TRADE SHOW EXHIBITOR GUIDELINES AND GENERAL BOOTH & VENUE INFORMATION
Please find this package as our invitation to attend a fantastic event in the Interior. We are planning for thousands of potential buyers to visit your display. Below we have outlined some elements that relate to being an exhibitor, they are guidelines; general details; and rules & regulations put in place to contribute to your smooth participation.
IMPORTANT DATES AND HOURS:
Thursday, April 25th: 7:00 am – 9:00 pm (all trailers and large equipment must be moved in by 5:00 pm)
Friday, April 26th: 7:00 am – 11:00 am (fine tuning – small displays)
Public Show Details:
Friday, April 26th: 12:00 pm (noon) – 9:00 pm
Saturday, April 27th: 10:00 am – 9:00 pm
Sunday, April 28th: 10:00 am – 4:00 pm
Move out Details:
Sunday, April 28th: 4:00 pm – 11:59 pm (Note: all items must be out of the buildings. RV’s can be moved out into the parking lots)
Monday, April 29th: 7:00 am – 11:00 am - All vehicles must be removed from the property no later than 11:00 am
The Ballroom I (location of the 8-ft by 10-ft booths) is carpeted. The remaining bulk trade show space will have aisle carpet. Exhibitors are responsible for ordering carpet for their own space through the contracted show decorator. Order forms available upon request.
Any internal combustion engine, vehicle or equipment must not contact more than one quarter (1/4) tank of gasoline or fuel, and most be inoperable. Disconnect the battery and/or ignition. Fuel caps must be locked shut. Decorator covers or booths hall be inherently flame proof or properly treated with a flame retardant chemical.
The South Okanagan Events Centre Complex has full concession facilities available. No free food or drink can be given-away by individual exhibitors. No outside food may be brought into the building while the concession stands are open.
Exhibitors who are holding a draw or contest at the show must provide a copy of the rules and entry form to the show coordinator no later than: Friday, April 5th, 2013. The sooner you provide the coordinator with your door prize details, the sooner they will be promoted on the event web site and within the event marketing. Winners for the draws or contest must be determined by the close of the 2013 Show.
Exhibitors are responsible for arranging their own landscaping and installs should be scheduled during the above noted Move-in hours. Please be sure that if bulk mulch or dirt are being used, that plastic sheeting is used underneath. Exhibitors/landscaper contractors are responsible for all clean-up and all materials must be removed from the property by the move out hours on Sunday. Show Management has a right to charge exhibitors for any cleaning, janitorial, damage or extra expenses that are incurred by Show Management from the venue licensor.
Each booth will receive five (5) generic booth name tags. Booth crew need to be wearing their name tags at all times and also to gain access to the venue during public hours.
The BC Interior RV Society has partnered with Okanagan Reservations to acquire a variety of pricing and locations for accommodation for the out of town exhibitors and speakers. Please contact Okanagan Reservations at 1-800-663-1900; email@example.com or visit the www.bcinteriorrvshow.ca web site for more details.
1. Show Management:
This show is a presentation of the BC Interior RV Society, hereinafter referred to as “Show Management”, which shall have the right, which it hereby expressly reserves, to make such rules and regulations as it shall deem advisable for the success of the Show, and to change and amend the same from time to time, which shall govern the proper conduct of said Show and the use of this contract and the space herein reserved by the Exhibitor. The Show’s Management application, interpretation and construction of said rules and regulations shall be final and conclusive.
Show Management assumes no responsibility for any understanding or representations made by any of its officers or agents prior to the execution of this Contract, unless such understanding or representations by Show Management are expressly stated in the Contract.
Show Management reserves the right to cancel this contract for any reason with written notification not later than 30 days prior to the move in date of the show. The Show Management reserves the right to cancel this contract in case the specified premises shall be destroyed or so damaged as to render them untenable or unfit for use for the purpose specified, by fire or the elements or any other cause – including but not limited to acts of god such as tornadoes, earthquakes, hurricanes, ice storms, snow storms – or should any occurrence of circumstances beyond the control of Show Management make impossible the fulfillment of its part of this contract; provides, however, that in the event of such a cancellation, a credit toward a future BC Interior RV show can be given on show hours lost due to acts of god. Upon the application of credit to Exhibitor’s account, the Show Management is to be released of any and all claims for damages, loss, costs or expenses sustained or incurred by the Exhibitor.
The Show Management reserves the right to determine the eligibility of any company or product for inclusion in this show. Exhibitor will adhere to the Trade Show Exhibitor Guidelines and General Booth & Venue Information.
3. Installation and Removal of Exhibits:
A. Move in at specified times only. These times will be given and/or agreed on prior to show date.
B. Exhibits are to be installed and removed at the expense of the Exhibitor.
C. No exhibit is to be installed until all current due balance(s) are paid in full, which includes any previous show; except with prior written consent of the Show Manager.
