YAKIMA AG EXPO EXHIBITOR AGREEMENT JANUARY 5th & 6th, 2017 Yakima SunDome Fairgrounds Non-transferable contract for Exhibit Space COMPANY NAME: DATE: (As you wish it listed in brochures, on signs, etc. If a manufacturer is paying part or all of the space rental, please also list) Federal Tax ID #: or Social Security #: ADDRESS: CITY: ST: ZIP: SIGNED BY: TITLE: PERSON TO RECEIVE CONTRACT CORRESPONDENCE: PHONE: ( ) (Please Print) FAX #: E-MAIL ADDRESS: Individual designated as the on-site representative who is responsible for exhibit and should receive exhibit manual, movein schedule, etc.: NAME: TITLE: PHONE: ( ) (ONLY If different from name above ) ADDRESS: CITY: ST: ZIP: FAX#:( ) E-MAIL ADDRESS: PAYMENT SCHEDULE Rates valid until December 1 st 2016 We Hereby Contract For: Sponsorship (sponsorship information attached) BOOTH(S) Non-Profit booth 10 x10 $400 x # booths = $ Yakima Ag Expo chooses booth 10 x10 $500 x # booths = $ Vendor (YOU) chooses booth 10 x10 $600 x # booths = $ (Limited) INSIDE OPEN SPACE - 400 sq. ft. to 999 sq. ft. (400 sq. ft. min.) @ $2.50 sq. ft. (x) = sq. ft. $ Over 1,000 sq. ft. @ $1.75 sq. ft. (x) = sq. ft. $ OUTSIDE SPACE (limited space-1st come, 1st served) $1.00 sq. ft. (x) = sq. ft. $ Hours of Ag Show Thursday 8:00am 5:30pm Friday 8:00am 4:00pm Times may vary TOTAL AMOUNT DUE $
Make Checks Payable to: Radio Yakima Send to: PO BOX 2890, Yakima, WA 98907 Important that you note: 1. Every exhibitor is required to submit terms of insurance before your space is confirmed. 2. Contracts not completely filled out may be returned which could result in the delay of placement. 3. 2017 Exhibitors--in order to guarantee priority for space, all fees must be received by December 1, 2016. DO NOT WRITE IN THIS SPACE SHOW USE ONLY Full price of booth or space $ 50% deposit $ (required with contract) Balance due $ (due by Dec.1, 2015) Date: Date Certificate of Insurance Received Credit cards may be used to pay your space in full by signing this contract and providing your credit card authorization number (3% processing fee). Card Holder: Card Number: Exp. Date: Security Code CHECK ONE: Master Card VISA AMERICAN EXPRESS YAKIMA AG EXPO AGREEMENT TO LEASE SPACE WILL BE EFFECTIVE ONLY UPON RECEIPT OF FINAL PAYMENT, COMPLETED PAPERWORK & PROOF OF LIABILITY INSURANCE. NO REFUNDS OF ADVANCE PAYMENTS WILL BE MADE IF YAKIMA AG EXPO HAS NOT BEEN NOTIFIED IN WRITING OF THE CANCELLATION AT LEAST THIRTY (30) DAYS PRIOR TO THE OPENING OF THE SHOW. Yakima Ag Expo Show Contact Laurie Hammermeister Office: 509-249-9609 Fax: 1-509-452-9661 laurieh@yakimaradiogroup.com
2017 Conditions of Contract Yakima Ag Expo A. Exhibitor Agrees To: 1. Abide by all Yakima Valley SunDome, Yakima Ag Expo ( YAE ) contract rules adopted by YAE before, during and after YAE. 2. Not sublet or assign any space. All participants must be registered by this Exhibitor Agreement. 3. Be liable for, indemnify against, defend and hold harmless YAE for any loss suffered by, or claim brought against YAE arising from or any way connect to the exhibitor s participation in the show except to the extent that damages can be proved to have been caused by the YAE s gross negligence. 4. In the event of a sellout, the exhibit contract and deposit will be placed on a waiting list. Should the exhibitor be notified prior to December 1, 2016 of a vacancy and the exhibitor refuses to accept the space, the exhibitor will forfeit the deposit. After December 10, 2016, if the exhibitor refuses a vacant space or no space becomes available, the deposit will be refunded in full to exhibitor. 5. Pay for actual cost of repairs, loss or damage to any utility, telephone outlet, or equipment serving the exhibitor s space occurring during time exhibitor has possession of the exhibit space. 6. Deliver written notice to YAE of any cancellation. If written notice of cancellation is received by YAE prior to 5:00 pm on December 1, 2016 the exhibitor shall forfeit 20% of the total space fee and shall be entitled to an 80% maximum refund. Cancellation after 5:00 pm on December 1, 2016 by the exhibitor shall result in forfeiture of the entire space fee. Exhibitor agrees that these charges are reasonably related to damages. By canceling space, the exhibitor loses all rights or claims to the space and YAE may rent it to others. This policy also applies to partial cancellation and exhibit downsizing. 7. Confine the presentation and distribution of materials to the boundary of the exhibit space and to staff the space during all show hours. 8. Obtain written approval from YAE before the showing of any demonstrations, live entertainment or use of live animals. 9. Not create a major disturbance to the exhibit space surface (trenching, footings, postholes, flagpoles, drilling or digging) without obtaining prior written approval, on-site authorization from the Yakima Valley SunDome, YAE and paying the disturbed space fee. Any minor disturbance to the exhibit space must result in returning the space to the condition in which it was found at move-in. Failure to do so will result in an additional charge to the exhibitor. All damages, losses, injury or claims whatsoever arising from disturbing any space or interfering with the space of other exhibitors will be the sole responsibility of the exhibitor as determined exclusively by YAE. 10. Do not use microphones without written YAE permission. 11. Re-crate, prepare bills of lading and arrange for all shipping at exhibitor s expense. 12. Remove all exhibit material, equipment and accessories by 12pm on January 7 th, 2017. Failure to do so may result in additional shipping and/or handling costs to the exhibitor. YAE may remove any such material, equipment and accessories not removed by the exhibitor and the exhibitor shall immediately reimburse YAE for all expenses of removal and costs of storage of the property removed. 13. Abide by all tenant and canopy criteria as supplied by YAE.
