Exhibitor Information
Information for exhibiting at the 57th California International Antiquarian Book Fair at the Pasadena Convention Center, February 10-12, 2025.
For a printable PDF version of the exhibitor information packet, click here. Exhibitor Promotional Materials can be found in this folder.
Additional Equipment Order Form
- To make changes to your registration or additional equipment order, please email hq@abaa.org. You will receive a link via email to update your response shortly thereafter.
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*Click image to enlarge
SUBMIT A COPY OF YOUR SELLER’S TAX PERMIT TO FAIR MANAGEMENT BY FRIDAY, JANUARY 6, 2023
Please read the following information carefully. If you sell taxable merchandise in California on a temporary basis, you must have a temporary seller’s permit.
Representatives from the California Department of Tax and Fee Administration (CDTFA) may be on site at the Pasadena Convention Center checking on valid Seller’s Permits. If you are in violation of the California Sales Tax Laws, you will not be allowed to sell any merchandise at the Fair.
• Visit the CDTFA website at https://onlineservices.cdtfa.ca.gov/Directory/
• Under "Register or Apply for a New” click on “Business Activity or Location" (temporary seller’s permit)
• Click on “Register new Business Activity” (this is located under the left-hand column labeled “Registration” beneath the log-in box)
• Follow the instructions and answer the questions to complete the registration process.
NOTE for NON-U.S. Exhibitors: There will be an option to provide your non-U.S. identification. When you choose that option, you will receive an email from the CDTFA that will require your prompt reply with a photocopy of your non-U.S. identification to verify the identification.
Here are some helpful hints for filling out the application:
- PERMIT TYPE: Temporary
- TEMPORARY PERMIT EVENT INFORMATION
- PERIOD OF SALES FROM: 02/10/23 through 02/12/23
- SPACE RENTAL COST: Enter the cost of your booth here
- ADMISSION CHARGED? Check "Yes"
- ORGANIZER OR PROMOTER OF EVENT: ABAA California Chapter, c/o Doucet Productions
- ADDRESS: PO Box 410095, San Francisco, CA 94141
- TELEPHONE NUMBER: (415) 919-9220
- ADDRESS OF EVENT: Pasadena Convention Center, 300 East Green Street, Pasadena, CA 91101
Submit a copy of your permit with your permit number by Friday, January 6, 2023 to cabf@abaa.org or via mail: Doucet Productions, PO Box 410095, San Francisco, CA 94141
Important Dates and Fair Schedule
Important Dates
Exhibitor Cancellation Schedule
• On or before October 15, 2022: FULL refund
• After October 15, 2022: deposit is non-refundable
• After January 6, 2023: no refunds of deposit, fees, equipment, etc.; all invoices must be paid in full
However, from now, to February 9, 2023, if relevant health authorities mandate a cancellation of the event, all booth deposits will be carried over to the 2024 California fair.
January 6, 2023
• BALANCE PAYMENT DUE: Booth space will be released if final payment is not received. NO refunds after this date.
• FINAL BALANCE DUE: Booth space will be released if final payment is not received.
• Group Bookings Hotel Rate of $189+ per night at Sheraton Pasadena Hotel for February 8-12, 2023, on a first come, first served basis. Book online here.
• Advertisement artwork due.
January 2 - February 1, 2023
• Advance shipping to Curtin Convention & Exposition Service, Inc.
January 9, 2023
• Advance shipping to Caladex.
Fair Schedule
| Thursday, February 9 | 9:00 AM - 5:00 PM | Tailgate drop-off ONLY* |
| 12:00 PM - 6:00 PM | Registration and booth set-up | |
| Friday, February 10 | 9:00 AM - 2:30 PM | Continued booth set-up |
| 3:00 PM - 8:00 PM | Fair open to public ($25 admission) | |
| Saturday, February 11 | 9:00 AM - 11:00 AM | Fair open to exhibitors |
| 11:00 AM - 7:00 PM | Fair open to public ($15 admission) | |
| Sunday, February 12 | 10:00 AM - 11:00 AM | Fair open to exhibitors |
| 11:00 AM - 4:00 PM | Fair open to public ($10 admission) | |
| 4:30 PM - 8:00 PM | Exhibitors move-out |
*Exhibitors unloading their own books may drop them off at the venue but may not enter the building or register until 12:00 PM (noon).
