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Exhibitor Information and Agreement
Exhibitor Application/Agreement
TO PRINT AN APPLICATION, SCROLL DOWN TO THE BOTTOM OF THIS SECTION TO THE BOX THAT SAYS "TO PRINT AN APPLICATION...."
BOOTH FEES: Your fee includes a 50 minute presentation or class and a 50 word description in the Program Guide and website, as well as 4 non-transferable exhibitor passes per day and one parking pass. Booth spaces are 10’ wide by 10’ deep, with up to 10’ additional backspace for booths located in the track oval (see map). Booths located from #32-89 may consider being 2-sided (open front and back or at least some signage on the back), as the backs of the booths will be visible from the Grandstand. Booths may be shared.
The fee is $495.00- Booth with Class and Program Guide, $395-Booth only/no class and $395 for food/beverage booths (Booth #'s 113-118, size 15'x15'). 501-C3 Non-profit groups will get a $100 discount on the fees. There is an additional $20 surcharge for electricity. Additional exhibitor passes will be available at the discounted rate of $20/day
You supply: tent or canopy, tables, chairs, heavy duty extension cords, signage, decorations and all other equipment needed for your booth. Booth spaces will be assigned on a first come/first serve basis according to the area in which you indicate is your top priority.
The areas available are the Track Oval/ with electricity beginning at Booth # 16 to 58, Track Oval/no electricity, beginning at Booth #63 and going on around the track to Booth #105. The Food Court area beginning at booth #106 to 128 have electricity available but is not required. Booths #'s 113-118 are reserved for food.
An environmental display area will be available to registered exhibitors in the area of booth spaces 59-62 who may have an environmentally related display (solar, green building, bio-diesel, water systems etc.) that they would like to set up in addition to their booth. We encourage environmentally related booths to set up in this area-Booths# 50-58 (w/ electricity) or Booths #63-71(no electricity) to create an "Eco-Village". Please refer to the venue map on the website at www.worldwellnes.org.
As this event is about education of health and wellness in all of its various forms, we have found that the presentations/classes may be critical to the success of your booth. A gym is also available for movement type classes (yoga, Qi Gong etc.) If all presentation slots are filled, or if you choose not to do a presentation/class you will receive a $100 discount on the booth fee, but will not have the 50 word description in the program guide and website.
Advertising Space is available in the Program Guide. 1/8 Page ad is $200 B&W, $250 color. Call (541) 552-1782 for details.
All booths must relate to health and wellness in some way. Please provide specific information on all products-including brand names, services and activities for display or to be sold. Any products not listed may not be sold or displayed at the event. Our policy is to be inclusive, so we do not offer exclusive's on products for booths unless you are a sponsor. We have Exhibitor Sponsorship packages available from $1000. Ads are available to all exhibitors in our Program Guide, which will be distributed throughout the Rogue Valley 10 days before the Event. Please call our office for further details regarding sponsorship or advertising at (541) 552-1782.
EXHIBITOR AGREEMENT
Please read carefully the following pages. This is your Agreement with Beach Ave. Productions and World Wellness Weekend. You are responsible for the information contained herein.
Default: No exhibitor will be allowed to set up or occupy their space unless payment in full is received prior to the event.
Booth Cancellation: Booth rentals cancelled by April 15th, 2005 will receive a 75% refund of total booth cost. No refunds will be issued for booths cancelled after April 15, 2005.
Booth Set-up: Booth Set-up is from 9:00am to 9:00pm on Fri. June 17th, 2005 and 7:00am to 9:00am on Sat. June 18th. Absolutely no vehicles allowed on the track oval. Please be prepared to move your equipment a short distance to your booth site. Some carts/wagons will be available for this purpose. Please bring your own if possible. Canopies/Tents must be staked down with no stakes longer that 10 inches. Absolutely no stakes/nails in any red asphalt of track. All booths must be set-up by 9:00am Sat. June 18th. Any booth unoccupied as of 9:00 am on Sat. June 18th will be considered cancelled and may be re-rented by World Wellness Weekend without compensation to Exhibitor.
Booth Breakdown & Removal:: Booth breakdown begins at 7:00pm on Sun.June 19th. Exhibitors may not begin booth breakdown/removal before 7:00pm Sun. June 19th. $200 FINE FOR EARLY BREAKDOWN-THIS WILL BE ENFORCED. Exhibitor shall remove all property by 10:00pm, Sun.June 19th. After this time, World Wellness Weekend has the authority to remove and dispose of Exhibitor’s property that is not removed from the SOU Raider Stadium Arena, and Exhibitor agrees to pay the cost incurred by World Wellness Weekend in connection with such removal and disposal.
Booth Manning: Booths should be manned at all times during the show hours: Saturday, June 18th. 9:30 am to 7:30 pm and Sunday, June 19th 9:30 am to 7:00 pm. You may shut down your booth during the Keynote Speakers. Be aware that just before and after the Keynotes will be the heaviest traffic times.
Decorations: Exhibitor shall be solely responsible for the clean-up and removal of decorations used. Exhibitor shall not use confetti in any form. Straw and hay bales may be used as part of a green building display, but must be thoroughly cleaned up by exhibitor. Exhibitors are liable for any damage caused by their actions to the track, field or sidewalks.
Passageways: Exhibitor shall not obstruct any portion of the sidewalks, ramps, entry-ways, stairways, driveways, fire lanes, and access to emergency equipment.