14. Abide by all County Health requirements relative to service food and drink. When servicing food from an exhibit area, the exhibitor needs permit from the applicable Health Department. 15. Soft drinks, alcohol and water may not be sold by exhibitors. B. Yakima Ag Expo agrees to or reserves the right to: 1. Assign, alter or change an exhibitors space or to remove an exhibitor from the show without refund at any time because of any exhibitor s failure to: (a) perform under this contract; (b) refusal to abide by YAE rules; (c) display of any unsafe or inappropriate exhibit or exhibit material or inference with the rights of others. No flashing lights or loud noise permitted. 2. Cancel this agreement at any time with no liability 3. Assume no responsibility for loss or damage to goods, before, during or after the show. 4. Modify 2017 and future show dates and times as it deems necessary. 5. Govern totally the importation, rental type, spreading and removal of all ground material. 6. Exhibitor aggress that YAE will not be liable for damages or for failure to carry out the terms of this agreement in whole or in part where caused directly, indirectly, or in consequence of fire, storm, flood, war, rebellion, insurrection, riot, civil commotion, strike, acts of God, or by any cause whatsoever beyond the control of YAE agents, employees or its assigns. Whether similar or dissimilar from the causes enumerated herein, YAE will not be liable for damages occurring during loading or unloading or by operation of forklifts or other equipment prior to, during, or following Yakima Ag Expo. YAE reserves the right to refuse loading or unloading of items deemed to be unsafe or oversized. 7. Exhibitor agrees to avoid misleading claims or false advertising. 8. This contract shall serve as the entire agreement between the exhibitor and YAE. Any waiver of any part of this contract mush be mutually agreed to between the parties in writing and shall not constitute a waiver of any other parts of this contract. 9. YAE agrees that in the event of any litigation concerning this contract or YAE, the courts of the State of Washington in Yakima County will have sole jurisdiction and that the prevailing party will be entitled to reasonable attorney s fees as determined by the court. 10. All electrical service will be arranged through the official show contractor at the exhibitor s expense. It is anticipated that electricity will be activated on January 4 th, 2017 and discontinued on January 7 th, 2017. All electrical power generation is the exclusive responsibility of YAE. C. Outside Exhibitors: 1. See move in and move out information below for Inside Exhibitors. D. Inside Exhibitors: 1. YAE will provide one (1) 8 table and one (2) folding chair per 10x10 booth. Booths will also be provided with pipe and drape. It s the exhibitor s responsibility to order electricity; should it be required. YAE reserves the right to reject an exhibitor s display or any part of a display which interferes with the view of the other exhibits. 2. If the material is being used for the purposes of covering table displays, booth backdrops or booth decorating, does not meet the minimum standards from flame resistant property
as determined by the Yakima Fire Department, the exhibitor will be requirement to remove all decorative material in violation and replace with an approved material at the exhibitor s expense. 3. No single piece of exhibit display may exceed 5,000 pounds. 4. No sign will be allowed to hang directly attached to drapery divider fabric or to the temporary structures without prior management approval. 5. Move-in information: Booths will be open for set up from 8:00am to 5:30pm. Exhibitor must be completely set up by Jan. 4 th @ 5pm 2017. Failure to be in place by the stated time risks space priority forfeiture and exclusion from future shows. 6. Move out info: No exhibit may be vacated prior to Jan. 6 th @ 4:00pm. Early departure may result in forfeiture of next year s priority for exhibit space assignment and possible exclusion from future Ag Expo s. The show ground will be open until 9:00pm Jan. 6 th for removal of exhibit material, as well as from 8am to 12pm on January 7th. E. Liability Insurance Must have on file exhibitor hereby agrees to and does indemnify, hold harmless and defend Yakima Valley SunDome and Yakima Ag Expo from and against any and all liability, responsibility, loss, damage, cost or expense of any kind whatsoever (including but not limited to costs, interest and attorney s fees) which Yakima Valley SunDome, YAE may incur, suffer, be put to, pay or be required to pay, incident to or arising directly or indirectly from any act or omission by exhibitor or any of its employees. Exhibitor further agrees that the Yakima Valley SunDome, YAE shall not be responsible in any for damage, loss or destruction of any property of exhibitor or injury to exhibitor or its representatives, agents, employees, licensees or invitees. F. Exhibitors must obtain the following insurance policies: 1. Commercial General Liability insurance including bodily injury and property damage, personal injury liability, contractual liability and fire legal liability shall be $1,000,000 per occurrence and $2,000,000 annual aggregate. Yakima Valley SunDome and YAE shall be named as additional insured s in the aforesaid insurance policy. 2. Exhibitor shall also secure and keep in force all risk property insurance covering all of its personal property, and other items removable by exhibitor for full replacement value, Policies shall guarantee that YAE shall be afforded not less than thirty (30) days prior notice of cancellation, non-renewal or material change of or to said insurance.