1. Payment and Cancellation Policy
Payment in full is required to reserve Exhibitor space.
A payment by credit card, accompanied by your completed contract via fax or email, reserves your space immediately.
If paying by check, please expedite mailing of payment in order to reserve your space. Upon receipt of your completed contract via fax or email, the space will be held for a reasonable period
of time, pending receipt of your check via postal mail.
No requests for space can be honored if payment is not received by March 31, 2014.
All cancellation requests must be made in writing. Exhibitors canceling after March 1, 2014 forfeit 20% of space rental fee. No refunds after March 31, 2014.
2. Space Assignments
Space rental fees must be received no later than March 31, 2014. Assignments will be made based on space requirements, products to be exhibited, the date the application is received, and consideration of the overall best interest of the show. Exhibitors shall be arranged so that they will not obstruct the walkways of general view and will not obstruct the exhibits of others. All exhibit materials must fit within dimensions of space rented. Plans for specifically built displays should be submitted to Expo Director ("Management") for approval before construction is
Exhibitor will keep exhibit open and staffed at all times during show hours beginning Thursday, April 10 at 9:00 a.m. The Expo is open four days. Exhibitor must be set up in the Expo by 9:00 a.m. and all vehicles removed from the exhibit area. Management reserves the right to restrict exhibit to minimum noise levels and to suitable methods of operation and display of materials.
4. Seller’s Permit
An Exhibitor offering for sale any item that is subject to sales tax must obtain a seller’s permit from the State Board of Equalization. The application for a temporary seller’s permit is available at: https://efile.boe.ca.gov/ereg/index.boe The permit number must be provided to the Sea Otter Classic, attention: Teresa Brown at Teresa@seaotterclassic.com. Please note this number on the BOE form 410. If you are obtaining a seller’s permit after submitting this contract, please promptly email the number to Teresa Brown when it becomes available on the following required form BOE 410.
5. Products and Exhibits
No products bearing the Sea Otter Classic trademark, name, logo, or reference to such may be sold or distributed without written permission from Sea Otter Classic Management. Management reserves the rights to restrict the sale or display of any item deemed objectionable. If, for any reason, an exhibit or its contents are deemed objectionable, the exhibit, product, or item will be subject to removal. This reservation includes person, things, conduct, printed matter, or any item of a character which Management considers objectionable for health or safety reasons, due to conflict with sponsor or other agreements, or for any reason Management feels is not in the best interest of the event. Should such an eviction or restriction be enforced, Management will not be held liable for refunding rental fees or funds for exhibition rental, except at its own discretion.
Electricity will be available within 100’ of all spaces for which the fee for this service has been paid. Exhibitors should bring their own extension cords to the event. A special electrical connector will be given to those that have paid for power. Water service is only available at some sites but is generally available within close walking distance. Those requiring other special services need to make arrangements directly with the Expo Director. Any damage caused to the exhibitor’s equipment through the use of these utilities is the responsibility of the exhibitor.
7. Alcoholic Beverages
The California Department of Alcoholic Beverage Control (ABC), the Monterey County Parks Department, and other agencies have established specific rules regarding the consumption and distribution of alcoholic beverages at public events. The following rules must be observed:
8. Food Sampling and Sales - Preferred Vendor List
Sampling: Exhibitors distributing sample food products are required to obtain a permit from the Monterey County Health Department. Please visit the Monterey County Health Department website (address below) to download the appropriate form, or call (831) 647-7654. Sampling is defined as offering, at no cost, sample portions of food or drink to the athletes, spectators, and other event attendees. Sample portions of drinks are not to be handed out in the original containers and are to be no more than 6 oz.
Sales: All food concession sales are under the direction of Sea Otter Classic's designated food and beverage service vendor Zeph Despard. Please contact Zeph at (831) 229-3238 or email at email@example.com.
All other services including audio visual, tenting, tent furnishings, limousine etc., must be provided by vendors listed on the Sea Otter Classic Preferred Vendor list. Go to www.seaotterclassic.com for a complete list of Preferred Vendors.
