2015 Trade Show Package. Welcome Letter Benefits of Exhibiting Exhibitor Rules and Regulations Application Checklist Application Form

Transcription

1 2015 Trade Show Package Welcome Letter Benefits of Exhibiting Exhibitor Rules and Regulations Application Checklist Application Form

2 Home of the Steveston Salmon Festival Canada s biggest little birthday party since Steveston Farmers & Artisans Market Make It Bake It Grow It Catch It February 12, 2015 Dear Trade Show Vendors: Welcome to the 2015 Steveston Salmon Festival Trade Show. We look forward to working with all of you to make this another successful event for everyone! This year, the festival will celebrate its 70 th Anniversary. To mark the occasion, we will be incorporating an archival exhibit inside the Trade Show venue, which will showcase the past seven decades of our festival, and create a new featured attraction that will further increase visitor traffic this year. We will also keep the re-aligned layout with the Horticultural Show along the east wall to maximize the remaining exhibit space. The indoor exhibit will be open at 9:00am, for greater opportunity to showcase your business to the many who come early in anticipation of the parade starting at 10:00am. Please feel free to contact us at any time should you have any questions. We look forward to receiving your completed Trade Show application and to another successful Canada Day in Steveston! Yours truly, Steveston Salmon Festival Trade Show Committee 4111 Moncton Street P: F: Richmond, British Columbia E: society@stevestoncommunitysociety.com Canada V7E 3A8 W:

3 Why exhibit at the Annual Steveston Salmon Festival? Participate in Canada s biggest little birthday party, one of the country s largest non-profit organized July 1 st celebrations Be a part of our continually growing event that has an average annual attendance of over 80,000 18,000 square feet of exhibit space at our Indoor Trade Show area Expect crowds who come year after year and look forward to our established family event Benefit from the relaxing and fun atmosphere where people are receptive to new ideas in the marketplace Meet face to face with consumers to demonstrate, sample and sell Test market or launch your products and receive instant feedback Create awareness of your products and services to thousands of consumers Cater to a captive Richmond audience at the only trade show of its kind Exhibitor Benefits Free WiFi throughout the Festival grounds Indoor professional trade show pipe and drape style set up with 10 wide x 8 deep booth space; 8 back wall and 3 x 8 side dividers all in festive Canada Day red and white curtaining; includes power, light, skirted table and two chairs Outdoor 10 x 10 or 10 x 20 space or custom to accommodate your special vehicle or display package; you provide your own set-up: tent, tie-downs, table and dressing One parking pass Trade Show Exhibitors will be listed on: Festival Program (10,000 distribution at the Festival) Trade Show advertisement (1/4 page) in the Richmond Review s special Festival supplement the week prior to the Festival Festival social media feeds and other marketing opportunities when possible Help us grow! Take advantage of our rebate incentive program: for every NEW exhibitor you bring to the Festival (registered and paid), you will receive a 10% rebate on your booth fee bring in one new exhibitor, get a 10% rebate, bring in two, get 20%, three, 30% and so on. You have the potential to get your booth fee fully refunded if you bring in up to ten new vendors! See the Exhibitor Rules and Regulations for details. Your support helps us help the Community Any surplus funds generated by the Steveston Salmon Festival will be directed towards ongoing projects in and around the community centre for the benefit of the whole community. In previous years we have contributed to building the water park and educational garden; we are currently supporting a funding program for a new children s playground. To enquire about our Trade Show, please call or tradeshow@stevestonsalmonfest.ca. For more details, visit our website at and check out the Trade Show under Festival Events. Deadline to apply is May 1 st however, if necessary, we will continue to accept applications after this deadline until all available spaces have been allocated. Applications received and approved after May 1 st may not be included in the festival marketing due to publishing deadlines. Applicants will be notified within 10 days or less of their application status.

