Terms and Conditions

By purchasing tickets, tables, or booths to Frostfest – whether online, at the event box office, or otherwise – the producers of Frostfest assume you have read, and agree to, the terms outlined here.

PURPOSE. Frostfest is a production of, and a fundraiser for, the Richmond Amateur Telecommunications Society, Inc. (RATS), a 501(c)3 non-profit amateur radio club located in Richmond, Virginia. RATS is the operator of wide-area coverage repeater systems on both 144MHz and 440MHz, a wide area digital repeater system, IRLP nodes, and other publicly-available ham radio resources. Proceeds from Frostfest support the maintenance of these systems, and thus support the public service mission of RATS and its served agencies.

NO REFUNDS. All sales are final. Frostfest will be held on Saturday, February 1, 2020 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 nuisance or danger to themselves or others, stealing, damaging the facility or the property of other attendees or vendors, breaking the law, or otherwise disrupting the event.

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 requires a chair, YOU WILL NEED TO BRING ONE.

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, January 31, 2020 ONLY. No drive-in loading is available Saturday morning, February 1, 2020. Vendors must limit their vehicles to no more than 2 HOURS inside 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, or such time as deemed safe by the Frostfest team, RRC staff, or law enforcement personnel. These doors may only be operated by Frostfest team members.

BUILDING CLOSED OVERNIGHT. Load-in on Friday, January 31, 2020 begins at 10:00AM, and ends at 7:00PM. The gates to the Richmond Raceway Complex campus are locked soon after. There is no admittance to the building again for vendors until 6:30AM Saturday, February 1, 2020.

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 free of charge in all commercial booth packages). Power strips ARE NOT PROVIDED – vendors are encouraged to bring their own power strips.

TABLE ASSIGNMENTS. The Frostfest team does accept requests from vendors for specific tables, and we make every effort to honor such requests. However, in some cases 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, and will be communicated at the earliest opportunity.

UNACCEPTABLE MERCHANDISE. No vendor or attendee may display, sell, or offer to sell any of the following items: X-rated materials; illegal items (including illegal radio equipment); incindiary devices, weapons, or weapon-like novelties (including but not limited to: firearms, ammunition, fireworks, knives with blades over 3″ long, nunchucks, spears, swords, throwing stars, stun guns, tasers, pepper spray, or mace); drugs or pharmaceuticals of any kind; prepared foods; unauthorized copies of copyrighted materials (including but not limited to: movies, music, or software). Vendors found to be selling any of these materials will be asked to remove those materials, and may be asked to leave the premises, at the discretion of the Frostfest team.

ADMISSION TO FACILITY ON FRIDAY. Operating hours on Friday, January 31, 2020 are solely to allow exhibitors to load their inventory and display materials into the building. Frostfest staff reserve the right to deny entry to anyone who is not an exhibitor or a member of an exhibitor’s staff.

ADMISSION TO EVENT. Everyone wishing to enter the venue on Saturday, February 1, 2020 must have either an admission ticket or a commercial vendor badge (unless they are under the age of 18 and accompanied by a credentialed adult). Any adult without a ticket or vendor pass will be asked to purchase a ticket.

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, members of the RATS Board of Directors, and their immediate family members *are not eligible* to win door prizes.

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 any campers will need to be inside the gates by 7:00PM or risk being locked out overnight. Upon arrival on Friday or Saturday, the Frostfest team will provide an RV Camping Permit to those persons who have paid for this service; the Permit must then be displayed in the windshield of the vehicle being used for overnight Camping. All rules regarding this service (including the exact parking locations available) are at the discretion of Raceway staff.

ADHERENCE TO RACEWAY POLICIES. The Frostfest takes place on the private property of the Richmond Raceway Complex. All vendors, attendees, Frostfest staff, and volunteers must adhere to all Raceway policies at all times.

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

NO WEAPONS. Per Raceway policy, no firearms or other weapons may be brought into Frostfest, regardless of concealment or permit status.

ALL RIGHTS RESERVED. The Richmond Amateur Telecommunications Society, Inc. (RATS) reserves the rights to all usage of the terms “Frostfest”, “Frostfest Buck$”, “RATS”, “Richmond Amateur Telecommunications Society”, and other titles, marks, logos, and similar collateral related to the RATS organization and the production of Frostfest. Any other use of these protected terms, marks, and related products is prohibited. The Frostfest website, and proprietary computer software components thereof, are copyrighted products of RATS, and may not be reproduced or reused without permission.

NO NOTICE. These terms and conditions are subject to change without advance notice.

If you have any questions or concerns about these terms, we encourage you to contact the Frostfest team so that we may discuss them with you.