Terms and Conditions 2015 Gatineau Beerfest 1. REGISTRATION 1.1. Registration and application for exhibit space a) Any exhibitor with a balance owing to the Gatineau Beerfest is not eligible to register. b) Exhibit spaces are limited and will be assigned on a first come, first served basis. c) Registration deadline: Friday, April 24, 2015. d) Registration will be considered confirmed when the exhibitor has completed and submitted the online registration form; paid a deposit amount of 50% of the total exhibit space price; and (if applicable) provided a signed resolution in writing authorizing event organizers to apply for a special occasion permit from the Quebec Régie des alcools, des courses et des jeux (RACJ). 1.2. Registration includes: a) One (1) 10'x10' tent b) One (1) 1,500-watt, 120-volt, 15A outlet c) One (1) 40-watt ceiling light d) Ten (10) exhibitor passes e) One (1) 6' table f) Two (2) chairs g) Access to the refrigerated truck h) Identification sign with your company s name i) Presence on the event website j) Presence in the event program (no logo) k) Presence on the event social media platforms 1.3. Exhibitor s obligations a) In order to keep the registration active, the registration fee must be paid in full by May 15, 2015. b) The following documents must be submitted by May 1, 2015: Proof of valid civil liability insurance ($2 million) (see section 7.4) A list of the products to be stocked on the site The quantity of merchandise to be stored in the refrigerated truck A copy of the exhibitor s permit from the Ministère de l'agriculture, des Pêcheries et de l Alimentation du Québec (MAPAQ) or a signed resolution in writing authorizing the event organizers to apply for a permit from the RACJ c) Each exhibitor must provide the Gatineau Beerfest with $200 worth of merchandise to be displayed in the VIP area.
2. TERMS OF PAYMENT 2.1 Payment a) Payment in full, OR payment of 50% of total amount plus a postdated cheque for the balance, is due on receipt of our invoice. b) Postdated cheques must be dated no later than May 15, 2015. c) Cheques should be made payable to Cinqdixquinze. d) A late payment charge equivalent to 2% per month will be applied to payments received after May 15, 2015. e) No exhibitor with a balance owing will be admitted to the event site. 2.2 Discounts a) Exhibitors who register by April 1, 2015 will receive a 20% discount on the registration fee only. OR b) Exhibitors who register for the Gatineau and Rouyn-Noranda Beerfests will receive a 30% discount on the registration fee only. 3. BOOTH SETUP 3.1 Setup period a) Thursday, May 28, 2015, from 9:00 to 21:00. b) You will receive the setup schedule a few weeks before the event. 3.2 Location of exhibit space Exhibit spaces are assigned according to the number of exhibitors and at the organizers discretion. You will receive a site plan and your booth number once the site layout has been finalized. Dissatisfaction with the location, layout or condition of the booth assigned does not entitle the exhibitor to withdraw from the event or claim damages from the organizers. No exhibitor shall assign, sublet or share space allotted without the express consent of the organizers. 3.3 Identification of the booth a) The steering committee will supply and install an identification sign on each booth. b) The sign will display your company s name (as provided at registration) and booth number.
