Exhibitor Contract

CAPE Exhibitor Contract

2017 New Mexico Christian Home School Convention
Legacy Church – April 20-22, 2017

CONVENTION COMMITTEE

David & Emily Jones
Exhibit Hall Coordinators
P.O. Box 1506
Moriarty, NM 87035
Phone (505) 839-4180
exhibithall@cape-nm.org

Please read all contract terms and conditions carefully, by submitting a payment you are bound by all terms and conditions. To continue you must agree to all contract terms and conditions. A printable or downloadable version of this contract will be provided with your confirmation email upon successful registration. We recommend printing this contract as it has very valuable information that you will need to refer back to.

Index of contract terms

1) Space 11) Exhibit Times
2) Assignment of Space 12) Electrical Current and Lighting
3) Rules of Decorum 13) Meals
4) Refunds 14) Installation/Dismantling
5) Care of Exhibit 15) Compliance
6) Damages 16) Liability
7) Unoccupied Space 17) Eventualities
8) Limitations 18) Shipping
9) Furnishings 19) Tax Information
10) Signs  

2017 New Mexico Christian Home School Convention
Legacy Church – April, 20-22, 2017

CONVENTION COMMITTEE
David & Emily Jones (505) 839-4180
exhibithall@cape-nm.org
Website www.cape-nm.org

CONTRACT TERMS

  • Space

Each Cottage Exhibitor table space will consist of a six (6) foot wide by six (6) foot deep space. Each Curriculum Exhibitor table space will consist of an eight (8) foot wide by six (6) foot deep space.

No exhibit is permitted to extend outside their designated area.

When set-up begins, often exhibitors have leased a certain amount of “frontage space” and wish to reorganize tables, etc. within those perimeters. Our desire is to see that the area you have leased is initially set up exactly the way you need it to be. You need to let us know how you want us to set up the table and skirts that we provide. Please make your decision now about how your space is to be organized, as there will be a $50 fee charged for any changes you request on-site. Please email your layout request to exhibithall@cape-nm.org.

Example 1: “We will not need the provided table or skirting, we bring our own.” In this case, we will have the area you have purchased available for you to bring your materials in, without skirting. If we need to add skirting, we will charge $50.00 for the change.

Example 2: If you do not advise us that you are bringing your own skirting, and ours has to be removed, we will charge $50.00 for the change.

Example 3: “Please push our table back against the wall.” Volunteers will have to re-skirt table independently of other tables. We will charge $50.00 for the change.

In your design, please let us know if you have a stand that will go on top of your table and include its dimensions so we can try to make certain that neighboring exhibitors do not have their materials blocked from the public view.

We cannot guarantee that we will be able to accommodate your request, but will do our best to do so.

  • Assignment of Space

Assignment of space will be made by the Exhibitor Committee on a priority basis, determined by availability of space at the time of contract and payment receipt. CAPE-NM reserves the right to alter exhibitors’ locations as shown on the official floor plan if deemed advisable and in the best interests of the convention. Payment in full must accompany this contract.
All exhibitors must be invited by CAPE. If you have received this contract from any other source, please contact CAPE immediately. Only contracts issued directly from CAPE are valid or will be considered.

Remember: All exhibits need to be acceptable to the general Christian home schooling public.
Duplication of major product lines or curriculum publishers is discouraged. Individual book or product duplications will be permitted (i.e., two bookstores carrying some of the same titles). The decision as to what would constitute an unacceptable duplication will be made by the Exhibitor Committee. As a general rule, the first exhibitor to send in a paid application will be accepted.

Exhibitors are discouraged from sharing space with any other company or organization, or displaying materials for another company or organization without the written consent of the Exhibitor Committee. When requesting permission to share your space, the second exhibitor must also have been invited by CAPE.

It is our policy to accept or reject exhibitors and advertising without comment.

