JULY 15 19, 2015 EXPO APPLICATION

Transcription

1 JULY 15 19, 2015 EXPO APPLICATION

2 Dear Vendor, Mammoth Mountain Ski Area, LLC, and USA Cycling are pleased to present the USA Cycling Mountain Bike National Championships July 14 19, 2015 in Mammoth Lakes, CA. The event will bring together three exciting mountain bike disciplines as the nation's best gravity, crosscountry and enduro racers converge on one location to settle who's best in We would like to invite you to partake in the expo at Canyon Lodge. The expo will be open to all USA Cycling Mountain Bike National Championships attendees from Wednesday, July 15 Sunday, July 21. We are also offering a 15% discount for vendors who would like to participate in the Kamikaze Bike Games Expo, September 24 27, With this letter, you will find more information on the event, special lodging packages, application, Terms of Participation, and a Vendor Agreement. Please complete all forms in the vendor packet and submit via , mail, or fax by June 1, For more information or any questions about participation, please contact Caroline Casey at or bikegames@mammoth-mtn.com. We hope you will join us for this year s event! Sincerely, Bill Cockroft 2 EVENT DATES: Tuesday, July 14 Sunday, July 19, 2015 EXPO: EVENT OVERVIEW: EVENT SCHEDULE: ATTENDANCE: MARKETING: LODGING DEAL: (For general public) Wednesday, July 15 Sunday, July 19, 2015 / 9:00am 5:00pm Mammoth Mountain Ski Area, LLC and USA Cycling have partnered to produce a three discipline Mountain Bike National Championships bringing together the nation s best riders in gravity, cross-country, and enduro. Please check for up an up to date event schedule. We anticipate over 4,000 people which includes team support, families and spectators over the six day event. The USA Cycling Mountain Bike National Championships marketing plan includes event specific collateral (poster/rack card, banners), a dedicated web site, targeted blasts, press releases, local grassroots efforts, regional/local print, regional/local radio buys, Mammoth and USA Cycling specific social media networks and more. We are pleased to offer exclusive discounts at the Mammoth Mountain Inn, The Village at Mammoth, and Juniper Springs Resort to our participating vendors. Please contact Caroline ccasey@mammoth-mtn.com or for more details.

3 Please fill out the Vendor Application below and sign the Vendor Agreement and Terms of Participation. Send documents to: Mammoth Mountain Ski Area LLC Attn: Caroline Casey, PO Box 24 Mammoth Lakes, CA, You can also scan/fax documents to or fax to COMPANY NAME: MAILING ADDRESS: CITY: STATE: ZIP: CONTACT NAME: ON-SITE CONTACT (if different from name listed above): PHONE: FAX: ADDRESS: WEBSITE ADDRESS: NUMBER OF STAFF WORKING: DESCRIPTION OF BOOTH: 3

4 USA CYLCING NATIONALS ONLY ITEM DETAILS PRICE Expo/Tech Space Rental 10x10 $350 10x20 $500 10x30 $750 20x20 $800 20x30 $900 20x40 $1,000 Electricity Device: Amps: $75 Selling Booth CA Seller s Permit Required $150 (per USFS) TOTAL: $ USA CYCLING NATIONALS NON-PROFIT ONLY* ITEM DETAILS PRICE Expo/Tech Space Rental 10x10 $175 10x20 $250 10x30 $375 20x20 $400 20x30 $450 20x40 $500 Electricity Device: Amps: $75 Selling Booth CA Seller s Permit Required $150 (per USFS) TOTAL: $ *To be eligible for the non-profit rate, documentation must be provided. USA CYLCING NATIONALS + KAMIKAZE BIKE GAMES (15% discount) ITEM DETAILS PRICE Expo/Tech Space Rental 10x10 $ x20 $ x30 $1, x20 $1, x30 $1, x40 $1, Electricity Device: Amps: $75.00 Selling Booth CA Seller s Permit Required $ (per USFS) TOTAL: $ 4

