Exhibitor’s Agreement
Home Builders Association Home Show 2008
Located at the Boys & Girls Club, 3333 Walnut, off Ocean Blvd., across from K-Mart, Coos Bay, Oregon
APRIL 18, 19 & 20, 2008
Friday 4pm-8pm—Saturday 10am-6pm—Sunday 10am-4pm
Please print or type
Exhibitor Name (Actual DBA) ______________________________________________________________________________________
Mailing Address _______________________________________________________________ _________________________________
_______________________________________________________________________________________________________________
Phone _________________ FAX ________________ E-mail _____________________________________________________________
Contact Person __________________________________________________________________________________________________
Signed _______________________________________________________________________________ Date _____________________
Booth Preference* (we try our best but members get first choice): 1.______________ 2.______________ 3.________________
*Please note: Wall spaces have the
most electricity available.
•Home Builders Association of Southwestern Oregon reserves the right to refuse show participation to anyone•
Inside 10’ x 10’ Spaces Local HBASWO Member $325.00 @ X __________ = ________________
Non-Member $450.00 @ X __________ = ________________
Outside ~10 ’ x 10’ Spaces—Not carpeted or draped
Display Vendor $200.00 @ X __________ = _______________
Food Vendor $100.00 @ X __________ = ________________
TOTAL BOOTH COST: ________________
ADDITIONAL BOOTH OPTIONS:
Electrical (bring your own 10 ft or longer extension cords)
First 15 amp outlet OR $ 20.00 = ___________
*More than 15 amps (check ONLY one) $ 30.00 = ___________
Table( s) each ( 24” x 8’ or 30” x 8’) Not draped $ 12.50 @ X _____ = ___________
Draped Table $ 35.00 @ X _____ = ___________
Chair (s) each $ 3.50 @ X _____ = ___________
Phone Lines $ 20.00 @ = ___________
WiFi available at no charge.
TOTAL OPTIONAL COST: + _______________
TOTAL EXHIBIT COST = _______________
$100.00 Per booth, NON-REFUNDABLE Administration Fee due with Application
DEPOSIT DUE WITH APPLICATION - ________________
BALANCE DUE NO LATER THAN MARCH 1ST, 2008: _______________
Note: Any space not paid in full by March 1, 2008 will be released with no refund!
MAIL CHECK, COPY OF THIS AGREEMENT ALONG WITH PROOF OF INSURANCE TO:
Home Builders Association of Southwestern Oregon
P.O. Box 696 Coos Bay, OR 97420
Phone: (541) 297-3319 E-mail: HomeShow@hbaswo.org
Please provide a specific description of products and/or services you will be displaying at Home Show 2008 _____________________
____________________________________________________________________________________________________________
____________________________________________________________________________________________________________
1. All exhibits must be fully installed no later than 2:00 P.M Friday. After this time, no installation work will be allowed without special permission of the AGENT. Exhibition facilities will be available to the Exhibitors for booth setup as follows: Thursday from 3:00 P.M-9:00 P.M and Friday from 8:00 A.M - 2:00 P.M. Exhibitors with unusual setup requirements MUST make SPECIAL PRIOR ARRANGEMENTS WITH THE AGENT. NO VEHICLES WILL BE ALLOWED IN THE BOYS AND GIRLS CLUB. Also, NO HELIUM BALLOONS, PETS OR POPCORN. All exhibits must remain intact in their entirety until after the Home Show closes at 4:00 P.M on Sunday. Each Exhibitor must remove his exhibit, including but not limited to all boxes, crates, debris, and other material related to his exhibit or use of the display space, NO LATER THAN 9:00 P.M ON SUNDAY. The Agent reserves the right to charge the Exhibitor for the expense of removal and disposition of any property or item left after that time. The agent assumes no responsibility for the loss of, or damage to, any item left in the arena after 9:00 P.M on Sunday.
2. Show Hours: Friday 4pm-8pm—Saturday 10am-6pm—Sunday 10am-4pm. Please note: All exhibitors are expected to be in their booth by 3:00 P.M on Friday and by 9:30 AM on Saturday and Sunday mornings.
