Tips on Surviving BreyerFest
Compiled by Laura Pervier, with help from others

What to Expect
Prepare yourself for a fun filled and exciting time!  BreyerFest is THE largest hobby event and one that is eagerly anticipated by hundreds upon hundreds of hobbyists for most of the year.  At BreyerFest you'll get the chance to meet new and old friends, see and purchase the latest and greatest models, tack, props and accessories, wander around the Kentucky Horse Park, enter model horse shows, purchase special runs, enter drawings for special models and all sorts of other fun stuff. 

The Weather
To me (pretty much a Seattle native), the most important thing to know about BF is how hot and humid it can get.  For those used to the heat and humidity, it's no big deal.  There's no way I can prepare myself for it ahead of time, in terms of getting acclimated, but I can at least do some things while I'm there so I can handle it a bit better.  I bring lots of clothes with me and just about all of it are shorts and t-shirts.  If I'm going outside during the day, I plan on changing my clothes when I get back.  And that's a complete change of clothes, along with a quick shower (don't want to offend too many people, you know!).  Be sure to check the weather forecast, as a few times it hasn't been hot and humid.

I also bring very comfortable shoes.  This is *not* the time to try out those cute new sandals that you bought the week before.  Make sure your shoes are broken in and have lots of room for your feet to expand, which they will do by the end of a long, hot day at the Park.  Bring several changes of shoes, if you want. 

Why?  Because about every other year a HUGE thunderstorm comes through and you just might get soaked to the skin.  Most of the time I've been in the hotel room when these storms come through, but not always.  Who wants to run around with soggy shoes the rest of the day?  Along those same lines, I also bring either a very lightweight rain jacket or a small umbrella. 

Keeping those storms in mind, also bring along a small battery operated alarm clock and flashlight.  Many times those storms knock out the power in the hotels and elsewhere. 

If you're showing at any of the BreyerFest model horse shows, you will want to bring a long sleeve shirt or jacket and pants with you, as it can be rather nippy in the covered tent in the morning, as the A/C may be running all night long.  Dress in layers.  A blanket is also handy to bring - yeah, it can be that cold in there, but it usually heats up fairly quickly.

Also wear a hat with a brim, to keep some of that intense sun off you.  (When you're not experiencing thunderstorms, it'll be hot, humid and sunny.)  This is not the time to forget your sunscreen either!  Skin cancer is not cool!  I also bring along a small, battery operated fan that greatly helps with the humidity. 

Food and Water
When you go to the Park, bring along a small cooler, filled with frozen gel packs, as well as water.  The water fountain in the covered arena has warm, wretched tasting water - least it was the last time I tried it.  Bring along some snacks that can handle the heat, so you can save your money for model purchases later on.  There are some places to get food at while you're at the Park, but the lines can be long, plus the food and the prices aren't the greatest.

More Park Information
Bring lots of film with you, or your battery charger, if you use a digital.  You'll be seeing lots and lots of cool horses at the Park (the real ones, as well as the model ones) and you'll regret not getting photos of them later on.  Many famous horses have retired to the Park and for most of us, it's the only time we'll be able to see them.  You'll see horses and ponies in pastures, as well as in stables and around the Park, working away (ridden by their Police staff, pulling wagons, etc.).  Many times there are also non-BF horse events going on at the same time, such as polo, cross country, dog agility - I do not know what all will be happening; I'm just speculating as these events have been there in the past.  Each year Breyer invites special equine guests and you'll be able to see them performing in the covered arena throughout the weekend.  You can also see them (and maybe pet them!) in the warm up arena or the stables nearby.  Loads of photo opportunities, that's for sure!

Speaking of horses - one year I went horseback riding at the Park.  You do have to pay extra for it, but it was great fun.  You never go faster than a walk or trot, but it was fun to see the Park from a completely different aspect than you usually do.  Plus, you get to ride around the outside boundaries and by the cross country area.  Do go early in the morning, if the heat and humidity bother you at all.  Talk to the personnel at the ticketing area of the Park about getting signed up for a ride.

Dogs are allowed at the Park, however they are not allowed inside the model shows on Friday and Saturday.  You'll also want to take into consideration the heat and humidity, which can affect animals the same way it affects humans.  In the past, dogs have gotten heatstroke while at the Park.  If you care about your animal, leave it at home with a pet sitter or in your hotel room (if allowed).  Your dog will thank you!

