Vendor Rules and RegulationsDATES:March 16th & 17th, 2012 SHOW TIMESFriday, March 16th • 11am – 6pm *No booth may be torn down prior to the close of the show at 6pm on Saturday, March 17th, 2012. All booth displays are to be opened and manned all 2 DAYS. MOVE IN:Booths that require lengthy set-up hours will be allowed to move in on Wednesday night March 14th after 4pm, with prior arranged permission. All booths will move in on Thursday, March 15th, at their prearranged hour and door location. You will receive a move in schedule approximately one week prior to the show. All booths must be set up no later than 9am on Friday, March 16th. The only booths that will be allowed to set up on Friday morning are “paper booths”, where the vendor is only bringing in brochures, small display items and signs. However this must be prearranged with show management. All booths must be moved in and ready one hour prior to the start of the show. BOOTHS:All booths regardless of size will receive one 6ft skirted table, 2 chairs and 1 wastebasket. If you need additional tables you may bring them into the show, but a tablecloth must cover it. No paper or plastic coverings will be allowed. We will NOT be ordering extra tables or chairs. If you need more than what does comes with your booth, bring them yourselves, but they must be attractive. All booths will receive electricity free of charge, but you will need to bring your own extension cords. Booths in the exterior tents will only be provided a space. Vendor is responsible for bringing any tables or any other items that will complete their display space, provided it fits into the space ordered. Each booth must stay inside the area of their booth space. In the event that a vendor wants to put a sign up above the 6ft backdrop, they may do so as long as the object does not exceed 10 foot higher than the backdrop. TVs, audio sound systems, product demonstrations and any other means that sounds emit from the vendors booth must be at a level that does not conflict with the surrounding vendors. If a vendor complains, a warning will be issued, a second warning could result in loss of electricity and possible removal from the show. All booths MUST be manned the entire length of the show, no exceptions. If this is not possible for you, DO NOT SIGN UP! Unmanned booths pose a safety risk, for you, Freedom Shows, Inc. and Windemere Hotel & Conference Center. Any booth found unmanned will be packed up and removed at the vendor’s expense! (See Legal and Insurance Requirements) SECURITY:All inside booths have building security included in the price of the booth. However, your business insurance must cover the contents of the booth. Freedom Shows, Inc, Independence Advertising & P.R., Inc. and Windemere Hotel & Conference Center will not be held liable for missing booth items. Each external booth must pay a $60 per day security fee. There will be no security on Saturday night as all interior and exterior booths must be as removed as soon as possible after the close of the show on Saturday night. Any booth materials left Saturday night will be subject to a $250.00 security fee which must be paid Saturday night to the show management. BADGES:You will need to make sure that you have your badges on your person for entrance to the show prior to show times. Anyone working your booth must also have a badge. You will receive your badges on move-in day. A single booth will receive 2 badges any other size will receive 4 badges. If you need anymore than that, please contact show management. PAYMENT:All booths must have a registration form filled out, signed and turned into show management. Understand, the registration form alone is not enough to guarantee you a space in the show. A 50% deposit is required to guarantee your booth location. All booth spaces are on first come, first serve basis. Any vendor may make installment payments on their booth by simply contacting the show management. We will work with you on a payment plan, provided that the booth is paid in full two weeks prior to the show. CANCELLATIONS:There will be NO REFUNDS OF ANY KIND whether it is a deposit or a payment in full after February 20th, 2012. If a vendor needs to cancel before that date only 50% of the monies paid will be refunded. **See registration form for further details. MOVE IN:Freedom Shows will not provide any dollys or handcarts. It is up to the vendor to bring any items that will assist them in their move in and move out. MOVE OUT:All booths must be torn down and removed between 6pm and 8pm on Saturday, March 17th, 2012 or longer with the permission of the management. Any booth materials left Saturday night will be subject to a $250.00 security fee which must be paid Saturday night to the show management. DAMAGES:All booths must provide protection for the floors. No water or liquids of any kind can be used in your booth. Should you leave your vendor area and it has unreported damage, your company will be assessed a damage charge for the repairs. This is why it is well worth the cost of carpet or rubberized mats to cover your booth floor. The floor covering must be attractive and in good shape. LEGAL AND INSURANCE REQUIREMENTS:Each vendor that is selling any product at the home show must collect and pay their own state sales tax. Each vendor in the construction business or that is a sub to the contruction business must have valid contractors license. All others must have a city or state business license. Liability insurance requirements for all vendors. A certificate from your insurance company, of your General Liability Insurance with a limit of not less than $300,000 combined single limit Bodily Injury Liability and Property Damage Liability. The Certificate will include Freedom Shows, Inc. as an Additional Insured and will include a waiver of subrogation and 10 day notice of cancellation to Freedom Shows, Inc. We regret the inconvenience of our insurance requirement, but all shows in the State of Arizona are now required to adhere to this policy. CONTACTS:If you should have any questions you can contact Denny or Tonja Christensen at Independence Advertising & P.R., Inc. |
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