CHECK-IN AND SET-UP AT BOOK FAIR - HJK Convention Center

Henry J. Kaiser Convention Center
10 10th Street
Oakland, CA 94607

• Doors open for exhibitor set up at 10:00 a.m. Sunday morning. 

• PLEASE!!!!! do not try to enter early unless you are part of the volunteer set-up crew. If you do arrive early, you can get a cup of coffee at the cafe. 

• All materials (including badges, Fair directory and map, table tent with exhibitor’s name, table number, etc.) will be at your assigned table.

• We will have volunteers to assist you. 

• We will do our best to have all packages shipped to The CODEX Foundation placed on your tables prior to your arrival.

• Set-up must be completed by 11:30 a.m.

• Several dollies will be available for use.

• To unload: If you are bringing a car, you may drive through the parking entrance gate around to the south side of the building. Parking will be available on-site until the lot fills up. Auxiliary parking will be available in other lots. Please check back for more information.

EXHIBITOR TABLES

• Size of one full table is 2'6" x 8' (about 0.762m x 2.43m). The height of the table is 30" (76.2 cm).

PLEASE NOTE: We will have 8-foot long tables for CODEX IX! You may need a new table covering!

• Please be sure to bring a table covering that is long enough to hide any boxes stored under your table. 

• Please also bring a plastic table cloth to place over your books at night. 

• Two chairs ONLY will be provided at each table. You are not permitted to have more than two chairs behind each whole table, even if you have a half table. Please do not take chairs from other areas or other tables.

• If you have reserved a HALF TABLE, only one person will be allowed behind your half at a time!

• Shelving and displays may be used only on your tabletop and may not be over 24” tall or wide. 

• Displays may not be placed on the ground around or in front of your table due to fire and safety codes. 

• Displays cannot infringe on surrounding tables or be in danger of falling or being knocked over.

Space

Your wall table space will be about 8 feet wide x 7-8 feet tall x 3 feet deep: the table is 8ft long and the ceiling above the wall tables is roughly 7-8ft high, and you will have roughly 3ft between the table and the wall. You will have 2 feet between you and the next table.

Affixing items to the wall

We will only be allowed to put blue painter's tape or white artist's tape on the walls. Museum putty is allowed in small quantities, as long as no residue is left on the walls. No thumbtacks, pins, nails, or glue of any kind will be permitted. Nothing permanent!

Additional shelving

You may bring in free-standing devices that fit within your space if that suits you. Please keep in mind that you are restricted to the area behind your table (you may not spill over into the aisle, between tables, etc.) which is only about 3ft deep. 

Please remember that this space is completely new to all of us. We recommend bringing a backup plan for using the wall space if your original idea doesn't quite work. We appreciate your flexibility in your table setup as we try this out for the first time! 

CODEX BADGES

• All Book Fair exhibitors will be given a CODEX Badge on a lanyard. 

• Please keep this Badge and wear in plain sight when attending the Symposium, Book Fair, Sunday cocktail party, Gala Dinner and ALL other CODEX events. 

• There will be TWO badges given per FULL table, ONE badge per HALF. If you have multiple/rotating workers on each day please email the Fair Manager for instructions on how additional badges must be assigned (note: multiple (more than two) badges are ONLY for schools, institutions, and non-profit organizations which require rotating personnel).

• Exhibitors: Each Book Fair table and half table comes with one ticket to the two-day Symposium. Your badge will be marked for the Symposium. Additional tickets for colleagues/associates may be purchased when registering online.

• Please note: You will need your badge to attend the Sunday night cocktail party at the HJK Convention Center.

The CODEX Book Art Fair & Symposium is a venue for exhibiting work, educating the public, forming connections for future art projects and exhibitions, facilitating research and scholarship, and promoting the work being done in the field of the handmade book. Should any sales be made at the fair, any taxes due are the responsibility of each exhibitor. California law states that out of state vendors are required to obtain a temporary sales permit and collect sales tax on sales made at trade shows. The link below will take you to the information on how to register for the temporary permit and pay the tax. Exhibiting California residents are responsible for keeping track of taxes due per CA law.

CA Temporary Seller's Permit: https://www.cdtfa.ca.gov/industry/temporary-sellers.htm

You may also find this link helpful:

https://www.cdtfa.ca.gov/formspubs/pub77/#notrequired

BUS INFORMATION

for EXHIBITORS who have pre-purchased tickets: 

• The bus will take you back and forth from the Berkeley Marriott to the fair in Oakland every day.

• On Sunday, February 4 at 9:15 a.m. please board the bus in front of the Berkeley Marriott. The buses will depart at 9:30 a.m. on Sunday.

• There will be a volunteer on the bus with your name on a list.

• When you arrive at the fair venue, the CODEX badges will be on each exhibitor’s table. 

• Your badges will be marked for the bus; this will be your bus pass for the next 4 days.

BUS SCHEDULE

RIDE-SHARE INFORMATION

Uber and Lyft are readily available in the Bay Area. Please download the app(s) on iPhone or Android to use. Rides from Downtown Berkeley to Henry J. Kaiser Convention Center are usually between $15-$30 and cars are usually available within 5-10 minutes.