4 2015 STEVESTON SALMON FESTIVAL EXHIBITOR RULES AND REGULATIONS 1. THE STEVESTON SALMON FESTIVAL as used herein refers to the Steveston Community Society and its employees and agents. 2. ALLOTMENT OF SPACE: booth space is assigned by the Steveston Salmon Festival. In all cases the Salmon Festival reserves the right to reject or accept conditional applications at any time. Applicants will be notified of their application status within 30 days of submission. Every effort will be made to accommodate requests for specific booth space, however the final allocation will be made by the Trade Show committee. The Salmon Festival reserves the right to relocate booths as required should adjustments become necessary. 3. USE OF SPACE: the space contracted for is to be used solely for the Exhibitor whose name appears on this application and only for those products/services listed on the Exhibit Space Contract. The Exhibitor agrees the allotted space shall not be assigned, shared, subleased in whole or in part except with the written approval of the Salmon Festival. Minimum indoor booth space is 8x10 and includes 8 high backwall drapes, 3 high sidewall drapes, one 6 x 2 skirted table, two folding chairs, one 600 watt power service, one 150 watt light. Minimum outdoor space is 10x10. ONE off-site parking pass will be provided. Parking space cannot be guaranteed due to high demand and limited supply. Please provide a drawing of your intended booth layout with your application. 4. VANCOUVER COASTAL HEALTH REQUIREMENTS: Preparation and/or serving food or beverages of any kind must be approved by the Salmon Festival and is subject to VCH rules and regulations. Booths preparing food must complete a Temporary Food Booth Application and return to the Salmon Festival office by June 1 st. A temporary food premises permit is required for each booth that will be serving or sampling food. Permits will be distributed by Vancouver Coastal Health on July 1 st. At all times during food service there must be at least one person in your booth with a Food Safe Level 1 Certificate. Copies of Food Safe certification must be submitted with the Temporary Food Booth Application. Courses are available from if you require certification. The Steveston Salmon Festival is not responsible should your booth be closed by VCH if it is found in violation of its requirements. 5. CONTRACT FOR SPACE RENTAL: payment is due at the time of booking. No refund will be made for space that is not used or for space that is unused during any portion of the show. 6. GRANDFATHERING: Steveston Salmon Festival reserves the right to grandfather a repeat exhibitor. Should there be multiple applicants with the same product, the Steveston Salmon Festival reserves the right to accept only one same-product exhibitor. Grandfathered exhibitors will be given first option, then applicants will be considered on a first come basis if space becomes available. 7. PAYMENT & SPACE CANCELLATION: Full payment is due at the time of booking. Payment will be accepted by credit card or cheque (payable to Richmond Agricultural and Industrial Society). Early Bird Discount Approved application and fees paid by April 17 th save 10% Either party may cancel this contract on condition the WRITTEN NOTICE of such cancellation is received by the remaining party as scheduled hereunder; refunds will be applied as indicated. Cancellation prior to April 17 th 90% refund Cancellation from April 17 th to May 15 th 50% refund After May 15 th no refund Charges will apply uniformly and whether or not the space is resold STEVESTON SALMON FESTIVAL - EXHIBITOR RULES AND REGULATIONS Page 2 of 6

