Exhibitor Rules
For more information contact: Stacey Rowe – stacey@huntfestva.com
Phone: 540-294-1482
BTD Outdoors, Inc d/b/a VA Hunt Fest (hereinafter, will be referred to as “The Show”) and Vendors, Charities and all other participants (hereinafter, will be referred to as “Exhibitors”)
Show Times
Friday, January 25 1:00 pm – 8:00 pm
Saturday, January 26 10:00 am – 8:00 pm
Sunday, January 27 10:00 am – 5:00 pm
Show Setup
Exhibitors may set up their booths at any of the following times:
Thursday, January 24, 10:00 am – 8:00 pm
Friday, January 25, 7:00 am – 11:30 am
All loading bay doors will open at 10:00am Thursday January 26 and will CLOSE at 8:00 pm Thursday January 26th The bay doors will reopen at 7:00am Friday January 27th and RECLOSE at 12:00pm Friday January 27th and REMAIN CLOSED until 5:00 pm Sunday, January 29.
Exhibitors exhibit must be set up and “ready for business” at least one hour prior to the opening of The Show. All exhibitors must be present at their booth by 12:00 pm on Friday, January 27 and at least 1/2 hour prior to show opening on Saturday and Sunday.
Show Move out
Exhibitors may dismantle their booths at any of the following times:
Sunday, January 27, 5:00 pm – 10:00 pm
Monday, January 28, 8:00 am – 12:00 pm
ABSOLUTELY no dismantling of displays or packing of product is authorized before 5:00pm, Sunday January 29. There will be no security after 5:00 pm on Sunday.
Exhibit Specifications
Individual exhibits shall not obstruct the public’s view of adjoining exhibits, or extend into common areas impeding the flow of visitor traffic. The back of each exhibit may no more than 8′ in height. The sidewalls, if any, may no exceed 8′ in height for a distance extending no more than 4′ from the back wall. The remaining 6′ shall not be more than 4′ in height.
Eligibility
The Show in its sole discretion, shall determine the eligibility of a particular applicant to be and continue as an exhibitor. The show abides by having no more than three vendors offering the same type of product or no more than 2 outfitters from the same state or territory. The show expects exhibitors to offer attractive values and share in the promotion to assure better attendance. The Show accepts, offers, and assigns booths according to the discretion of The Show.
The Show reserves the right notwithstanding any other provision in the rules and regulations, to cancel its acceptance of an application at any time.The reason for cancelation, without limiting the generality of the foregoing, might include: (1) Change in the exhibitor’s product line from the product line listed in the application and (2) the exhibitor becoming delinquent in paying any account with The Show. The Show reserves the right to apply any fees submitted with an application as payment toward any existing past-due account with The Show.
Exhibitor show deposit of 25% of booth cost is nonrefundable. An exhibitor may withdraw an application at anytime prior to acceptance by written notice. There will be no refunds of additional booth payments or cancelations after forty five (45) days prior to the show. The Show will make all refunds within thirty (30) days after the event.
The Show reserves the right to reassign a booth(s), which was a subject of cancelation, without compensation to the canceling exhibitor.No exchanges.
Area Control
The Show contracts the facilities for the area in which the event is held, and the exhibitors contract with The Show. Although The Show has contractual agreements with the facilities, no goods signs or promotional pieces may be displayed or distributed in the exhibition area except within the exhibitors booth without prior written approval from The Show. No vehicles, boats, ATVs, or related motorized items will be allowed for display in booths for raffle or related promotions without prior approval of The Show management.
Only exhibitors and/or approved entertainers are allowed to solicit business within the exhibitors designated area. Exhibitors must confine all selling and promotional activities within the confines of the exhibition area to their booth(s). Selling in the aisles and “button-holing” will not be permitted.
Exhibitors understand and agree that The Show operates the event for the benefit of all its exhibitors and buyers in attendance. Exhibitors agree to refrain from noisy, undignified, or otherwise offensive displays and selling practices. The Show in its sole discretion may alter or physically remove any exhibits that it judges to be not in keeping with the general theme, purpose, and atmosphere of The Show. The Show will prohibit the installation and operation of any exhibit not meeting its approval, and in its sole discretion may prohibit the conduct of any activity whatsoever which it deems detrimental and not to be in the interest of the show.
All merchandise, tables, etc. must stay within the booth. Merchandise or activities must not interfere with neighboring booths. This will be strictly enforced. Exposed stands and sides of displays (such as pegboards used) must be draped or covered so as not to detract from the appearance of a neighboring booth. The front four (4) feet of a booth shall not exceed a four (4) foot height.
Exhibitors agree to be bound by and to comply with all national, state, city, and facility rules and regulations including, but not limited to, those regarding safety and fire prevention. The exhibitor shall not use nails, tacks, glue, paint, or otherwise deface the building standard booth equipment, or furniture and fixtures.
Exhibitor’s exhibit must be set up and ready for business at least one (1) hour prior to the opening of The Show. The exhibitors agree to keep the exhibits open and staffed during the published event hours and not dismantle exhibits until after closing time on the last day.
Subletting or donation of space partially or in its entirety is not permissible without the written consent of The Show management.
Security
The Show in conjunction with the facility shall provide a security service during non-show hours of the event.