Hazardous Materials: Exhibitor shall not allow any flammable liquids, engines, motors, machinery, or smoking materials to be brought onto the premises, without prior written consent from World Wellness Weekend
Animals: Exhibitor shall not allow any animals on the premises without prior written consent of World Wellness Weekend.
Exhibitor Licenses: The Exhibitor is solely responsible for compliance with all state and local laws in obtaining the proper business registration and license requirements, and for the payment of such state and local taxes, license fees and other obligations of whatever nature which are related to the use of the SOU premises.
Treatments: Any Exhibitor who is licensed or registered by the State of Oregon to practice providing treatment services (chiropractorss, acupuncture etc.) at World Wellness Weekend must have the client sign a consent form that releases World Wellness Weekend, Beach Avenue Productions and Southern Oregon University harmless from any injuries or negative effects of such treatment. All practitioners must abide by State of Oregon laws regarding their practice. A copy of your current license or certificate should be posted at your booth.
Classes and Presentations: You must check in 15 minutes prior to your scheduled presentation time with your classroom monitor. Please let your classroom monitor know if you requested any special audio/visual equipment (must be indicated on this application). All presenters agree to start their presentation on the hour and end no later than 50 min. past the hour. Please clear the room as soon as possible so that we may prepare for the next presentation. We suggest that you direct people with questions to meet you at your booth or in the hallway following your presentation.
Security and Insurance: Security Services will be on the Southern Oregon University premises and the premises will be locked overnight, but Exhibitors are responsible for their valuable items. World Wellness Weekend, Beach Avenue Productions, and Southern Oregon University are not liable for theft or damage to Exhibitor products or materials. Fire and Theft Insurance, if desired, must be taken our by the Exhibitor at his own cost and expense. Exhibitor shall be responsible for insuring any property brought on the SOU Raider Stadium. World Wellness Weekend shall not be required to furnish content insurance for Exhibitor’s or for any other person brought onto the Southern Oregon University premises in conjunction with World Wellness Weekend.
Illegal Activities: No illegal activities may take place in any booth. Sound equipment may not project beyond the confines of the booth area. All activities, including literature distribution must occur within the Exhibitor’s booth area. All tables, chairs, displays, etc. must remain within the Exhibitor’s booth area.
Smoking Restrictions: In compliance with Southern Oregon University policy, smoking is prohibited in Raider Stadium and McNeal Pavillion.
Exhibitor Passes: Exhibitors will be provided with wristbands, a different color for each day. These wristbands are your passes into the Exhibit area, and must be worn at all times. Passes are non-transferable. Your fee includes 4 wristbands per day for your booth. Lost, stolen or forgotten wristbands will not be replaced by World Wellness Weekend. Additional wristbands at a the discounted rate of $20/day may be purchased at check in. Each booth will be given one parking pass, Additional vehicles will be responsible for their own parking.
Food and Beverage: Food and Beverage vendors must comply with all state and local laws regarding food service. Food vendors are required to purchase a Temporary Food Service Permit from Jackson County Health Dept. at their own expense. Food vendors must be set up by 8:30 am Sat. June 18th for fire, health and safety inspections.
Parking: Each booth will be given one parking pass to park in the North Entrance lot. Additional vehicles will be responsible for their own parking either on the street or in nearby lots.
Other: Any matter not specifically covered in this contract shall be subject solely to the decision of World Wellness Weekend.
Violation of the Exhibitor rules shall be cause either for immediate expulsion of Exhibitor without recompense, or rectification by World Wellness Weekend at Exhibitor’s expense.
World Wellness Weekend reserves the right to refuse/revoke any booth rental application without explanation.
Applicable Law: Choice of Law; Venue: Exhibitor shall abide by all applicable federal and state laws and regulations, and all rules and regulations of the Southern Oregon University. In any action, suit or legal dispute arising from this Agreement, Exhibitor agrees that the laws of the State of Oregon shall govern, The parties agree that any action or suit arising from this Agreement shall be commenced in a federal or state court of competent jurisdiction in Oregon or Ashland, Oregon, at World Wellness Weekend’s discretion. Any action or suit commenced in the courts of the State of Oregon shall be brought in the First Judicial District.
Amendment: This Agreement shall not be altered, changed or amended except by an amendment in writing executed by the parties hereto.
Binding Effect: This Agreement shall be binding upon and inure to the benefit of the parties hereto and their respective successors and permitted assigns and is specifically enforceable.
Force Majeure: World Wellness Weekend shall have no liability to Exhibitor, and Exhibitor shall have no claim or action against World Wellness Weekend therefore, because of World Wellness Weekend’s failure to perform any of its obligations in the Agreement if the failure is due to unforeseen occurrences or to reasons beyond World Wellness Weekend’s reasonable control, including without limitation, strikes or other labor difficulties, war, riot, terrorism, civil insurrection, accidents, acts of God or governmental authorities in connection with a national, state or local emergency. In such event, Exhibitor’s sole remedy shall be limited to cancellation and World Wellness Weekend may retain such part of each Exhibitor’s rental as shall be required to cover expenditures already made up to such occurrence.
For more information please contact: Beach Avenue Productions Ph/Fax: (541) 552-1782 e-mail: beachavenue@jeffnet.org
TO PRINT OUT THE COMPLETE EXHIBITOR APPLICATION AND AGREEMENT, PLEASE SCROLL DOWN TO THE BOX BELOW AND CLICK ON THE ICON TO THE LEFT.
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