2016 BVJ Registration Form v5d

Big Valley Jamboree Marketplace
Official Exhibit Space Application Form
July 28 - 31, 2016, Exhibition Grounds, Camrose, Alberta
2016 Vendor Guidelines
Welcome to Big Valley Jamboree! This package contains information and guidelines for participation as a vendor in the
Marketplace, as well as an application form and site plans for both inside and outside booths. Please read this package in its
entirety – this will assist in expediting your application and enhancing your participation at BVJ.
Note there are several components to include with your application – when you submit your application, make sure all
components are included (checklist page 3).
Booth Fees
Booth Fees cover all 4 days of the BVJ. Detailed pricing is on page 3 of the vendor package.
• No space will be held without completed contract and deposit. Full payment is required by June 10, 2016. A late charge of $100
will be applied if not paid in full by June 10, 2016. No vendor will be allowed on site until full payment is received.
• On-site electricity and other set up items can be booked for a nominal fee through Superior Show Service. Their information
will be sent out 1 month in advance, or can be requested earlier.
• 2 worker passes will be provided to each vendor for each booth purchased. (Worker bands do not allow access into the concert
bowl). For additional worker passes, preferred rate concert passes, camping and parking please see the ticket order form.
Order form must be submitted by June 10, 2016
Set Up
All vendors must be set up by 11 am Thursday, July 28 (set up times listed below).
• Booth must be clean and in good structural condition.
• Booths must be skirted to the ground.
• Signage must be professional.
• All vendors must be contained to their rented space.
Move-in times are as follows:
Monday
Tuesday
Wednesday
10am - 6 pm
10 am - 6 pm
10 am - 6 pm
Vehicles are allowed on-site
ONLY during the following times:
Monday Wednesday
Thursday Sunday
10 am - 6 pm
7 am - 9:30 am
Tradeshow hours are as follows:
Thursday
Friday
Saturday
Sunday
Mainstreet
Noon - 8:30* pm
10 am - 8:30* pm
10 am - 8:30* pm
10 am - 8:30* pm
Marketplace
Noon - 8:00 pm
10 am - 8:00 pm
10 am - 8:00 pm
10 am - 8:00 pm
*Mainstreet Vendors must remain open until a minimum of 8:30 pm
may stay open later if desired.
• For the safety of the BVJ attendees, vehicles are not allowed to move onto or within the site during operating hours.
• Only authorized vehicles may be parked on Festival grounds. Vehicles are NOT allowed to be parked behind or near vendor
booths during BVJ.
• There will be no parking in fire lanes, no overnight parking and all vehicles must have appropriate parking tickets face up on
their dash. Any violators will be towed at owner’s expense.
Insurance
• Vendors must provide Panhandle Productions Limited Partnership (PPLP) with a certificate of insurance showing liability
insurance with a minimum coverage of $2,000,000. Panhandle Productions Limited Partnership must be named as an
additional insured. Address: 4238 – 37 Street, Camrose, AB T4V 4L6.
• Vendor is responsible for his or her own insurance for Fire, Theft, Vandalism, etc.
• Vendor name that is booked with BVJ must be included on insurance certificate.
• Insurance certificates must be provided by June 10, 2016, or a $100 late fee will be applied.
Wristbands
• All workers must be wearing a workers band at all times for the duration of the BVJ. Any person on the BVJ site without a band
will be escorted out. Worker bands are not transferable. Worker Wristbands allow entrance into the festival site only, and do
not allow admission into the Main Stage Concert Bowl. A Worker Wristband does allow access to the Molson Canadian Saloon.
• Two (2) bands per booth purchased are provided with your package. Any additional wristbands are $60.00 each.
Big Valley Jamboree 2016
Official Exhibitor Application Form
Camping & Parking
Health & Safety
• Vendor camping is in close proximity to the trade show
building and main street.
• Sites are allocated on a first come first serve basis; limit of
one stall per vendor. Extra units will be placed in the general
camping area.
• Power and water not provided.
• Generators are allowed providing they are of a low noise
output. Any loud generators will be asked to be shut off.
• Parking is not included with booth registration. VIP or day
parking is available (see page 4).
• Move-in to the campsite begins Tuesday, July 26.