Exhibitors may enter Exhibition area ONE HOUR before the scheduled opening on Saturday and Sunday. In order to enter the facilities one hour prior to show open, Exhibitors must wear their exhibitor badge. No one may remain in the exhibition area after the closing hours. All exhibits must be dismantled by noon on Monday following the event. The Show assumes no responsibility for items left in the exhibitor area after this time.
Liability and Indemnity
The Show will take certain normal precautions against theft, strikes, or other emergencies, but The Show does not guarantee or insure against loss from theft, strikes, weather or weather related cancelations, acts of God, or other emergencies. If the exhibitor desires insurance on such losses, the exhibitor must obtain such insurance at its own expense.
Exhibitors agree to “hold harmless” The Show, the facilities and/or their respective personnel from any damage, injury or loss to any person or property for any cause, directly or indirectly related to the participation in the event. If the facility or exhibition area or its contents shall be destroyed by fire or other case, or by reason of government restriction or otherwise, the exhibition is interrupted or prevented, then the exhibitor waives any claims for damages or compensation, consequential or otherwise, which might arise by reason of the prevention of interruption.
All exhibitors are required to carry a minimum of $1,000,000 in appropriate insurance liability coverage for special events.
Permits and State Sales Tax
The Show shall provide the business license that is required for all exhibitors during the weekend of the event.
All exhibitors are responsible for the payment of applicable sales taxes.
Raffles
Only approved charities may conduct a raffle. Any raffled item(s) must be approved by the Show prior to the item(s) being raffled. All raffles must be conducted according to all local, state and/or federal regulations.
Firearms
If exhibiting or selling firearms, no ammunition, or live rounds shall be permitted. Exhibitors must abide by all federal, state, and local firearms laws that apply. No loaded firearms are permitted in the exhibition, except for the duly authorized personnel designated by the show.
Loaded Guns (IN ANY FORM, Handguns, Rifles, Shotguns, ARE NOT ALLOWED in the show and this does include personal protection weapons. This does include any and all personal protection guns. A concealed carry permit does not exempt anyone from this rule. The ONLY exception to this rule is our very able professional police force (who must show ID at the door).
Plastic wire ties are mandatory on all cartridge weapons thus making the weapon TOTALLY unserviceable until removed.
Pets
No dogs or other pets are allowed loose on the facility grounds or in the buildings, except seeing-eye dogs or pets contracted as part of the show. All pets which are a part of an exhibition or seminar shall be kept inside trailers or closed living quarters and must be on a leash when not confined.
Free Samples
No free samples of food, beverages or any product may be given away or otherwise distributed without written approval of show management.
Electricity
The Show agrees to provide electricity (fees may apply) for each inside exhibitor (within 15 feet of exhibit). Each exhibitor is encouraged to bring an extension cord, tools, tape, and a mop (if using water). Outside exhibitors and food and beverage vendors must notify management as to the electrical needs for the show. An additional charge may be assessed which commences on the day of hookup. Electrical needs must be marked on your application and charges paid for with your exhibitor fees.
Miscellaneous
The Show reserves the right without written notice to change these rules and regulations and to issue additional rules and regulations as it solely deems appropriate for the safety and good order of the event.
The rights of the exhibitor shall be to occupy a booth.Only products made, sold, or used by an exhibitor in the ordinary course of business and as a part of established trade may be exhibited.
Sale of items made of deer, bear, and certain other species shall be subject to all local, state and federal laws.
It is agreed that if exhibitor fails to meet payment in full when due, he/she shall automatically forfeit any and all rights, privileges, and claims of any nature he/she has or may have, including the forfeiture of any payments previously made. Any deviation from the above must be approved in advance by The Show. All space is net. It is also understood that in the event it becomes necessary to cancel this show prior to opening day by any reason of any emergency, all sums paid by the undersigned, excepting reservation forfeitures as outlined, will be refunded in full.
Limitation of Liability: Security shall be supplied at no expense to the exhibitor; however, The Show and its sponsor will not be responsible for any loss or damage suffered by any exhibitors or its employees or guest from any act or theft, vandalism, or injury. The exhibitor agrees to make no claims for any reason whatsoever against. The Show and its sponsors for loss, theft, damage, or destruction of goods, nor for any injury to self, employees, or guest while in the show. Exhibitor agrees to indemnify The Show and its sponsors against and hold them harmless for any claims arising out of the exhibitor’s participation in The Show.
The exhibitor agrees not to bring onto the premises any material, substance, equipment or object which, in the judgment of The Show, is likely to endanger the life of, or cause bodily injury to any person on the premises, or which is likely to constitute a hazard to property thereon.
Disputes arising from any cause whatsoever, among exhibitors, shall be settled by The Show, whose decision shall be final.
The exhibitor agrees to abide by all fire regulations and/or decisions of the representative of the local fire department.
Exhibitor passes will be issued on Thursday during set up. Each 10 x 10 space shall be entitled to four (4) employee passes and one (1) parking pass and larger spaces shall be entitled to six (6) employee passes and up to two (2) parking passes. Additional passes are available at $5.00 each vendor pass and vehicle pass. .
Any legal actions or proceedings between the show and exhibitors, sponsors or entertainers shall be done in the local jurisdiction of Augusta County, Virginia. The defaulting party shall pay all costs and expenses incurred, including reasonable attorney fees.
