Event Terms and Cancellation Policy
All Payments are Non-Refundable / Non-Transferable. There is a multiple booth discount (must contact event staff for Discount Code). Indoor booths include drapery equipment and basic booth electricity.
Agreement Terms:
BOOTH CONSTRUCTION
Specific inside booths will contain 3 ft. high side curtain, 8 ft. curtained backdrop,
and 500 watts of electricity. Outside space, foyers, concessions, and as designated locations are not included in this classification. Exhibits shall not extend beyond allotted space or distract from the adjacent space unless authorized in writing by Management.
2. EXHIBIT INSTALLATION
Exhibitors must check in at show office before set up. Hours are set by Show Management.
3. LABOR
Exhibitors are responsible for providing/arranging all necessary labor in
transporting, uncrating, erecting, dismantling and recrating of displays.
4. EXHIBIT STAFFING
All exhibits must be staffed during show hours. Exhibitors are requested to arrive
prior to show opening. Management reserves the right to limit personnel in exhibit
space.
5. BOOTH OPERATION
Products may be sold only from exhibit space. Exhibitors shall hold Management
harmless from any and all damages or theft of merchandise or materials from
contracted exhibition space. Please keep aisles clear.
6. EXHIBIT CARE
Exhibitors are responsible for keeping exhibits clean and orderly. Trash must be
placed in outside trash containers at close of show each evening.
7. REMOVAL OF EXHIBITS
Exhibitors will not be allowed to leave the show before end of show. Any exhibits
not completely dismantled and removed by 5pm Monday, will be removed and
all fees will be charged directly to the exhibitor at prevailing rates.
8. BOOTH ASSIGNMENT
While booth reservation is mutually agreed to by Exhibitor and Management,
final assignment is the proprietary right of Management. Every attempt
will be made to locate Exhibitor in the booth reserved; but, in extenuating
circumstances, the booth can be reassigned without approval of Exhibitor.
Exhibitor shall not assign, sublet or apportion the whole or any part of
the space assigned or have representatives, equipment or materials from
firms other than his own in the exhibit space without written consent of the
management.
9a. BOOTH MUSIC
Live or taped music is prohibited as part of an exhibit or display without written
permission from an appropriate music licensing source (i.e. BMI, ASCAP). Evidence
of such an agreement must be available for review upon request. In the event
written confirmation cannot be documented, the vendor agrees to cease playing
the music.
9b. NOISE CONTROL
Use of any sound equipment is prohibited unless approved by Management. Any
electronic equipment or machinery which is determined to be detracting from other
exhibits will not be permitted.
9c. DISPUTES BETWEEN EXHIBITORS
Exhibitors expressly release Management from any liability for any disputes
between Exhibitors, including but not limited to, violations of unfair trade practice
laws, patent, copyright laws or territory. Management may use its authority to
amend, delete or add a product/service to the exhibitor agreement to resolve
disputes between exhibitors including, but not limited to, lack of current territory
or distribution authority.
10. SECURITY
Security will be provided 24 hours beginning Wed 8am and ending Mon 8am. Exhibit halls must be
vacated within one-half hour after show closing. Exhibitors will be allowed to
enter the exhibit hall upon presentation of a proper Exhibitor pass. While security
is available, it is always wise and prudent to staff your
booth at all times during the complete run of show to insure additional protection
of equipment and valuables. Management is not responsible for theft or damage
of property.
11. INSURANCE
Management will purchase third party liability insurance covering the public
for the grounds. This does not include coverage for exhibitors, their agents,
employees, etc. Exhibitor must carry and maintain during the period of any
show in which he exhibits, including move-in and move-out days at his/her
sole cost and expense, personal injury (staff, agents), theft, and property
damage or loss coverage insurance of a minimum of $1,000,000 per incident.
Exhibitor warrants that by participating in the shows that he/she has complied
specifically with insurance requirements of this contract.
See Sec 26. Hold Harmless
12. BOOTH CONTRACT
The exhibit space contract and payment upon receipt by Management shall
constitute a valid and binding contract. Any violation of agreement may result in
removal from the show. If due to circumstances beyond the control of Management,
the show or facilities should be canceled, or altered, the contracted Exhibitor shall
waive any claims for damages or compensation.
13. COLLECTION / PAST DUE
If suit is instituted to collect payment or costs. Exhibitor agrees to pay actual
costs and expenses of collection in addition to court costs and reasonable fees
and interest at the maximum prevailing rate. At management discretion, any payments made to the show for any purposes (i.e., advertisers, future shows, etc.) may be applied to any unpaid balances.
