Festival of Trees Christmas Market

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1 General Information November 19-20, 2016 Leduc Recreation Centre Festival of Trees Christmas Market The Boys and Girls Club of Leduc is proud to organize the sixth annual Canadian Tire Leduc Festival of Trees. This prestigious festival will be held November 19-20, 2016, and will include a Children s Carnival, 25 to 30 Tree Displays, a Wreath Wall, full advertising for two weeks prior to the event, and will be run in conjunction with the 2016 Adam Myers Hockey Tournament. The Christmas Market takes place over 2 days, Saturday and Sunday, November 19 & 20 featuring between 50 and 70 sales booths. Market Hours of Operation Saturday, November 19, AM - 5 PM and Sunday, November 20, AM - 4 PM Benefits of Being a Market Exhibitor With a population of over 29,000, a vibrant economy, and a wide range of demographics - Leduc offers great consumers for the products, homemade gifts and goodies you offer! The Festival runs alongside the Adam Myers Hockey Tournament at the Leduc Recreation Centre, giving you exposure to an unlimited number of potential customers from across the country! In 2015 approximately 6,000 customers attended the festival and market over two days. Tis the season! Market goers are looking for gifts for Christmas gifts! Set Up & Take Down Set-up time(s): Friday, November 18th 2 PM. 8 PM with access available at 9:00 am on Saturday and Sunday to allow vendors to prep for sales starting at 10:00 am. Booths must be show ready for inspection by 8:00 pm on November 18. Food Exhibitors must be show ready on Saturday, November 19th at 9 AM for Alberta Health Services Inspection if required. Tear-down time: Starts Sunday, November 20th 4:05 PM. All displays, equipment, etc. must be cleared out prior to 8:00 pm on Sunday, November 20th. Early tear-downs will not be permitted. A small number of moving carts will be available to assist with your move in and out on a 1st come 1st serve basis. If you have your own cart(s) please bring them with you for your use. Help create a festive atmosphere and decorate your booth in a Christmas theme.

2 Policy Please read this document thoroughly. Cancellation Cancellation of space must be in writing and received by the show organizer by November 1, In the event such a cancellation is received, full payment will be refunded, less a $50.00 cancellation fee. If cancellation notice is not received by November 1, 2016, the exhibitor shall forfeit 100% of booth payment. Parking During the Festival, no commercial/heavy truck trailers may remain on the LRC parking lot over the weekend. Good Neighbour Any items in your display or booth may not obstruct the first 3 feet from the aisle on either side of your booth, nor may any item or article in your booth be taller than 8 feet. Any carpeting or flooring must remain inside the perimeter of your booth. The purpose of this policy is to allow the public to see past a booth to the next booth as they approach. If you have a display that cannot comply with this policy, please call the club at prior to submitting your contract. Animals Animals are welcome in the Christmas Market as long as a letter is written to the Boys and Girls Club of Leduc requesting permission to have an animal in the booth. The letter must also state that you take full responibility for the animal and the animal will be confined on a leash or caged at all times. Having an animal in the booth must relate to the nature of the business or be a service animal for one person working in the Exhibitor s booth. Samples & Give-Aways Food or candy that is intended to be given away or sold must be approved prior to the show by the Club s event coordinator/inspector and comply with local health codes. Alberta Capital Health prohibits home cooked food being brought onto the premise for any reason in accordance with the Regional Public Health Environmental Health Service. Approved food samples may be given away at any booth. No stickers, popcorn, chewing gum, ice cream and/or smoothies are allowed at the show. Only Pepsi beverage products may be sold or distributed at the Leduc Recreation Centre and its premises within the facility during the duration of the event. Helium-inflated balloons may not be given away they may be used as secured decorations for your booth and must be 5 above the ground. Exhibitor Draws Exhibitors assume full responsibility for collecting Christmas Market attendee contact information for personal/business use and will notify the winners of any draws or contests. Internet/Phone Lines Please note there are no phone lines for debit machines, internet, etc. however there is wireless internet and cell phone service in the building. Cash Machines Two cash machines are located within the Leduc Recreation Centre.