• Vendors must comply with all Alberta Health Services
regulations.
• No alcoholic beverages or drugs permitted in rental space.
• Any vendor in non-compliance with the Alberta Health
Services regulations will be asked to rectify the issue, failure
to do so will result in immediate closure and eviction.
• Vendors must comply with BVJ guidelines for the disposal of
grey water, grease, recyclables and garbage.
• All propane tanks must be firmly secured on a hard,
non-combustible surface. Vendors must supply their own
surface on which to secure tanks.
• Propane tanks must be 10 feet away from electrical meters,
open flame, freezers and refrigerators.
Power
• Electrical services are hooked up by Superior Show Service.
Vendors must indicate on their applications a complete,
specific list of electrical needs.
• Approved vendors will receive a Superior Show Service
order form for completion.
• Vendors should bring one 12-gauge cord per circuit and
other outlet strips as needed. All cords not of acceptable
gauge will be disconnected.
• All electrical hook ups must be CSA approved.
• Power will be available on main street and marketplace on
Wednesday and will be disconnected at 10:00 am Monday
morning.
Booth Covering
• Vendors bringing their own canopy/tent need to provide
proof that the canopy/tent is flame retardant (tag or
certification). Canopy/tent must be properly anchored. Any
canopy/tent not properly anchored will be done so by
Superior Show Service at a cost to the vendor.
• Booths are on pavement, any staked holes must be plugged
after removal. Superior Show Service is available to provide
staking & plugs.
• Tarps are not an acceptable canopy.
• Vendors requiring a tent can rent one from Superior Show
Service.
Permits & Inspections
• All Festival vendors who have food or personal services are
required to complete a registration form supplied by Alberta
Health Services. This application will be sent to those
approved vendors who are invited to vend.
• Your booth will be inspected by a Health Inspector and a
Fire Marshall prior to and during BVJ.
Water, Trash & Grey Water Disposal
• Water supply, garbage removal, and grey water disposal is
supplied by BVJ for $250.00.
• Vendors must properly dispose of garbage, cardboard and
recyclables in the provided and marked bins.
• Vendor is responsible for cleaning of their booth.
• Vendors to supply the appropriate number of leak free
garden hoses for water and grey water. Hoses must be a
minimum of 100ft and have water and grease collectors.
• Vendors to supply protective covering for hoses as they will
cross a service alley.
Takedown & Move Out
• Take down prior to show close is not permitted.
• Indoor booth dismantling begins after 8:00 pm on Sunday,
July 31. Move out is between 6 am – 11 am Monday,
August 1.
• Outdoor booth move out is between 6 am and 11 am
Monday, August 1.
• Vendors must take home their entire booths – including
carpet, display racks, storage containers and decorations.
• Any vendors failing to completely clean up their booth areas
will be charged a clean-up fee of $300.00.
Big Valley Jamboree 2016
Official Exhibitor Application Form
Exhibitor Rates
THIS IS YOUR INVOICE. PLEASE MAKE A COPY FOR YOUR FILES.
Total Inside Space
A. Number of 10’ x 10‘ areas
INSIDE SPACE
$800 + GST ($40.00)
A. 10’ x 10’ Booth (100 sq. ft. area)
Includes 8’ high back & 4’ high sidewall drapes and two Exhibitor Wristbands
B. 10’ x 10’ Corner Booth (100 sq. ft. area)
$950 + GST ($47.50)
__________ @ $800
= $ ________________
B. Number of 10’ x 10’ corners __________ @ $950
= $ ________________
C. Number of 5’ x 10’ areas
__________ @ $450
= $ ________________
Total Outside Space
A. Number of 10’ x 10‘ areas
(700 & 1000 Bank)
_________ @ $1200
= $ ________________
Includes 8’ high back & 4’ high sidewall drapes and two Exhibitor Wristbands
C. 5’ x 10’ Booth (50 sq. ft. area)
B. Number of 10’ x 10’ areas
(800 & 900 Bank)
_________ @ $1500
= $ ________________
$450 + GST ($22.50)
Includes 8’ high back & 4’ high sidewall drapes and two Exhibitor Wristbands
OUTSIDE SPACE
A. 10’ x 10’ Booth 700 & 1000 Bank (100 sq. ft. area) $1200 + GST ($60.00)
Includes two Exhibitor Wristbands
To reserve space include full payment by
cheque, MasterCard, or VISA OR 50%
deposit and second cheque for the balance
dated June 10, 2016. A $100 charge will
apply for all payments made after this date.
