To our Exhibitors/Sponsors: Welcome to the 2010 WA-BC Chapter of AFS. All of our members and meeting participants are excited to have you share your information with them. Important Notice to all participants coming from the US: Remember you are required to have a valid passport to get back into the US after going to Canada. Also, if you are from the US, you should check with your customs broker regarding bringing commercial booths/equipment into Canada. We have heard this is not allowed in personal vehicle, and such items must be shipped via appropriate means in advance of the meeting.
Sponsor Logos and Advertisements:
Logos of Sponsor/Exhibitors for printing should be a minimum of 300 dpi. JPEG is preferred format, but GIF, TIF are also acceptable. Logos should be submitted to margenex@comcast.net as soon as possible so we can put them on our website.
All advertisements for the program must be camera-ready, in either color, or black and white, and must be received with full payment no later than February 16, 2010. Please send advertisement information to: Mark Pedersen, margenex@comcast.net
To facilitate your commitment to contributing to make this one of the best Annual Meetings ever, please fill out the forms below and mail to Erin Lowry (address below)
Exhibitor Application
Company/Agency Name__________________________________________________
Address ________________________________________________________
City_________________________________State____________________Zip_________
Phone___________________________Fax______________________
Authorized Company/Agency Contact______________________________________________
Phone_________________Fax_________________Email_______________________
Exhibitor will exhibit, display, and promote the following products or services; limit 75 words: (Please list this description you would like it to appear in meeting material)
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_______________________________________________________________________________________
PAYMENT
Send requests with your 50% deposit of the full sponsor/exhibitor donations for space required. Make checks payable to the Washington-British Columbia Chapter AFS. The balance will be due February 5, 2010. Applications submitted after February 5, 2010, must be accompanied by full payment. Cancellations received prior to February 5, 2010, will be assessed a cancellation fee equal to 50% of the total exhibit space associated with the sponsor level donation. Cancellations received after February 5, 2010, will be assessed a cancellation fee equal to 100% of the total exhibit space rental fee.
My contribution of $________ is included as my exhibit space/sponsor payment (see sponsor page for the various levels).
Amount enclosed: $______________________
We agree to abide by the 2010 WA-BC AFS Annual Meeting Booth reservation Terms and Conditions specified on this booth reservation form, which are made part hereof by reference.
Signed__________________________ Date:____________
RETURN COMPLETED FORM WITH DEPOSIT TO:
Erin Lowery
12750 10th Ave NE
Seattle, WA 98125
Questions? Please contact Mark Pedersen, 2010 Vendor Show Coordinator, 206-713-7619,
This application represents a request for space only and does not entitle the applicant to exhibition space until authorized and/or approved by WA-BC Chapter AFS (hereafter referred to as “Show Management). Show management reserves the right to refuse any and/or all applications. Applicant/Exhibitor warrants that all information provided herein is true and correct. Cancellations received after February 5, 2010, will be assessed a cancellation fee equal to 100% of the total donation. Cancellation fees will be imposed uniformly and will apply whether or not the space is used.
If an application is approved and a booth assignment is made, a confirmation letter and notice of balance due will be sent to the Applicant (hereafter referred to as “Exhibitor”) and this application/contract will serve as a binding Agreement.
Floor plans and booth assignments are solely at Show management discretion and are subject to change at any time. Exhibitor requests for booth assignment and/or relocation are subject to Show Management approval and availability.
By execution of this application, Exhibitor and its agents, employees, and invitees agree to abide by and comply fully with Terms and Conditions set forth herein as well as any additional rules and regulations that may be set out by Show management. Failure to comply with same shall constitute default by Exhibitor. Upon occurrence of any default by Exhibitor, Show Management may terminate this Agreement whereupon Show Management may retain any deposits and amounts of space rental fees theretofore paid by Exhibitor.
Exhibitor shall use the Vancouver Island Conference Center (VICC) premises solely for the purpose(s) of exhibiting merchandise, goods, wares, and personal property fully described on this agreement and for no other purpose. No exhibitor shall display any product or distribute advertisements for a product that is not normally sold and/or promoted by the Exhibitor. Subletting of exhibit space is prohibited.
Exhibitors will assume all costs arising from the use of patented, trademarked, and franchised, or copyrighted music, materials, devices, or dramatic rights used in or incorporated in their booth. Exhibitor agrees to indemnify, defend, and hold the VICC and their affiliated companies, employees, and agents harmless from any claims, damages, or costs, including legal fees, which arise from the use of such material.
The Exhibitor agrees to comply with the ADA guidelines in ensuring their booth is safe and accessible to persons with disabilities. The WA-BC Chapter AFS reserves the right to require ADA non-compliant exhibitors to modify their booths where readily achievable and technically feasible.
Exhibitor agrees to indemnify and hold harmless the WA-BC Chapter AFS, their partners, affiliated companies, their officers, directors, employees, and agents from and against all claims, damages, liens, causes of action, suits, specifically personal injury or death, judgments and expenses, including attorney fees which may arise out of or in any way relate to the 2010 WA-BC Chapter AFS Annual Meeting to be held at theVICC, and its partners, its affiliated companies, their officers, directors, employees, and agents. All personal property belonging to an Exhibitor that is in or on any part of the premises at the VICC shall be there at the risk of the Exhibitor only and Show Management, Show Management partners, its affiliated companies, contractors, their officers, directors, employees, and agents shall not be liable for any damage thereto or for the theft or misappropriation thereof. Exhibitor shall be fully responsible to pay for any and all damages to property owned by the VICC, its owners, or managers that results from any act or omission of Exhibitor.
Exhibits must remain completely intact and the booth premises staffed during all scheduled show hours.
Delivery of merchandise is not permitted during show hours. Exhibit space not claimed by Noon on opening day of the Vendor Show shall revert to Show Management to be utilized at its sole discretion. In such an event, Exhibitor forfeits all deposits, rental, or other moneys theretofore paid to Show Management.
All Exhibitors and their officers, agents, employees, or representatives shall obtain 2010 WA-BC Chapter AFS Annual Meeting registration badges and wear such badges during exhibit hours of the 2010 WA-BC Chapter AFS Annual Meeting.
Show management reserves the right to stop or remove from the show any Exhibitor and/or its representative performing any actions or practices that in the sole opinion of Show Management are objectionable or detract from the integrity
NOTICE: We will provide specific instructions for set up at the 2010 AGM in January. If you have questions before then, please contact Mark Pedersen at 206 713-7619 or margenex@comcast.net.
Looking forward to working with you in Nanaimo in early March!!