When you go to the Horse Park, expect to pay for parking each day you're there.  When you pay, ask for a receipt, which you can show later on (if you leave and come back the same day) so you won't have to pay again.

Raffles
When you're at the Park, be sure to purchase tickets for the special raffles from Breyer.  Each year they raffle off 24 special run models (on Saturday and Sunday - 2 different raffle models of 25 each) that are done just for BF (one model of each is in the live auction).  Tickets are $1.00 each, 6 for $5.00 and can be purchased at the Breyer booth in the covered arena.  The tickets are a different color for each day and you do have to be present to win.  Be sure you put your name on each ticket (bring address labels if you plan to purchase lots and lots of tickets).  The time and location for the drawings are listed in the BF program.

Auction
The live auction features models made especially for the auction, as well as one each of the two raffle models.  These models can be viewed ahead of time in the Main Entrance building of the Kentucky Horse Park.  All of the models are displayed in clear cases, so you can walk around and ogle them from all angles.  The auction is held in the Grand Pavilion (same place where the horse shows are held) Saturday evening.  The auction usually takes several hours and it's great fun to see how much these OOAK (one of a kind) models will sell for.

Previous to the auction, Breyer has some fun activities with various contests that change each year, as well as a food buffet.  You'll need to bring along your tickets for these events, which are part of your 3-day ticket packet.  More information on these events are listed in the BF flyer and program, as well as on the Breyer web site. 

There is also a silent auction, which can be seen at the Breyer booth in the Covered Arena.  Sign up sheets are next to each model in the silent auction.

Special Run Ticket
When Breyer sends you your packet, there will be a ticket inside for the chance to purchase two SR models.  Each year they come up with some really cool models that are a must have!  Each ticket will have the time and day listed for when you need to wait in line.  If your time is 2:30 Friday, for example, you need to wait in the covered warm up area next to the covered arena 15 minutes before your designated time.  At this point they will call out a number, which is the number for the first person in line.  So, if they call out "56", the person holding a ticket that has #56 on it is first in line.  And everyone else lines up after #56, in order, with #55 being the last person in line.  If you arrive late, after the line is being let in, you will have to wait at the end of the line, which makes it fair to those that got there in time.  With this method, you don't have to arrive hours ahead of time.  Everyone lines up in order, in the covered warm up area.  When the starting time comes, the person in charge will let the first folks go forward and you'll start lining up on the ramp that leads up to the Breyer area (this all makes sense when you're there, so don't worry if you're a bit confused). 

First you'll go through the area where the SR models are.  Each model will come in a clear plastic bag (no boxes for these models; although the china(s) do have a box) and you can purchase two different SR items.  As you take your item, you need to hand over your ticket to the person at the table, so they can mark it off.  As you leave the SR area, someone will double check that you have only two items and that your ticket is marked off accordingly.  After that you'll wind through the rest of the Breyer Store, patiently waiting in line and yapping away to folks nearby, as well as taking the opportunity to purchase new models.  You can also turn around and watch what all is going on in the covered arena while you're waiting.  Breyer does take credit cards, as well as cash and most likely travelers checks.  I don't believe they accept checks.

If you have multiple tickets, you'll need to go through the line separately for each time.  There are never the same amount of SRs as tickets sold, so if there are 800 of a model, they have to disperse a certain amount for each ticket time.  Which means the really popular items will go very quickly to those in line first.  But what you want may be different from what's popular and you'll still have a chance at getting one if you're farther back in the line.  You just never know!

The prices range from approximately $50 on up.  I seem to recall the Traditional models from last year were around $50-55, with others (like the porcelains) for more ($100+ for Traditional porcelains) and others (like the Stablemates) for less.  This is just an estimate, so you'll kind of have some idea of how much you'll be spending.

If there are any Special Run models left from, they will be available Sunday morning.  There aren't any scheduled ticket times for Sunday and it's a first come-first serve sort of thing.  You're still limited to two different SR items, though.

Seminars and Workshops
Information on the seminars and workshops is in the BF flyer and their web site, as well as an order form for the workshops (which do have a fee).  Many of the workshops will sell out quickly, so don't wait too long to sign up for what you're interested in.

