Join us in 2023 for the 53rd HOSR!

Now accepting space requests from Vendors, Exhibitors, Artisans and Food Trucks

    JOIN US IN 2023

Why You Should Come

The Regatta provides the opportunity to connect directly with your target customer, build relationships, brand your name, and increase sales. Our venue allows our marketing partners access to a critical mass of competitors and spectators…and activity from beginning to end of the Regatta events. Attendance will build positive public relations by supporting one of the largest and longest established event for rowers of all age groups and experience.

Advantages of the Regatta include:

  • Exposure and access to a world-class event, the second largest regatta in the country, largest and most inclusive in Philadelphia, the most storied hub of rowing;
  • A vibrant centrally located Festival Area accessible via free transportation along Kelly Drive;
  • Low fees for two days of exposure; optional third day (Friday) during competitor arrival and set-up;
  • Company logo/link displayed on HOSR website; optional social media messaging.

 

Your Audience

The Regatta is attended by competitors, their families, friends and fans, as well as the many residents who routinely utilize the recreational draw of Fairmount Park to walk, run, bike or roller blade.  Competitors of all age groups are represented, from high school through masters; over 265 clubs (you can check out the 2018 club attendance here)!  This very large audience reflects highly desirable demographics, including:

  • Over 8,000 competitors of which approximately
    • 40% are high school students
    • 30% are college/university students
    • 20% are masters – over the age of 27
    • 10% are club, elite and other categories
  • 30,000 to 35,000 spectators over two days;
  • Attendance from the greater Mid-Atlantic region, with strong representation from the Philadelphia area and New Jersey, but also drawing from Massachusetts, Connecticut, New York, Maryland and Virginia; 29 states, 148 cities, and 10 countries represented;
  • Above average household income of $110,000 to $150,000, and above average educational attainment with 87% being college graduates and 60% holding advanced degrees;
  • Hundreds of top-tier US educational institutions represented;
  • A captured, all-weather, community-oriented, environmentally conscious and loyal audience;
  • Over 300 volunteers/staff working over the Regatta weekend.

 

Who Should Come?

While the Regatta has always been an obvious venue for enterprises selling or exhibiting rowing related gear, equipment, artwork and memorabilia, the demographics support a broader range of goods and services offering life style enhancements. Examples include:

  • Any other non-rowing specific sports merchandise such as socks, headbands, backpacks, footgear, headwear, sunglasses, etc;
  • Health related products and services such as fitness clubs, organic foods; nutritional supplements, massage and chiropractic services;
  • General apparel appealing to the athletically inclined and/or eco-conscious consumer;
  • Financial services, including banks, insurance companies, investment bankers;
  • Unique and handcrafted items and giftware, particularly those appropriate for the upcoming holiday season!

 

Interested in bringing your Food Truck to the HOSR?

Our athletes and spectators are captured for two days of racing from 8am-5pm; they are hungry and always looking for a taste of Philly!  We will accommodate a limited number of food trucks.  Please complete and return this form ASAP to reserve space.  An HOSR representative will then confirm your request and review details.

Dates, Venue & Pricing
Regatta dates: Saturday, October 28 & Sunday, October 29, 2023
Deadline to submit interest in attending: October 6, 2023
Move in for vendors/exhibitors: Friday, October 27, Noon & Saturday, October 28, 6:00am
Move out for vendors/exhibitors: Sunday, October 29, 5:30pm
Racing events: Saturday 8:00am –5:00pm
Sunday 8:00am – 5:00pm

 

The Festival Area – The Regatta holds an exclusive permit for the exhibition and sale of all merchandise during the two-day regatta in the area bounded by Boathouse Row on the south to the East Park Canoe House on the north (Permitted Area). The Regatta Festival Area is located at the Three Angels Statues located approximately 1 mile north of Boathouse Row, and midway within the Permitted Area. It adjoins the official launching area for out-of-town boats identified as Angels dock on all maps. The Festival Area includes the main festival tent, headquarters tent, race commentary and announcing, live streaming, food trucks and boat vendors.  Please be reminded that the vending space is on grass.

We will continue with a hybrid set-up (as in 2021 & 22) – Vendors may request to be in an individual tent, OR part of the larger HOSR Awards/Information Tent.  Vendors may bring their own tent (subject to approval) OR have a tent set up by HOSR and ready to go.  If any entity has special requests or thoughts for activation, please do not hesitate to reach out to vendors@hosr.org and we will try to accommodate your needs.  We want to make this experience the best it can be for our audience and for you, our partners.

Below are space size, tent, and accessory pricing.  Please complete the Vendor Request Form by October 6th to reserve space.  An HOSR representative will confirm your request and provide invoice for payment.

Food Trucks should contact vendors@hosr.org for more information.

Space/Tent Options 10×10 10×20 20×20 Trailer
Individual Space Only (Supply own tent) $500 $700 $900 $900
Individual Space & Tent (HOSR supplied) $700 $900 $1,100  
Booth/Table Space within Large Tent $300  (+$200 each additional 10×10 space)      
Edison Lights for Inside Perimeter of Tent $200      
Other sizes/accessories upon request        

RESERVE VENDOR SPACE

License & Insurance

Insurance

All vendors and exhibitors must provide a certificate of insurance at least one week prior to the Regatta naming the Head of the Schuylkill Regatta ® as an additional insured.