Booths cannot be reserved without deposit.
Subtotal= $ ________________
GST (5%)= $ ________________
Total= $ ________________
Less 50% Deposit= $ ________________
Balance Due June 10, 2016= $ ________________
B. 10’ x 10’ Booth 800 & 900 Bank (100 sq. ft. area)
$1500 + GST ($75.00)
Includes two Exhibitor Wristbands
Application Information
Please make cheques payable to Verve Marketing and Communications Inc.,
GST #824580088. Booths cannot be held without a deposit.
(PLEASE PRINT)
Organization or Company Name ______________________________________________ Website_________________________
Note: This is what will be printed in the Show Guide
Address ___________________________________ Town/City _____________________ Prov/State ____ PC/Zip ___________
Contact Person ________________________ Position _____________________________Phone __________________________
Email_________________________________ Fax _________________________________Cell ____________________________
List of Products/Services: Attach additional page if required. Only products listed and approved may be sold _____________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
What is your booth location preference? First # ______________ Second #_____________ Third # ______________
Booths are sold on a first come, first serve basis and are based on availability at time of application.
Payment Information
Please select payment method: p VISA p MasterCard p Cheque (payable to Verve Marketing & Communications)
Card Number ___________________________________________________________ Exp. Date ___________________________
Card Holder Name ___________________________________ Signature______________________________________________
Choose One: ¨ Process Full Amount on Card
¨ Process 50% Deposit Now and Balance on June 10, 2016
To reserve space, include full payment by June 10, 2016.
A late fee of $100 will be applied to all payments and insurance received after this date.
Please remit completed form and payment to Verve Marketing and Communications. Contact details follow on next page.
To be considered complete, your application must include:
p A completed and signed application
p Complete list of products to be sold
p At least one current photograph of your
booth or trailer
p Signed terms and conditions
p Deposit of 50% + GST of contract price
payable to Verve Marketing and
Communications. Booths will not be held
without deposit. Vendors will not be
permitted on site until full payment is
received.
p Completed ticket order form
___________________________
Signed (Exhibitor)
_______________________
Date Exhibitor Signed
p A post-dated cheque or post-authorized
credit card processing for balance is due on
June 10, 2016 .
p A copy of your certificate of insurance.
Panhandle Productions Limited Partnership
must be included as named-insured’s.
___________________________
Accepted
Big Valley Jamboree 2016
Official Exhibitor Application Form
Marketplace Vendor Ticket Order Form
As an exhibitor you can order all of your passes in advance. To expedite your application, remit this order form along with your application.
The deadline for all orders on this form is June 10. Any orders after this date cannot be accepted, and must be purchased on site.
$0
A. Exhibitor Wristbands
QTY _________ @ $0 = $ ____________
***All vendors must
complete Section A
Each vendor receives up to two (2) Worker Wristbands per booth booked. Additional Worker Wristbands can be ordered
using
Section B. Please note, Worker Wristbands do not grant access to the concert bowl.
_________________________________________________________________________________________________________________________________________________________________
B. Additional Worker Wristbands $60 (GST Included) QTY ________ @ $60 = $ ____________
Extra Worker Wristbands may be ordered for $60 each.
Please note, Worker Wristbands do not grant access to the concert bowl.
_________________________________________________________________________________________________________________________________________________________________
C. Tradeshow / VIP Parking
$25 (GST Included)
QTY ________ @ $25 = $ ____________ Days:
p Thurs
p Fri
p Sat
p Sun
Limit one (1) per vendor. Price is per day.
Note:
There is no onsite free parking unless at a purchased campsite.
_________________________________________________________________________________________________________________________________________________________________
D. Tradeshow Camping Ticket
$180 + GST ($9.00)
QTY _______ @ $189 = $ ____________
Limit
of one (1) per vendor
_________________________________________________________________________________________________________________________________________________________________
E. Extra Kickoff Party Tickets
$55 + GST ($2.75)
QTY _____ @ $57.75 = $ ____________
Entry
allowed with worker wristband. Must be 18 or order to attend.
