Trade Show Guide

 

1. Payment/Cancellation Policy

Payment in full is expected to reserve Exhibitor and Team/Tech support space. If paying by check, reserved space will be held for 3 weeks from the date the faxed or online application is received at the Sea Otter Classic office, 215 W. Franklin, Suite 214, Monterey, CA 93940. Please make checks payable to the Sea Otter Classic. All cancellation requests must be made in writing. Exhibitors canceling after March 1, 2008 forfeit 50% of booth rental fee. NO REFUNDS AFTER MARCH 31, 2008.

 

2. Space Assignments

 

3. Operation

Exhibitors will keep the exhibits open and staffed at all times during show hours beginning Thursday, April 17, 2008 at 9:00 a.m. The marketplace is open all four days of the event. Exhibitors need to be set up in the Marketplace 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. Exhibitor agrees that Management may substitute the actual space assigned to Exhibitor if necessary. 

4. 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 shall not be held liable for refunding rental fees or funds for exhibition rental, except at its own discretion.

 

5. Utilities

Electricity will be available within 100’ of all booths that pay for the service.   Exhibitors/Teams 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 in some sites but generally within close walking distance. Exhibitors requiring other special services need to make arrangements directly with the Marketplace Director.    ANY DAMAGE CAUSED TO THE EXHIBITOR’S EQUIPMENT THROUGH THE USE OF THESE UTILITIES IS THE RESPONSIBILITY OF THE EXHIBITOR.

 

6. Alcoholic Beverages

The California Department of Alcohol 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. For the enjoyment and safety of all who attend the Sea Otter Classic, please adhere to the following: 

7. Food Sampling/Selling

All food concession sales are handled by Zeph Despard.  Please contact Zeph at 831.229.3238.  Email at  zdespard@aol.com  Please do not contact Zeph unless your goal is to sell food or drink at the event.

 

8. Outside Contractor Services including Food Catering

 

9. Inability to Perform

If Management should be prevented from holding the Marketplace or if it cannot permit Exhibitor to occupy his space due to circumstances beyond its control, including but not limited to; strike, civil disobedience and acts of God, Management will refund to Exhibitor the amount of rental paid by him, less a proportionate share of exposition expenses, and Management shall have no further obligation or liability to Exhibitor. If Exhibitor shall have made no rental payment, he nevertheless shall be obligated to pay his share of the expenses.

 

10. Rules and Regulations

Management shall have full power in the interpretation and enforcement of all rules contained herein to make such further rules and regulations, as it shall consider necessary for the proper conduct of the Marketplace and Team Support areas.

 

11. Shipments

All arrangements for shipments required by Exhibitor for its booth shall be the sole responsibility of Exhibitor and Management shall not be responsible for the delivery or receipt of any shipments. Tricord Tradeshow Services handles all event shipping and receiving. Visit their website at www.tricordtradeshows.com for more information.

 

12. Management & Dismantling

Management reserves the right, should any rented Exhibitor's space remain unoccupied on the opening day or should any space be forfeited due to failure to make payment, to rent said space to any other Exhibitor or use said space in any other manner, but this clause shall not be construed as affecting the obligation of Exhibitor to pay the full amount specified in this invoice for space rental should Management not resell the space. Exhibitor shall be solely responsible at its own expense, for installing and dismantling its booth. Exhibitor shall repair any such damage caused by such dismantling and return the space in the same condition as received.

 

13. Fire, Safety, Health & Regulations

Exhibitors and Teams agree to comply with local, city and state laws, ordinances and regulations and the regulations of the owner covering fire, safety, health and all other matters. All exhibit equipment and materials will be reasonably located within the booth and protected by safety guards and devices where necessary. Exhibitors shall take necessary fire precautions.

 

14. Subletting of Space

Exhibitor shall not assign, sublet, or apportion the whole or any part of the space assigned or have representatives, equipment, or materials from firms other than his own in the exhibit space without written consent from Management.

 

15. Liability Exclusion

Management will take reasonable precautions to safeguard Team/Exhibitor's property. On-site security will be used from approximately 6 p.m. to 6 a.m., Wednesday, April 16, 2008 until the event concludes on Sunday, April 20, 2008. Management will not be liable for loss or damage to the property from theft, fire, accident, or any other cause beyond its control. Exhibitor/Team agrees to indemnify, protect, defend and save and hold harmless Sea Otter Classic LLC, The Cypress Group LLC, its officers, directors, and organizers, Monterey County Parks Department, Laguna Seca Recreation Area, owner, and agents, representatives, or employees of the above from all claims, demands, damages, and liability of whatsoever kind of character asserted by any person or persons on account of damage to property or the leased premises arising out of the use of the Exhibitor's leased premises by Exhibitor, or the negligence or willful misconduct of Exhibitor or its agents, employees or invitees or a breach of this contract by exhibitor or its agents, employees or invitees. The Exhibitor/Team, by agreeing to this liability exclusion, expressly releases the aforementioned from all claims for loss, damage or injury.

 

16. Insurance

Exhibitors/Teams shall carry and maintain during the period of any show in which he exhibits or attends, personal injury and property damage coverage under a policy of general public liability insurance, with limits of at least $100,000/$500,000 for bodily injury, and $50,000 for property damage. Please forward a copy of your insurance certificate to Skip Latham at  skip@seaotterclassic.com