2005 NAE4-HA Exhibit Show Contract Provisions
Your signature on the Application/Contract indicated that you agree to follow these rules and regulations.
Please keep this information for your records.

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Planned Exhibit Schedule Dates and Times
Move in:
Sunday, October 30, 2005 1:00pm - 5:00pm
Monday, October 31, 2005 8:00am - 11:00am
Show Hours:
Monday, October 31, 2005 11:30am - 5:00pm
Tuesday, November 1, 2005 9:30am - 5:00pm
Move out:
Tuesday, November 1, 2005 5:00pm - 8:00pm

1. CONTRACT: The following rules and regulations become binding upon acceptance of this contract between the applicant (Exhibitor), its employees and agents, and Show Management (2005 Exhibit Committee) and the NAE4-HA, and any additions and amendments thereto that may thereafter be established or put into effect by the Management. The Exhibitor also assumes full responsibility for complying with any local, city, state, and federal regulations regarding permitting, sales, taxes, fire, electrical wiring, safety, and/or health.
2. SPACE ASSIGNMENTS: During the period after June 1, 2005, space will be assigned to Exhibitors. Show Management and NAE4-HA reserve the right to assign or alter booth or exhibit locations as it deems advisable and in the best interest of the show.
3. PAYMENTS: Booth assignments will be made for exhibitors in good standing.
(A) Deposit and payment schedule:
· Prior to June 30, 2005…50% of booth fees due
· By June 30, 2005…full payment of booth fees due
· After June 30, 2005…full payment required with applications/contracts
· August 31, 2005…late payments will be assessed a $50 late fee
(B) Exhibitor risks forfeiting space and late fee charges of $50 if full payment is not received by August 31, 2005.
4. CANCELLATIONS:
(A) Should an Exhibitor cancel from the show, the following shall apply:
i. Exhibitors who cancel between time of application and August 31, 2005, will receive a 50% refund if that same exhibit space can be resold. This refund will be issued 4 to 6 weeks after the conference.
ii. Exhibitors who cancel after August 31, 2005 will receive no refund
(B) No cancellation shall be acknowledged unless received by Show Management in writing-email, fax or mail will be accepted. The date upon which the notice of cancellation is received shall apply as the official date of cancellation.
(C) Upon notification of cancellation Show Management has the right to resell the vacated space.
(D) Any space not claimed by 9:00 a.m. on October 31, 2005, may be reassigned or cancelled without refund. Show Management will not be liable for any incurred expense by an Exhibitor whose space is not claimed by the specified date and time.
5. General Service Contractor: GES is the general service contractor for this event. You will receive an exhibitor manual in pdf format by August 15. This information will include shipping information.
6. SAFETY:
(A) Fire regulations require all display material used for decoration to be flameproof. Any/all electrical equipment, including signs and lights, shall be in good operable condition and able to pass the inspection of the local Fire Underwriters Inspection Bureau. Each Exhibitor agrees to be knowledgeable and responsible regarding ordinances and regulations pertaining to health, fire prevention and public safety while participating at this Show.
(B) The use of flammable materials necessary for the purpose of the exhibit, where no other alternative can be used, must first be brought to the attention of the Show Management, in writing, no less than 90 days before the Show’s opening, for approval.
(C) Show Management and NAE4-HA may cancel all or such part of an exhibit that may be irregular to safety, without refund.
7. USE OF EXHIBIT SPACE:
(A) No commercial or non-profit Exhibitor shall assign, sublet or share any part of the space allotted without written permission from Show Management. No exhibitor is permitted to show goods other than those manufactured or handled by said organization in the regular course of business.
(B) Over-the-counter sales are defined as transfer of goods for money, check, draft, or other kind of payment. These sales will be permitted in accordance with facility, local, city, state, and federal regulations. All vendors must have and submit a Washington State UBI number. This number may be obtained by calling 1-800-647-7706 of from the following website: http://www.dol.wa.gov/forms/700028.htm.
Information on Washington Sales and Use Tax can be obtained from the following website: http://dor.wa.gov/content/taxes/LocalSales_Use.aspx#TaxRateInfo.
(C) Exhibitor Food Samples: Subject to Show Management approval, those who manufacture, process or distribute food as their normal course of business and wish to distribute food samples, may be allowed. This is provided food samples are no larger than bite size and beverage sizes no larger than three ounces. Please contact Show Management for prior approval of food distribution. An exhibitor who does not manufacture, process or distribute food as their normal course of business, and wish to distribute food items, must purchase these items from ARAMARK Food Services. Please contact ARAMARK at (206) 694-5085 to make these arrangements or to purchase food and beverage from the exhibitor menu. No selling of food or beverage is permitted.