VIP tickets provide readmission throughout the Fair. Saturday tickets provide readmission on Sunday. Free admission for students with current valid student ID. Children 12 and under are free.
Shipping information including Load-in options via Tailgate, Curtin, and Caladex (international shipping), and Exhibitor Load-Out can be found here.
Insurance
Exhibitors must insure their own property against the risk of theft, fire, burglary, breakage, leakage and water damage, and the risks of transport to and from the Pasadena Convention Center. Fair Management, Curtin Convention & Exposition Services, Inc., the ABAA, and/or the Pasadena Convention Center shall not be liable to the exhibitor, its employees, agents or representatives or any other person for injury, damage or loss whatsoever, arising from any cause whatsoever. The exhibitor agrees to indemnify and hold Fair Management harmless from and against any claims whatsoever for injury, loss or damage resulting from any action or omission of the exhibitor or its employees, agents, or representatives.
Pasadena Convention Center
300 East Green Street
Pasadena, CA 91101
Hotel Dena
303 Cordova Street, Pasadena, CA 91101
• Rate: $199 per night
• Special discount rates are good until Friday, January 3, 2025, on a first-come basis. Book online here.
Tailgate, Registration, & Set-up Hours
• Thursday, February 9, 2023 | 9:00 AM - 5:00 PM — Tailgate
Exhibitors who are not shipping items may unload at the loading dock starting at 9:00 AM but may NOT enter the building until registered. See Shipping Information page for additional details.
• Thursday, February 9, 2023 | 12:00 PM - 6:00 PM – Registration & Exhibitor Set-up
• Friday, February 10, 2023 | 9:00 AM to 3:00 PM – Exhibitor Set-up
For security reasons, every exhibitor and their staff must always wear an official Book Fair exhibitor badge while inside the Fair. There are NO exceptions. All badge submissions are carefully reviewed by the Book Fair Committee for compliance with Section II, C of the ABAA Book Fair Rules. Last minute requests or changes require Book Fair Committee approval and may cause delays; a $25 fee will apply for names submitted after Friday, January 6, 2023.
Complimentary (VIP Ticket) Book Fair Passes
• 25 VIP passes will be given to each dealer for entry to all three days of the Fair.
• Enter your name and booth number on the VIP Pass before giving it to your guests.
• Contact the Fair Management if you require additional VIP Passes for an additional charge of $5 per ticket.
• Friday 3pm - 8pm | VIP Ticket is $25 | VIP ticket is good for reentry throughout the Fair
• Saturday 11am – 7pm | Admission is $15 | reentry on Sunday
• Sunday 11am – 4 pm | Admission is $10
Free admission for students with current valid student ID. Children 12 and under are free.
• Cash-and-carry food and beverage service will be available during all public hours and limited set up hours in the Pasadena Convention Center.
• The Exhibitor Hospitality Lounge will have beverages available to the exhibitors during set-up and show hours.
Each booth will include a single outlet. Additional power requirements must be requested in advance. If your booth includes more than 2 cases, you must order additional power.
Security Protocol for Exhibitors
• Any item sold at the Fair MUST be placed in a clear plastic bag by the exhibitor and sealed with a tamper-evident “SOLD” sticker.
• Larger items that do not fit into bags must be wrapped by the exhibitor at the Self-Service Wrap Desks and sealed with a “SOLD” sticker.
• Exhibitors must affix a “SOLD” sticker to any bag or wrapped package.
• Booth # and no. of items sold must be written on the “SOLD” sticker.
• Please inform customers not to open purchases or tamper with the “SOLD” sticker until they have exited the Fair.
• Do not leave cash boxes, cell phones, laptop computers or any other electronics in your booth overnight.
Security Protocol for Public
• Informational signage with the following information will be posted at each entrance to the Book Fair:
“IMPORTANT NOTICE TO ALL PATRONS: In the interest of security, no books or other merchandise may be brought into the Fair except by exhibitors. Please check-in all packages, cases, and coats at Coat Check. All handbags, camera cases, etc. are subject to examination upon entry and exit.”
• Patrons bringing personal shopping bags and purses will not be allowed into the Fair unless they agree to a security check when leaving.
• A large number of security problems and goodwill issues can be avoided if exhibitors meet patrons at the door if they have asked them to bring items to the Fair. Thank you for your cooperation.