2015-IFTD-Exhibit-Sp.. - American Fly Fishing Trade Association
Contents
1. ris INTERNATIONAL FLY TACKLE DEALER 2015 International Fly Tackle Dealer Exhibit Space Contract July 14 17 2015 Orange County Convention Center Orlando FL Exhibitor Information Company Name Address City State Province Zip Postal Code Country Telephone Number Fax Number Contact Name Email Address Website Exhibit Space Rates Please check one _ Standard Rate 14 00 sq ft _ Premium Rate 15 00 sq ft Premium rates include booths on casting pond Rod companies will be given priority on the casting pond until December 1 2014 Add 200 open corner Exhibit Space Request Minimum 10 x 10 Booth size ft x ft totaling sq ft of exhibit space Example 10 x 10 100 sq ft 10 x 20 200 sq ft 20 x 20 400 sq ft 20 x 30 600 sq ft Configuration Inline Corner C Island For exhibit spaces larger than 20 x 30 600 sq ft use the fee schedule below 600 sq ft 13 88 sq ft 700 sq ft 13 86 sq ft 800 sq ft 13 82 sq ft 900 sq ft 13 79 sq ft 1 000 sq ft 13 75 sq ft 1 000 sq ft or more Please contact show management Fee Worksheet Total Sq Ft Footage x Standard Rate 14 00 sq ft or Premium Rate 15 00 sq ft Number of Open Corners 200 open corner Total Exhibit Space Contract Price Booth Selection You must be a member of AFFTA in good standing in order to be assign2. exhibit and withdraw acceptance of or terminate the contract AFFTA in its sole judgment and discretion may refuse to conside participation in future Events an Exhibitor who violates or fails to abide by the contract and any of the accompanying rules regulations Any amendment to this contract must be in writing and signed by an authorized representative of AFFTA Exhibitor shal assign this contract or any right or obligation hereunder Exhibitor shall not sublet or license all or any portion of its exhibit space entering into this contract Exhibitor and its affiliates explicitly consent to receive fax telephone and other communications 1 Organizer and associated businesses under 47 U S C 227 and any other applicable regulations The use of cameras and v cameras on the exhibit floor is strictly prohibited without the prior permission of AFFTA 21 Exhibitor Service Manual Prior to the Event AFFTA will provide access to an Exhibitor Service Manual to the Primary Contact li on the front of this contract The Exhibitor Service Manual will include information integral to participation at the Event including bui limited to additional exhibitor rules and regulations official contractor order forms registration shipping and drayage utilities building services exhibitor display rules and move in move out schedules 22 Incorporation of Rules and Regulations Any and all matters pertaining to the Event and not specifically covered by the terms con
3. page and those listed in the Exhibitor Service Manual If you agree 1 Sign below and date 2 Mail or fax the original to the AFFTA office 3 If you mail this form remember to make a copy for your own records Sign Here Date American Fly Fishing Trade Association 321 E Main Street Suite 300 Bozeman MT 59715 Phone 406 522 1556 FAX 406 522 1557 Website www affta com Email ben affta com D A F F T A mt rr FISHING TRADE ASSOCIATION AFFTA MEMBERSHIP APPLICATION RENEWAL FORM _ New Member L Renewal Contact Name Contact Title Contact Phone Company Name Contact Email Company Mailing Address City State Zip Company Fax Website Annual Sales Type of Company Non profit Manufacturer Distributor Guide Retailer Shop Staff Travel Agency Sales Rep Outfitter Lodge Individual Affiliate Media Trade Organization Business Affiliate Membership Dues Membership dues are based on annual revenue please verify your revenue and your corresponding association membership dues All sales information will be kept strictly confidential Association Membership dues are not deductible as a charitable donation for federal tax purposes but may be deducted as
4. FTA from displa products services and or other advertising material in areas outside its booth space such as but not limited to parking lots F lobbies lounges corridors sleeping rooms etc as well as conducting unauthorized facility tours Exhibitor shall not operate hospit suites during hours in which the Event is open or when any Organizer sponsored activities are being held Exhibitor is prohibited 1 hosting hospitality functions during official Event hours All requests for a hospitality suite or public function space must be m through AFFTA If Exhibitor cancels or fails to occupy the exhibit space during official Event hours AFFTA reserves the right to notify applicable venue to cancel any hospitality space and or hotel guest rooms under Exhibitor s name Exhibitor shall remain liable for payments made to the hotel or applicable venue 25 Contractor Services AFFTA has contracted on an exclusive basis official contractors to provide certain services for the Event Service companies other than the official contractors will not be allowe perform any of these exclusive services Non exclusive services may be performed by exhibitor appointed contractors EAC w certain guidelines A complete listing of exclusive services and EAC guidelines will be provided in the Exhibitor Service Manual 26 Character of Displays Use of Aisles and Common Areas Distribution of samples printed matter of any kind and any promoti material is restricted t
