Frequently Asked Questions (FAQ)
- Day of event Participation Page
- Registration questions
- General questions (after registration)
1) Day of Event
2) Registration
Payments
What other forms of payment do you accept?
We accept almost all forms of payment. You can even pay by check, contact the SAA for an invoice if you need it.
When do the performers get paid?
Checks go out immediately after the event.
How can I get an invoice and/or IRS W-9 document?
A w-9 document is available here. If you need an invoice please contact the SAA.
Who pays for “jury fees”?
Arts and Crafters only.
Are there refunds?
No refunds after August first. There are no exceptions.
Is the event “rain or shine”?
Yes, there is no back-up date. Bad weather, wildfire smoke; the show must go on.
Who do we make checks out to?
Solano Avenue Association, 1569 Solano Avenue #101 Berkeley, CA 94707-2116
The Application
When do you begin accepting applications?
Mid April; deadlines depend on the participation category.
Where can I hand-deliver my application?
Our [1569] address is a UPS Store and it is against policy to accept mail “over the counter”.
Our group wants to perform demonstrations, can we get on the entertainment schedule?
Groups that need “scheduled” displays/presentations and/or that require the use of amplified sound should also fill-out an Entertainers Application.
Do I have to send a copy of my State Sellers Permit?
No, we only need the number.
Is there access to Electricity?
No (2017 was the last year).
What about the section of the application that deals with [same] location?
If you have attended the Solano Avenue Stroll previously and prefer to be in the same location, simply note “same location as last year” inside the box. If you are a first-time participant we’ll give you the best possible spot. If you have any other preferences, please note them in the box – such as you do not want to be next to a band or barbecue; close to a restroom; or any other special requests. We will try and honor them.
When should I apply, how soon?
As soon as you can! With the exception of the parade; performers and crafters (who have to be reviewed together) the non-profit, food and commercial booths are “first come / first serve” and we typically book to capacity before event deadlines. Register early to secure your favorite location or “lock-out” a vendor type. Late applicants may find themselves in less desirable locations such as next to loud music or smoking barbecue grills.
How many vendor types do you have in each category?
Two (2) to prevent saturation; in some cases (like food vendors) some exceptions can be applied. As a general rule we limit vendor types.
I am with a non-profit agency / commercial registrant and I wish to have performances (dance, music, singing etc.) at my booth, should I apply as an entertainer also?
It depends. Do you wish to have amplified sound? If so, how loud / how frequent, and what would the duration of the performances be? Contact us regarding your particular scenario and we will be as accommodating as possible.
My organization has two names; which should we use? Can we use both?
Yes and no. Taking overall text length into consideration for publications; we typically do not include “alternate” organizations names. Non-profits must use their licensed/registered organization name as listed under guidestar.org. We also discourage booth sharing of any kind.
Insurance
Who needs insurance?
Usually only participants who are selling/serving food items and or hosting physical activities, have physical contact with the public, etc. Crafters, commercial vendors and performers do not need insurance certificates. The Association reserves the right to require insurance with your participation.
When do I need insurance?
At some point before the event, not necessarily during the registration process.
How should it read on the insurance certificate?
Additional Insured: “The City of Albany and Berkeley (CA), the Solano Avenue Association, and their officers, employees, and agents are named as additional insured’s for purposes of the September xx, 20xx Solano Avenue Stroll event.”
Can my insurance agent/carrier send you the certificate directly?
Yes, we understand that some certificates will come directly from your agent/carrier and proof of insurance may not be included with your application. Ideally we would prefer to receive your insurance certificate before we receive your application.
General
a) Crafters FAQ can be found HERE
b) Entertainers FAQ can be found HERE
Can I sign-up on the day of the event?
Yes. Please call us at 510-527-5358, or see us on the day of the event at 1451 Solano Avenue, Albany CA 94706
Can we perform “massages” at our booth?
Yes, but please make it clear in your application that you plan to do so (especially if your massages are free).
Is “massage” a qualifying activity for the $100 rebate?
Yes, if the services are free.
Where is the SAA?
The Solano Avenue Association does not have a physical address. Our 1569 Solano Avenue Address is a UPS Store that [usually] does not accept mail or any other documents by-hand from the public.
I am a merchant on/near Solano Avenue and would like to participate at the Solano Avenue Stroll, what do I do?
You are in the wrong place! You want to become a member of the Solano Avenue Association and that information can be found here.
We discourage booth sharing of any kind.
Political parties/candidates and other publicly “accountable” agencies should make special note of this.
Do you reserve/hold spaces?
