Welcome Letter 8.5.12 (v710)

Welcome Letter/Contract
August 5, 2012
The Bridal Showcase
January 2012
COVER PHOTO BY CRITSEY ROWE PHOTOGRAPHY
A Collection of
Wedding Professionals
presented by
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February 2012
Dear Wedding Professionals:
Whether you have participated with us in the past or would like to increase your exposure in the bridal market
through participation in our upcoming shows, The Bridal Showcase offers you a great marketing tool to reach
hundreds of potential clients in one spot. And the great thing is they come to you!
Join us as Belk presents, The Bridal Showcase.
Our show is held at the Charlotte Convention Center Sunday, August 5, 2012. Our show hours are from Noon
until 5:00PM.
Please find included in this package a copy of the application, terms and conditions and floor plan for The
Bridal Showcase presented by Belk. Our additional show sponsors include Party Reflections, Inc, The Knot,
David’s Bridal, Men’s Wearhouse, Clinique & Carmen Carmen Prestige @ Belk. Additional sponsorship &
advertising opportunities still exist, so if you are interested in boosting your presence at these upcoming
shows, we would love to discuss these options with you.
Please complete the application and sign the terms and conditions page and fax or mail to CW&E as soon as
possible. The registration discounts are time sensitive and space is limited. In the meantime, if you
have any questions or concerns do not hesitate to call 704-347-2900 or visit us on the web at
www.TheBridalShowcaseNC.com.
We Look forward to working with you!
Sincerely,
Margaret Hooks
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Overview
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The Bridal Showcase, August 5, 2012 at The Charlotte Convention Center Noon-5:00PM
The Bridal Showcase August 5, 2012 sponsors include but are not limited to, Belk Department Stores, The Knot,
Party Reflections, Inc, Clinique & Carmen Carmen Prestige @ Belk, David’s Bridal & Men’s Wearhouse. Please
contact us if you are interested in boosting your presence for sponsorship, partnership or advertising information.
Standard booths are typically in a row and consist of a 10x10 space with black pipe & drape, 8' height backdrop
& 3' height on either side also included in your standard booth, a 6ft. table with white top cloth and black skirting
and two black folding chairs – your booth must maintain the 10x10 perimeter allotted- equipment may be
removed if it impedes the aisle. If your perimeter takes more space to fit the equipment desired for presenting,
additional booth space may be available at a discounted rate.
Premium booths (corner) (limited availability), are considered to be a 10x10 space with black pipe & drape, 8’
back drops on 2 sides open to the aisles on 2 sides. A premium booth may also be considered a 10x1o space
with and 8’ backdrop on one side a 3’ side (if it’s placement falls in an aisle and not in the quad spaces) and then
the 2 sides open to the aisles. Also included in your premium booth, a 6ft. table with white top cloth and black
skirting and two black folding chairs. Your booth & it’s contents must maintain the 10x10 perimeter allotted equipment will be removed if it impedes the aisle. If your perimeter takes more space to fit the equipment desired
for presenting, additional booth space may be available at a discounted rate.
Website Links to your website are available from www.thebridalshowcasenc.com for a minimal bi-annual fee.
Extensive Advertising (Radio, Bridal Publications, E-Mail Blasts, Mailers, Website Links, In-Store Banners, Direct
Mailers) (subject to change without notice)
Following the show you will receive a detailed lead list which will include all of the pre-registered brides and day
of the show registered brides.
Show has been 24 years in existence, This year marks the show's 11th Anniversary being produced by Carolina
Weddings & Events
As the largest bridal event in the Charlotte area The Bridal Showcase attracts the Brides and Grooms their
families and friends, which helps in your business growth.
Fashion Previews throughout the day where the latest in gowns and formalwear are presented. (If you are a
vendor interested in participation please contact our office for details)
Grande Finale Fashion presented by David’s Bridal & Men’s Wearhouse.
Honeymoon contests and prizes for the Brides & Grooms during the show.
Door Prize Announcements throughout the day for Brides & Grooms (If you are a vendor interested in
participation please contact our office for details)
Vendor Networking Event prior to The Bridal Showcase (contributions/contributors solicited for event)
No Booth Sharing Permitted
If for any reason, you need to cancel your space(s) up to 30 days prior to the show, you will be entitled to a 50%
refund.