5. No staff of the Exhibit Facility has any authority in regard to exhibits or in exhibit area other than authorized security personnel d No one under 16 years of age admitted on the show floor during move in out days of the Event e Exhibits must remain open in accordance with the schedule published prior to the Event or as amended by AFFTA NO BREAKDOWN or DISMANTLING OF EXHIBITS will be permitted before the Event officially closes down If Exhibitor infringes this rule it will be assessed a fee of 500 and may be banned from future Events 14 Listings and Promotional Materials Exhibitor grants to Organizer a fully paid perpetual non exclusive license to use display and reproduce the name trade names product names of Exhibitor in any directory print electronic or other media listing exhibitors at the Event and to use those names in Organizer promotional materials Organizer shall not be liable for any errors in any listing or descriptions or for omitting Exhibitor or any other exhibitor from any directory or other lists or materials Organizer may also take photographs of Exhibitor s booth space exhibit guests and personnel during before or after the open hours of the Event and use those photographs for any promotional purpose 15 Care of Facility Exhibitor shall promptly pay for any and all damages to Facility or associated facilities booth equipment or the property of others caused by Exhibitor 16 Taxes and Licenses Exhibitor sha
6. a business expense In accordance with IRC Sec 6033 12 of dues and assessments however is not deductible as a business expense to the extent that AFFTA engages in lobbying Please consult with your tax advisor for additional information American Fly Fishing Trade Association operates under 82 0499014 Please Circle Your Membership Level Annual Revenue General Associate Individual Affiliate Affiliate Manufacturer Supplier Media Trade Guide Individual Business Retailer Travel Agency Organization Shop Staff not directly not directly Outfitter Lodge Rep involved in involved in fly fishing fly fishing industry industry Less than 250K 100 200 35 100 250 250K 500K 125 200 35 100 250 500K 750K 250 200 35 100 250 750K 1M 375 200 35 100 250 1M 2M 500 200 35 100 250 2M 5M 1 250 200 35 100 250 5M 10M 2 500 200 35 100 250 10M 20M 3 750 200 35 100 250 20M 30M 5 000 200 35 100 250 30M 50M 6 250 200 35 100 250 50M and above 7 500 200 35 100 250 Annual Membership Dues 0 0 ccceeececee eee neeene cence eee eeneee teens eeeeeeaeaeeeee anaes International Fly Tackle Dealer Product Categories July 14 17 2015 Le L F Orange County Convention Center INTERNATIONAL FLY TACKLE DEALER Description of Products to be displayed Check the categories below that descri
7. ame of the E the Mark solely and directly in connection with exhibiting at the Event Exhibitor may not use the Mark in any other way including not limited to on party invitations for special events or on marketing materials This limited license expires at the conclusion of Event Organizer may terminate this license immediately at any time for any reason or no reason 35 Booth Abandonment Exhibitors that leave excessive literature and or display materials in their booth space or surrounding are the end of the published move out time will be deemed guilty of Material Abandonment and will be invoiced for labor to ren materials and disposal charges
8. any circumstance exceed the amount actually paid to AFFTA by Exhibitor for exhibit space rental pursuant to this contract Organizer makes no representations or warranties express or implied regarding the number of persons who will attend or the success of the Event or regarding any other matter AFFTA or Facility may employ guards to regulate the flow of attendees at the Event These guards are not security guards Neither Organizer nor Facility shall assume any responsibility for Exhibitor s or anyone else s personal or other property As a condition of exhibiting at the Event Exhibitor shall insure its property employees and agents against injury damage loss and theft and shall not make any claims against Organizer or Facility 6 Qualifications of Exhibitor AFFTA in its sole discretion determines whether a prospective exhibitor is eligible to participate in the Event Eligibility is generally limited to persons or firms that supply products and services related to the nature of the Event Applicants may be required to submit a description of the nature of their business and the items to be exhibited AFFTA reserves the right to restrict or remove any exhibit that AFFTA in its sole discretion believes is objectionable or inappropriate 7 Assignment of Space Exhibit space shall be assigned by AFFTA in its sole discretion for the Event That assignment does not imply that similar space will be assigned for future Events AFFTA reserves the r