5 2015 STEVESTON SALMON FESTIVAL EXHIBITOR RULES AND REGULATIONS Rebate Incentive Program: For every NEW exhibitor you bring to the Festival (registered and paid), you will receive a 10% rebate on your booth fee bring in one new exhibitor, get a 10% rebate, bring in two, get 20% and so on. You have the potential to get your booth fee fully refunded if you bring in up to ten new vendors! NEW exhibitors are those who have never participated at our festival prior to In order to qualify for the rebate, the new exhibitor must meet standard exhibitor requirements, register and pay fees in full, and exhibit on July 1 st. Should the new exhibitor withdraw or for any reason not exhibit on July 1 st, the rebate will not apply. Participating exhibitors must have paid in full at the time of registration to be eligible for the rebate incentive program. Rebate will be issued within seven days after July 1 st. Please contact us for more information on how you can qualify for this program. 8. HOURS OF OPERATION: Indoor Booth set-up must be done on June 30 th from 2pm to 9pm. Outdoor Booth set-up begins at 7:00am July 1. Outdoor booth operators may deliver and store items indoor on June 30 if they wish to do so. Exhibitors will be unable to access the grounds by vehicle on July 1 st due to road closures and restricted access, except by prior arrangement with the Trade Show coordinator. Indoor exhibit building will be secured overnight; grounds will be monitored and patrolled by on-site security however the safety of anything left outside overnight cannot be guaranteed. July 1 st : Booths must be staffed from 8:30am to 5:00pm; break down may begin at 5:00pm, and not before. Vehicles will not be allowed on the grounds until after 6:00pm to ensure public safety. Doors open at 9:00am. 9. DAMAGE AND LIABILITY: the Exhibitor is responsible for all damage to the exhibit facility, show property or display equipment. Exhibitors are responsible for all damage caused to same from any cause whatsoever. The exhibition will maintain a security service and will take reasonable precautions to safeguard Exhibitor s property; however, the Salmon Festival assumes no liability for loss or damage through any cause of goods, exhibits, or other materials owned, rented or leased by the Exhibitor. The Exhibitor shall indemnify the Salmon Festival and the City of Richmond against, and hold them harmless from, any complaints, suits or liabilities resulting from negligence of the Exhibitor in connection with the Exhibitor s use of display space. The exhibitor will accept the space in the conditions in which it is rented. The Salmon Festival does not guarantee the structural integrity of rented space. Third Party Liability insurance certificate is MANDATORY and must be provided no later than June 15 or forfeit your booth space. Certificate must meet the following conditions: a minimum of $2 Million per occurrence including bodily injury and death and property damage; naming the City of Richmond, Richmond Agricultural and Industrial Society, and Steveston Community Society as additional insured. You will not be permitted to open your exhibit without proof of insurance. Insurance may be obtained from your regular provider, or our insurance provider has made the following recommendation: The best coverage can be obtained directly thru a company called Pal Insurance Brokers Ltd. Qualified vendors can apply on-line and automatically, or complete an application and submit it to PAL. Note: on-line policies are available 60 days in advance of the event, therefore the earliest you can apply is April 30 th. The PAL link is at STEVESTON SALMON FESTIVAL - EXHIBITOR RULES AND REGULATIONS Page 3 of 6

6 2015 STEVESTON SALMON FESTIVAL EXHIBITOR RULES AND REGULATIONS 10. GENERAL GUIDELINES AND RESTRICTIONS The Salmon Festival reserves the right to limit the generation of noise, dust, smoke, litter, method of operation, creation of safety hazards or any other results, which may become objectionable or otherwise distract from, or be out of keeping with, the character of the festival. To ensure exhibitors have a good sightline from the aisle, displays must not exceed the drapery. Exhibitors must confine their exhibit and all other exhibit activities including distribution of advertising material within the limits of their allotted space. Booths must be maintained in a neat and orderly manner throughout the show; please ensure you leave your booth area clean and all garbage removed at the end of the day. Please consider the environment when disposing of waste. Steveston Salmon Festival is a styrofoam-free event. All signage must be professional in appearance. Hand-written signs, including signage indicating pricing, will not be accepted. Vendors offering alcohol sampling will be approved on a per-applicant basis, and subject to the new Liquor Control Act regulations. All products/services offered for sale must be listed on the application and approved in advance by the Salmon Festival. Gaming activities of any kind, including but not limited to raffles and games of chance, are not permitted. Soliciting charitable donations for any reason is not permitted. Due to fire regulations, lit candles or open flame of any kind is not permitted. All free prize draws or giveaways must be approved by the Salmon Festival. Sample ballots must be provided in advance. Helium balloons, stickers, and gum are not permitted as under normal circumstances they are not permitted in the facility; please consult the Trade Show Coordinator to confirm approval of any free offerings. In the event it becomes necessary to restrict any installation or activity or to evict an offending exhibitor, the Salmon Festival is not liable for any refund of exhibit space rental or any other expenses incurred by the exhibitor. There is no storage space available except overnight June 30 th. Please make your own arrangements for storing excess product July 1 st All booths must be completely cleared by 7:00pm on July 1 st Vendors requiring power are responsible for providing their own extension cords. Outdoor exhibitors who supply their own tent are responsible for providing their own tiedowns/sandbags etc. The Salmon Festival reserves the right to grant exclusivity for sale or promotion of these items: snacks, drinks, bottled water, hot dogs, nuts, cotton candy, ice cream and snocones for example, and products such as temporary tattoos. All Exhibitors/Vendors must have written authorization from the Salmon Festival to sell and/or use these items for promotion. Under NO circumstances will any vending be permitted on the parade route or anywhere on the Festival grounds outside your designated area. 10. INTERPRETATION AND ENFORCEMENT: the management of the Salmon Festival rests with the Richmond Agricultural and Industrial Society. These conditions of contract, display rules and regulations form part of the contract between the exhibitor and the Salmon Festival. All matters in question not covered by these regulations are subject in the first instance, to the decision of the President of the Richmond Agricultural and Industrial Society or a duly authorized representative. All parties shall adhere to all decisions so made. It is the responsibility of the exhibitor to be familiar with all rules and regulations STEVESTON SALMON FESTIVAL - EXHIBITOR RULES AND REGULATIONS Page 4 of 6