9. Outside Contractor Services
Food catering services required by Exhibitors are required to be listed on the preferred outside vendor list as established by the Sea Otter Classic. The preferred vendor list is available at www.seaotterclassic.com or by contacting Skip Latham; firstname.lastname@example.org; phone (831) 751-6806.
10. Inability to Perform
If Management should be prevented from holding the event, or if it cannot permit Exhibitors to occupy their reserved space due to circumstances beyond Management’s control, including but not limited to strike, civil disobedience, and acts of God, then Management will refund to Exhibitors the amount of rental paid, less a proportionate share of exposition expenses. Management will have no further obligation or liability to Exhibitors.
11. Rules and Regulations
Management will have full power in the interpretation and enforcement of all rules contained herein to make such further rules and regulations as it will consider necessary for the proper conduct of the Exhibitor areas.
All arrangements for shipments required by an Exhibitor for their space will be the sole responsibility of Exhibitor. If you expect to ship supplies and materials to the SOC event venue please contact Tricord Tradeshow Services. SOC Management will not be responsible for the delivery or receipt of any shipments. Tricord Tradeshow Services handles the entire event’s shipping and receiving. For more information, visit their website www.tricordtradeshows.com.
Should any rented Exhibitor's space remain vacant on the opening day, or should any space be forfeited due to failure to make payment, Management reserves the right to rent said space to any other Exhibitor or to use said space in any other manner; this clause will not be construed as affecting the obligation of Exhibitor to pay the full amount specified in this contract for space rental should Management not resell the space.
14. Subletting of Space
Exhibitor will not assign, sublet, or apportion the whole or any part of the space assigned or have representatives, equipment, or materials from firms other than their own in the exhibit space without written consent from Management.
All Exhibitors will leave the space as found and will clean up all construction materials they brought in. They will repair any damage caused by dismantling.
16. Fire, Safety, and Health Regulations
Exhibitor agrees to comply with local, city, and state laws, ordinances and regulations, and the regulations of the owner, with regard to fire, safety, health, and all other matters. All exhibit equipment and materials will be reasonably located within the space and protected by safety guards and devices where necessary. Exhibitor will take all necessary fire precautions.
17. Liability Exclusion
Management will take reasonable precautions to safeguard Exhibitor’s property. On-site security will be provided overnight, from approximately 6 p.m. until approximately 6 a.m., on Wednesday, Thursday, Friday, and Saturday, April 9-12, 2014. On Sunday, April 13, on-site security is provided until the event closes. Leaving any merchandise unattended in any area is not recommended. Management will not be liable for loss or damage to the property from theft, fire, accident, or any other cause beyond its control. Exhibitor agrees to indemnify, protect, defend and save, and hold harmless Sea Otter Classic Inc., The Cypress Group LLC, its officers, directors, and organizers; Monterey County Parks Department, Laguna Seca Recreation Area, its owners, agents, and representatives; or employees of the above from all claims, demands, damages, and liability of whatsoever kind or character, asserted by any person or persons on account of: damage to property or the leased premises arising out of the use of the leased premises by Exhibitor or the negligence or willful misconduct of an Exhibitor or its agents, employees, or invitees, or a breach of this contract by Exhibitor or its agents, employees, or invitees. Exhibitor, by agreeing to this liability exclusion, expressly releases the aforementioned from all claims for loss, damage, or injury.
As a standard requirement of all Expo participants, it is necessary to provide proof of general liability coverage from an insurance company in good standing, with minimum policy limits of $1,000,000 per occurrence and $2,000,000 in all. If you do not have this coverage in place, you may acquire this coverage at significant savings by purchasing as part of a group; arrangements have been made to offer this coverage to all Expo participants. Please click the link below and complete a short questionnaire to obtain this coverage for $65.
All insurance certificates, once acquired, should be sent to Teresa Brown at
19. Expo Layout
The Sea Otter Classic reserves the right to change the layout of the Expo and Festival area or to move an Exhibitor participant to another location prior to or during the event for any or no reason. Weather-related moves have taken place in previous events.
By reading this contract, you are agreeing to all these Terms and Conditions and to abiding by all rules, regulations, and conditions governing the Expo at Sea Otter Classic, as outlined in this document.