9. be those products and services that you will display Company Name Accessories Apparel Association Bags luggage Rod Cases B2b or com Boats Floats Boots Components Destination __ Flies Fly Tying Footwear Gifts Collectibles Government Agency Guide Outfitter il Head Lamps Instructional Aids Leaders Tippets Lines _ PFDs Publications Books Videos Retail Technology Reels Rods Rod Building Materials Sunglasses Store Fixtures Tools Travel Services Vests Waders Water Purifiers Terms amp Conditions 1 Defined Terms Event is the International Fly Tackle Dealer presented by the American Fly Fishing Trade Association AFFTA on July 14 17 at the Orange County Convention Center Facility means the venue where the Event is held Organizer means collectively AFFTA its members officers directors shareholders agents affiliates representatives employees and assigns unless in AFFTA s opinion the context requires otherwise Exhibitor means collectively i the company or person that applied for exhibit space rental and agreed to enter into this contract upon acceptance by AFFTA in the manner stated below and ii each of its officers directors shareholders employees contractors agents representatives guests and invitees as applicable 2 Contract Acceptance Th
10. cates of insurance or poli shall provide that they may not be cancelled without 30 days advance written notice to AFFTA 18 Intellectual Property Exhibitor shall not play or permit the playing or performance of or distribution of any copyrighted materi the Event unless it has obtained all necessary rights and paid all required royalties fees or other payments AFFTA may refuse to pe Exhibitor to exhibit or display any items that AFFTA reasonably believes infringe the rights of other parties If Exhibitor refuses to ren any of those items from display in addition to any other remedies available AFFTA may terminate this contract immediately and t Exhibitor from the Event without any liability to Exhibitor or any other party 19 Observance of Laws Exhibitor shall abide by and observe all federal state and local laws codes ordinances rules and regulati and all rules and regulations of the Exhibit Facility including any union labor work rules Without limiting the foregoing Exhibitor construct its exhibits to comply with the Americans with Disabilities Act 20 Additional Terms and Conditions AFFTA has sole control over attendance policies Except as provided to the contrary in contract all monies paid by Exhibitor shall be deemed fully earned and non refundable at the time of payment Exhibitor shall con itself at all times in accordance with professionalism and normal standards of decorum and good taste In addition to its right to clos
11. ditions of this contract shall be subject to determination by AFFTA in its sole discretion AFFTA may adopt rules or regulations 1 time to time governing such matters and may amend or revoke them at any time with or without notice to Exhibitor Any rules regulations whether or not included in an Exhibitor Service Manual or similar document are an integral part of this contract and incorporated herein by reference Exhibitor shall observe and abide by additional regulations made by AFFTA as soon as these additi rules or regulations are communicated to Exhibitor 23 Governing Law This contract is governed by the laws of the State of Montana as applied to contracts entered into and to be ent performed within Montana by its residents Exhibitor hereby submits to the exclusive jurisdiction of the courts located in Gallatin Cot MT which shall constitute the exclusive forum for the resolution of any and all disputes involving the parties or arising out of conne with or related to this contract or the breach of any provision of this contract Exhibitor waives any right to assert lack of person subject matter jurisdiction All disputes arising out of this contract shall be resolved first by negotiation then non binding medize should negotiations fail and finally should mediation fail by litigation in the appropriate court in Gallatin County MT 24 Outside Exhibits Hospitality Suites Exhibitor is prohibited without express advance written approval from AF
12. ed a booth for IFTD Please list four booth choices by preference In the event that the space s requested are unavailable AFFTA reserves the right to assign alternate comparable space l 2 ALL EXHIBITORS MUST BE CURRENT AFFTA MEMBERS Please fill out the attached membership application and return with your contract to renew or join for 2015 Payment Terms 25 of total Booth Space due with application 50 of total Booth Space due February 1 2015 all deposits become non refundable 100 of total Booth Space due by April 1 2015 Payment Instructions If paying by check Make checks payable to American Fly Fishing Trade Association Mail Checks to American Fly Fishing Trade Association 321 E Main Street Suite 300 Bozeman MT 59715 If paying by Credit Card Check one _ visa MC _JAMEX Credit Card Number Exp Date Print name on card CCV Authorized Signature Card Holder s Address must be same as credit card billing address City State Zip Postal Code Amount Authorized C I authorize AFFTA to process the Deposit and Final Payments on the given Credit Card Unless instructed balance will be automatically charged on April 1 2015 ACCEPTANCE and SIGNATURE REQUIRED I hereby apply for exhibit space in the 2015 International Fly Tackle Dealer Show I hereby agree to abide by the show terms conditions and regulations printed on the attached