If for any reason, you need to cancel your space(s) within 30 days (1 month) prior to the show no refunds will be
given.
To reserve your booth space, please fill out the application indicating 3 general booth choices/areas. Booths are
placed on a first come first serve basis and will be reserved by receipt of your completed application, signed terms and
conditions page and receipt of deposit. Upon receipt of your completed contract, terms and conditions page and deposit
your booth space will be reserved. We will do our best to place you in one of these options. Upon completion of
your contract you may fax it to 704-347-2991 or mail it to: CW&E, 3412 Monroe Rd., Charlotte, NC 28205.
Approximately 6 weeks prior to the show you will receive an exhibitor packet which will include additional show guidelines
and an order form from Party Reflections, Inc. which includes additional booth decorating ideas. (all information will also
available online @ www.thebridalshowcasenc.com )
Feel free to call us with any additional questions @ 704-347- 2900 or e-mail: [email protected]
Please visit our website @ www.thebridalshowcasenc.com for exhibitor information updated on a regular basis.
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Exhibitor Contract for August 5, 2012 Show
Please Note: This contract is intended for our August show. The discounts listed on this contract apply only to the
AUGUST SHOW contract and are only applicable if your payments fall within the terms listed on this contract. Please
fill out the following information, read & sign the terms and conditions pages for the August show and fax or mail all
necessary documentation (3 required pages total) to the number or address below to begin securing your booth
space. Upon receipt of your 50% (non-refundable) deposit you will secure your booth.
Company Name:________________________________________________________________________
(name as it will appear on your directional sign, the vendor roster, and website listing)
Company Services:
_____________________________________________________________________________________
(Please be specific and inclusive) (ex: florist, photographer, caterer, baker, planner, decorator, etc.)
Company Contact Name:_________________________________________________________________
Contact Title:___________________________________________ Date of Contract:__________________
Phone #________________________________________Fax #__________________________________
Billing Address:_________________________________________________________________________
City________________________________________________ State_______________ Zip Code_______
E-Mail Address: ________________________________________________________________________
Website Address: _______________________________________________________________________
Please Select Three August 5, 2012 Booth Choices (areas)
1)______________________ 2)_____________________ 3)_____________________
Note:
1. These booth choices are simply to assist us in placing you. These selections are not a guarantee that you
will receive these spaces. Please note the front door locations go quickly!
2. Booth placement depends on availability & location of similar currently registered vendors.
3. All Premium Booths (Corners) will have a $50 upcharge.
4. Booths are not secured without receipt of 50% (non-refundable) deposit, signed contract & terms and
conditions pages
5. Booth space includes 10x10 booth, 6’ table w/ black cloth, 2 chairs, 7”x44” directional sign & lead list.
6. It is sometimes necessary that booth spaces require adjustment and may be moved without prior notice.
7. Cancellation of your booth 30 days prior to show date will result in a forfeit of your full payment. No
REFUNDS!
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AUGUST 2012 CONTRACT PAGE 2
Quantity of Booths:
_______ AUGUST Show Early Registration Rate Exhibit Space(s) (Standard Booth) $ 675.00
Early registration on or before 6/15/12
_______ AUGUST Show Reg. Registration Rate Exhibit Space(s) (Standard Booth) $ 775.00
Regular registration after 6/15/12 before 8/4/12
NO OTHER DISOUNTS APPLY TO THESE RATES
Other Requests:
____________August 2012 Premium Booth (Corner Space 2 aisle openings) $
50.00
see note explaining corner booth space(s) in overview section of welcome letter
charge(s) will be added depending on availability & placement of like vendor
Advertising Opportunities:
____________Show Program Advertising: Call for Size & Pricing Availability
____________Belk Bag Drop
____________Website Link (August) (Provide web address above)
(this fee is for an 6 month period from this contract date)
$
$
$
TBD
TBD
50.00
List Preference:
____________E-Mail -Excel List (default method) (Provide e-mail address above) $
____________Hard Copy/Paper List (paper will only be sent if requested)
$
____________Bride Lead List on CD-ROM
$
N/ Chg
30.00
50.00
For balances not paid in full on or before 6/15/12, discount will be lost and regular rates
will take effect
Contract TOTAL $__________
50% DEPOSIT (Non-Refundable) DUE WITH CONTRACT
$__________
Early Registration BALANCE DUE in full on or before 6/15/12 $__________
For August 5, 2012 contracts submitted after 6/15/12 - ALL BALANCES are DUE at time of
completed contract
Payment: Check: payable to Carolina Weddings & Events OR
Credit Card: circle MC, VI, AX and complete:
Name on Credit Card:__________________________________________________________
Card#:______________________________________________________________________
Billing street # / zip code:_____________/_____________ Exp Date:__________________
Cardholder Signature (required):________________________________________________
The Bridal Showcase
Floorplan
621 611
620 610
501
401
15
W
724 712
723
402
16
W
812 806
811 805
502
The Plush Flush
17
The
Groom's
Lounge
Trolleys of
the Carolinas
The
Place
For
Flowers
Carmen Carmen
Prestige
Belk
W
Clinique
Belk
316 308
315 307
120 110
119 109
220 210
209
619 609
810 804
809 803
722 710
721 709
720 708
719 707
W13
618 608
617 607
314 306
313 305
Party Reflections &
The Knot
The Linen Gallery
616 606
312 304
CW&E 303
718706
218 208
217 207
216 206
215205
Silver Fox Limos
Presented by
116 106
115 105
W10
214 204
112 102
203
111 101
Queen City Catering
Produced by
Laura's
Bakery
Critsey Rowe
Photography
W6
W5
W4
W2
s
201
RESTROOMS
At the
5
Subject to change without prior Notice
W7
W3
Ro
RESTROOMS
W9
202
id
e
713 701
The
Men's
Wearhouse
W11
lR
714 702
Belk
Pavilion
Bedazzled
Bridal
&
Formalwear
117 107
ya
ve
rF
ox
Li
m
os
715 703
310 302
309301
Jos A Bank
W12
114 104
113 103
Sl
Silver Fox Limos
W18
717 705
716
Photography
by
David's Bridal
David's
Bridal
808 802
807 801
118 108
W8
615 605
W19
W14
W1
Terms and Conditions for August 5, 2012 Show
Please sign the terms and conditions, return with the Exhibitor Contract and fax or mail to the address below to begin securing your booth
space. Upon receipt of your 50% (non-refundable) deposit your booth will become secure.
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Booth space is not secured without CW&E’s receipt of a completed Exhibitor Contract, signed Terms
& Conditions Pages & 50% (non-refundable deposit) !
Exhibitor Packet (detailed show information) will be mailed on or before 6/1/2012 or upon Completed
Registration (if after 6/1/12 date). Information will also be posted online at thebridalshowcasenc.com. !
Booth placement is not guaranteed. We will do our best to secure one of your three requested booth
choices. Booth placement depends on availability & location of similar currently registered vendors.
Booth Sharing is Prohibited!
• No products, signs, or printed materials representing businesses not holding a booth in the current
show may be displayed or distributed in your booth. Any such materials found in the booth are
subject to confiscation until the end of the show.
• This includes but not limited to: flowers by..., frames done by...., etc.
• This also includes publications or any printed materials of companies not exhibiting in the show.
It is sometimes necessary to adjust booth spaces and they may be moved without notice. We will
contact you at our earliest convenience. If in transition you are moved from a corner booth, we will do
our best
to reposition you in a corner booth.
Your Company Name will be listed as you have stated in the Company Name field on the Exhibitor
Contract unless CW&E is otherwise notified. Once the show program has been sent for production
your name will be listed as it is on the Vendor Roster provided in the Exhibitor Packet.
When staffing your booth for the show, all participants are responsible for show Rules & Guidelines.
DON’T LET AN EMPTY BOOTH BECOME A MISSED OPPORTUNITY- Please have continuous staff
on hand throughout the entirety of the show.
After you unload your vehicle you must move it from the dock area!! You will be towed if you do not
move!! The Convention Center is very strict about this rule.
Show Décor is available through Party Reflections, Inc, Please fill out the forms once you receive your
exhibitor packet. Specialty item pre-orders can be placed through July 27, 2012 without a $50 rush
fee being implemented.
On Saturday August 4th, 2012 from 1p-6p It is very important that you check-in at the designated
CW&E registration table upon arrival and prior to set up we are located at the loading dock entrance.