_________________________________________________________________________________________________________________________________________________________________
F. 3-Day Adult Event Ticket
$220 + GST ($11.00)
QTY _______ @ $231 = $ ____________
Ages
12+
_________________________________________________________________________________________________________________________________________________________________
G. Single-Day Ticket
$120 + GST ($6.00)
QTY _______ @ $126 = $ ____________ Days & QTYs: ___Jul 29 / ___Jul 30 / ___Jul 31
Ages
12+. Please choose days on order form to the right.
_________________________________________________________________________________________________________________________________________________________________
Handling Fee =
$10.00
Total = $
________________
_________________________________________________________________________________________________________________________________________________________________
Marketplace Vendor Ticket Order Form Payment Information
Company: ________________________ Contact Person: _____________________ Phone Number:________________________
Please select payment method: p VISA p MasterCard
Card Number ___________________________________________________________ Exp. Date ___________________________
Card Holder Name ___________________________________ Signature______________________________________________
Tickets are to be paid in full at time of order.
Note: Ticket prices include ticket fee of $8.00 and a municipal fee of $7.00.
All ticket order forms must be submitted by June 10, 2016. If ticket form is not received by June 10, 2016, only the complimentary
tickets will be issued and extra tickets will have to be purchased at the gate at gate prices.
Please remit your entire completed form, along with payment, to:
Verve Marketing & Communications Inc.
Address: 50721 10405 Jasper Avenue, Edmonton, AB, T5J 3S2
Phone: 780.487.5422 | Fax: 780.487.5521 | Toll-Free: 888.282.2524
Email: [email protected] | Verve Website: vervemarketing.ca
BVJ Website: www.bigvallyjamboree.com
Big Valley Jamboree 2016
Official Exhibitor Application Form
Terms and Conditions
This form must be signed and submitted with your application.
Cancellelation and Payment Terms
To book a booth, the exhibitor must submit both a signed registration form and deposit. Any cancellation of space must be done
in writing and received at the Verve Marketing & Communications Inc (VMCI) office on or before June 10, 2016. In the event such
cancellation is received by the VMCI office on or before June 10, 2016, the full deposit will be refunded, less a $100.00 service
and handling fee. Notice of cancellation received after June 10, 2016 shall result in the VMCI office retaining all funds advanced
by the participating exhibitor. The VMCI office reserves the right to re-rent the cancelled space involved.
All outstanding balances owed for display rental areas are due and payable on or before June 10, 2016. Additionally, all insurance
certificates are due to be submitted to the VMCI office on or before June 10, 2016. There will be no exceptions. If full payment
and insurance certificates are not received on or before June 10, 2016, the VMCI office reserves the right to re-rent the space
involved. Late payments will be subject to a late fee of $100.00.
Risk and Liability
I, the undersigned as a representative of _______________________________________ (company name), hereby release and
agree to hold harmless Panhandle Productions Limited Partnership, also referred to as “PPLP”, it’s officers, directors, licensees,
agents and employees from any damage to my property or any personal injury which I or my helpers may sustain while
participating in the BVJ on from Monday, July 25 to Monday, August 1, 2016. Further, I agree to abide by the guidelines for
participation, as listed in the Vendor Guidelines and all policies and guidelines established by the BVJ planning committee. I also
agree to abide by the BVJ Code of Conduct (www.bigvalleyjamboree.com/bvj/code-of-conduct). I understand that failure to
follow these regulations can mean expulsion from this year’s or future festivals.
Indemnification
Except to the extent caused by the negligent act of PPLP or its employees, The Vendor agrees to indemnify and hold harmless
PPLP, its officers, directors, licensees, agents and employees from and against any and all claims, demands, obligations, causes of
action and lawsuits and all damages, liabilities, fines, judgements, costs (including settlement costs), and expenses associated
therewith (including the payment of reasonable legal fees and disbursements) (“Claims”), arising out of: (1) any breach of any
obligation or covenant made by THE VENDOR in the Agreement; (2) any wrongful act, negligent act or omission of THE VENDOR,
or those of its employees, agents, or subcontractors or any person(s) for whom in law THE VENDOR is responsible, with respect
to this Agreement; or (3) any claim that the use of any of the VENDOR trademarks in accordance with the terms of this
Agreement violates or infringes upon the trademark, copyright or other intellectual property rights of any third party in or to
such property, or any other rights of any third party.