13. f reserved booth space from availability at a time when others would be interested in applying for it will cause Organizer to sustain substantial damages that may not be determined with mathematical precision Therefore the provisions for liquidated and agreed upon damages have been incorporated into this contract as a valid pre estimate of these damages The date of cancellation shall be the date AFFTA receives the notice AFFTA reserves the right to treat Exhibitor s downsizing of booth space as cancellation of the original contract subject to payment of liquidated damages and an offer to purchase new booth space and pay the full fee required for the new booth space Exhibitor may be required to move to a new location if it requests a downsizing of space 10 Cancellation by AFFTA If Exhibitor fails to make any payment required by this contract in a timely manner AFFTA may terminate this contract and Exhibitor s participation in the Event without further notice and without obligation to refund any monies previously paid Notwithstanding anything herein to the contrary Exhibitor shall in all cases remain liable for the full cost of the booth space and AFFTA has the right to charge Exhibitor a late fee of up to 1 5 per month on all outstanding amounts owed by Exhibitor AFFTA reserves the right to refuse Exhibitor permission to move in and set up an exhibit if Exhibitor is in arrears of any payment due to Organizer AFFTA is expressly authorized but ha
14. ges losses costs fees including attorneys fees and collection costs and expenses which result from or arise out of or in connection with a Exhibitors participation or presence at the Event b any breach by Exhibitor of any agreements covenants promises or other obligations under this contract or any other contract arrangement or agreement c any matter for which Exhibitor is otherwise responsible under the terms of this contract or any other contract arrangement or agreement d any violation or infringement or claim of violation or infringement of any law or ordinance or the rights of any party under any patent copyright trademark trade secret or other proprietary right e any libel slander defamation or similar claims resulting from the actions of Exhibitor f harm or injury including death to Exhibitor and employees guests attendees and invitees of AFFTA Facility and other exhibitors and g loss of or damage to property or the business or profits of Exhibitor whether caused by negligence intentional act accident act of God theft mysterious disappearance or otherwise 5 Limitation of Liability Under no circumstances shall Organizer or Facility be liable for any lost profits or any damages including incidental special indirect punitive or consequential damages whatsoever for any of their acts or omissions whether or not advised of the possibility thereof In no event shall Organizer s maximum liability under
15. ight to change the floorplan or to move an Exhibitor to another booth location prior to or during the Event for any or no reason 8 Booth Placements AFFTA will attempt to honor all booth placements requests if application and payment are made as required by AFFTA However AFFTA is not obligated to do so and reserves the right to make alternative booth placement at any time Offers made as to location of space are not a guarantee AFFTA shall be the final authority in assigning space AFFTA reserves the right to determine the eligibility of any company or product for inclusion in the Event No exhibitor shall exhibit or permit to be exhibited in the space allocated to it any merchandise other than that specified in its application AFFTA further reserves the right to add alter or delete from the Event s floorplan at any time in its sole discretion 9 Cancellation by Exhibitor If Exhibitor desires to cancel this contract Exhibitor may request to do so only by giving notice thereof in writing to AFFTA with evidence of receipt In that case Exhibitor will continue to be liable for all fees for the booth space governed by this contract and the dates payments are due which apply regardless of the date on which this contract is executed This amount is considered to be the liquidated and agreed upon damages that AFFTA will suffer as a result of Exhibitor s cancellation This provision for liquidated and agreed upon damages is not a penalty The withdrawal o
