LOCATION www.arkansasoutdoorexpo.com Arkansas Outdoor Expo 2016 2016 Exhibitors Packet SHOW DATES & TIMES Conway Expo Center * Friday, July 22, 2016 3pm 9pm 2505 East Oak Street * Saturday, July 23, 2016 9am 8pm Conway, AR 72032 * Sunday, July 24, 2016 10am 6pm We are excited to announce we (SMART Events) are bringing back the Arkansas Outdoor Expo. Our Goal is to build the show to be the most exciting, entertaining and fun packed weekend for all of our vendors, sponsors and patrons! Booth Rental SMART Event Managers 1201 W Military Road Suite 2, #259 Benton, AR 72015 501-463-6560 smarteventmanagers@gmail.com www.smarteventmanagers.weebly.com Deposit: A 50% deposit is required for booth reservation. Your booth will NOT be reserved without signing and returning the Vendor Application included in this packet along with your 50% deposit to the above address. SMART Events requires in addition to the booth deposit a $100 Security Deposit in the form of a separate check. This Security Deposit will be held, NOT cashed and returned to you by mail after the event as long as the following conditions are met: Booth area is free of trash, boxes, debris, etc. Vendor did not tear down prior to approved tear down time. Vendor has turned in tax documents for the State of Arkansas to SMART Events
Booth Pricing Booth Includes Free Wi-Fi 10 x 10 $375.00 Electricity (Extension Cord NOT provided) 10 x 20 $750.00 One (1) Complimentary Table & Two (2) Chairs Corner $425.00 Booth Card with Complimentary Name Food Trucks $450.00 Two (2) Badges Complimentary Parking & Entry *** After November 1, 2015 all booths without a deposit will increase by $50.00 *** *** After January 2, 2016 all booths without a deposit will increase by $75.00 *** Booths will assigned on a first pay, first request system. Remaining Balance is due by March 15, 2016. No refunds will be given; if you are unable to attend after paying you can sell your booth to another vendor who is approved by SMART Events. All efforts will be made by SMART Events to help sell the booth space Rules & Regulations Insurance All vendors, entertainers, exhibitors, food trucks, etc. are required to provide SMART Events proof of General Liability Insurance. If you do not already carry this insurance you can contact Jamie Davis at Thomas Insurance Agency 501-778-9162 / jdavis@thomasins.net Badges For security reasons badges must be worn during all show hours; this includes setup and tear down hours. Show help without badges, provided to your company by SMART Events will be required to enter through the public gate and pay regular admission or be removed from the Arkansas Outdoor Expo. NO EXCEPTIONS! Drawings & Raffles Any vendor who sells raffles or offers a chance to win an item, must draw for the prize at the show before 6:00 pm on Sunday, July 24, 2016 Sound Devices and Motion Pictures The use of sound devices disturbing adjacent exhibitors, or any undignified methods of attracting attention is prohibited. The use of sound films or narrated slides is acceptable when operated below annoyance level. Fire Safety Requirements The following are industry standard Event Facility Fire Marshall rules. All exhibitors are required to comply.
Notifications & Special Permits As an exhibitor, you must obtain prior written approval from Arkansas Outdoor Expo and apply for a special permit (submitted at least 15 days in advance of the show) if you intend to display, operate or use any of the following items: Heater, barbecue, heat producing or open flame device, candles, lamps, lanterns, etc. Electrical, mechanical or chemical device deemed hazardous by the Fire Department. Internal-combustion engines. Flammable liquids, compressed gases, or dangerous chemicals. Indoor Display Vehicles or any Motorized Display Item Fuel level must not exceed ¼ the tank and less than 3 gallons. Motorized products / vehicles must be inspected and approved before entering the exhibit building. Once located in the exhibit space, the positive battery terminal must be disconnected, and the fuel tank cap must be taped or locked. Please check with the Arkansas Outdoors Expo staff at the show to verify these tasks have been completed. NO PROPANE Propane is not allowed indoors. New propane tanks on campers must have the original factory seal. Used propane tanks are not permitted indoors. NO HELIUM ALLOWED Flame Retardant Treatment. All decorations, drapes, signs, banners, cloth and decorative materials shall be rendered flame-retardant and labeled that treatment has been made. Combustible wood materials one-quarter inch or more in thickness may be used without flameretardant treatment. Any straw of grass, loose or bailed is not allowed indoors without the Flame Retardant certification tag from the producer. All plants or foliage must be potted and live, or be tagged with a Flame Retardant certification tag. Exits and Aisles Aisles must be kept clear of all displays and equipment. Entrance and exit doors shall remain unobstructed at all times. Fire extinguishers and fire-hose cabinets shall remain visible and accessible at all times. Combustibles Kept Outside Additional supplies and inventory must be kept in closed containers and stored in a neat and compact manner. Exhibit storage cartons and crates, combustible waste materials, empty cardboard boxes, etc. must be removed from the building and cannot be stored behind the back drapes or display wall. Show Management will provide adequate janitorial and trash pickup service outside your booth is performed. Electrical Devices All electrical devices with three-wire supply cords shall utilize UL ground receptacles. All electrical extension cords must be of heavy duty three-wire construction. All power cords must be kept behind the display with nothing placed on top of any cords.
