Vendor information
ESH EVENT vendor: What you need to know
Welcome! Thank you so much for being part of this amazing day in Spring Hill! It is truly one of the best days and that is because of you all. Experience Spring Hill, The Event will be held Saturday, June 21, 2025, from 10:00 AM until 2:00 PM at Battle Creek High School located at 130 Battle Creek Way, Spring Hill, TN 37174.
You can look up your booth location below. Please do not share this listing with the public. We do not release a full list of vendors until the day of the event on purpose. Sponsors, you will also receive a separate email with additional instructions. Contact us if you are not sure where your sponsor booth will be. The named areas of the event referenced below are marked on this diagram of inside Battle Creek High School.
You can email Jill Murrah with any questions at [email protected].
How many people will be there?
Last year there were 3,700+ attendees! We are anticipating 4,000+ this June.
Booth basics
Your booth
Bring your energy. Bring your swag (your promo items you want to pass out). Bring your coupons. Bring your merch to sell. Bring your engaging games or activities. Bring your smiles. Bring your excitement to meet new people. Most importantly, leave your introverted tendencies (talking to myself here) and frowns at the door.
In other words, we respectfully ask that you do not sit inside your booth with your hands crossed waiting for people to walk up to you. This is not that type of event. Each year we have a handful of people who do this (and unfortunately, they get the least from this event). While this event is part business expo, it is also part community event.
Showing your positive community spirit is required. Please make sure your booth representatives show up with this as the main goal. We will send Bobo the Clown to your booth if we see too many crossed arms or frowning faces.
Booth Setup
Booth Size & What's Included
Unless noted in your sponsorship or Main Street placement, your booth is approximately 10'x10' and comes with:
(1) 6’ table
(2) chairs
What to Bring
Tablecloth
Pop-up banners
Step & repeats
Fun display items
Any extra tables, chairs, furniture, or staging that fits within your 10x10 space.
Tents
Small tents are welcome except if you have been told otherwise due to space limits.
Be a Good Neighbor
Keep all items inside your designated booth space. Don’t spill into your neighbor’s area—we’re all in this together!
Booth Backdrop Info
Your booth’s surroundings will vary based on location:
Main Gym: Pipe & drape backdrop
Main Street Area: Gym bleachers
Aux Gym- Perimeter: Gym walls/bleachers
Aux Gym- Center Rows: Pipe & drape backdrop
POWER & WIFI
🔋Charge Up Before You Show Up
This is a 4 hour event—plan to arrive with fully charged laptops, phones, and POS systems. A full battery should get you through the day!
⚡Electricity Access
Power is limited and only available to booths that:
Pre-requested and paid the $50 electricity fee
Are in sponsor-designated areas
If you didn’t reserve power in advance, please do not plug in or ask to share with neighbors who did.
Our partner, Covenant Technology, carefully sets up power based on registered needs. Unplanned use could overload the system and cause outages.
📶 Wi-Fi Access
A hotspot will be available. You’ll find the Wi-Fi password/QR code waiting at your booth when you arrive for setup on Friday.
GIVEAWAYS, FOOD RULES, & MORE!
🎁 Giveaways = Yes!
Bring coupons, promo items, and wrapped treats—these always draw a crowd!
✅ Food Giveaways Allowed (Non-Food Court Vendors):
Only professionally packaged, grocery-style items like:
Wrapped candy or gum
Sealed pet treats
Clearly labeled items (especially if they contain peanuts)
🚫 Not Allowed as Giveaways Outside the Food Court:
Please do not hand out or sell food meant for immediate consumption, including:
Unpackaged, plated, or boxed food
Dessert bites (brownies, cookies, cake)
Tasting cups, spoons, or sample drinks
Pizza slices or any “open” food
This protects our Food Court vendors who are authorized to serve those items.
What do I need to bring if I am a food vendor?
All food must be kept inside the food court. You are not allowed to serve or hand out your food outside of the food court.