16. is contract becomes binding and effective only when it has been signed on the attached page by Exhibitor AFFTA may refuse acceptance of any contract for any or no reason Notwithstanding anything herein to the contrary AFFTA may cancel this contract at any time 3 Assumption of Risks Releases Exhibitor expressly assumes all risks associated with resulting from or arising in connection with Exhibitor s participation or presence at the Event including without limitation all risks of theft loss harm damage or injury to or of any person including death property business or profits of Exhibitor whether caused by negligence intentional act accident act of God or otherwise Exhibitor has sole responsibility for its property and any theft damage or other loss to such property whether or not stored in any courtesy storage area including any subrogation claims by its insurer Neither Organizer nor Facility accepts responsibility nor is a bailment created for property delivered by or to Exhibitor Neither Organizer nor Facility shall be liable for and Exhibitor hereby releases all of them from and covenants not to sue any of them with respect to any and all risks losses damages and liabilities whether described in this contract or not 4 Indemnification Exhibitor shall indemnify defend with legal counsel satisfactory to AFFTA and hold Organizer and Facility harmless from and against any and all claims demands suits liabilities dama
17. ll be solely responsible for obtaining all licenses permits or approvals under federal state or local laws applicable to its activities at the Event Exhibitor shall be solely responsible for obtaining any necessary tax identification numbers and permits and for paying all taxes license fees use fees royalties or other fees charges levies or penalties that become due to any governmental authority in connection with its activities at the Event Exhibitor will not permit the delivery of merchandise at the Facility without the express permission of AFFTA 17 Insurance Exhibitor shall at its own expense secure and maintain throughout the term of this contract including move in and move out days the following insurance a Workers compensation insurance b Comprehensive general liability insurance with limits not less than 1 000 000 per occurrence 2 000 000 in the aggregate combined single limit for bodily injury and property damage including coverage for personal injury contractual and operation of mobile equipment products and liquor liability if applicable and c Automobile liability insurance with limits not less than 500 000 per occurrence combined single limit for bodily injury and property damarn tnalunine aninedn far nuinnd nan numnd and hind unbinlas ineliulind lading and inlnadind annrmtarn ff annlinnhiai The complete copies of policies satisfactory to AFFTA shall be furnished to AFFTA Certified copies of the certifi
18. o the exhibit booth Exhibitor shall only exhibit products that it manufactures represents or legally distributes exhibits shall display products or services in a tasteful manner The aisles passageways and overhead spaces remain strictly ul control of AFFTA and no signs decorations banners advertising material or special exhibits will be permitted in the aisles excep written permission of AFFTA Uniformed attendants models and other employees of Exhibitor must remain within its booth Any an advertising distribution must be made from Exhibitor s booth space Balloons and stickers are prohibited in the exhibit area or Fac Handouts with gummed backing that adhere or cause adhesion are considered stickers Equipment must be arranged so that s visitors do not stand in the aisle while examining equipment or watching demonstrations Strolling entertainment or mo advertisements outside of Exhibitor s exhibit space are prohibited 27 Sound Devices The use of devices for mechanical reproduction of sound or music may or may not be permitted in AFFTA s discretion Sound of any kind must not be projected outside of the exhibit booth Exhibitor is specifically prohibited from employing carnival type attraction animal or human or from operating noise creating devices such as bells horns or megaphones Rules regar sound devices are outlined in the Exhibitor Service Manual 28 Fire and Safety Laws and Rules All federal state and city laws must be strictly obser
19. s no obligation to occupy or dispose of any space vacated or made available because of action taken under this paragraph in any manner it desires and without releasing Exhibitor from any liability hereunder AFFTA may also terminate this contract effective upon written notice of termination if Exhibitor breaches any of its obligations under this contract or any other contract or arrangement with Organizer without any obligation on AFFTA s part to refund any payments previously made and without releasing Exhibitor from any liability arising as result of or in connection with such breach If AFFTA removes or restricts an exhibit that AFFTA considers to be objectionable or inappropriate no refund will be due to Exhibitor 11 Cancellation of the Event If AFFTA cancels the Event due to circumstances beyond its reasonable control such as acts of God acts of war governmental emergency labor strike or unavailability of Facility AFFTA shall refund to Exhibitor its exhibit space rental payment previously paid minus a share of costs and expenses incurred by Organizer in full satisfaction of all liabilities of Organizer and Facility to Exhibitor AFFTA reserves the right to cancel rename or relocate the Event or change the Event dates If AFFTA changes the name of the Event relocates the Event to another facility within the same city or changes the Event dates to dates that are not more than 30 days earlier or 30 days later no refund will be due to Exhibi