Liability Neither the Conway Expo Center, the Faulkner County Fairgrounds, or any other sponsor, agency, officers, employees, volunteers, nor those acting for them shall be liable for injury to person or property from any cause, and the exhibitor on whose leased space or through whose fault or neglect said injury shall have occurred shall indemnify and HOLD LESSOR HARMLESS AGAINST ANY CLAIM ARISING OUT OF SUCH INJURY. Exhibitors, their agents, volunteers and employees shall be responsible for any damage or defacing to the ceiling, walls, floor of the building, the booths, materials and/or equipment of the venue and / or other exhibitors. Booth Protection The Lessor will engage a security officer to patrol the Arkansas Outdoor Expo for the duration of the show. In no event does the lessor assume liability for the loss or damage by any cause. Activities a) Expo coordinator reserves the right to remove any vendor who is deemed to be engaging in unethical business practices or behaving in an inappropriate manner. b) Exhibitors must confine their operation to their paid space. c) Circulars and other advertising material may only be distributed from within the exhibitors space. d) Expo coordinators reserve the right to restrict exhibits that interfere with the best interests of exhibitors as a whole. e) Exhibitors and agents shall not attend show intoxicated or under the influence of alcohol or drugs. Safety & Security Neither Arkansas Outdoor Expo, nor the Facility Management is financially liable for losses of any kind. All exhibitors are responsible for carrying General Liability Insurance and insuring their exhibit and business. (If you do not have General Liability Insurance you can contact Jamie Davis at Thomas Insurance Agency, 501-778-9162 / jdavis@thomasins.net Set-up & Tear Down Setup will be on Thursday, July 21, 2016 between Noon and 7:30pm. No late setup will be available. A second setup time will be available on Friday, July 22, 2016 between 10:00 am 2:00 pm. Setup must be complete by 2:00pm. Booths must be fully set up by this time or exhibitors agree to forfeit booth space and booth costs. Tear Down will begin at 6:05pm on Sunday, July 24, 2016. Any exhibitor tearing down before this time will forfeit their Security Deposit and will not be allowed to come back the following year. Booths must be completing torn down by 9:00pm on Sunday, July 24, 2016. Vendors remaining after 9:00pm will be responsible for after hour fees incurred from the Conway Expo Center.
VENDOR APPLICATION 2016 Arkansas Outdoor Expo July 22 24, 2016 Hosted by: SMART Event Managers 1201 West Military Road, Suite 2, #259 Benton, AR 72015 501-463-6560 / smarteventmanagers@gmail.com Name: Company Name: Product / Industry: Address: City: State: Zip Code: Email: Phone: Cell: Set up date / time of expected arrival: Booth Selection (Circle One) 10 x 10 $375 10 x 20 $750 Corner $425 Food Truck $450 Booth Choice (Please choose three (3) if all your selections are taken we will notify you for new selections) First to pay will be first assigned. After February 1, 2016 add an additional $50 to the booth fee. *** I have read and agree with the Exhibitor Packet for 2016 Arkansas Outdoor Expo. Signature Date 50% deposit is required for booth reservation. Your booth will not be reserved without signing and returning this form, your 50% deposit, and a separate check for your $100 security deposit. Checks are made payable to SMART Events. All information is mailed to: SMART Events; 1201 W Military Road, Suite 2 #259, Benton, AR 72015. Full Payment Must Be Received By Monday, June 13, 2016