No. We do not “reserve” spaces and placement at the Stroll is “first come, first serve”. We have no way of anticipating if you want the same space so apply as early as possible if you have a particular location at the event that you wish to secure. We try and provide you with either the same space or close to it when we can. We want your old customers to find you; at the same time we have to stir things up occasionally to keep the event from becoming stale.
Can our organization accept donations?
Yes
Are there items I can not sell or give-away?
Yes. Restricted items include (and are not limited to): alcohol in any form; cash prizes; live animals; non-licensed (counterfeit) goods; “snap-type” or “popping” amusement devices, “silly string”, and weapons of any kind (real or simulated, offensive or defensive) including “squirt”-type or other amusement devices that project. Helium filled balloons are not allowed. Please also see our expectations of public conduct (PDF).
What qualifies as an activity?
You will receive a $100.00 rebate off of your Information / Sales / Service space, if you perform or host one of the activities below.
Non-profit and government entries do not qualify for the rebate.
Examples include (but are not limited to):
- Arts and Crafts
- Body Art (face painting, henna)
- Carnival Games
- Contests
- Fitness demonstrations
- Inflatable products for children (bounce house)
- Karaoke
- Martial Arts
- Petting Zoos (with some restrictions)
- Psychics
- Souvenirs (balloon animals)
- Tarot Card Reading
Activities must be 1) Performed throughout the duration of the day; 2) have SAA approval.
Please tell us the details around your activity no later than 30 days before the Stroll so we can broadcast your activity though event promotions.
please take pictures during the day and submit them after the event.
Examples of dis-qualifiers include (but are not limited to): raffle wheels; and more that we have not thought of yet.
When do we receive the $100 rebate?
Rebates are mailed-out after the Stroll in the form of a check.
Is it $100 per space?
Yes, so if you sign-up for two spaces you get a $200 rebate ($300 for three spaces, etc.).
Do non-profit and government entries qualify?
No.
3) Post-Registration
After I have applied, what next? When do I know what is happening?
We begin accepting registration every year on April 16th. Then in:
May: We send out an email mid-month to confirm that we have your application and all is well.
June: We send out an email mid-month to confirm that we have your application and all is well.
June: We perform the “jurying” for the Arts and Crafts applicants and review the performers in late June, then confirm your participation via email as soon as possible.
In July: we will “map out” the Avenue and plan-out performance schedules, health department permits, and more. The map illustrating your physical location on the Avenue will be available early in the month.
In August: thirty days out from the event we consider it logistically “done”… now our focus shifts from production to promoting the event so people will come. We become harder to reach as we get closer to the event.
What is “mapping the Avenue” / how are things laid out?
Imagine placing almost 500 vendors and performers along a one-mile stretch of street and addressing the needs of almost 250 Solano Avenue Association members who are retailers, restaurants and service professionals on Solano already, all of whom have specific needs and requests to be addressed. The Solano Avenue Stroll includes a five-block “arts and crafts” section with only hand-made products for sale. Most requests to be in between Curtis and Ventura are turned-down as this is the crafters section. Other official divisions include the “Green Zone” (Colusa and The Alameda) and the “Stage Door” (Colusa and Fresno Streets). Un-official divisions include but are not limited to “clusters” focusing on education; elder care (Tulare and Ensenada); “Jewish” organizations (Ventura and Tulare); pets (at Tacoma) and you may find other groups aligned together. The youth activities and information area is between the B.A.R.T. tracks (at Masonic) and San Pablo Avenue in Albany. This is another reason why it is important for you to describe your organization in the registration process so we can better place you at the event (while avoiding potential conflicts). Sometimes the organization name alone simply does not do the trick. We provide commercial vendors with corner spaces as often as possible and try to cluster them together. Commercial vendors have priority just below existing SAA members and event sponsors.
I have two versions of my map, how do I know which one is right?
There is a version time/date stamp on the right of each map. You can also refer to the master participants list on the Solano Avenue Stroll homepage.
I did not get the spot that I asked for / the space is not what I asked for – why not?
The number one reason for this is that you applied later in the registration process and we were not able to accommodate your needs; also see the “mapping” process above. If you think there has been an error, please contact us ASAP.
What is the story behind the postcards?
We offer free (almost, you provide postage) postcards with the Solano Stroll poster/artwork on one side and a blank opposite. They can be used to help promote the Stroll at a “point of sale” or you can send them to your clients prior to the event advertising your presence at the event.
When does the poster / postcards get distributed?
Precisely thirty days before the Solano Avenue Stroll. The poster is “unveiled” at the Solano Avenue Stroll kick-off party and sponsor’s reception (this is not a public event). You should get postcards within a day or two after the event.
See also, our “Explained” page, thank you.
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