2016 SWW Sportsmen`s Expo Vendor Application

Office Use Only
Deposit:___________________________________
Balance:___________________________________
Booth #:___________________________________
o Ad/Coupon o Passport o Insurance Certificate
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SWW Sportsmen’s Expo
Southwest Washington Fairgrounds, Chehalis WA - June 17th, 18th & 19th, 2016
Company: __________________________________________________ Contact Person: ________________________________
Mailing Address: ____________________________________________ Phone Number: ________________________________
City, State, Zip: _____________________________________________ E-mail: _______________________________________
Type of Merchandise/Service: ________________________________________________________________________________
Indoor Space:
Size of Booth
1-4 10x10
10x10 End Cap
10x20 End Cap
5-7 10x10
8+ 10x10
10x10 Non-Profit Booth
Outdoor Space:
Size of Booth
10x10
10x20
10x30
4-7 10x10
8+ 10x10
10x10 Non-Profit Booth
Chamber Member
$195.00 ea
$230.00 ea
$415.00 ea
20% off Total Fee
30% off Total Fee
Non-Chamber Member
$285.00 ea
$320.00 ea
$595.00 ea
20% off Total Fee
30% off Total Fee
$85.00 ea
Chamber Member
$100.00 ea
$175.00 ea
$250.00 ea
30% off Total Fee
35% off Total Fee
Non-Chamber Member
$150.00 ea
$225.00 ea
$300.00 ea
20% off Total Fee
25% off Total Fee
$50.00 ea
Spaces will be assigned on a first come first serve basis with paid deposit.
o I want ___________ number of booths at $__________________each, for an expected total of $___________________
Enclose $50 Non-refundable deposit to reserve exhibitor space. Please make checks payable to: Centralia-Chehalis
Chamber of Commerce. Amount due will be determined when exact booth is assigned and balance will be due no later
than May 31st, 2016.
o I am registering after the May 10th, 2016 reservation deadline and I have added the late fee of $25 per booth.
o I would like _______ 8’ Table.(free)
o I would like a FREE B&W Ad in the “Exhibitor’s Book” (Deadline: May 31st, 2016) Ads must be photo ready, JPEG or
PDF files only. The Chamber will not create ads. (see pg 5 for details)
o My insurance agent will send an “Additional Insured Certificate” to the Chamber. (see pg 2) o Attached
o I would like to be on the Passport ($100). The Passport will be given to attendees as they arrive at the show and they must
get an initial from all businesses on the card to be eligible for a great prize.
o Become an Event Sponsor: $500________ $1000_________ $2500________ (see pg 4 for sponsor tier description)
TOTAL OWED: Booth Space $_________ Passport $__________ Event Sponsor $_______ Grand Total $________
ALL PAYMENTS ARE TO BE MADE TO: The Centralia-Chehalis Chamber of Commerce
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E-mail: [email protected] ♦ Phone: 360-748-8885 ♦ Toll-Free: 800-525-3323 ♦ Fax: 360-748-8763
Website: www.ChamberWay.com ♦ 500 NW Chamber of Commerce Way ♦ Chehalis, WA 98532
SWW Sportsmen’s Expo Guidelines
Southwest Washington Fairgrounds, Chehalis WA - June 17th, 18th & 19th, 2016
PLEASE REVIEW AND KEEP COPY FOR YOUR RECORDS
Vendor Category:
o Outdoor Recreation
o Conservation Organizations
o Fishing
o Hunting
o Food
o Automotive Outdoor
o Educational
o Retail / Other
Contract For Space Rental: To reserve your exhibitor booth space you need to submit this form to the Chamber office with
a $50 (non-refundable) space reservation deposit on or before May 10th, 2016. The remaining balance is due no later than May
31st, 2016. EXHIBITORS WHO HAVE NOT PAID SPACE FEES IN FULL BY MAY 31st, 2016 WILL NOT HAVE SPACE
RESERVATIONS HONORED. Space cancellations after June 3rd, 2016 will forfeit total space fee. We understand that this
reservation request becomes a contract when signed by the exhibitor and accepted by the Centralia-Chehalis Chamber of Commerce
and the SWW Sportsmen’s Expo Task Force. Any space reservation request that the Task Force chooses not to accept will be
returned by mail along with the deposit funds. A late fee of $25 per booth will be added to any contract received after the May 10th,
2016 reservation deadline.