  • Rules of Decorum

Exhibitors agree that no criticism will be made of the exhibitors, attendees, the conference, the facility or CAPE-NM except privately to the Exhibitor Committee or a CAPE-NM board member or on the provided evaluation forms.
Children of exhibitors ages 11 and under must be accompanied by an adult at all times due to the fact that convention attendee’s children ages 1-11 are not allowed to attend the convention. Children left wandering unsupervised throughout the facility will be returned to their parents with a verbal warning from the Exhibitor Committee and if repeated the exhibitor will be asked to leave the conference. Other children ages 1-11 are not allowed to attend the convention.

Dress is to be suitable to the general Christian public with propriety and good taste honoring our Heavenly Father and fellow brethren.

No high-pressure sales tactics of any type will be tolerated. Any exhibitor exhibiting high-pressure sales tactics towards attendees will be asked to leave the conference.

Drawings for prizes are permitted; however, the drawings must occur before the end of the conference. Announcements of prizewinners will be written on a message board at the CAPE-NM table. Any exhibitor harassment of attendees during the conference may lead to the discontinuation of prize drawings.

  • Refunds

Exhibitor cancellations of paid contracts before February 24, 2017, will receive a 75% refund of space rental. After February 24, 2017, but before March 24, 2017, a 50% refund of space rental will be issued only if the vacated space is resold. 100% of monies paid for equipment, electricity, and additional exhibitor badges will be refunded upon request before March 24, 2017. After March 24, 2017, no refunds will be issued for any reason.

  • Care of Exhibit

Aisles will be swept, but each exhibitor must keep their area cleaned and exhibits manned and in good order. All exhibits must be ready for display by 1:00 PM Thursday, April 20, 2017.

  • Damages

Exhibitors are liable for any damage caused to the building floors, walls, curtains, drapes, or to standard equipment, or to other exhibitors’ property. Exhibitors must not apply any adhesive to the building floors, walls, or to standard equipment. Exhibitors may not nail, tack, tape, or in any other way put things on the walls.

  • Unoccupied Space

If the exhibitor fails to occupy the contracted space by Thursday, April 20, 2017 at 1:00 PM, or fails to comply in any other respect with the terms of this agreement, CAPE-NM shall have the right to use such space in any manner it chooses without releasing exhibitor from paying the agreed upon sum stated in this contract.

  • Limitations

Distribution of printed matter, souvenirs, or other articles must be restricted to the space of the exhibit. CAPE reserves the right to restrict distribution of any exhibitor material or product considered inappropriate without explanation or comment. Any part of the exhibit that is over 8 feet high must have prior written approval for installation by CAPE-NM. No individual public address system or highly flammable material will be permitted. Music or audiovisual sound must not be audible more than 8 feet from area. Smoking is prohibited in the building.

  • Furnishings

Each space comes equipped with one table and one or two chairs. Tables will be skirted professionally by CAPE-NM. Exhibitors wishing to use their own professional skirting must make note on their application.

  • Signs

Exhibitors will need to provide their own sign. Signs will not be allowed on the walls.  Signs may be hung on the pipe using S hooks if you have pipe and drape behind you.

  • Exhibit Times

A confirmation letter will be mailed to all exhibitors after the February 24, 2017 deadline with exhibit times. ALL EXHIBITS MUST BE MANNED DURING EXHIBIT HOURS.

  • Electrical Current and Lighting

Any electrical requirements must be specified in the space provided on the application form. THERE IS NO GUARANTEE THAT YOU WILL HAVE ELECTRICITY AVAILABLE IF NOT MARKED ON YOUR EXHIBIT FORM. THERE WILL BE A $50 FEE IF REQUESTED ON-SITE.

  • Meals

CAPE will be pleased to offer coffee and water for all exhibitors. Legacy Church has a café on premises that should be open during convention. Please see exhibitor confirmation letter for details. Exhibitors may keep water at their booths. Exhibitors may offer candy/mints to attendees.

