STOCKTON RV & BOAT SHOW
TERMS & CONDITIONS
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DEFINITIONS
The term EXHIBITION MANAGEMENT, or MANAGEMENT referred to herein, refers to the Stockton RV & Boat Show (formerly theBig Valley RV Boat Show ) and its agents.
PAYMENT / RESERVATIONS
50% payment is due upon application, and payment in full should be received by management prior to move-in
OPERATIONS
Exhibitors shall keep their exhibit open and staffed (by authorized personnel only) at all times during show hours. No exhibitor, employee, or agent of any exhibitor shall be permitted to enter or remain on the premises after the closing hour without specific clearance from management and notification of proper security officials. Exhibitors must be set up for business at least 30 minutes prior to daily show opening.
EXHIBITS
Each exhibitor shall display only articles of merchandise which are an intregral part of their everyday business. Each RV, boat or other vehicle in the show for the purpose of rental or demonstration of accessory-type products must prominently display a sign stating: "DISPLAY ONLY. UNIT NOT FOR SALE." Offering for sale or failure to post sign in such a unit will result in closure of entire display with fees forfeit.
MOVE-IN / MOVE-OUT
• Indoor exhibitors will be notified no later than 10 days prior to show start as to move-in schedules.
• Outdoor exhibitors may begin moving in Monday, the week of the show, as early as 8:30 a.m.
• Booth and indoor exhibitors may begin moving in on Wednesday afternoon, the day prior to the beginning of the show, according to their assigned set-up times.
• Exhibitors unable to be set up for operation by the opening of the gates must notify management.
• All vehicles, trailers, and other set-up equipment must be removed from the exhibit area by 9 a.m., Thursday, February 21. Exhibitors may not block any aisle or walkway with equipment and or product after this time.
• Conversely, no exhibitor may begin dismantling and handling product and/or equipment before the designated close of the show at 6 p.m. on February 24.
Exhibitor agrees to abide by these schedules for setting up and dismantling.
FIRE / SAFETY REGULATIONS
a) Fire regulations pertaining to indoor exhibits require that units requiring fuel have only sufficient quantity to permit the placement and removal of the unit from the exhibit area, all fuel tanks must be taped and sealed, all bottle fuel tanks be opened and disconnected and battery terminals must be disconnected and taped with insulating tape.
b) All draping or display materials of cloth, paper texture, etc., must be fireproofed. All exhibitor products and display materials must be confined to the limits of their assigned areas.
c) Outdoor exhibits must leave a clearance of 10' between their display and any permanant structure.
d) The fire ordinance prohibits smoking in any tent structure or building. Exhibitors are responsible for any violation of these rules in their immediate booth/exhibit area.
e) Security measures require that all exhibitors carry proper ID (badges & parking passes in vehicles) while on the event grounds. These will be supplied to the exhibitor along with move-in details and other specific instructions.
SUBLETTING
Booth spaces may not be assigned or subletted to others.
SERVICE CONTRACTORS
All service contractors shall be designated and arranged for by management.
LIABILITY AND LIMITATIONS
The management will employ guards and will take reasonable precautions to safeguard the exhibitor's property. However, the management will not be liable for loss or damage to the property of the exhibitor or his representatives or employees from theft, fire, accident or any other cause beyond it's control. Exhibitor agrees to save the fairgrounds, employees, management, the Stockton RV & Boat Show, it's agents and employees free and harmless of and from any and all claims, demands, damages and liability of whatsoever kind and character asserted by any person or persons on account of damage to property or injury to or death of any persons occurring upon or about the leased premises arising out of the use of the leased premises by exhibitor.
INSURANCE
Each exhibitor MUST carry his own all-risk insurance on his property and must be covered by extended public liability insurance. Neither exhibit facility, management, nor any service contractors will be responsible for loss or damage of merchandise or equipment while in transit to or from the event or while on the event grounds. Exhibitors must carry their own insurance through their own sources at their own expense and are required to have a certificate of insured on file with the management. Proof of insurance must be provided by the day before the show begins.
Alternately, one-time liability insurance can be purchased from the fairgrounds office for a moderate fee by calling Rachel at (209) 466-5041.
UTILITIES (Power/water)
Power is available to all exhibitors as described in the general literature. Any bulk exhibitor requiring more than the 500W of power supplied (bulk exhibitors) may purchase additional power at the rates described in the general literature. The management requests the cooperation of all exhibitors in the adherence to power usage requirements. Excessive usage may create power outages to blocks of displays or even the entire exhibit area. Therefore, it is requested that strict control of electrical devices and their demonstration be observed. Any exhibitor who abuses the power supply allotted to his exhibit by causing or allowing excessive usage by employees or attendees will be billed for the additional usage, or, at the management's discretion, will have power to their exhibit terminated.