20. the authorized contractor may take the shipment to the contractor s warehous Exhibitor s own risk and expense Exhibit merchandise and or samples will not be permitted to be taken out of the exhibition area dt the Event 31 Solicitations The following sales are strictly prohibited during the Event a any retail sales including but not limited to any r sale in violation of the retail sales tax regulations where the Event is being held b any sale where display merchandise changes he during the Event and c any direct sale from Exhibitor to consumer The Event is strictly TO THE TRADE ONLY 32 Rights of Offset Enforcement AFFTA reserves the right in its sole discretion to apply any or all payments made for the Event to or all outstanding invoices owed to Organizer This applies to ad insertions sponsorships booth space or any other product or serv offered by Organizer 33 Entire Agreement This contract including the Exhibitor Service Manual and any additional rules or regulations adopted by AF from time to time represents the entire agreement between AFFTA and Exhibitor relating to the Event and supersedes any prior wr or oral understandings agreements or representations by or between AFFTA and Exhibitor relating to the Event Exhibitor warrants represents that it has the legal authority to enter into this Agreement 34 Logo Usage Organizer hereby grants to Exhibitor a limited non exclusive license to use display and reproduce the n
21. tor but AFFTA shall assign to Exhibitor in lieu of the original space other space as AFFTA deems appropriate and Exhibitor agrees to use that space under the terms of this contract If AFFTA elects to cancel the Event other than for a reason previously described in this paragraph AFFTA shall refund to Exhibitor its entire exhibit space rental payment previously paid in full satisfaction of all liabilities of Organizer and Exhibit Facility to Exhibitor 12 Exhibit Space Occupancy AFFTA shall specify the hours and dates for installing occupying and dismantling exhibits If Exhibitor fails to begin installing its display in its assigned space 24 hours prior to Event opening or leaves its space unattended at any time during the Event AFFTA shall have the right to take possession of the space terminate this contract and no refund will be due to Exhibitor even if AFFTA resells the space All exhibits must be open for business at all times during the Event If Exhibitor through circumstances beyond control is delayed in arrival or set up it must notify the appropriate AFFTA contact immediately 13 Event Set Up Removal and Hours Information on Event set up installation removal and hours will be provided to you separately Please make note of the following a Only Exhibitor will be permitted in its booth 1 hour prior to published Event Open Times b Exhibitor must leave its booth no later than 30 minutes after official closing time c
22. ved A listing of material fire and sz regulations will be found in the Exhibitor Service Manual All materials used for display of any kind must be flame proofed This inclt all materials used in specially constructed exhibits such as fabric or other materials The use of crepe paper and any decorative papi any type are prohibited and will not be permitted Displays must meet all the required fire regulations Displays that do not inspection will be ordered closed until all fire hazards are corrected or removed All booth equipment i e tables chairs displays must not protrude into aisles under any circumstance Exhibitor may be prohibited from exhibiting for infringing these rules 29 Sub Letting No sub letting or sharing of exhibit space will be permitted 30 Freight Shipment Separate information will be provided to Exhibitor regarding freight shipments to and from the Exhibit Fac Exhibitor should use the shipping labels provided by AFFTA for the Event to ensure proper shipment and identification Shipments in advance to the authorized Event contractor as per instructions will be delivered to your booth At close of Event if Exhibitor desire arrange shipment of its exhibit materials by its own carrier it should call for pick up and inform Event s authorized contractor c arrangements EXHIBITOR MUST WAIT IN PERSON FOR PICK UP If Exhibitor does not remain in booth exhibit area for the pick up the pick up does not occur within reasonable time
Download Pdf Manuals
Related Search