3 Contract Please read this document thoroughly. TERMS OF PAYMENT - Absolutely no exception, booth payment must be received in full on or before the Due Date specified on the invoice provided by the Club after the Contract Registration document has been processed. Booths will be held until the Invoice Due Date if you do not pay booth rental fees on or before the Invoice Due Date, the booth may be sold to another Exhibitor and your business will be assigned to the next best available booth. All booth assignments will be processed on a first come first served basis. Every effort will be made to assign your business to booth in the preferred area requested, however, this cannot be guaranteed. CANCELLATION - Cancellation of space must be in writing and received by the show organizer by November 1, In the event such a cancellation is received, full payment will be refunded, less a $50.00 cancellation fee. If cancellation notice is not received by November 1, 2016, the exhibitor shall forfeit 100% of booth payment. SHOW SECURITY Security will be provided for all times when the show is not open to the public. Security is provided to assist exhibitors in the protection of their exhibits. Exhibitors are responsible for their property at all times. LIABILITY AND INSURANCE - In consideration of participation in the Festival of Trees, the exhibitor shall indemnify and save harmless the Organizing Committee, the Boys and Girls Club of Leduc and all the members thereof, and all other groups working under the direction of the Festival, from all fines, suits, proceedings, claims, liabilities or action of any kind or nature (including, but not limited to, cost and reasonable lawyer's fee) arising or growing out of or any way connected to the exhibitor's operation of the Exhibitor's booth and general participation in the Festival of Trees. Exhibitors must complete and sign the official Exhibitor Registration form and provide proof of coverage of insurance. To learn more about liability insurance please contact your insurance provider. DISPLAY RESTRICTIONS AND SAFETY 1. All exhibitors are required to have insurance coverage. 2. Specially built displays may not exceed an overall height of 8 feet unless permission is received from the authorized event representative from the Boys and Girls Club of Leduc. 3. Unfinished wood, cardboard, etc. panels must be painted or otherwise appropriately finished if visible from other booths. 4. All booths must be manned during exhibit hours. 5. The exhibitor assumes responsibility for compliance with local and provincial ordinances and regulations covering licenses, permit, fire, safety and health. 6. Exhibitors with vehicles, motorized or cooking equipment inside the buildings: a. Will be restricted to a maximum of eight (8) liters or two (2) gallons of gasoline per vehicles. b. Must ensure that batteries are disconnected. c. Must provide drip pan under vehicles to prevent contact of dripping oil/gasoline or other fluids on floor surface. d. Propane and natural gas vehicles and/or propane cooking devices will not be permitted inside the building. 7. As a protection to all exhibitors, management reserves the right to restrict exhibits which in its judgment, because of noise or for any other reason, may be objectionable and/or detract from the character of the Festival of Trees and Christmas Market. 8. No balloons are allowed as give-away items. Any inflatable objects used in display, must be safely secured and attached to such display to the satisfaction of the management. 9. Food vendors must submit a copy of the appropriate regional public health/environmental health service form. (See the 4 pages following Exhibitor Registration). 10. Questions? Alberta Health Services, Leduc Community Health Services Street, Leduc, AB, T9E 8C