Room Sales at the Holiday Inn
If you've never experienced this before, hang on and prepare yourself for a wild time of fun, talking and buying/selling of models, tack, props and other accessories.  The busiest times are Friday and Saturday nights, but you'll see room sales starting as early as the previous Sunday and Monday (particularly in the years NAN is held in Lexington).

Room sales go on all day and night.  Many of the folks staying there are at the Park (or NAN) during the day, so not all of the rooms will be open during the day.  However, just about all of them (doing sales) will be open in the evening, especially Friday and Saturday nights.  And there isn't any set time for closing up the rooms.  You can still find rooms open at midnight or even later!  I'm not kidding!  One year I had customers still coming in at 2:00 AM.  I finally decided that was enough and I needed some sleep!

After getting your treasured parking spot at the HI, be sure to come to the front desk.  Ask them for a map of the hotel, which will be very useful.  The HI isn't the easiest to navigate (and I've been there for over 15 years!) and it's easy to get lost.  Also bring along a small pad of paper, so you can make notes as to what all you found in certain rooms.  Trust me, you will *not* remember later on, or even 5 minutes later, after going through a bunch of rooms and getting all turned around inside the hotel.

Note: Some of the years I've attended there's been a HI staff member in the entrance to their parking lot, checking to see if you're a registered guest (you have to show your room key).  If you're not, they turn you away.  This has been on Friday and Saturday evenings/nights.  Yes, parking is a huge problem on these days.  You may have to park in the parking lot of the Marriot, which is next to the HI, and walk over.

Basically, if a room door is open in the hotel, you're more than welcome to go on in and browse.  Do use common courtesy, such as not picking up items without permission (many vendors will have signs asking that you do not pick things up, but it's easy to overlook those signs in your excitement), watching your purse or bag, so it doesn't bang into anything, and keeping an eye out for others, so no one gets knocked over.  If you break something, you are liable to purchase it - morally and ethically.  Please do not scamper out the room and hope that no one remembers who you are!

If you have a name tag, it's always nice to wear it.  That way folks will know who you are and you just might come across someone that you've been emailing with for a very long time, but had never gotten to meet.

Bring lots of cash with you, as well as travelers checks.  Many of the vendors do not accept personal checks, as well as credit cards.  Have some small bills, as not everyone can break a $50 or $100 bill.  Some of the vendors are even leery of taking travelers checks, as they want the cash to purchase items themselves.  And of course, be careful when you're carrying wads of cash around, but that goes without saying.

Selling Out of Your Room at the Holiday Inn
For those selling items - some tips for you, to make it easier to make sales.  If you smoke, you might want to strongly consider doing it outside of your room, even if you got a smoking room.  Many of us (myself included) will *not* go into a room where someone is smoking.  I know it's your right and all that, but I also have the right to not smell like stinky smoke later on, clog up my lungs and all that.  Some folks are highly allergic to it.  Who knows how many sales you're missing out on by lighting up that cigarette while others are in there.  I also don't like to purchase smelly models that will stink up my room and everything else it's packed with later on.

If you must watch TV, please keep the volume low.  If someone else in your room wants to watch, see if headphones can be plugged in (I do not know if this is possible, as I've never tried to do this).  It can be rather difficult to conduct sales when the TV is blaring away and making it hard to talk, as well as producing headaches to those coming into your room.  And use the mute button on any handheld games and your laptop.  If you have bored family members with you, see if they can use a portable DVD player (with headphones), iPod, electronic games, read a book - anything else other than watching TV.  Those over 21 can check out the action in the bar (not that much action!).  Or anyone can take advantage of the pool and game room, just off the lobby.

I know these first two items may seem rather stinky to some of you or your spouses/parents/siblings/whomever that you're sharing a room with.  However, you've got your room open to make sales and you need to have people in your room, so you can try to sell to them.  Don't chase them off before they've even had a chance to look at your stuff.

Greet everyone coming into your room, with even a simple "hello".  That way you let them know that you're aware of them being in your room.  Keep an eye on everyone coming into your room.  In the past some nasty folks were making the rounds and stealing items from rooms.  Most folks are not there to steal from you, so you shouldn't need to frisk them as they leave.  But it is good to be aware of who all is in there.  Yet another reason to keep that TV turned off, as it's too distracting.

