April 16-19, 2020Monterey, California, USA

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Insurance Requirements

Without limiting Exhibitor’s duty to indemnify, Exhibitor shall maintain in effect throughout the term of the Agreement a policy or policies of insurance issued by companies which hold a current policy holder’s alphabetic and financial size category rating of not less than A- VII, according to the current Best’s Key Rating Guide or a company of equal financial stability that is approved by Sea Otter. The policy shall have the following minimum limits of liability:

  • Commercial general liability insurance, including but not limited to premises and operations, including coverage for Bodily Injury and Property Damage, Personal Injury, Contractual Liability, Broad Form Property Damage, Independent Contractors, Products and Completed Operations, with a combined single limit for Bodily Injury and Property Damage of not less than $1,000,000 per occurrence and $2,000,000 in the aggregate.
  • Certificate of Liability Insurance: Exhibitor must provide proof of general liability coverage with the minimum limits of liability as noted above naming both the Sea Otter Classic , and the Sea Otter Classic Foundation, Inc. as additional insured. Other additional insureds may be required by Sea Otter. Certificates of liability insurance must be provided to Sea Otter before the Exhibitor will be allowed to set-up for the Event at the Facility.

YOU MAY BE REQUIRED TO PROVIDE ADDITIONAL COVERAGE, AND YOU WILL BE CONTACTED BY A SEA OTTER CLASSIC STAFF MEMBER TO LET YOU KNOW IF ADDITIONAL COVERAGE IS REQUIRED.

VERY IMPORTANT: List both the Sea Otter Classic Inc. and the Sea Otter Classic Foundation Inc. as additional insured. The office address for both is: Sea Otter Classic, 215 W. Franklin Street, Suite 214, Monterey, CA 93940

Exhibitors who do not have the insurance coverage required can obtain coverage through an affordable group policy prepared for Sea Otter Exhibitors. To apply for coverage, click here and complete the form. If you have questions, reach out to Madison Giger via email.

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Selling Your Product

Any Exhibitor offering for sale any item that is subject to sales tax must obtain a seller’s permit from the California Department of Tax and Fee Administration. Information on applying for a temporary seller’s permit is available here. You must also complete form BOE410 found here.

Once you have obtained the permit, you must send a copy of the permit and BOE form 410 to info@seaotterclassic.com. Have your permit readily available in your booth during the event. For information on CDTFA’s tax programs, see CDTFA’s website at https://wwwcdtfa.ca.gov/  or call 1-800-400-7115.

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Selling or Sampling Food & Beverages

Selling

Exhibitors who are interested in selling any food or beverage item must first contact Zeph Despard, Sea Otter Food & Beverage Coordinator, by email or call (831) 229-3238.

Sampling

Exhibitors and teams planning to sample food or beverage products at their booths are required to obtain a permit from the Monterey County Health Department by March 15, 2020. The link to the permit can be found here. For questions on sampling, call the Monterey County Health Department Aguajito Office at (831) 647-7654.

Note: any liquids sampled at the event must not be handed out in the original full-size containers. The bottles/cans must be opened and poured into no larger than six-ounce cups before distribution.

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Exhibit Display Requirements

The Sea Otter Classic is the premier venue where brands can actively engage and educate 72,000+ bicycle enthusiasts hungry for the latest cycling products and services, and we encourage our exhibitors to be as creative as possible with your displays.

With that in mind, Monterey County does require the permitting, review and inspection of all temporary structures such as stages, construction displays at grade or above, viewing areas constructed above grade, and other displays that might be considered a safety hazard.  All structures in excess of 400 sf, including any tents or canopies, require engineering plans demonstrating the structure has been designed and built to meet California architectural safety standards.

The following document accessed here will give you the requirements to follow from the county of Monterey with your submittal.

Exhibitors wishing to use canopies in excess of 400 sf may also choose to work with one of several local companies who have rental canopies available which may meet the County’s safety requirements. You should ensure the tent company has the correct permits for tents larger than 400 sf. The Sea Otter Classic can assist you with this process. If you are considering a temporary canopy or structure in excess of 400 sf, email info@seaotterclassic.com or call (800) 994-2147.

All required plans will need to be mailed to the following address by February 1, 2020.

Sea Otter Classic Inc.

215 West Franklin St. Suite 214

Monterey, CA 93940

Attn: Construction Permit

Very Important: the deadline to be included in the Sea Otter Classic master permit for temporary structures is February 1, 2020. Exhibitors purchasing space after this date will be need to email info@seaotterclassic.com or call (800) 994-2147. Exhibitors that submit plans after February 1, 2020 will also be assessed an additional fee from the County of Monterey.

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Appropriate Attire and Activities

Please be advised that Sea Otter is a family friendly event. All booth workers must be clad in appropriate attire and all booth activities must be appropriate for all ages. Attendants dressed in bikinis, bathing suits, scanty attire or any outfit deemed inappropriate will be asked to change. Any exhibitor hosting or engaging in any activity deemed unsuitable for a family audience will be asked to cease that activity immediately or will risk being asked to leave the expo. Any exhibitor playing music or utilizing any amplification device must be sensitive to their neighbors and if there are noise complaints the exhibitor will be asked to shut down that device.

April 16-19, 2020Monterey, California, USA



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