Force Majeure
If PPLP is hindered in or prevented from the performance of any term, covenant or act required to be performed by PPLP under
the terms of this agreement, or if BVJ is cancelled in whole or in part, by reason of any cause beyond the control of PPLP
including, without limitation, strikes, lockouts or other labour disputes, the enactment, amendment or repeal of any applicable
laws, riots, insurrection, sabotage, rebellion, war, acts or terrorism, acts of God, or any other similar reason, then performance of
such term, covenant or act is excused and THE VENDOR shall not be entitled to a refund of any monies already paid to PPLP
under the terms of this agreement nor shall the Vendor be entitled to claim damages for any loss incurred as against PPLP
including the loss of income or profit.
PPLP reserves the right to amend these guidelines as required. In the event of a dispute, the decision of the BVJ Vendor
Committee will be accepted as final.
p
I have read and agree to the Vendor Guidelines and the above Terms and Conditions.
_________________________
Organization/Company Name
_________________________
Representative (Print)
_________________________
Signature
____________________
Date
Entrance/Exit
Main Street
10
718
719
INFO
10'x15' Booths:
10' x 10' Booths:
LEGEND
5' x 10' Booths:
722 723 724 725
721
111 113
210 212
209 211
115, 123, 214, 222,
622-639, 133-140
120, 401
Remaining Booths
Marketplace Hours
Thursday, July 28: Noon - 8:00 pm
Friday, July 29: 10 am - 8:00 pm
Saturday, July 30: 10 am - 8:00 pm
Sunday, July 31: 10 am - 8:00 pm
Mainstreet Hours (Outdoor Booths)
Thursday, July 28: 1 pm - 8:30 pm
Friday, July 29: 10 am - 8:30 pm
Saturday, July 30: 10 am - 8:30 pm
Sunday, July 31: 10 am - 8:30 pm
744 745 746 747 748
Red
Meeting
Room
Gold
Meeting
Room
July 28 - 31, 2016
Exhibition Grounds
Camrose, Alberta
BVJ goes on rain or shine, and all
vendors are expected to be open
during the hours listed unless they
are notified by Festival personnel.
*Vendor booths must remain open
for the duration of BVJ.
More Outdoor
Exhibits
Site Entrance/Exit
Show
Office
Women's
Washroom
Men's
Washroom
CRE
Food
Concession
Entrance
Entrance
Entrance
Lobby
Main FoyerEntrance/ Exit
Entrance
Entrance
Entrance
134 136 138 140
133 135 137 139
739 740 741 742 743
126 128 130 132
125 127 129
232 234 236 238
235 237 239
225 227 229 231
224 226 228
334 336 338
324 326 328 330
437 439
335 337 339
431 433
423 425 427
536 538
325 327 329 331
530 532
522 524 526
537 539
636 638
434 436 438
531 533
424 426 428 430
630 632
622 624 626
625 627 629 631 633 635 637 639
* Map is Subject to change
523 525 527
Entrance
117 119 121
216 218 220
215 217 219 221
100 102 104 106 108 110 112 114 116 118 120
101 103 105
200 202 204
201 203 205
314 316 318 320
315 317 321
414 416 420
727 728 729 730 731 732 733 734 735 736 737 738
11
309 311
301 303 305 307
308 310
408 410
FAMILY
STAGE
400 402 404 406
403
300 302 304
401
STORAGE
214 115
720
12
717
14
13
Entrance
15
16
716
715
714
713
704
703
702
701
700
FACILITY
SERVICE
222 123
1010 1009 1008 1007 1006 1005 1004 1003 1002 1001 1000 ATM
To Concert Bowl
Entrance/Exit Gate
Misting
Tent
Emergency Lane
* Map is Subject to change
Food Concessions
Main Street
Food Concessions
Garden
Beer
Beer Garden
Entrance
VIP
Entrance
Smoke
Shack
900 901 902 903 904 905 906 907 908
To Marketplace
800 801 802 803 804 805 806 807 808 809 810 811 812
Beer Garden
Exit