You should expect to receive any updated information, be checked in, receive your exhibitor badges,
and get directions to your booth.
On Sunday August 5th, 2012 from 8a-10:30a It is very important that you check-in at the designated
CW&E registration table upon arrival and prior to set up we are located at the loading dock entrance.
You should expect to receive any updated information, be checked in, receive your exhibitor badges,
And get directions to your booth
Only CW&E authorized personnel will be permitted to photograph the show floor. Photographs taken
by CW&E authorized personnel may be used for promotional advertising for The Bridal Showcase.
We are here to help you protect your investment. It would be unfortunate for non-exhibiting vendors to
“STEAL YOUR BUSINESS!” Please help us monitor this situation!!! Guest solicitation is not
permitted for Non-Exhibiting Vendors.
All Brides and Grooms will be given a white lanyard with a “Bride” or “Groom” badge to wear, with their
name and their wedding date filled in.
All food samples being distributed must be sample size portions and must be approved by submitting
the before Monday, 7/23/2012. Please bring trash cans for your sample / wrapper disposal.
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CONTINUED
A discounted rate for electricity is provided by The Charlotte Convention Center if you complete and return the form
on or before 7/14/2012. Forms may be submitted after this date at a non-discounted rate. If you need these services
you must complete and return these forms to Smart City Networks. The Bridal Showcase Producers, CW&E, is not
affiliated with Smart City Networks and therefore will not become involved with electrical matters.
18.
Music/ Sound from your booth should be controlled as to not disturb your neighbor. The show
management team reserves the right to control sound volume at your booth.
19.
Unless otherwise requested, your booth space is a 10x10 booth and you must maintain the
10x10 space which you have reserved. You will be asked to move within the allotted 10x10
space if you have extended past your boundaries. Failure to do show may require confiscation
of equipment beyond the boundary until the end of the show. Please plan, decorate & staff
your space accordingly as to not “overload” your booth!!! Consider a 10x20 or larger if you
plan on a large display!
20.
If you intend to build walls in your booth... PLEASE CONSIDER YOUR NEIGHBOR... they are
paying for visibility also. Out of courtesy, YOU MUST CONTACT show staff so we can help
place you in a location that will not obstruct a neighbor OR, you may call them for permission
to build. You will need to consider the look of the back of the walls you have constructed and
also consider the top if the walls extend over the 8’ back wall you will have. Remember, some
corner booths are on a row and the side wall may be a 3’ wall! You should plan on a corner
spacing and request 2 8’ side walls. It is not recommended that you pre-plan the direction of
your booth until your spacing has been confirmed.
21.
NO SOLICITATION OF BUSINESS OUTSIDE OF YOUR BOOTH AREA. Solicitation of business
outside of your booth in registration area, concourses, etc. will not be tolerated. No Vendor will
be allowed to solicit business from the front entrance of the show or in the upstairs lobby unless
previous arrangements have been made through show management! Vendors are only allowed to
solicit business within your booth area.
22.
All Exhibitors (except publications and website or .com vendors) that participate in The Bridal
Showcase are eligible to receive the Bride Lead List. Exhibitors are asked not to provide the Bride lead
list to non-exhibitors. If any exhibitor provides the database to outside show companies, this exhibitor
will not be allowed to exhibit in future shows! The lead list has been “seeded” by CW&E to follow the
trail of the list.
23.
In an effort to be considerate of other vendors and guests visiting the show floor, ABSOLUTELY NO
BREAKDOWN SHOULD BEGIN BEFORE 5PM. Use every available minute to take advantage of this
great marketing opportunity
IF YOU CANCEL YOUR BOOTH 30 DAYS PRIOR TO THE SHOW, THERE ARE NO REFUNDS!
PAYMENT IS DUE IN FULL AND YOU WILL FORFEIT FULL PAYMENT. THIS APPLIES TO SINGLE,
DOUBLE, PAVILIONS, ETC.
Company Name:______________________________________________________________________________
Company Phone Number:_______________________________________________________________________
Company Representative:_______________________________________________________________________
Title:________________________________________________________________________________________
E-Mail Address:_______________________________________________________________________________
Accepted' by:_______________________________________________________________Date________________________
Company'Representative
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