Terms and Conditions
1. Payment and Cancellation Policy
Payment in full is required to reserve Team Support/Tech Support 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. Team Support/Tech Support 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. Exhibits shall be arranged so that they will not obstruct the walkways or 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 ordered.
Team Support/Tech Support 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. Team Support/Tech Support 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
Any Exhibitor/Team/Tech Support 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 (Register a Business Activity with BOE) 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 which is available here: http://www.boe.ca.gov/pdf/boe410d.pdf If you are obtaining a seller’s permit after registering for a booth or team space, please promptly email the number to Teresa Brown when it becomes available on the BOE form 410, noted above.
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. Team Support/Tech Support 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 Team Support/Tech Support’s equipment through the use of these utilities is the responsibility of Team Support/Tech Support.
7. Alcoholic Beverages
The California Department of Alcoholic Beverage Control (ABC) strictly enforces the laws regarding alcohol consumption at special events, such as the Sea Otter Classic. The ABC uses a number of methods to prevent the problems associated with the unlawful purchase and consumption of alcoholic beverages by minors. These include the Minor Decoy Program, the Shoulder Tap Program, and Operation Trapdoor.
In accordance with our Monterey County Special Event Use Permit and insurance policy, only beer and wine are to be served at the Sea Otter Classic. For the safety and enjoyment of all who attend Sea Otter, the following rules must be observed:
For your convenience, we have developed two programs to facilitate ease of compliance with these Alcohol Policy rules:
a. Beer and Wine Tickets: As a sponsor, team, or exhibitor, if you wish to serve alcohol, it is necessary to purchase drink tickets in advance for your group to use throughout the four-day event. The tickets can be redeemed for beer or wine at Sea Otter-approved pouring stations. There will be several pouring stations throughout the venue. The tickets will be sold in packets of fifty and may be purchased from the director of the Vendor and Caterer Services Program (VCSP). Unused tickets may be returned to the VCSP, by close of business on Sunday of the Sea Otter Classic, for a full refund.
b. Promotional Events and Private Parties: Beer and wine tickets will be required for promotional events and private parties/organized gatherings. The Sea Otter VCSP will manage the distribution of alcoholic drinks at these gatherings. This will include the hiring, at your expense, of a designated server.
For additional information regarding this policy, including pricing, please contact Zeph Despard, Director, VCSP at (831) 229-3238 or ZDespard@gmail.com.
8. Food Sampling and Sales
Sampling: Team Support/Tech Support 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.
9. Outside Contractor Services
Food catering services or other special services required by Team Support/Tech Support are required to be listed on the preferred outside vendor list as established by the Sea Otter Classic. The preferred vendor list is available 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 Team Support/Tech Support 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 Team Support/Tech Support the amount of rental paid, less a proportionate share of exposition expenses. Management will have no further obligation or liability to Team Support/Tech Support.
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 Team Support/Tech Support areas.
All arrangements for shipments required by Team Support/Tech Support for their space will be the sole responsibility of Team Support/Tech Support. 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 Team Support/Tech Support'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 Team Support/Tech Support or to use said space in any other manner; this clause will not be construed as affecting the obligation of Team Support/Tech Support to pay the full amount specified in this contract for space rental should Management not resell the space.
14. Subletting of Space
Team Support/Tech Support 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 Team Support/Tech Support 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
Team Support/Tech Support 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. Team Support/Tech Support will take all necessary fire precautions.
17. Liability Exclusion
Management will take reasonable precautions to safeguard Team Support/Tech Support 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 9th - 12th. On Sunday, April 13th, 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.
Team Support/Tech Support 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 Team Support/Tech Support or the negligence or willful misconduct of Team Support/Tech Support or its agents, employees, or invitees, or a breach of this contract by Team Support/Tech Support or its agents, employees, or invitees. Team Support/Tech Support, 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. After acquiring the insurance certificate, please forward to Teresa Brown at Teresa@seaotterclassic.com
19. Expo Layout
The Sea Otter Classic reserves the right to change the layout of the Expo and Festival area or to move a Team Support/Tech Support participant to another location prior to or during the event for any or no reason. Weather-related moves have taken place in previous events.