ARE YOU READY? EMERGENCY PREPAREDNESS EXPO 2016 Sponsorships are due by March 15, 2016. Sponsor/Company Name: Address: Level: Signature Sponsor (1): $1000 Gold (2): $500 Silver (6): $250 Amount Enclosed: Contact Information: Phone: email: Return form and payment to: City of Coquille 851 North Central Boulevard Coquille, Oregon 97423 Send logo file via email to ccb@cityofcoquille.org for inclusion on printed materials.
Coos County s Are You Ready? Expo Saturday, April 16, 2016 VENDOR REGISTRATION Group or Business Name What product or services will you be selling? *Non-profit and public agencies may have a table no charge, but may not sell anything unless the table vendor fee is paid. ** For an additional fee Preferred Vendors will be included on the Passport to Prizes so that people must stop at your booth to get a stamp to be eligible for the drawing to win a Generac generator. Only 20 are available (FCFS). If any illegal substances are detected at your booth, you will be shut down. Contact Person Address Phone E-mail Space Required: Number of 8 tables ($50 each) Preferred Vendor: Passport ($50.00): Yes No Facilities Required: Electricity ($5.00): Yes No Total: $ Make check out to the City of Coquille and return with this form, agreement and proof of insurance to: City of Coquille 851 North Central Boulevard Coquille, OR 97423 For further information, phone 541-396-2115, e-mail ccb@cityofcoquille.org. Fax # 541-396-5125 DEADLINE: March 15, 2016. We have a limited number of spaces. First come first served. APPLICATIONS RECEIVED AFTER THE DEADLINE WILL BE CHARGED AN EXTRA $10 FEE. DO NOT SEND FEES IF CERTIFICATE OF INSURANCE IS NOT ATTACHED
1. All exhibits must be fully installed no later than 9:30 A.M Saturday. After this time, no installation work will be allowed without special permission of the AGENT. Exhibition facilities will be available to the Exhibitors for booth setup as follows: Friday from 5:00PM 8:00PM Saturday from 7:00AM 9:30AM. Exhibitors with unusual setup requirements MUST make SPECIAL PRIOR ARRANGEMENTS WITH THE AGENT. NO VEHICLES WILL BE ALLOWED INSIDE. All exhibits must remain intact in their entirety until after the EXPO closes at 4:00PM on Saturday. Each Exhibitor must remove his exhibit, including but not limited to all boxes, crates, debris, and other material related to his exhibit or use of the display space, NO LATER THAN 7:00PM ON SATURDAY. The Agent reserves the right to charge the Exhibitor for the expense of removal and disposition of any property or item left after that time. The agent assumes no responsibility for the loss of, or damage to, any item left in the EXPO HALL after 7:00PM on Saturday. 2. Show Hours: Saturday 10am-4pm 4. LIABILITY AND SECURITY: Exhibitor agrees to insure its operation during the term of this agreement with a broad form of liability insurance written on an occurrence basis, conditioned to pay any and all claims for injury or damage to persons or property arising out of the exhibitor s use of the facilities and other property, and otherwise indemnify the City of Coquille harmless therefore. The agent assumes no responsibility for loss or damage to the property of the exhibitor from any cause whatsoever, including, but not limited to theft, fire, vandalism, or other casualty. Minimum limits of liability shall be $1,000,000 single limit or its equivalent, and exhibitor shall submit to City of Coquille proof of insurance with application. The exhibitor is responsible for the space assigned and shall not injure, mar or deface the premises. Exhibitors may not post signs outside their designated booth/space areas. 5. The space contracted for is to be used solely by Vendor whose name appears on the Contract and no portion can be sublet or shared by another business or individual. It is acceptable to display products and have sales representatives from companies which you distribute assist you. Vendors cannot advertise their product outside of their rented space. 6. AISLES: Aisles, walkways, fire exits and overhead spaces remain under control of the agent, and no signs, decorations, banners, advertising materials, or exhibits may extend outside the defined limits of the assigned booth space(s) WITHOUT PRIOR APPROVAL OF THE AGENT. 7. FIRE RESTRICTIONS: All exhibits must comply with APPROPRIATE FIRE REGULATIONS. For Information and/or details, contact the Coquille Fire Department @ (541) 396-2232. 8. SIDE PANEL HEIGHTS: The exhibitors may not extend any sides of his/her exhibit over three feet high past a line five feet from the parallel to the rear booth line without the expressed permission of the Home Show Agent. Double-end booths whose rear walls are the side walls of the adjacent booths are exempt from this requirement. NO PIPE AND DRAPE IS PROVIDED FOR THIS SHOW. 9. FOOD: Exhibitors selling or giving away any type of food or beverage must follow Health Department Regulations. 10. NOISE: The exhibitor agrees to control the noise associated with their exhibit so as, in the opinion of the Agent, not to infringe on the activities of adjoining exhibitors. The agent reserves the right to require any exhibitor to reduce the volume of any noise or sound the Agent feels is unreasonably loud outside the confines of the Exhibitors assigned booth space(s). 11. SHOW SERVICE: TABLES, COVERINGS, EASELS, CHAIRS: Tables, chairs, table draping, easels, and other materials not expressly covered by this agreement are the responsibility of the exhibitor. Arrangements for such items should be made with the Agent, or a supplier of the Exhibitor's choice, prior to the dates of the EXPO.
12. CANCELLATIONS/REFUNDS: If exhibitor fails to pay the balance of space rental on or before March 15, 2016 Exhibitor's rights to exhibit may be canceled without further notice or refund of any deposit. If Exhibitor cancels its participation in the EXPO after April 1, such cancellation shall be considered a default on its part, and monies paid hereunder shall be retained by the Agent as liquidated damages. EXHIBITOR AND AGENT SHALL BE BOUND BY THE TERMS, CONDITIONS, and RULES for exhibiting in the City of Coquille. 13. RIGHTS OF AGENT IN EVENT EXHIBITION ARE NOT HELD: Agent shall not be liable for any damages or expenses incurred by Exhibitors in the event the show is delayed, interrupted, or not held as scheduled. 14. If either party shall take any action, judicially or otherwise, to enforce or interpret any of the terms of the Agreement, the prevailing party shall be entitled to recover from the other party all expenses which it may incur in taking such action, including but not limited to reasonable attorney's fees, whether incurred in an action or appeal from a judgment or other therein, or in connection with a non-judicial action. 15. Collection Fee Clause If it is necessary to refer this account for collection buyer agrees to pay seller reasonable attorney fees and collection costs including any collection fees charged by a collection agency, even though no suit or actions is filed If a suit or an action is filed the amount of such reasonable attorney's fees or collections charges shall be fixed by the court or courts in which the suit or action including any appeal therein, is tried, heard or decided IN WITNESS WHEREOF, the parties have executed this agreement on the day and year written Exhibitor Date