Tennessee Book and Ephemera Fair • July 25 - 27, 2025
1. DEFINITION: The Manager of the event, Cathy Sirmans with Organized Occasion and Holly Segar.
2. LIABILITY LIMITATIONS: The Exhibitor hereby expressly releases the Management, the City of Franklin,TN, The Factory, its agents, officers and representatives from any and all liabilities for damage, loss, injury, or other consequences to himself or employees while at the Event. Exhibitor agrees to indemnify Management, City of Franklin, The Factory, and any part thereof, against any claims arising out of, or in any connection with, the use of the space or grounds in the Event, or to not hold Management, City of Franklin or The Factory, liable for any fees other than those paid to Management in advance, should this Event be canceled.
All liabilities are explicitly referred to in the Contract for Exhibitor Privilege and Space.
Neither Management, the City of Franklin, The Factory, or its agents, officers and representatives, shall be responsible for fire, theft, or other damage, whether caused negligently, willfully or otherwise, and they are expressly released from any and all liabilities for any loss, injury or damage to persons and property.
In case The Factory, or any part thereof shall be destroyed or damaged by fire, or other cause, or if by reason of government restriction, the use of said premises or the conducting of the show is prevented, either before, during or after the show, then the Exhibitor hereby waives claim for damages or compensation which might arise by reason thereof, except the return to the Exhibitor of proportionate payments made for the rental of the booth or space.
3. ELIGIBILITY: The Management reserves the right to determine eligibility of any Exhibitor or product to be exhibited at the Event.
4. SUBLEASE: Exhibitor shall neither assign, sublet, nor share this lease application, nor any part of same, without prior written approval of Management.
5. In the event EXHIBITOR FAILS TO FULFILL APPLICATION, all reservations, applications, or application deposits and monies shall be retained by Management, as specified in the application.
6. ALL FEES ARE TO BE PAID IN FULL BY May 15, 2025. A $50 late fee will be added to rent not received by May 15, 2025. Until such time as payment in full is received, Management
retains the right to refuse admittance of exhibits or materials to the Event.
7. MANAGEMENT RESERVES THE RIGHT TO REMOVE ANY EXHIBITOR or representative who performs an act, which, in the opinion of Management, detracts from the dignity of the Event or is objectionable or unethical to the purpose of the Event.
8. If circumstances deem it advisable or necessary, MANAGEMENT RESERVES THE RIGHT TO ALTER LOCATION OF EXHIBITORS as indicated on the official floor plan.
9. THERE WILL BE NO PACKING OR DISMANTLING BY EXHIBITOR PRIOR TO CLOSING OF THE EVENT. Exhibitors violating official closing time will be the last to have use of porter service, and will be barred from future events.
10. DAMAGE: Exhibitor agrees to be liable for any damage to walls, tables, floors, woodwork, or to other fixtures on the premises, or to other exhibitors’ property.
11. EXHIBITOR ADMITTANCE: No Exhibitor shall be permitted entrance to the event more than one hour prior to the scheduled opening each day, except opening day. No Exhibitor shall be allowed into the event after closing hours each night, except for the final night. Special arrangements must be made with the Management.
12. EXHIBITOR PASSES: A dealer, who is not exhibiting, is allowed to help an exhibitor set up prior to the show. However, the dealer’s name must be given to the Fair Manager prior to opening day. The non-exhibiting dealer is NOT PERMITTED to browse or purchase prior to the show opening to the public or during non-show hours.
13. FOOD & BEVERAGES: No distribution or selling of any food or beverage is allowed.
14. EXHIBIT AREA: No soliciting, distribution of samples, catalogues, etc., will be allowed outside of the Exhibitor’s designated display area. This regulation will be strictly enforced by Management. Said display area is used for the sole purpose of showing and selling rare and collectible books, manuscripts, autographs, maps, prints, and paper ephemera.