SPACE DESIGNATION/ADJOINING OF ADJACENT SPACES
Exhibitors from the previous year’s show will have the right of first refusal on the space they occupied the previous year, provided they abided by all rules and requirements of that show, as judged by show management. Thereafter space will be sold on a first-come,first-served basis Any two adjacent spaces may be joined together, more than two with the approval of the show committee. Adjoining spaces may qualify their total space to receive the bulk discounts.
SPECIAL PROMOTIONS/EVENTS
All exhibitors must have written approval from the management prior to any planned stage shows, special promotions, drawings or special effects.
BULK SPACE EXHIBITOR GUIDELINES
• New RV and boat units only are permitted.
• Grandfathered RV and Boat dealers have first rights to availabel lines, provided they abided by all rules and requirements of that show, as judged by show management. Their space is to be reserved no later than Dec. 10, preceding the show: thereafter, lines and spaces are open on a first-come, first-served basis.
• No duplication of lines is permitted on new units. Exhibitors must display at least three items of any approved product line in order to establish exclusive display rights at the show. Failure to do so leaves the line open to other exhibitors who will display three of the product line. In this situation, they obtain exclusive rights, and the original exhibitor, who did not commit to a full display line, cannot display the product at the show.
• In an effort to keep possible problems out of the event, any "Driving Demo" coach or "Employee shuttle" must be restricted to areas of the parking lot deemed not prime parking areas. There is a limit of 1 (one) of this type of vehicle per dealership.
• All RV and VEHICLE DEALERS must complete a DMV off-premises licensing form immediately and return to show management with a check for the required fee made payable to DMV. Pursuant to SB 325, the temporary branch licenses must be received by the show management 14 days before the show so as to be submitted to the local DMV field office no later than 10 days prior to the show. A DMV licensing inspector will be present at the show to ensure compliance.
SALES LICENSES
• Proper local and state licenses are required for all exhibitors pursuing retail sales. Any show exhibitor not having proper local or state licenses will have his display closed with all exhibitor fees forfeit.
• In addition, RV dealers are required by State law SB 325 to provide to the DMV a manufacturer's written authorization on DMV form OL 124 for the sale specifying the dates and location of the show and the makes of those new recreational vehicles offered for sale.
• Also, each RV dealer must provide each buyer, prior to the sale, a written statement disclosing the identity and location of the established place of business of the dealer that has agreed to render service or warranty work for the vehicle being purchased, and if there is no such agreement with any dealer, to state that fact.
GIVE-AWAYS
To prevent injury and protect property, items of a potentially hazardous nature to persons and/or product, such as but not limited to yardsticks, knives, guns, letter openers, etc., are strictly prohibited. All giveaways other than product literature must be approved by management in advance.
SOUND DEVICES
Use of sound devices must receive the prior approval of management and must be maintained at a conversational level to avoid interference with neighboring exhibitors, and when found objectionable, will be prohibited.
LIQUOR
Show exhibitors may not serve liquor on the show grounds, nor is the consumption of liquor allowed within the exhibit area during show hours,except in designated areas (beer garden).
CANCELLATIONS/ UNOCCUPIED SPACE
• All cancellations must be requested IN WRITING.
• Cancellations received within 3 weeks of the beginning of the show will be subjected to a 50% CANCELLATION FEE. Cancellations within10 days prior to the event ) are subject to a 100% penalty for contracted exhibit space.
• Any exhibitor who reduces the size of his space after the initial space contract is subject to a 25% penalty with respect to the space cancelled 21 days prior to the opening of the event and a 100% penalty within 10 days prior to the event.
INABILITY TO PERFORM.
If the management should be prevented from holding the exposition or if it cannot permit the exhibitor to occupy his space due to any circumstances beyond its control (including but not limited to prohibitive weather, strike, civil disobedience, and other acts or conditions which can not be overcome by diligence), the management will refund to the exhibitor the amount of the rental paid by him, less a proportionate share of the exposition expenses. The management shall devise an alternate event layout to be used to offset difficulty arising from weather conditions, if possible. Outdoor exhibitors will be assigned spaces in the alternate layout which are as comparable to the positions selected in the original layout as possible. Should the expo be interrupted by such acts or conditions to the extent that the event cannot continue, the refund will be based on the number of days that the management judges the expo to be reduced by, and the management shall have no further obligation or liability to the exhibitor.
CHARACTER / CONDUCT
Management reserves the right to prohibit any exhibit or part thereof which in its opinion violates the agreement described above or is in other ways not suitable to and in keeping with the educational character and spirit of the show. In addition, management may restrict exhibits which because of noise, method of operation, or any reason become objectionable. Surveys of any type, other than those approved in advance by management, are prohibited. In the event of any restrictions and/or evictions, management shall not be liable for any refunds or assessments or any other expenses.
RULES / REGULATIONS
The management shall have full power in the interpretation and enforcement of all rules contained herein and to make such further rules and regulations as it shall consider necessary for the proper conduct of the Show. By signing the show application, the exhibitor agrees to all terms and conditions contained herein.
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