Vendors serving food should not bring cold drinks, bottled water, or coffee to sell inside the food court area as we already have vendors who are dedicated to selling those items on site. Please direct guests to the drink vendors inside the Food Court Area if they want something to drink.
Food vendors are required to bring an ice chest full of ice if needed as the ice machine at the school may not be available. Two one-gallon jugs of water will be supplied at your booth this year.
Please bring all condiments, plastic forks, spoons, napkins, etc. required for your food. If your items contain peanuts, please properly disclose.
firearms
No firearms are allowed on the school grounds, unless you are a member of law enforcement. We have officers on duty at this event. See emergency info below.
Animals
In general, animals are not allowed inside the school unless they are certified support animals. However, please contact us directly for special permission if you have fish or any other animal that may be housed inside a tank at all times (and does not have the potential to escape or bite anyone).
Will you have a hospitality Suite, concierge table, and Lost & Found?
Yes and yes and yes.
🛋️ VIP Hospitality Suite
A VIP Hospitality Suite will be available only for event sponsors, city officials, and volunteers. It will include breakfast items, snacks, and drinks, and will be located in Room 1012.
Please note: This suite is not open to vendors this year. Access is limited to those with a VIP badge, which you will receive at check-in. Children are not allowed in the hospitality suite unless they are registered volunteers working the event. We kindly ask that you do not share any hospitality suite items with event attendees.
🧃🍿 Roaming Snack Cart
For our vendors, we will have a roaming snack cart so you don't have to leave your booth to get some refreshments. Waters and grab-n-go snacks will be available all day.
🛎️ Concierge Table
The concierge table (see map below) for attendees will be staffed at all times and serve as the vendor and event information hub and the event lost and found. This includes children. If a child is lost, please walk them to the concierge table and our event staff will take care of finding their parents.
What are some ideas for engagement at my booth?
Warm greetings = Spring Hill
Say hello to new residents, greet long-standing community members, and interact with visitors of all ages. Make the most of your opportunity to build meaningful connections.
✨Pro Tip:
Guide attendees to explore all the great event areas! Ask: “Have you checked out the City of Spring Hill Exhibit
in the upstairs hallway?” “Did you see the Tennessee Travels area by the food court or the free kids’ activities in the Aux Gym?” “Don't miss the Main Gym Business Expo, Food Court in the cafeteria, or the outdoor GM showcase at the entrance!”
While there is no magic formula when it comes to promoting your business at a vendor show, we have 5 best practices that will make you more successful, above and beyond what we already stated above.
📣 5 Vendor Booth Best Practices for Standout Success
1. Promote Your Presence Early
Get the word out before the big day! Let your audience know where you’ll be and what they can expect. Use email blasts, social media posts, and stories. We’ve even provided shareable graphics below to help.
2. Keep It Simple, Make It Creative
A clear, themed booth makes you memorable. A few fun ideas: A “Where’s Waldo” theme if your message is about helping clients stand out.Use industry-specific props—like open computer components for IT services or model cars for mechanics.Selling products? Bring samples! Offering services?
3. Create an Interactive Experience
It’s called Experience Spring Hill for a reason! Let attendees engage.Set up a game that reflects your brand message.Try a mini-contest (à la game shows)—e.g., “What’s in your purse?”Or join forces with nearby booths for a collaborative scavenger hunt, with a group-sponsored prize drawing!
4. Maximize Social Media During the Event
The buzz doesn’t stop at your booth! Post Instagram stories, TikTok videos, or Facebook Lives in real time.Snap photos with attendees, tag partners, and celebrate your community visibility!Every post expands your reach far beyond just in-person interactions.
5. Follow Up for Real Results
Your most valuable leads often come after the event. Schedule demos, offer trials, share helpful resources, or provide show-only specials. Run a booth drawing to collect contacts and follow up with a personalized thank-you afterward.
🎪
Check out the booth examples below for inspiration!
Social media Links & Graphics to promote your booth
You’re encouraged to use the official social media graphics provided below (sized for Facebook, Instagram, and Stories). Each graphic includes a spot to add your company name and logo.