Location: Auburn Fairgrounds
1273 High Street
Auburn, CA 95603
14. UNOCCUPIED SPACE
In the event an Exhibitor has failed to check in and occupy the space
contracted for by 7:00 p.m., Thurs, before the show, management shall have
the right to utilize such space in any manner it chooses. This will in no way
release the contracted Exhibitor nor shall a refund be in order.
15. CANCELLATION
If payment in full is not received at least two weeks prior to the show, the only
payment acceptable will be cash or credit card. A written
notice of cancellation is required no later than 3 months prior to the show. ALL
PAYMENTS ARE NON-REFUNDABLE AND NON-TRANSFERABLE.
16. NON-GUARANTEE
Management shall remain free of harm of sales, attendance, exclusive privileges
or Exhibitor successes. Management shall not be responsible to Exhibitor for any
financial loss arising out of Exhibitor's use of facility, or facility, regulatory agencies'
policy, including power interruptions, utility failures, water use or damage, terrorism,
bomb threat or "acts of God" (i.e., flood, fire, earthquake, rain, heat, smoke, etc.). In the event that any outside cause – such as war, fire, strike or other emergencies – prevents the show from being held, management may retain such part of exhibitor’s rental fee as shall be required to recompense management for expenses incurred up the time such contingency shall have occurred.
17. REGULATION COMPLIANCE
Exhibitor shall utilize the premises in an orderly manner and in compliance with all
present and future applicable Federal, State and local laws, statutes, ordinances,
rules and regulations.
18. RIGHT TO REFUSE
Management reserves the right to reject any application to exhibit or advertise.
19. REPRESENTATION
No representation or warranties have been made upon which Exhibitor is relying
unless it has been made in writing and signed by management. This agreement
does not reserve, nor guarantee to Exhibitor any space, specific area, priority,
right of first refusal, or any other manner of participation in any future show(s).
20. FAILURE TO PERFORM
Should Exhibitor fail to observe any of the terms of this agreement or any of
the rules and regulations including FINAL INSTRUCTIONS as set forth by the
Management, he/she may be prevented from further exhibits therein with forfeiture
of exhibit space rental. Exhibitor understands that policies and procedures may
be changed from time to time by management in order to address show matters.
These changes or new instructions may occur prior to or during the shows.
Exhibitor's failure to comply with such procedures or instructions are grounds for
Management to cancel this agreement and remove Exhibitor from show, without
refund or any deposit or payments or other compensation.
21. SALES LICENSES
Exhibitors who sell or take leads to sell merchandise on the premises in a cash
and carry fashion are responsible for complying with all appropriate licensing and
tax requirements.
22. AMENDMENTS
Management retains the full power to interpret and amend these rules and retains
sole and unconditional discretion to rule on any and all situations which may arise
that are not explicitly outlined in the terms of participation or the exhibit space
contract.
23. PROMOTIONAL DRAWINGS AND GIVEAWAYS
All winners must be drawn before show closure. Name, address and phone number
along with prize list must be turned into the show office by the closing of the show.
24. PHOTOGRAPHS OR VIDEO
Photographs or video may be taken of exhibitors or exhibits for promotional
purposes. Management retains the sole rights and use of these.
25. HOLD HARMLESS
Exhibitor hereby covenants, warrants and agrees that Exhibitor will hold Gold
Country Fairgrounds, Auburn Events, Management, its employees, agents and
volunteers, harmless from any and all liability loss, damages, claims, costs and
expenses (including reasonable attorney fees) arising out of injury to person
(including death) or damages to property or any other injury claim, damage, loss,
cost or expense arising from the show performed by exhibitor including, but not
limited to, any negligence, act or omission of exhibitor; or from any and all liability
arising out of or related to the maintenance, use or transport of any automobile,
mobile equipment but not limited to forklifts, cranes, etc.
Exhibitor covenants, warrants and agrees to hold Management and Fairgrounds
harmless from any liability arising out of or related to the use, discharge, dispersal
or escape of any type of pollutants or waste (i.e. polluting means any solid, liquid,
gaseous, or thermal irritant or contaminant including smoke, vapor, soda, fumes,
acids, alkalines, chemicals and waste.
Exhibitor hereby covenants, warrants and agrees to indemnify and hold
Management and Fairgrounds harmless, including the payment of reasonable legal
fees, from any and all claims or damages arising out of, related to or resulting from
the act or failure to act by Exhibitor or Exhibitor's employee agents and officers,
as well as Exhibitor's conduct and activities and which arise out of relate to any
product, service or statements made by Exhibitor or Exhibitor's authorized agents
or employees.
26. ARBITRATION
All claims and disputes arising under or relating to this Agreement are to be settled
by binding arbitration in the state of Calif or another location mutually agreeable
to the parties. An award of arbitration may be confirmed in a court of competent
jurisdiction.