 

Permits and Licenses- City of Philadelphia

Vendors are responsible for obtaining all appropriate license, permits and certifications from the City of Philadelphia. If you do not already have a City of Philadelphia Tax Account Number and Commercial Activities License, you will need to obtain one even if the Regatta is the only event you plan to attend in Philadelphia for 2023. The steps are:

  • Obtain a City of Philadelphia Tax Account Number
  • Obtain a City of Philadelphia Commercial Activity License. There is no fee for this license, but it obligates you to filing the Business Income and Receipts Tax and the Net Profits Tax returns every year unless you specifically terminate the Commercial Activity License.
    • Applicants wishing to apply for a Commercial Activity License online will need to register with the eCLIPSE system, which requires users to have an email address. Eclipse System;
    • Or you can send in the combined Tax Number and Commercial Activity License Application from above.
  • You must file both a Net Profits Tax return;
  • And a Business Income & Receipts Tax return

We apologize for this lengthy process, but hopefully the outline above will simplify it for you.

The City has informed the Regatta Committee that on the day of the Regatta, inspectors will be checking all vendors for appropriate licenses, permits and certifications, and will shut down noncomplying vendors. Please be sure to allow enough time to receive your license! In case you do not get the license, bring a copy of your application and proof of payment with you to the venue.

The Details

Licensed Merchandise:

The Regatta has exclusive rights to the use of the registered service mark “Head of the Schuylkill Regatta.” No vendor will be permitted to sell any items bearing the service mark “Head of the Schuylkill Regatta” or Thomas Eakins Head of the Schuylkill Regatta or any mark confusingly similar thereto, except with the prior written permission of the Regatta Committee. Permission to vend at the Regatta does not constitute permission to use the service mark.

 

Vendor Parking

Reserved vendor parking will be provided along Kelly Drive, proximate to the Festival Area. Each vendor is entitled to only one reserved parking space regardless of the number of booths rented. A VENDOR placard will be mailed prior to the Regatta, and must be displayed prominently in vehicle windshield to park in the reserved area.

Click here: Onsite Parking Map

Any additional vehicles must be parked elsewhere along Kelly Drive or other designated locations on the traffic flow map. Free shuttle buses will be available to return you to the Festival Area.

 

Vendor Set-Up/Breakdown

Vendors may set-up either Friday afternoon, October 27th beginning at Noon or Saturday morning, October 28th, at 6:00am. All locations will be marked with the vendor’s name. A vending supervisor will be present to manage set-up and assure that vendors occupy their proper locations.  Breakdown may only occur after racing has ended.

 

Damage Deposit

For 2023, no damage deposit will be required. If damage occurs due to vendor activity, the damage deposit will be reinstated for 2023. Damage includes waste left on-site.

 

Warranties/Cancellation/Withdrawal:

By request from participants and vendors alike, the Head of the Schuylkill Regatta was expanded to two days to accommodate the continuing growth in participants and spectators. Unfortunately, we cannot guarantee the volume of sales or attendance during the Regatta, nor does payment of vendor fees imply any such warranty.

The Organizing Committee reserves the right to cancel the Regatta due to circumstances beyond its control, including river conditions or acts of nature. In the event of cancellation, and only if no Regatta events were completed, the Regatta will refund fees minus an Administration Fee of $200. If any Regatta events were completed, the Regatta will not refund any fees.

Should an entity withdrawal its registration prior to the deadline of October 6, 2023, all fees would be returned.  If an entity withdrawals its registration after October 6th, but prior to October 20, 2023, fees would be returned minus a $200 Administration Fee. After October 20, 2023, no refunds will be provided for withdrawal of registration.

 

Indemnification/Limited Liability:

Vendors, exhibitors, and sponsors agree to indemnify and hold harmless HOSR and its directors, officers, employees, agents, affiliates, subcontractors and customers from and against all allegations, claims, actions, suits, demands, damages, liabilities, obligations, losses, settlements, judgments, costs and expenses (including without limitation attorneys’ fees and costs) which arise out of, relate to or result from any act or omission of exhibitor or vendor.

Vendors, exhibitors and sponsors agree that HOSR’s liability is limited to the amount of the payment paid to HOSR.

    Increase Your Exposure

Purchase an Ad in the 2023 Keepsake Program Book

The HOSR offers Vendors and Exhibitors reduced rates for purchase of full and half page black and white ads.  Over 3,000 Program Books are distributed free of charge to athletes, coaches and spectators during regatta weekend AND will be available digitally on the HOSR website.  An ad is a perfect compliment to your presence at the regatta, driving traffic to your booth in the tent, and to your business year-round.  Complete and submit the Vendor Ad Form by September 5, 2023.

View the 2021 Program Book

View the 2020 Program Book

View the 2019 Program Book

    Contact Us

We are here to help you meet your goals. Any questions or requests should be directed to vendors@hosr.org.  We look forward to seeing you!

Vendor Updates

Past Vendors