5 PAYMENT & CANCELLATION POLICY: You may pay by credit card or check. The completed application must accompany full payment to receive a space. TO PAY BY CREDIT CARD PLEASE PROVIDE: Visa MasterCard American Express Credit Card #: Expiration Date: Card Verification #: Signature: Name On Card: TO PAY BY CHECK: Please mail your check to: Caroline Casey, PO Box 24, Mammoth Lakes, CA Make check payable to Mammoth Mountain Ski Area, LLC. CANCELLATIONS: All cancellation requests must be made in writing or to bikegames@mammoth-mtn.com. No refunds will be given after July 1,

6 RELEASE OF LIABILITY: The Vendor, for herself/himself and successors, assigns, heirs, estate, employees, and all other persons, known or unknown, being fully aware that participation will expose her/him to a risk of property damage, bodily injury, personal injury and/ or death, hereby releases, waives, discharges and covenants not to sue MAMMOTH MOUNTAIN SKI AREA, LLC, their officers, directors, trustees, employees, agents, representatives, volunteers, and servants, and all other persons and associates connected with the event entitled 2015 USA Cycling Mountain Bike National Championships, and any other sponsors, individuals, or corporations associated with 2015 USA Cycling Mountain Bike National Championships, whether known or unknown (HEREIN AFTER COLLECTIVELY MAMMOTH ), from any and all liability, including for activity or passive negligence, for any and all property damage, personal injuries, bodily injury, death and/or other claims or causes of action arising out of or relating to the Vendors participation in 2015 USA Cycling Mountain Bike National Championships INCLUDING THOSE CLAIMS WHICH ARE KNOWN AND UNKNOWN, FORESEEN AND UNFORESEEN, FUTURE OR CONTINGENT. COVENANT NOT TO SUE: The Vendor/Vendor Representative, for herself/himself and successors, assigns, heirs, estate, employees, and all other persons, known or unknown, covenants not to directly or indirectly commence or prosecute any action, suit, claim or other proceeding against MAMMOTH arising out of or related to 2015 USA Cycling Mountain Bike National Championships. The Vendor/Vendor Representative is aware of Civil Code 1542 and waives its effect. Civil Code 1542 provides: A general release does not extend to claims which the creditor does not know or suspect to exist in his favor at the time of executing this release, which if known by him must have materially affected his settlement with the debtor. INDEMNITY AGREEMENT: Vendor/Vendor Representative shall indemnify and hold harmless MAMMOTH against any and all claims, demands, causes of action, personal injuries, death, damage, costs and liabilities, in equity, of every kind and nature, whatsoever, directly or proximately resulting or caused by the act or omission of the Vendor/Vendor Representative, or any of its officers, agents, employees, guests, patrons, or invitees, and the Vendor/Vendor Representative shall, at its sole risk and expense, defend any and all suits, actions or other legal binding proceedings which may be brought or instituted against MAMMOTH or any such claim, demand or cause of action, and the Vendor/Vendor Representative shall pay and satisfy any judgment or decree which may be rendered against MAMMOTH in any suit, action or other legal proceedings, and the Vendor/Vendor Representative shall pay for any and all damaged or loss to the property of MAMMOTH due to such loss or theft of such property, done or caused by the Vendor/Vendor Representative, its officers, employees, guests, patrons, and invitees. VENDOR NAME (please print): VENDOR MAILING ADDRESS: SIGNATURE OF AUTHORIZED REPRESENTATIVE & DATE: 6

7 TERMS OF PARTICIPATION 2015 USA Cycling Mountain Bike National Championships will provide: One (1) space per vendor. Set Up: Tuesday, July 14, 9:00am 6:00pm (MMSA, LLC, will not be responsible for loss or damage to the property of the vendor or his/her employees from theft, fire, accident, acts of God or any other causes beyond his/her control. Please be prepared to remove all materials at the end of each day.) Vendor Check In: Tuesday, July 14, 9:00am 5:00pm at Canyon Lodge. Discounted lodging available Vendor must provide: Non Refundable Space Fee All booth set-up needs such as tables, chairs, tents, displays. Representative(s) to manage booth for the duration of the event. Completed Vendor Application. Signed Vendor Agreement. Signed Terms of Participation. Copy of Insurance Certificate naming Mammoth Mountain Ski Area, LLC and USA Cycling as additional insured (please see Page #9 for insurance requirements). Seller s Permit (if applicable) All Vendors must bring their own extension cords, 50 or more if electricity is required. Company logo in JPEG format to be ed to bikegames@mammoth-mtn.com for use on webpage, communication materials and event signage. Vendor registration for the 2015 USA Cycling Mountain Bike National Championships is incomplete until we receive: 1. Completed Vendor Application 2. Signed Vendor Agreement 3. Signed Terms of Participation 4. Copy of Certificate of Insurance 5. Seller s Permit (if applicable) 6. Initial here: BY SIGNING THIS FORM, I HAVE READ AND AGREE TO ABIDE BY ALL TERMS OF PARTICIPATION. NAME (please print): DATE: SIGNATURE: 7