4 Each Booth Exhibitor receives a minimum of: 10 X 10 Booth One covered and skirted 8 table per booth Two chairs per booth Two 3 Sidewall Drapes & One 3 Backwall Drape for booths located away from field house perimeter walls. How to Reserve Your Booth Access to volunteer/exhibitor lounge Booth relief Free Parking Two 3 Sidewall Drapes & One 8 Backwall Drape for booths located along field house perimeter walls. Reserving a booth is on a first-come first-served basis. Vendors from the previous year s Christmas Market will be allowed to register for a booth two (2) days before registrations are open to new vendors. To secure your 2016 booth space for the Christmas Market, you must return your completed contract along with full payment by November 1, The booth assignments will be determined by the Boys and Girls Club of Leduc and every effort will be made to provide a vendor with their booth requirements located close to the preferred area if specified. Booth requirements will be assigned on a first come first served basis. TRADEMARKED BUSINESSES: Only one booth per trademarked exhibitor will be allowed, first come first served; only one trademarked company will be allowed in a booth. If you have two trademarked companies that you want to show in the Market, you must purchase two booths and ensure you have the manpower to operate both booths. If you have one trademarked company and an un-trademarked business you must purchase two booths and ensure you have the manpower to operate both booths. UN-TRADEMARKED BUSINESSES: We do our best to restrict the number of similar un-trademarked businesses into the Market; however we do not guarantee that like businesses will not be participating in the market and/or in the same vicinity of your booth. The Boys and Girls Club of Leduc Festival of Trees organizing committee reserves the right to refuse entry without cause or explanation. Upon receipt of the Exhibitor Registration page (and applicable AHS document if preparing and selling food on site see next page) an Invoice will be generated and sent to the address noted in the Registration section below/on the next page. If no address is provided the Invoice will mailed via Canada Post to the address noted below/on the next page. Payment due date will be specified on the invoice. Payment may be made via VISA or MasterCard via phone at (780) provided you have the card number, expiry date, 3-digit secure code (from back of card) and no fraud restrictions on the card. If the latter is the case, please come to the club during regular administrative office hours (see below) to make payment with VISA or MasterCard. Payment may be made via Cheque, Money Order or Bank Draft that may be mailed to the address above or delivered by hand to the club during administrative office hours (see below). Payment may be made in person via Debit or Cash during regular administrative office hours (see below). Administrative Office Hours: July 3 to Aug 20, :15 am to 1:30 pm on Monday and Wednesday of each week excluding stat holidays. August 21 to 28, the club will be closed for maintenance. August 29 to November 18, 2016 the admin office will be open as follows: Mondays and Thursdays 8:30 am to 2:15 pm Tuesdays and Wednesdays Noon to 5:45 pm The administrative office is closed on Fridays, weekends and stat holidays.

5 Boys and Girls Club of Leduc Christmas Market Exhibitor Registration Business Name Is this company trademarked, e.g., South Hill, Norwex, Avon, Tupperware, etc.? Note: Only one booth per trademarked exhibitor will be allowed; only one trademarked company will be allowed in a booth. If you are registering two trademarked companies OR a trademarked AND an un-trademarked company you must purchase two booths for either of these cases please complete two registration documents. Contact Name Street Address &/or PO Box# City/Town Province Postal Code Phone Numbers Yes No Products/Services Offered Booth Location Preference: Specify as many of the following to help us provide you with the best location. Near the Entrance Near the Exit Near the Entertainment Near the Children s Area Away from Entrance Away from Exit Away from Entertainment Away from Children s Area Along a Wall with 8 high curtained back wall In the Middle with 3 high walls all around Booth Requirements Qty. Pricing Total Regular Booth 10 x 10 comes with 2 charis and 1 8 draped table $ $ Corner Booth 10 x 10 comes with 2 chairs and 1 8 draped table $ $ Power Outlets charge per outlet $30.00 $ Extra Table Draped 8 length charge per unit $40.00 $ Extra Table Plain 8 length charge per unit $30.00 $ Carpet 10 x 10 $ $ Damage Deposit for FOOD vendors cooking on site charge per booth $ $ TOTAL: No charge for GST due to the club s charitable status as per CRA ruling received in July, $ Notes: I acknowledge that I have read the summary of Rules and Regulations enclosed and fully understand the information requested on this contract and agree that these Rules and Regulations are a part of this Contract and those contained herein shall be binding. Date: Signature: Keep a copy of this document for your records. Sign and return original as follows: Scan and to: adminassistant@bgcleduc.ca OR Fax to: OR Mail to: Boys and Girls Club of Leduc, 102, 4330 Black Gold Drive, Leduc, Alberta T9E 3C3

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