EXHIBITOR DIRECTORY

• A Book Fair Directory will list all exhibitors and cross reference them to a floor map.

• There will be advertising available in the directory. Contact Dina Pollack to place an ad.

SHIPPING

• You are welcome to ship your books to The CODEX Foundation prior to the Book Fair. Please mail them to:

The CODEX Foundation
1331 Seventh Street, Unit D
Berkeley, CA 94710

• Please ensure they will arrive NO LATER than January 22, 2024. SEND EARLY! US customs may slow down or stop deliveries! Please include both your name and your press name on the outside of the box for easy identification. 

• You will be emailed your table numbers on or before December 15, 2022. If you are able, please put your table number on your packages in addition to your name(s) and press name(s). Please have this CLEARLY marked on the outside of your box(es).

• We will transport all pre-shipped boxes to the book fair on Sunday. We will do our best to have them on your assigned table before you arrive.

• We are using UPS to send your packages back to you. You MUST have a pre-printed/paid UPS shipping slip with bar-codes for each box. These are available online. Please handle this at home as we won’t be able to do this at the Fair. The Fair closes on Wednesday at 3:00 p.m. UPS will pick up the boxes at 5:30 p.m.

• Please NOTIFY US how many boxes you have sent and we will let you know when they arrive.  

• CLICK HERE to make your pre-paid UPS labels.

GUEST TICKETS FOR ATTENDING THE FAIR

• Tickets for guests can be pre-purchased and left at the ticket sales desk in the main entrance area.

• Please put your business card with the tickets and let your guests know to ask for tickets left under YOUR name.

$15 – Single Day
$30 – Multi-Day (4 days)
$10 – Student (Single Day)
$20 – Student (Multi-Day)

WiFi

The WiFi password will be printed on the back of your badge! 

• We ask that you only use the WiFi for accessing your point-of-sale systems (Square reader, PayPal reader, etc.), turning your WiFi settings to off when not in use.

• We suggest that you use your phone as a mobile hotspot device or sign up for 4G service for your tablet, laptop, or phone through your mobile phone service.

PARKING WARNING:

Parking in the entire Bay Area requires caution. DO NOT LEAVE ANY VALUABLES IN YOUR CAR, even if you think they are hidden in the trunk. Car break-ins across the entire Bay Area are extremely common. They're not common if your car is *completely empty*. 

PARKING AT THE Henry J. Kaiser Convention Center for the Book Fair

• The parking lot at Henry J. Kaiser Convention Center will be available for exhibitors who have reserved a parking pass ahead of time. Otherwise, the parking lot is paid by the day.

• Non-exhibitor public parking in the Henry J. Kaiser Convention Center lot is PAID by the day.

• The Henry J. Kaiser Convention Center lot and surrounding lots will have security and gated entrances. CAUTION WITH VALUABLES IS STILL ALWAYS ADVISED. 

• Paid public parking on the surrounding streets. Apps like ParkMobile are available for download and use with public parking meters on your mobile device. Credit card payments are also available at public street meters.

• DO NOT park directly next to the building, as this is for brief loading ONLY.

• Auxiliary parking in other lots will be available:

Oakland Museum of California (OMCA) Parking Lot:

The OMCA garage is located at 1000 Oak St. with entrances on Oak and 12th Streets. Parking fees are $5 per hour with an early-bird discounted flat rate of $20 (in before 10 am, out before 5 pm). Those parking before 8 am and leaving before 10 am will pay the regular incremental rate.

Garage hours: 6 am—7 pm.

Alcopark Parking Garage:

Additional parking is available at the Alco Parking Garage located at 165 13th Street at Jackson Street. Hours are subject to availability.

PARKING AT FREIGHT & SALVAGE for the Symposium

• Street parking is available in 2-hour time slots on the streets surrounding Freight & Salvage.

• Apps like ParkMobile are available for download and use with public parking meters on your mobile device. Credit card payments are also available at the public street meters.

• There is a huge parking garage directly next door to Freight & Salvage, with an exit on Addison street that puts you at the front door.

FOOD & BEVERAGE: 

• You will have one hour to get lunch in Berkeley immediately after the Symposium (Monday and Tuesday) or you can wait to purchase food at HJK Convention Center. 

• There will be an on-site cafe in Henry J. Kaiser Convention Center serving some light breakfast items, lunch, fruit, sweets and beverages.

• Alcoholic beverages will be available at the concession stand bar.

NO FOOD OR DRINK WILL BE ALLOWED IN THE FAIR AREA.

Transportation options to the Henry J. Kaiser Convention Center (and other venues):

•  Taxi, Lyft, and Uber are the most accessible methods of transportation.

•  Lake Merritt BART Station is just around the corner from Henry J. Kaiser Convention Center. 12th Street BART is also within walking distance.

•  The #62 and #96 AC Transit buses travel to or near the Henry J. Kaiser Convention Center (along with many others which get close by).

HANDOUTS: 

• We will have a table in the venue where you can put out any free brochures, pamphlets, etc.