected to operate their vehicles in a safe and courteous manner.

ROLL-UP DOORS. The large roll-up doors at the rear and side of the building will remain closed on Saturday until 3:30pm. These doors may only be operated by Frostfest team members.

BUILDING CLOSED OVERNIGHT. Load-in on Friday, February 1 begins promptly at 10:00am, and ends at 7:00pm. The RRC gates are locked soon after. There is no admittance to the building again until 6:30am Saturday, February 2.

ELECTRICAL SERVICE. The Richmond Raceway Complex charges for electrical service on a per-outlet basis; the fee is $40 per single 120-volt outlet (this service is included in all commercial booth packages). Power strips are not provided – vendors are encouraged to bring their own.

TABLE ASSIGNMENTS. While we do accept requests from vendors for specific tables, it may be necessary to change table assignments even after such arrangements have been made. Any such changes will be made at the sole discretion of the Frostfest team.

UNACCEPTABLE MERCHANDISE. No vendor or attendee may display, sell, or offer to sell any X-rated material, illegal radio items, incindiary devices, or weapons (including but not limited to: firearms, ammunition, knives with blades over 3″ long, nunchucks, spears, swords, stun guns, tasers, pepper spray, or mace).

ADMISSION TO EVENT. Everyone wishing to enter the venue on Saturday, February 2 must have either an admission ticket or a commercial vendor badge (unless you are under the age of 18). Please be sure to purchase a ticket for yourself and anyone else who plans to accompany you on Saturday.

RV PARKING. The Richmond Raceway Complex does permit a limited number of vendors or attendees to stay in their vehicles overnight. No water hookup is available, but electrical service is generally available. It is within the Raceway Complex, so you will need to be inside the gates by 7:00pm or risk being locked out. We will send you an RV Camping Permit for the windshield of your RV when you order your space. All rules regarding this service (including the exact parking locations available) are at the discretion of Raceway staff.

NOTICE. These terms and conditions are subject to change without advance notice.


The Frostfest amateur radio show and convention is a production of RATS - the Richmond Amateur Telecommunications Society, Inc., and is a fundraiser for the organization, supporting multiple wide-area repeaters and other public ham radio resources. © 2018 RATS, Inc. All rights reserved.