Many folks will bring portable shelving to put their stuff on.  The rooms don't have lots of places to put your items on, so if you can bring shelving, do so.  The hotel used to rental tables, but I've been told they no longer do so.  You can always ask, in case they've changed their policy on this.  If you're driving to BF, you can also bring some folding tables of your own.

It's nice to put some items by the door, so folks walking by can get a sneak peek of what all you have for sale.  If you do this, you'll need to keep a close eye on them, as it could be really easy for someone to reach in and grab something.  Or you can put items on a portable shelf near the door, where they can still be seen by those walking the halls, as well as by yourself.

Put price tags on everything.  More times than not, folks will *not* ask for the selling price if there isn't a tag on it.  Yes, it can be time consuming if you're selling lots of stuff, but it's worth it in the long run.  Having packing material on hand is an added bonus for buyers, as not everyone can dash back to their room with their purchases.  Having a sales list posted outside your room door is also handy for folks to know what all you have before they come in.  If you do this, keep it updated after you've sold items off your list.

Speaking of signs - they are posted ALL over the hotel (and I mean that literally!).  The HI staff very kindly lets us put up signs all over the place, so you can advertise what all you're selling.  (Although any signs that can be seen from the front lobby aren't allowed.)  Most of the time you will not know your room number ahead of time, so leave a space where you can fill out your room number.  Yet another reason to bring that pad of paper, so you can write down particular room numbers that you want to go to, after you've read their sign.  If you're posting signs, please be considerate of others and don't cover up theirs or rip it down.  Very tacky!  Bring along some painters tape that won't mar the finish on the walls.  Just about everyone uses an 8½ x 11 size piece of paper.

Have lots of small bills on hand, so you can make change for those larger bills you'll be handed.  Start saving those plastic grocery bags and bring them along.  Your buyers will love having something to put their items in.

If you are going to sell, please do so out of your room or at the Swap Meet.  Please don't set up in the lobby areas of the front desk or the ballroom.  It's very tacky to do so and you also take away chairs from those that need to rest their achy feet for a while.  The Swap Meet doesn't cost that much and it's well worth it as you'll get lots more folks looking at your stuff.

I've heard that folks from the KY revenue department will come through the hotel, handing out tax forms.  Be prepared to keep track of your sales, so you can send in the proper amount of taxes later on.

The doors to the rooms do not stay open on their own.  You have some options - heavy books, heavy containers, one of the room towels stuffed underneath the door, or bring a large rubber door stop.  Or even one of the clothes hangers from the room. Personally, I like the rubber door stop the best, as it takes up less space and doesn't look quite as tacky as the other options.  Note:  If using a door stop, you'll want to get the big, heavy ones as the smaller ones won't hold the heavy room door open.

The lighting can be rather dim in the rooms.  I used to bring small clip-on lights and attach them to the tables, as well as free-standing lights.  If you do this, you'll also need to bring a long extension cord(s) as there are never enough outlets in the room, nor will they be where you want them to be (next to your extra lights).  Just make sure the lights are pointed inwards - you don't want to blind anyone coming into their room as they may stumble into your sales stuff, or they won't be able to see your sales stuff!  And, of course, don't run the cords where someone can trip over them.

When you open your room door for sales, the a/c in the room may not be able to keep up, as the hallways are rather warm (to say the least).  A portable fan can be a very handy item to have in your room.

A good place to place all of your valuables is in the bathroom, with the door closed.  This way your purse and wallet will be out of reach of any sticky fingers that may come through your room.  You can also place any of your purchases in there, so they don't accidentally get sold by someone sharing your room.  By doing this, you won't get tired of everyone asking if your purchase is for sale.  Don't let anyone that you don't completely trust to use your bathroom.  The hotel does have public restrooms off the ballroom area and maybe in some other areas (those are the only ones I know about).  You can put up an "occupied" sign on the bathroom door as well.  Or the international "no" symbol (red circle with a line through it).