Exhibit Booth Fees: Booth Fees include Exhibitor Book, 110 amp electricity, advertising for the event, and 4 vendor passes for
event admission. This year a small entry fee will be charged for admission to the event.
Insurance Certificates: Our insurance policy requires every exhibitor to provide insurance certificates naming the “CentraliaChehalis Chamber of Commerce” and “Southwest Washington Fairgrounds” as Additional Insured.
Limitation Of Liability: The Southwest Washington Fairgrounds, its management, and the Centralia-Chehalis Chamber of
Commerce, shall not be responsible for any loss, breakage or damage that may occur to the exhibitor’s property, from any cause
whatsoever, during or subsequent to the period covered by this contract. Likewise, the Southwest Washington Fairgrounds, its
management and the Centralia-Chehalis Chamber of Commerce shall not be responsible for any injury that may occur to the
exhibitor or the exhibitor’s employees, from any cause whatsoever, during or subsequent to the period covered by this contract.
Exhibit Specifications: All exhibits must be arranged to not obstruct the general view or hide the exhibits of others. They must
all be within their booth dimensions which will be marked with blue tape. You are encouraged to have attendees sign up for door
prizes at your booth so that you can retain the names for your business! You can use your coupon as the form for your drawing.
There will be drawings held during the show.
Advertising: Included with your booth fee is advertising for the overall event. This includes roadside signage, radio and print
media.
Exhibit Set-up: Exhibit area will be available for move-in and set-up on Thursday, June 16th from 9 am to 8 pm and Friday, June
17th from 9 am to 11 am. You may pick up your tables at this time if you have requested them on your show application. Chairs
will be available from racks in central locations at event. ALL BOOTHS MUST BE SET-UP BY FRIDAY, JUNE 17th By 11 AM!
Sub-Leasing Of Space: The exhibitor agrees that exhibit space will not be sub-leased in whole or part.
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E-mail: [email protected] ♦ Phone: 360-748-8885 ♦ Toll-Free: 800-525-3323 ♦ Fax: 360-748-8763
Website: www.ChamberWay.com ♦ 500 NW Chamber of Commerce Way ♦ Chehalis, WA 98532
SWW Sportsmen’s Expo Guidelines
Southwest Washington Fairgrounds, Chehalis WA - June 17th, 18th & 19th, 2016
PLEASE REVIEW AND KEEP COPY FOR YOUR RECORDS
Care Of Exhibit Halls: The exhibitor agrees to leave the exhibit area clean, with no debris or personal belongings. All tractors,
motor vehicles, water, dirt or landscape displays at the show must have a type of absorbant non-abrasive floor covering under them
during the show to help protect the floor of the Exhibit Hall. The exhibitor also agrees not to damage in any way the walls, floor or
any permanent fixtures of the Southwest Washington Fairgrounds. Therefore, with any violation of this provision, no matter how
caused, the exhibitor becomes financially responsible to the Southwest Washington Fairgrounds.
Exhibitor Hours: The exhibit will be open to the public:
Friday, June 17th, 2016 from 12 am to 8 pm
Saturday, June 18th, 2016 from 10 am to 6 pm
Sunday, June 19th, 2016 from 10 am to 4 pm
BOOTHS MUST BE MANNED DURING ALL EXHIBIT HOURS!
KEY Dates & Deadlines:
May 10th - $50 dollar reservation deposit due after 05/10/16 a $25 per booth late fee assessed.
May 31st - Artwork for Ad and final payment due.
June 3rd - Any cancellation results in forfeiture of vendor fee.
June 16th - 9 am to 8 pm Booth set-up
June 17th - 9 am to 11 am Booth set-up (BOOTH SET-UP MUST BE COMPLETE BY 11 am)
June 20th - 9 am to 5 pm Booth breakdown. All vendors must be checked out by 5 pm Monday.
DISMANTLING OF THE BOOTH WILL NOT BE PERMITTED PRIOR TO 4 PM ON SUNDAY, JUNE 19TH.