📘 Facebook
📸 Instagram
🎞️ Stories
When posting, please link to the official event:
📘Experience Spring Hill Facebook event
🌐 Official Event Webpage
This way, you don’t need to retype all the event details—just share and go!
🚫Please don’t create a new Facebook event under your business page.
✅ Instead, share (repost) the official event from the Experience Spring Hill Facebook page to help spread the word!
Can I hold a raffle (selling tickets for a chance to win a prize) at my booth?
🎟️ Raffles vs. Drawings – Know the Difference
Raffle: You sell tickets for a chance to win a prize.
Drawing: You collect names or contact info (no money exchanged) for a chance to win a prize.
While raffles can be great for engagement or fundraising, Tennessee law only allows certain nonprofits to hold them. Specifically, only approved 501(c)(3) or 501(c)(19) organizations that have submitted an application to the Division of Charitable Solicitations and Gaming
and received authorization from the Tennessee General Assembly can legally conduct a raffle.
👉Planning a raffle?
Please ensure you're following Tennessee state law. Proof of approval must be providedto us before you begin.
What if there is an emergency?
We have officers on duty at this event. If there is an emergency, please follow the instructions announced over our event speaker system or directly from event staff and volunteers. Please notify any event staff member or volunteer if you notice anything suspicious or need emergency services.
You can also call or text Jill Murrah of the Spring Hill Chamber on her cell at (615) 946-2562 anytime during the event. Please note who you are if possible.
Where is my booth located?
There will be a concierge table set up on both levels of the event on Friday during vendor set-up from 3:00 PM to 6:00 PM to provide booth location assistance. As well as on Saturday morning from 8:00 AM to 9:30 AM, if you are unable to set up on Friday.
When can we load in?
Vendor Load-In & Booth Setup Information
🗓 Friday, June 20, 2025 (Primary Setup Day)
Time: 3:00 PM – 6:00 PM
All vendors must register at the conceirge table to recieve their booth location & vendor badge.
Enjoy stress-free setup time before event day!
All vendor items will be secure overnight in a climate-controlled space. Best Booth Award Judging will take place at 6:00 PM on Friday.Note: Only vendors who set up on Friday are eligible for Best Booth Award consideration.
🗓 Saturday, June 21, 2025 (Event Day Setup)
Time: 8:00 AM – 9:30 AM
Please arrive early. All booths must be fully set up by 9:30 AM sharp—attendee lines form early!
Vendor parking & booth maps
On Saturday, June 21, 2025, an area on the NORTHWEST side of the school will be marked for vendor parking (follow our vendor parking signs). Please make sure you park in this area after you unload to allow plenty of parking near the entrance to the school for our residents.
On the day of the event food vendors will be allowed to bring in their food using the door next to the SOUTH entrance of the school (near the school's cafeteria). Food vendors should follow the signs to the SOUTH side and must load in before 9:30 AM. Additionally, no unauthorized vehicles will be allowed in the City of Spring Hill touch-a-truck area or near the GM tent on the NORTH side of the school. Please do not park your car in this area.
In the map below, you will find different loading zones for all the vendors. Please find your zone according to the location your booth is assigned. Reminder: you will not be assigned a booth number until you arrive. If you are unsure as to which area you are in, please contact Jill Murrah at [email protected].
Location and Zones
Presenting Sponsor, Gold Sponsors, and Performance Booths - Loading Zone A
Main Gym - Loading Zone B
Auxiliary Gym, Second Level Booths & Main Street - Loading Zone C
Food Vendors - Loading Zone D
MADE POSSIBLE WITH THE SUPPORT OF
MADE POSSIBLE WITH THE SUPPORT OF
5326 MAIN ST. SPRING HILL, TN 37174
MON - FRI 8:30 AM - 4:30 PM
TELEPHONE (931) 486-0625
© 2024 by Experience Tennessee, The South Central TN Tourism Association