8 VENDOR DETAILS PAYMENT AND CANCELLATION POICY: Payment is required in full to reserve a space. Payment must be accompanied by: completed vendor application, signed terms of participation, signed vendor agreement, certificate of insurance, and California Seller s Permit (if applicable). All cancellation requests must be made in writing or to bikegames@mammoth-mtn.com. No refunds will be given after July 1, SECURITY: Evening security will be provided from the evening of Tuesday, July 14 through the end of the expo on Sunday, July 19 (5:00pm). SHIPMENTS: All shipments are at the responsibility of the vendor. Mammoth Mountain Ski Area, LLC will not accept shipments. SPACE ASSIGNMENTS: Space assignments will be made based on space requirements, electrical needs, and the discretion of the Mammoth Mountain Ski Area, LCC. Space assignment will not be guaranteed until check-in time. Promoter reserves the right to make last minute changes. SUBLETTING OF SPACE: Vendors shall not assign, sublet, or apportion the whole or any part of the space assigned or have representatives, equipment or materials from other firms than their own in the expo without prior consent and payment to the promoter. CHECK-IN/ARRIVAL: Check-in will be at Canyon Lodge on Tuesday, July 14 from 9:00am-5:00pm. DOG POLICY: Dogs and bicycle racing do not mix. Please do not bring dogs to the event site. OPERATIONS: Parking, set-up, and tear down may not take place during event hours (9:00am 5:00pm). Please set-up prior to 9:00am and tear down after 5:00pm. Vehicles are not allowed in the tech expo area from 8:30am 5:30pm. Vehicles required for booth display must be approved by the event organizer. BANNERS: Banners may be hung within your space only. Banners located outside of tech space will be removed. FOOD SAMPLING: Food sampling must be individually approved by Mammoth Mountain Ski Area, LLC. If granted the right to sample, the vendor is required to obtain a permit from the Mono County Department of Health. The application is available at: environmental_health/page/432/temp._food_permit_app_ food_vendor_6_27.12.pdf Samples should not exceed 6oz and are to be offered at no cost to attendees of the expo. 8

9 MAMMOTH MOUNTAIN SKI AREA, LLC INSURANCE REQUIREMENTS Welcome to Mammoth Mountain! For any company working in our permitted area, we will need to receive a copy of a certificate of insurance. Please use the guidelines below for assistance in meeting our requirements for certificates of insurance. Coverage Guidelines Type: Amount: General Liability General Aggregate Limit $2,000,000 Products Completed Operations Ag Limit $2,000,000 Bodily Injury & Property Damage $1,000,000 per occurrence Fire Damage Limit $500,000 Personal & Advertising Injury Limit $1,000,000 Automobile Workers Compensation/Statutory Benefits $1,000,000 combined single limit per accident Employer s Liability $1,000,000 each accident $1,000,000 disease policy limit $1,000,000 disease each employee (if event producer/sponsor has employees working event) Certificate Requirements Name the following as certificate holder/additional insured: Mammoth Mountain Ski Area, LLC PO Box 24, Mammoth Lakes, CA Include statement; Coverage afforded under this Policy will act as primary insurance to that of the certificate holder/additional insured. Insurance coverage should include a waiver of subrogation endorsement in favor of Mammoth Mountain Ski Area, LLC. Also name as certificate holder/additional insured: United States Government Inyo National Forest Attn: Permit Administrator PO Box 148, Mammoth Lakes, CA Other Requirements: Listed Insurance carriers must carry at least an A-7 rating Certificates should be faxed to: Risk Management Certificate originals can be mailed to: Mammoth Mountain Ski Area, LLC Attn: Risk Manager PO Box 24, Mammoth Lakes, CA