Vendor Move-In Open

Thursday, May 14, 6:00 AM – 6:00 PM 

Vendor Move-Out

Sunday, May 17, after final checkered (approx. 5:00 PM) – 9:00 PM

Monday, May 18, 8:00 AM – 12:00 PM if pre-approved

Vendor Fees (Year 1)

Free. Year one is curated and complimentary.

Vendor Coordinator

Dottie Quimby - (check in with Dottie before unloading)

On-site Check-in

Main Gate, then proceed to Vendor Village

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Move in Plan

Arrival & Check-In

  • Enter through the Main Gate. Tell the gate attendant you are a Thunderhill Open vendor, and they will direct you to vendor check-in.
  • Check in with the Vendor Coordinator before unloading. You will receive your booth assignment, wristbands, vehicle pass, and a printed site map.
  • Each vendor will be issued a set number of crew wristbands based on their booth size. Additional wristbands can be requested in advance, not at the gate.
  • Have your COI (Certificate of Insurance) emailed in before arrival. Vendors without a valid COI on file will not be permitted to set up.

Move-In Windows

  • Thursday, May 14, 6 AM – 6 PM: Preferred move-in. Less traffic, more space, and time to dial in your setup the night before. Strongly recommended for any vendor with a tent larger than 10x10, a trailer, or display vehicles.
  • Friday, May 15, 6 AM – 10 AM: Gates open to spectators at 11 AM, so all vehicles must be off the vendor village by 10:30 AM sharp.
  • If you cannot make either window, contact the Vendor Coordinator at least 7 days in advance. We will do our best, but late arrivals risk losing their spot.

Vehicle Access & Unloading

  • You may drive directly to your booth space to unload. Once unloaded, all non-display vehicles must be moved to the designated vendor parking lot.
  • No driving in the vendor village once the event is open to spectators. If you need to restock during event hours, you will hand-carry from the vendor parking area.
  • Trailers may remain behind your booth space if pre-approved. Confirm with the Vendor Coordinator before arrival

Booth Setup

  • Your booth footprint will be marked. Stay within your assigned space. Setups that creep into walkways or neighboring booths will be asked to adjust.
  • All tents must be properly weighted. Minimum 40 lbs per leg on a 10x10. The wind at Thunderhill can pick up fast in the afternoon.
  • Stakes are not permitted in paved or surfaced areas. Bring weights.

Food & Beverage Vendors (Additional Requirements)

  • Glenn County Health Department permit required. You are responsible for obtaining and displaying it.
  • Current food handler certification on-site for at least one staff member per booth.
  • Fire extinguisher (Class K for grease, ABC otherwise) within reach of any cooking equipment.
  • Grease and wastewater must be packed out. Do not dump on the ground or in regular trash.
  • Propane tanks must be secured upright and away from foot traffic.
  • Alcohol sales are not permitted by individual vendors. Beverage service is centrally managed.

What to Bring (and What We Don't Provide)

Year one is intentionally lean and curated. Plan to be self-sufficient. Here is exactly what is and isn't provided:

Key Contacts

Vendor Coordinator

Dottie Quimby

Dottie@sfrscca.org | 530-786-9171

Operations

Schuyler VanBuskirk
Business Development Manager -
Office: 530-934-5588 ex. 103

Marketing / Press

Ted Livingston
TwoandFour.us
406-544-4825 | ted@twoandfour.us

Jake Rosaia
TwoandFour.us
jake@twoandfour.us

Ground Rules

  • Be a good neighbor. Vendor village is tight. Don't block your neighbor's frontage, don't run loud equipment past quiet hours, and don't dump anything on the ground.
  • Stay open during posted hours. If you close early or arrive late, you make the whole village look thin.
  • No bootleg merch. If you are selling apparel or accessories that reference Thunderhill, Thunderhill Open, or any partner brand, it must be cleared in advance.
  • No drone operation by vendors. Drones at the event are restricted to the credentialed media team.
  • Respect the racing. The whole event exists because cars are on track. Do not enter restricted zones, hot pit, or grid areas without proper credentials.
  • Pets on leash only. Service animals are always welcome.

Frequently Asked Questions

Is there a vendor fee?

No. Year one vendor spaces are complimentary. We are curating the right mix of partners and want to minimize friction.

When can I arrive?

Thursday, May 14, between 10 AM and 6 PM is preferred. A late window is available on Friday morning from 7 to 10 AM.

Is there power at my booth?

No. Bring a generator. Quiet inverter generators are strongly preferred.

Is there WiFi?

Yes, But... Bring a cellular hotspot if you need reliable internet. Verizon and AT&T have the best coverage at the track.

How big is a booth?

Standard is 10x10. Larger footprints can be arranged in advance with Dottie, Ted, or Matt.

Can I bring a trailer?

Yes. Confirm placement before you arrive.

Can I have a display vehicle?

Yes. 

Where do I park?

Unload at your booth, then move to the designated vendor parking lot. You will receive a vehicle pass at check-in.

Do you provide tents, tables, or chairs?

No. Bring your own setup.

Are tent weights required?

Yes. Minimum 40 lbs per leg on a 10x10. No stakes in paved or surfaced areas. The wind at Willows is no joke.

What about overnight security?

Perimeter security is in place, but do not leave high-value items unattended. Lock up cash, electronics, and merch each night.

Can I leave my booth set up overnight?

Yes. Most vendors do. Just secure your items.

Can I sell food or drinks?

Food vendors must have a Glenn County Health Department permit. Alcohol sales by individual vendors are not permitted — beverage service is centrally managed.

Do I need insurance?

Yes. A Certificate of Insurance must be emailed in before move-in. Vendors without a valid COI on file will not be permitted to set up.

What is the cell signal like?

Workable for most carriers, particularly Verizon and AT&T. T-Mobile is spotty. Bring a hotspot if your business depends on connectivity.

Can I run my generator overnight?

Only quiet inverter generators. Loud generators are annoying, right?! They will be asked to shut down after 10 PM.

Is there water at my booth?

Not directly. Non-potable water is available at the main facility. Bring jugs if you need water at your booth.

Where are the restrooms?

Permanent restrooms at the main facility, plus additional portables in the vendor and paddock areas.

What is the move-out process?

Move-out begins Sunday after the final checkered flag, approximately 5 PM. You may move out Sunday evening or Monday morning between 8 AM and noon.

What if it rains?

The event runs rain or shine. Plan your booth setup accordingly — bring sidewalls, secure your signage, and protect your inventory.

Who do I contact if I have a problem on site?

The Vendor Coordinator first. For urgent operational issues, Sky in operations is the backup.

Can I share a booth with another vendor?

Only with prior written approval. Both parties must be on the vendor list.

Can I post about the event on social?

Yes, please. If you're posting about us on social media, tag @ThunderhillRacewayPark, @LogitechG, and @ToyoTires, and use #ThunderhillOpen. We'll reshare the good stuff.
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