3. THE BOYS AND GIRLS CLUB FACILITY AND FLOOR CONDITION: The Boys and Girls Club (tennis area) is an area 32,000 square feet, beautifully lighted and carpeted in burgundy for the show with one public entrance, and many entrances for set up and tear down. Food and drink will be allowed inside the facility for exhibitors as well as the public with some limitations. Any damage caused by undue misuse of the Boys and Girls Club facility by the Exhibitor will be the responsibility of the Exhibitor.
4. LIABILITY AND SECURITY: Exhibitor agrees to insure its operation during the term of this agreement with a broad form of liability insurance written on an occurrence basis, conditioned to pay and all claims for injury or damage to persons or property arising out of the exhibitor’s use of the facilities and other property, and otherwise indemnify HBASWO harmless therefore. The agent assumes no responsibility for loss or damage to the property of the exhibitor from any cause whatsoever, including, but not limited to theft, fire, vandalism, or other casualty. Minimum limits of liability shall be $300,000 single limit or its equivalent, and exhibitor shall submit to HBASWO proof of insurance with application. The exhibitor is responsible for the space assigned and shall not injure, mar or deface the premises. Exhibitors may not post signs outside their designated booth/space areas.
5. Agreement is personal to exhibitor and may not be assigned, sublet, or otherwise disposed of by exhibitor without written consent of the HBASWO agent. Exhibitors also agree to Rules and Regulations set forth by the Boys and Girls Club.
6. AISLES: Aisles, walkways, and overhead spaces remain under control of the agent, and no signs, decorations, banners, advertising materials, or exhibits may extend outside the defined limits of the assigned booth space(s) WITHOUT PRIOR APPROVAL OF THE AGENT.
7. FIRE RESTRICTIONS: All exhibits must comply with APPROPRIATE FIRE REGULATIONS. For Information and/or details, contact the Coos Bay Fire Department.
8. ELECTRICITY: Booths requiring electricity will be charged a surcharge of $20.00 for 15 amps or less, $30.00 for more than 15 Amps and $50.00 for a 220V hookup. Any additional power needs must be arranged for through the agent, and will be charged for according to schedule. The Agent reserves the right to cut back power service to any exhibitor exceeding their specified power usage.
9. SIDE PANEL HEIGHTS: The exhibitors may not extend any sides of his/her exhibit over three feet high past a line five feet from the parallel to the rear booth line without the expressed permission of the Home Show Agent. Double-end booths whose rear walls are the side walls of the adjacent booths are exempt from this requirement.
10. FOOD: Exhibitors giving away any type of food or beverage must follow Health Department Regulations.
11. NOISE: The exhibitor agrees to control the noise associated with their exhibit so as, in the opinion of the Agent, not to infringe on the activities of adjoining exhibitors. The agent reserves the right to require any exhibitor to reduce the volume of any noise or sound the Agent feels is unreasonably loud outside the confines of the Exhibitors assigned booth space(s).
12. SHOW SERVICE: TABLES, COVERINGS, EASELS, CHAIRS: Tables, chairs, table draping, easels, and other materials not expressly covered by this agreement are the responsibility of the exhibitor. Arrangements for such items should be made with the Agent, or a supplier of the Exhibitor's choice, prior to the dates of the Home Show.
13. CANCELLATIONS/REFUNDS: If exhibitor fails to pay the balance of space rental on or before March 1st, Exhibitor's rights to exhibit may be canceled without further notice or refund of any deposit. If Exhibitor cancels its participation in the Home Show, such cancellation shall be considered a default on its part, and monies paid hereunder shall be retained by the Agent as liquidated damages. EXHIBITOR AND AGENT SHALL BE BOUND BY THE TERMS, CONDITIONS, AND RULES for exhibiting in the Home Builders Association of Southwestern Oregon Home show.
14. RIGHTS OF AGENT IN EVENT EXHIBITION ARE NOT HELD: Agent shall not be liable for any damages or expenses incurred by Exhibitors in the event the show is delayed, interrupted, or not held as scheduled.
15. If either party shall take any action, judicially or otherwise, to enforce or interpret any of the terms of the Agreement, the prevailing party shall be entitled to recover from the other party all expenses which it may incur in taking such action, including but not limited to reasonable attorney's fees, whether incurred in an action or appeal from a judgment or other therein, or in connection with a nonjudicial action.
IN WITNESS WHEREOF, the parties have executed this agreement on the day and year written
Exhibitor______________________________________________________ Date _______________