D. All exhibits must remain in place until after the official closing of said show.
E. All exhibits, products and other materials and property of the Exhibitor must be removed from the building no later than the deadline for such as set and published by the Show Management.
F. No exhibit shall cause the view of other exhibits to be obstructed from the adjacent aisle
G. Exhibitor must have all possessions out of the building by the specified move-out schedule on the show application.
Failure to comply will result in a $100.00 (Cdn) per hour penalty fee being assessed to Exhibitor. Payment of such fee is required to participate in any other Show Management show. Special allowances may be given by Show Management with advance notification and when feasible.
4. Use of Space:
A. The space of the Exhibitor is to be used solely for the purpose set out in this contract with the Show Management. Printed advertising, souvenirs, etc. may be distributed by Exhibitor from their own space only.
B. In installing, conducting and removing exhibit, Exhibitor is to comply with local rules and regulations of the building in which the show is presented.
C. All decorations must be flame-proofed and pass inspection by all designated authorities.
D. All decorations shall not allow nails, screws, tacks or tape to be driven in the building floors, walls or pillars, nor deface the same in any way. Exhibitor shall be responsible for all costs resulting from damage caused by Exhibitor.
E. Disturbing noises or forms for attracting attention to an exhibit(s) which are objectionable to the Show Management will be excluded.
F. Show Management reserves the right to exclude any exhibits which are objectionable and contrary to the general character of the Show. The restriction and prohibition extends to person(s) and their conduct, all printed matter and all other things which are part of the Exhibitor’s exhibit to the end that each exhibit will be in keeping with the good character of the Show. Show Management’s determinations in this regard shall be final and conclusive.
G. Show Management has a right to charge Exhibitor for any cleaning, janitorial, damage or extra expenses that are incurred by Show Management from the venue licensor.
H. Music is prohibited in the booths unless the Exhibitor has permission and the required licensing.
5. Exhibitor Credentials:
Exhibitor, immediate family of Exhibitor living with Exhibitor, representative(s) of Exhibitor’s products specifically working this show and paid employees who are made known to Show Management will be given passes to enter the Show. Passes will be limited to five (5) per booth space or at the discretion of Show Management.
6. Sub-Letting Space:
Exhibitor shall neither assign this contract, sublet in any fashion any part of the space herein specified, nor display the name of any other firm contributing to the said exhibits without the written consent of the Show Management in advance.
A. The BC Interior RV Society, the publicized sponsor of said Show and the Venue Licensor, either collectively, individually or otherwise, shall not in any way be liable nor shall they be required to maintain insurance for any damage or loss, regardless if the cause of the same, either to person or property, sustained by the Exhibitor and or his employees and representatives except that liability mandated by the Building Management.
B. Exhibitor must insure their own exhibit. Show Management will not assume any responsibility for the safety of exhibits against robbery, fire, accidents or for any cause whatever, in all cases Exhibitor must insure their own goods. Proof of Exhibitor’s insurance coverage is required.
8. Exhibitor Representatives Responsibility:
Each Exhibitor must name one person to be the representative in connection with installation, operation and removal of exhibit. Such representative shall be authorized to enter into such service contracts as may be necessary and for which the Exhibitor shall be responsible.
9. Payment Terms:
Your space in not guaranteed until 100% of the contract amount is received. For contracts signed and payments made 30 days or less from the show, the only acceptable payment options will be cashiers cheque. All Sponsorships must be paid in full 90 days before the show. No exceptions.
10. Default of Occupancy:
Any ailing to occupy space contracted for once show move-in has begun, is obligated to pay the entire rental of said space. Participation in any Show Management shows will not be allowed until contract is honored and paid in full.
In the event the applicant breaches any term or condition of this Application/Agreement, including the collection of any moneys due from the applicant, and BC Interior RC Society incurs any costs and expenses, including a reasonable attorney and paralegal fee, the applicant agrees to pay any such costs, fees, and expenses incurred by the BC Interior RV Society. This contract shall be governed by and interpreted using the laws of the Province of British Columbia, without regard to any conflict of laws provisions in any province or territory. Should either party to this agreement institute any suit or other legal proceeding involving the other party concerning any obligations in this agreement, such suit or legal proceeding shall solely, only and exclusively be filed in a Court located in Penticton, British Columbia, and no other. Exhibitor, its employees and representatives shall observe and comply with all Federal, Provincial, Municipal and Building Management laws, charters, ordinances, rules and regulations of the Province, City and Building
12. Cancellation of Contract:
In the event the Exhibitor would have need of withdrawing from this contract, all cancellations must be in writing and must be received no later than end of the business day Friday, March 9th, 2012. In all cases, a $100.00 (Cdn) administrative fee will be deducted from the total contract value. Payment of said approved refund, less the $100.00 administrative fee, will be paid out within one-month from date of written cancellation.