ALL PAYMENTS ARE TO BE MADE TO: The Centralia-Chehalis Chamber of Commerce.
Terms: To reserve your exhibitor booth space you need to submit this form to the Chamber office with a $50 (non-refundable) space
reservation deposit on or before May 10th, 2016. EXHIBITORS WHO HAVE NOT PAID SPACE FEES IN FULL BY MAY 31,
2016 WILL NOT HAVE SPACE RESERVATIONS HONORED. Space cancellations after June 3rd, 2016 will forfeit total space fee.
We understand that this reservation request becomes a contract when signed by the exhibitor and accepted by the Centralia-Chehalis
Chamber of Commerce and the SWW Sportsmen’s Expo Task Force. Any space reservation request that the Task Force chooses not
to accept will be returned by mail along with the deposit funds. Terms of this application must be adhered to.
Signature: _________________________________________________________________________ Date: _____________________________
Signature of Authorized Vendor Representative
THE SWW SPORTSMEN’S EXPO IS PROUDLY BROUGHT TO YOU IN PARTNERSHIP BY:
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500 NW Chamber of Commerce Way
Chehalis, WA 98532
360-748-8885
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PO Box 790
Montesano, WA 98563
360-580-1279
E-mail: [email protected] ♦ Phone: 360-748-8885 ♦ Toll-Free: 800-525-3323 ♦ Fax: 360-748-8763
Website: www.ChamberWay.com ♦ 500 NW Chamber of Commerce Way ♦ Chehalis, WA 98532
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SWW Sportsmen’s Expo Sponsor Tiers
Baw Faw- $500.00 : 25% off booth first two booths, logo included in
all printed promotional material , up to two banners placed in key locations at the show itself. (vendors are responsible for supplying their
own banners).
Mount St. Helens - $1,000.00 : 1 free 10 x10 booth, logo included in
all printed promotional material , up to two banners placed in key locations at the show itself (vendors are responsible for supplying their own
banners), organizations name mentioned in event radio ads.
Mount Rainier- $2,500.00 : 2 free 10 x10 booths, logo included in all
printed promotional material , up to two banners placed in key locations
at the show itself (vendors are responsible for supplying their own banners), organizations name mentioned in event radio ads and one special
show event attraction sponsorship. (for instance “Cowboy Fast Draw
Competition brought to you by.................)
All logos and promotional literature in regards to sponsorship for your company must be submitted
in high resolution to [email protected] by March 31st, 2016 to be properly inserted into
our promotional campaign.
E-mail: [email protected] ♦ Phone: 360-748-8885 ♦ Toll-Free: 800-525-3323 ♦ Fax: 360-748-8763
Website: www.ChamberWay.com ♦ 500 NW Chamber of Commerce Way ♦ Chehalis, WA 98532
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SWW Sportsmen’s Expo
Southwest Washington Fairgrounds, Chehalis WA - June 17th, 18th & 19th, 2016
A show book will be distributed to each attendee as they enter the show area. If you would like to have a complimentary
ad or coupon printed in the book, you must complete this form and return it to the Chamber office by May 31st, 2016. Ads
or artwork must be emailed to [email protected] with required size and format specifications.
Business Name:____________________________________________________________________________________
Contact Name:____________________________________________________________________________________
Address:_________________________________________________________________________________________
City, State, Zip:____________________________________________________________________________________
Phone:_______________________________________________ Fax:________________________________________
Email: _______________________________________________
You may use your space in a number of ways:
• Utilize it for a door prize drawing at your booth
• Advertise special discounts for the Sportsmen’s Expo
• Extend a discount through the end of June 2016 at your retail location.
• If you don’t have an ad, you can scan a business card
You must have camera-ready art, logos or a completed design you would
like to use in .jpg or .pdf format. The Chamber will not produce ads.
Please email black and white images to [email protected].
Horizontal designs must be 4.75 (w) x 2.2031 (h).
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E-mail: [email protected] ♦ Phone: 360-748-8885 ♦ Toll-Free: 800-525-3323 ♦ Fax: 360-748-8763
Website: www.ChamberWay.com ♦ 500 NW Chamber of Commerce Way ♦ Chehalis, WA 98532