3.4 Displays and promotion a) Exhibitors may display products/services and/or other advertising material inside their exhibit space. b) All displays must be installed above the tent threshold. c) Exhibitors wishing to install patio umbrellas must submit a specific request. The steering committee reserves the right to refuse, or to restrict the location and number of umbrellas. d) All banners, signs and/or flags must be installed by the exhibitor and at the exhibitor s expense. 3.5 Decoration and other a) All decorative elements must be non-flammable. b) All outdoor decorative elements must be attached to the tent structure. c) Any article or decorative element that does not meet these conditions will be removed immediately. 4. SITE OPERATIONS 4.1 The sale of alcoholic cocktails on the site, except by the Gatineau Beerfest, is strictly prohibited. 4.2 Brewery exhibitors must serve patrons a maximum of 8 ounces at a time. It is forbidden to fill glasses to the brim. 4.3 Minimum prices are as follows: $2 for a 4-ounce serving and $4 for an 8-ounce serving. 4.4 Itinerant sales are prohibited. 4.5 The only beer glasses allowed on the site are official Gatineau Beerfest glasses (2015 and earlier editions). All samples must be served either in these glasses or in 4-ounce compostable plastic cups. 4.6 The sale of promotional items (drinking glasses, T-shirts, etc.) is permitted. However, exhibitors selling glasses must provide appropriate bags and packaging, and must inform customers that the glasses cannot be used on the event site. 4.7 Agrifood and restaurant exhibitors must provide visitors with the necessary plates, utensils and table napkins. 4.8 A municipal by-law prohibits the use of containers made of Styrofoam or #3 or #6 plastic. Consistent with our branding as an eco-friendly event, we encourage exhibitors to use compostable containers and utensils. 4.9 Only exhibitors registered as restaurants may sell food. 4.10 Booths must be staffed at all times when the event site is officially open. 4.11 It is forbidden to play or broadcast music inside the booth, except from the exhibitor s own sound system.
5. SITE SECURITY 5.1 Exhibitors must comply with the requirements of the Régie de bâtiment du Québec (RBQ), the RACJ, the MAPAQ, the Quebec Commission de la santé et de la sécurité au travail (CSST), the City of Gatineau Fire Services, the City of Gatineau, and the National Capital Commission (NCC). Representatives of these organizations will inspect the site before the official opening of the event to ensure that all facilities are up to code. 5.2 All barbecues, deep fryers, smokers and other cooking equipment must be stable and must have an RBQ-certified label. 5.3 All agrifood and restaurant exhibitors must have an ABC class fire extinguisher. 5.4 In accordance with current legislation governing smoking in public places, and to ensure safety on the site, smoking inside the tents is strictly prohibited. 6. DISMANTLING 6.1 The dismantling period is Sunday, May 31, 2015, from 18:00 to midnight and Monday, June 1, 2015, from 9:00 to 17:00. 6.2 Booths must be staffed until the official event closing time, i.e., 18:00 on Sunday, May 31, 2015. 6.3 Dismantling will be coordinated and supervised by the Gatineau Beerfest logistical team, which will also control site access during the dismantling period. 6.4 Exhibitors collecting used cooking oil for recycling must return the containers to Exhibitor Services before leaving the site. 7. PERMITS AND OBLIGATIONS 7.1 All exhibitors selling alcohol must have a valid permit from the Quebec Régie des alcools, des courses et des jeux (RACJ). The Gatineau Beerfest will apply for a special occasion permit at the applicable rate. Exhibitors signed resolutions in writing will constitute authorization. 7.2 Agrifood and restaurant exhibitors must obtain a special occasion permit from the MAPAQ, and provide a copy of the application or permit extension. 7.3 Each exhibitor shall be solely responsible for obtaining any licenses, permits or approvals applicable to its activities at the event. 7.4 As a condition of exhibiting at the event, each exhibitor agrees to carry a minimum of $2 million in civil liability insurance, naming the Gatineau Beerfest, the City of Gatineau and the National Capital Commission as additional insured. A copy of the policy must be sent to the Gatineau Beerfest no later than May 8, 2015. 7.5 The sale of alcohol to minors (under 18 years) is prohibited. Patrons ages 17 and younger will not be issued a bracelet. Each exhibitor is responsible for requesting proof of age if and as required. 7.6 Quebec law prohibits the sale of alcohol to any person who is or appears to be intoxicated. Exhibitors must comply with the law. Should a problem arise, please contact a security officer.
8. CANCELLATION 8.1 All cancellation requests must be made in writing. 8.2 A refund of 50% of the total registration fee (excluding extras) will be issued for cancellations made before April 30, 2015. 8.3 No refund will be issued for cancellations made after April 30, 2015. 9. EXHIBITORS RESPONSIBILITY 9.1 Exhibitors are presumed to have read and understood the 2015 Gatineau Beerfest regulations and conditions herein listed, and expressly agree to be bound by all terms, conditions and specifications herein listed. 9.2 Exhibitors are responsible for informing their staff of the terms and conditions herein listed.