CAPE Exhibitor Contract
2023 New Mexico Christian Home School Convention
Legacy Church – June 23-24, 2023
CONVENTION COMMITTEE
Sam & Vikki Wingerd
Exhibit Hall Coordinators
2112 Gretta St NE
Albuquerque, NM 87112
Phone (505) 235-2312
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 to.
Index of contract terms
CONTRACT TERMS
- Space
Each table space for Home Based Exhibitors 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 must 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-NM. If you have received this contract from any other source, please contact CAPE-NM immediately. Only contracts issued directly from CAPE-NM are valid or will be considered.
Remember: All exhibits need to be acceptable to the general Christian homeschooling 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 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-NM.
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 10 and under must be accompanied by an adult at all times. 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.
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. Please coordinate with the Exhibitor Committee as to how and when to make the announcement for your prizes. Any exhibitor harassment of attendees during the conference may lead to the discontinuation of prize drawings.
- Refunds
Exhibitor cancellations of paid contracts before April 30, 2023, will receive a 75% refund of space rental. After April 30, 2023, but before May 31, 2023, 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 May 31, 2023. After May 31, 2023, 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 10:00 AM Friday, June 23, 2023.
- 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 Friday, June 23, 2023, at 10:00 AM, 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-NM 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 May 7, 2023, 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-NM will be pleased to offer coffee and water for all exhibitors. Occasionally, there are options to have delivered – more information on that will be included in the confirmation letter and/or at the Mandatory Exhibitor Meeting on Friday. There is a seating area across from the Exhibit Hall where you may eat. Also, Exhibitors may eat at your booths. However, we are not allowing the general attendees to eat while they shop. Exhibitors may offer candy/mints to attendees.
- Installation/Dismantling
Set up will begin Friday, June 23, 2023, at 6:00 AM. Areas must be completely ready by 10:00 AM. No dismantling of exhibits may begin before 5:00 PM, Saturday, June 24, 2023. All exhibit materials must be removed from the exhibit hall by 7:00 PM, Saturday, June 24, 2023. 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-NM 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 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 JUNE 22, 2023. EXHIBITORS MUST MAKE ALL NECESSARY ARRANGEMENTS TO HAVE BOOKS SHIPPED. PALLET SHIPMENTS ARE NOT ACCEPTED. SHIPPING ARRANGEMENTS ARE NOT THE RESPONSIBILITY OF CAPE-NM OR LEGACY CHURCH. ALSO, PLEASE PLAN ON HAVING EXCESS MATERIALS REMOVED ON SATURDAY AFTERNOON!
Please plan for shipped items to arrive on Thursday, June 22, 2023, after 9:30 AM:
Ship to: Legacy Church
7201 Central Ave. NW
Albuquerque, NM 87121
ALL SHIPMENTS MUST LEAVE LEGACY BEFORE 7:00 PM ON SATURDAY JUNE 24, 2023. 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. Please refer to the following website for more information regarding taxes for this Special Event:
https://www.tax.newmexico.gov/businesses/special-events-and-vendors/
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 April 30, 2023. The deadline for the workshop proposals, exhibitor workshop fee, and equipment fees is April 30, 2023.
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.