If you have lots of stuff for sale, you can always ship your boxes to the HI ahead of your arrival.  They always say there is a charge for over a certain amount of boxes, but in years past I was never charged that amount.  I haven't a clue if they really enforce it or not - be prepared to pay it though, just in case.  I would always time the boxes to arrive a few days before my arrival and would mark the boxes with my name, along with "guest for BreyerFest", the hotel's name and address.  The hotel has several rooms where they lock up the boxes and they make a note in their computer as to who all has boxes waiting for them.  When you check in they let you know the boxes are there (least they always did for me).

Most of the folks selling out of their rooms do not want maid service, for the obvious reasons.  Come prepared with some note paper and tape and you're all set!  Tape the note to your door, stating you do not want maid/cleaning service.  If you need towels, folks will leave them outside of their door (in the bag hanging in the closet area) and the cleaners will leave you fresh towels in a bag hung from your door handle.  If you need your trash emptied, you can leave the container outside of your room and they'll empty it for you.  HOWEVER, when you check out, many times the room can be a complete mess due to the scraps of packing material fluttering around the room and/or the empty boxes you've left in there.  If this is the case, please be considerate of the cleaning staff and leave them a very good tip.  It takes them a huge amount of time to clean the rooms of the debris we tend to leave and it's only considerate to leave a good tip.  And even if you don't leave lots of debris in the room, it still takes them extra time to clean the room since they haven't been spot cleaned during your stay.

Buying at the Holiday Inn
Not all of the sellers will have bags and packing material on hand, so bring some of your own.  A large canvas tote is great to have at hand, so you can wad your purchases in there.  Many things can be wrapped up in your clothes.  You will want to bring along some bubble wrap if you plan to purchase items that are fragile.  Bring along an empty suitcase filled with packing material.

While cruising the rooms at the HI, you'll see so many different models, many of which you'll want to bring home.  If you're looking for certain items, bring a list with you, along with what you're willing to pay for those items.  In the past, sellers used to be able to jack up their prices for BF, as they knew people would purchase, but that's not the case any longer.  Now, since so many folks want to sell, so you'll probably find some good deals.  And chances are you will find some items on your Want List and you'll be coming home a happy camper.  If you see your Heart's Desire in a room, you'd better grab it when you see it, as it might not be there later on, after you've thought about it and decided that you really can't live without it.

There is a vendor at the Park (in the covered arena) from one of those private shipping companies that you can use if you bought too much stuff to haul home yourself.  They've also set up at the HI, near the ballrooms.  I haven't used them, so I can not vouch for them one way or the other.  There's also a Post Office up the road from the HI, on Nandino Blvd, which is a right turn off Newtown Pike (the road the HI is on), just before you get to New Circle Road.  The PO does sell boxes, packing tape and bubble wrap.  You can also have the hotel ship boxes home to you afterwards, but you do have to supply your own boxes and packing material.  Ask at the front desk for more info on that.  I've used the hotel before, when I used to ship with UPS.  Now I just haul my boxes to the PO and get them home that way.

Artisan Gallery and Swap Meet
While you're at the HI, be sure to check out the Artisan Gallery, which is in the ballroom area of the hotel.  As well as the Swap Meet on Friday night.  If you're selling there, be prepared for twenty people asking you questions at the same time, especially when the doors first open.  If you're a buyer, be sure to check out each table as you can find lots of cool stuff for sale.  Folks selling at the Swap Meet usually do so as they don't want to sell out of their rooms or they're staying at another hotel.  The Holiday Inn is THE place for sales and is pretty much booked with BF attendees and events.

I've been told that Breyer requires all sellers to have a tax ID number with the State of Kentucky.

The Artisan Gallery is filled with folks selling their own work, as in customized models, artist resins, chinas and other items they've created.  Times for both events are listed in the BF program, as well as the flyer sent out by Breyer and their web site.  At the Artisan Gallery you'll get the chance to meet and talk with the artists in person.  It's well worth stopping in, as you'll get to meet lots of neat people, as well as getting a chance to purchase some way-cool models.  The Gallery opens up Thursday late afternoon/evening.  Look for the huge line snaking through the lobby area near the ballroom and you're there!