15. ATTENDANCE: All admission policies will be under exclusive control of Management at all times.
16. BOOTH SIZE: All tables, chairs, cases, exhibitor goods or equipment must be maintained within the confines of the booth size specified on contract. Failure to remain within area confines allows Management the right to eject Exhibitor from premises, and/or make this Agreement null and void, with no
monies refunded Exhibitor.
17. BOOTH APPEARANCE: In order to maintain a professional and high quality Book Fair, exhibitors will keep an orderly and neat-appearing booth. Cardboard boxes may not be used to display books unless they are draped. Discount and sale signs (ie. 10% off) are discouraged because they distract from dealers who do not discount.
18. SHOULD EXHIBITOR DEEM IT NECESSARY TO CANCEL SAID CONTRACT, Management must receive written notice at least sixty (60) days prior to the opening of the Event. If, in the opinion of Management, reason for cancellation is a valid one, all monies paid to date will be refunded. No Monies will be
refunded without sixty days notification. If the Exhibitor should choose to "No Show," Exhibitor shall be liable for the balance of lease rental due. Balance to be paid within thirty (30) days from closing of Event.
19. EXHIBITOR SHALL PLACE within his booth or space his merchandise for sale, during the term of the Event. Management reserves the right to order withdrawn from display or sale, or both, any item or article which, in its opinion, is not suitable, and Exhibitor agrees to comply with such order promptly. ALL MATERIALS MUST BE VISIBLY PRICED.
20. EXHIBITOR SHALL HAVE his exhibit space ready for the show by 5 p.m. on set up day. All books and merchandise should be on display and all empty cartons must be out of sight.
21. MANAGEMENT SHALL HAVE THE RIGHT TO MAKE SUCH RULES AND REGULATIONS FOR THE EVENT as it deems proper and may amend same at any time. Such rules and regulations and amendments thereto shall be conclusive on both parties.
LOCATION AND DATE
The Tennessee Book and Ephemera Fair will be held July 25 - 27, 2025 at The Factory, located in Franklin, TN, at 230 Franklin Road. Free parking is available on site. Show hours are Friday (Preview night), 5 p.m. to 8 p.m.; Saturday, 10 a.m. to 5 p.m. and Sunday, 10 a.m. to 4 p.m. The Book Fair is presented by Organized Occasion Event Planning.
Bookseller exhibition fees are $750 per standard booth and $950 per oversized booth with a deposit of $250 due with registration.
All fees and rents are to be completely paid on or before May 15, 2025.
Exhibitor unloading and setup will begin Friday, July 25, at 9 a.m., and must be completed by 5 p.m. Packing and move out will start Sunday after the Book Fair’s close at 4 p.m., and must be completed before 9 p.m. Any dealer not finished by 9 p.m. must pay the additional rental fee for The Factory of $200 per hour.
PUBLIC ADMISSION AND SECURITY
Fee for General Admission to Preview Night on Friday evening will be $15. Admission is free on Saturday and Sunday. Exhibitors can request Special Tickets for Friday evening for $5 per ticket to mail to their best customers. TABA members are allowed free admission to the fair.
Security is provided by the venue with contracted guards. Large bags will be inspected before being allowed in the exhibition area. All sales are to be bagged and sealed, and will be checked at the exit. Exhibitors will be provided with identification badges, which must be worn throughout set-up and for the duration of the Book Fair. Dealers who are not paying to exhibit will not be allowed to browse or purchase prior to the Fair’s opening to the public. Exhibitors will not be allowed into the exhibition area until one hour before public opening on Saturday and Sunday.
ADVERTISING
The Book Fair has its own Website https://tennesseebookfair.com and active identities on Facebook and Instagram. Social media is updated regularly.
If you're bringing any item(s) to the fair that you'd like highlighted, please e-mail a photograph and detailed description.
Please visit and LIKE the book fair social media pages. Facebook (Tennessee Book and Ephemera Fair) and Instagram (tnbookfair).
PLEASE DO YOUR PART TO PROMOTE THE BOOK FAIR
Share the Book Fair information with customers, family and friends by using the PDF marketing resources provided. Click below to select the items you would like emailed to you.