(D) Distribution by the Exhibitor of any printed matter, souvenirs or other articles must be confined to the assigned space. No undignified manner of attracting attention will be permitted. All exhibits must fit in the space provided and cannot exceed each 8’X10” space. This provision will be strictly enforced.
(E) Exhibitors shall reflect their company’s highest standards of professionalism while maintaining the exhibit during Show hours.
(F) The exhibit must be maintained by at least one company representative at all times during the Show hours.
(G) Show Management reserves the right to restrict exhibiting which, due to noise; methods of operation or any reason become objectionable to the general character of the Show. Show Management also reserves the right to prohibit or evict any exhibit or exhibitor/person from the exhibit hall if the situation deems necessary. Each Exhibitor is responsible for keeping the aisle(s) near his/her booth free of congestion due to demonstration or other promotions.
(H) Exhibitors shall arrange their exhibit so it does not obstruct the general view or hide the exhibit of others.
8. SECURITY/LIABILITIES/INSURANCE:
(A) Security guards shall be furnished during the closed hours of the Show. The furnishing of guards shall not increase the liability of Show Management, NAE4-HA or for the facility in which the Show is being held. During after-Show hours, only those individuals properly identified and with permission of the Show management may enter the Exhibit area.
(B) Neither will Show Management, NAE4-HA, the Official Service Contractors, the exhibit facility, their members, nor the representatives and/or employees thereof be responsible for any injury, loss or damage that may occur to the Exhibitor, or to the Exhibitor’s employees or property, from any cause whatsoever, prior, during or subsequent to the period covered by this application/contract.
(C) Show Management and NAE4-HA, its agents and employees, will not be liable for failure to hold the Show as scheduled. Payments for exhibit space, less any expenses incurred in connection with the Show, shall be refunded if the Show is cancelled 90 days or less prior to the opening date due to fire, or any act of God, or public enemy, or epidemic, or any law, or regulation, or public authority, which makes it impossible or impractical to hold the Show.
(D) Exhibitors agree to maintain such insurance that will fully protect the Show Management from any and all claims of any nature whatsoever, including claims under the Workmen’s Compensation Act, and for personal injury including death which may arise in connection with the installation, operation, or dismantling of, the Exhibitor’s display. Exhibitor will be required to have proof of insurance including NAE4-HA listed as additional insured. This proof of insurance will be submitted to Show Management at least 30 days prior to Show’s opening.
(E) Damage to inadequately packed property is the Exhibitor’s own responsibility.
(F) Damage to the facility housing the Show, caused or done by the Exhibitor, shall be replaced or repaired by the Exhibitor. The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims, arising out of injury or damage to Exhibitor’s displays, equipment, and other property brought upon the premises of the Convention Center and shall indemnify and hold harmless the Show Management, NAE4-HA, the Hotel, Convention Center, agents, servants, and employees from any and all such losses, damages and claims.
(G) Exhibitors are advised to add on to their existing insurance portal-to-portal rider at a nominal cost, protecting them against the loss/damage to their materials by fire, theft, accident, etc.
9. CONFLICT OF INTEREST STATEMENT: Although Show Management and NAE4-HA appreciate donor and exhibitor support, federal regulations prohibit endorsements. NAE4-HA will not enter into exclusive agreements with one organization. Potential donors and exhibitors in competing areas will not be excluded if they choose to sponsor NAE4-HA events.
10. USE OF THE 4-H NAME AND EMBLEM: The use of the 4-H Name and Emblem shall be in accordance with National regulations. Exhibitors are required to have proof of USDA authorization submitted by August 31, 2005, to display or sell items using the
4-H Name and Emblem.
13. ADDITIONAL EXPENSE: All expenses relating to electric, phone, shipping, extra tables, special storage needs, etc., are the Exhibitor’s responsibility. GES is the designated exhibit services provider and will supply the necessary order forms.
12. ADMISSION: Show Management shall have sole control over all admissions of persons. All persons visiting the exhibit area will be admitted according to the rules and regulations of the Show as amended by NAE4-HA.
13. AMENDMENTS TO REGULATIONS: Any and all matters and questions not specifically covered by the articles in this contract shall be subject to the decision of Show Management. The Show Management in the interest of the Show may amend the aforementioned items covered by this contract at any time and notice thereof shall be binding on Exhibitors equally with the foregoing rules set forth in this contract.

NAE4-HA is committed to the active involvement of all its members, regardless of race, color, national origin, gender, religion, age, disability, political belief, sexual orientation and marital or family status.