Other Holiday Inn Information
They start booking rooms for BF fifty weeks in advance.  They start taking reservations on the Monday of that week, starting at 8:00 AM (east coast time) and I warn you - the phone lines will be quite busy and the rooms will sell out quickly.  Most of the time they can not guarantee a particular room for you, but they will be able to tell you which wing you'll be in.  The 100 and 200 wings have frigs and microwaves, while the other wings do not (but they'll cost a bit less).  The 500 wing is on the same level as the Ballrooms (where the swap meet and artisan gallery are located), with the 600 wing above it.  Many folks like these rooms if they're going to sell.  If you're not going to sell out of your room, tell them that while booking as they can probably put you farther away from the main action.  And it'll be lots quieter so you have a better chance at getting some good sleep.

If you're staying at the HI, be sure to bring your swim suit, as quite a few folks will hang out at the pool and/or jacuzzi in the evening.  Bring a beach towel if you don't want to use those wimpy hotel towels to wrap around yourself.  Also, be sure to sign up for the hotel's Priority Club, so you can earn points while you're staying there for future rooms (not sure if they let you use 'em for BF or not, since it's a special event that completely books up the hotel).  By signing up for the Priority Club, you can get late check out, at 2PM, so you don't have to wait in the long check out lines on Sunday at noon, when just about everyone else seems to be checking out.  (Now watch, there'll be long lines at 2PM on Sunday!)

If you haven't gotten a room at the HI and you want to stay there, don't despair.  Every year folks will cancel their reservations, as they find out closer to the time they either can't go or they've found someone to share a room with.  So, keep calling back to see if they have rooms.  If you don't have a room there, you can still come by for all of the events and room shopping that's going on.  You do not need to be a guest of the hotel to partake of those events.

Other Hotels
The Holiday Inn is where most of the BreyerFest after-hours action takes place, such as the room sales, swap meet and artisan gallery.  The BF flyer has information on other hotels in the area and I believe most of them have a special BF rate.  The Embassy Suites are across the road (Newtown Pike) from the HI, with the Marriott on the same side of the road as the HI.  The Marriott is close enough to park there and walk over to the HI, if so desired.  This is handy to know especially on Friday and Saturday nights when the HI parking lot will be filled to the brim and then some.

The other hotels do not allow signs to be posted on the doors or in the hallways.  I've heard there are room sales in these hotels (such as the Marriott and the Embassy Suites), but since I've never stayed there or even visited them during BF, I can't guarantee that you'll be able to sell if you're staying there.

Safety Issues
It's easy to think that everyone you will encounter will be honest, since most of them share the same interests that you do.  Unfortunately, this is not always true.  In the past, items have been stolen out of rooms when they were open for room sales, as well as items taken from cars in the parking lot.

Always, always, always be aware of your environment as well as those around you.  You'll especially want to keep your wallet and/or purse safe and secure.  Bring a purse that has a long strap so you can cross it over your shoulder and carry it in front of your body.  Or bring a waist pack that hooks in the front (if they're made at all, that is).  Backpacks are not a good idea if you're doing the swap meet, artisan gallery and room sales.  It can get very crowded and it'd be really easy to bang your backpack into easily damaged items, as well as other people.  Please be considerate of others!  Be sure all zippers on your bags are closed.  Most hotels will have a safe that you can use to secure your cash and other small valuables.

Restaurants
I was asked to provide a list of restaurants in the area.  I decided there were too many of them in the area for me to list.  You can find some of them along Newtown Pike (the road the Holiday Inn, Embassy Suites, Marriot, etc. are on).  Cracker Barrel is on the other side of the freeway from the hotels; same with McDonald's and the Waffle House.  If you hit New Circle Road there's tons more restaurants.  About the only restaurant that received a bunch of negative comments is the Denny's between the HI and Marriot.  They have *the slowest* service of any Denny's I've been in, which has also been experienced by others.  If you go there, plan on spending quite a bit of time before they take your order and even longer to get your food.  From the time you sit down to when you get your food, an hour is not unknown.  And this is even when it's not very busy.  I kid you not!  The service at the restaurant in the HI is also slow, but not quite as bad as Denny's.

Most of all, enjoy BreyerFest and make plans to come each year! 

Click here for the Holiday Inn's room layout

Breyer's web site is: www.breyerhorses.com

To subscribe to the BreyerFest mailing list on Yahoo, send an email to: breyerfest-subscribe@yahoogroups.com
If you have more questions about BreyerFest, I'd strongly advise everyone to sign up for this list, as it's a great place to get answers to your BF questions from folks that have been there before.

updated 04/17/08