  • Installation/Dismantling

Set up will tentatively begin Thursday, April 20, 2017 at 9:30 AM. Areas must be completely ready by 1:00 PM. No dismantling of exhibits may begin before 1:00 PM, Saturday, April 22, 2017. All exhibit materials must be removed from the exhibit hall by 3:00 PM, Saturday, April 22, 2017. Volunteer help will be available.

  • Compliance

The Exhibitor agrees that his exhibit shall be in strict compliance with rules listed herein. CAPE-NM reserves the right to reject, eject, or prohibit any exhibit in whole or part, or any exhibitor or representatives, with or without giving cause. If an exhibitor is ejected, no return of rental shall be made.

  • Liability

CAPE and Legacy Church provide security for the Exhibit Hall. However, CAPE-NM cannot guarantee exhibitors against loss or damage of any kind. Space is leased with the understanding that the exhibitors will hold CAPE-NM and Legacy Church harmless from any or all liabilities from any cause. CAPE-NM and Legacy Church shall not be responsible for any loss, damage or injury that may occur to the exhibitors, their employees, or property from any cause whatsoever prior, during, or subsequent to the period covered by the exhibitor contract. The exhibitor, by showing agreement to the contract, expressly releases CAPE-NM and Legacy Church from and agrees to indemnify the same against any and all claims for such loss, damage or injury.

  • Eventualities

In case of any natural or manmade disaster, affecting the facilities, making it impossible for the Management to permit the contracted space to be occupied by the exhibitor, then this lease shall be terminated and the exhibitor shall waive any claim for damages or compensations except the return of the amount paid for space rented.

  • Shipping

LEGACY CHURCH WILL NOT ACCEPT SHIPMENT FROM EXHIBITORS PRIOR TO APRIL 20, 2017. EXHIBITORS MUST MAKE ALL NECESSARY ARRANGEMENTS TO HAVE BOOKS SHIPPED. SHIPPING ARRANGEMENTS ARE NOT THE RESPONSIBILITY OF CAPE-NM OR LEGACY CHURCH.
For shipping to arrive on Thursday, April 20th, 2017, after 9:30 AM:

Legacy Church
7201 Central Ave. SW
Albuquerque, NM 87121

 ALL SHIPMENTS MUST LEAVE LEGACY BEFORE 2:30 PM ON SATURDAY APRIL 22, 2017. EXHIBITORS MUST BE PRESENT AT THE TIME OF SHIPMENT PICK-UP.

  • Tax Information

A New Mexico business license is required for any client doing business in Albuquerque. To acquire a business license, please do the following:

  • Contact the State of New Mexico Taxation and Revenue Department via mail, phone, or fax.
    Taxation and Revenue Department, State of New Mexico
    PO Box 8485, Albuquerque, NM 87198-8485
    (505)841-6200 or fax: (505)841-6236
  • A state representative will determine if you need a temporary or permanent New Mexico ID number.
    Permanent Identification Procedures.
    You must request a Tax ID number application. You will be considered permanent if you are conducting more than one event in the space of a calendar year.
    b. Temporary Identification Procedures.
    If you are conducting one event in a calendar year, you are considered temporary, and you must contact the Compliance Revenue Agent, 841-6200 for additional information.
  • After your status has been determined with either a permanent or temporary tax identification number, you must acquire a City business registration. There is a $35 registration fee.
  • Contact: Treasury Department, Department of Finance and Management
    City of Albuquerque
    PO Box 17
    Albuquerque, NM 87103-0017
    (505)768-3354 or (505)768-3457
    fax: (505)768-3447-Attn.: Ann Chavez

Priority placement in the Exhibit Hall is on a first-come, first-serve basis. Confirmation letter, facility maps, and further information will be sent upon approval of this application. The deadline for all exhibitor contracts and payments is February 24, 2017. The deadline for the workshop proposals, exhibitor workshop fee, and equipment fees is January 14, 2017.

Any changes to this contract will be emailed to the address on file.

CAPE-NM Board of Directors reserves the right to refuse any exhibit and advertising without comment.

 

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