7 2015 STEVESTON SALMON FESTIVAL EXHIBITOR RULES AND REGULATIONS APPLICATION CHECKLIST Completed Exhibit Space Contract Application Complete, detailed list of products &/or services to be exhibited (attach separate sheet if necessary) Photos &/or brochures of products &/or services to be exhibited (website link is also acceptable) A photo or drawing of how your booth will be set up Certificate of Insurance see Regulation 9. Temporary Food Booth Application (if applicable) Copy of FoodSafe Level 1 Certification (if applicable) Sample ballot for proposed prize draw or giveaway (if applicable) 2015 STEVESTON SALMON FESTIVAL - EXHIBITOR RULES AND REGULATIONS Page 5 of 6

8 STEVESTON SALMON FESTIVAL JULY 1 ST, Moncton Street Richmond BC V7E 3A8 Tel: (604) Fax: (604) tradeshow@stevestonsalmonfest.ca EXHIBIT SPACE CONTRACT COMPANY CONTACT NAME Application Date: Website: July 1 On-site Contact/phone (if different than above): ADDRESS CITY/PROV/PC Phone: FAX: Alt. Phone: Products &/or Services to be exhibited: (please provide a complete list attach a separate sheet if necessary) If you are a first-time applicant due to a referral, please state who: INSIDE EXHIBIT BOOTH (10 wide x 8 deep) includes 8 high back-wall drapes, 3 high sidewall drapes, 1 6 x 2 skirted table, 2 folding chairs, watt power service, watt light. Middle Single booth $ Inside Exhibit Booth $ Corner Single booth $ Double booth $ Extra table $ Extra skirted table $35.00 sub total $ less 10% Early Bird discount if paid by April 17th $ Add 5% GST $ GST# Total Inside Exhibit booth fee: $ OUTSIDE EXHIBIT SPACE (10 x 10 ) 10 X 10 space $ w X 10 d space $ Outside Exhibit Space $ custom space $4.50/sq.ft total optional extras: $ OPTIONAL EXTRAS: 10 X 10 tent $75.00 sub total $ 2 chairs $ watt power $25.00 less 10% Early Bird discount if paid by April 17th $ Table $25.00 Add 5% GST $ GST# Total Outside Exhibit space fee: $ Full payment is required at time of booking. We accept credit card, or cheque payable to Richmond Agricultural and Industrial Society. We understand that this offer becomes a contract after acceptance by the Richmond Agricultural and Industrial Society, and agree to comply with the Exhibitor Rules and Regulations. Name: Title: Signature: Date: Staff Use Only Date Application Received: Received by: Total Fees Due: $ Application Approved by Applicant Notified Indoor Booth # Outdoor Space # Processed by: Notes: Please attach a duplicate receipt.