Exhibitor Rules & Regulations
Every Exhibitor at any Exotic Wildlife Association event
produced or sponsored by Exotic Wildlife Association is subject to and bound by
the Terms & Conditions set forth on both sides of the Application &
Contract For Exhibit Space and the following Rules & Regulations:
1. Organizer: Exotic
Wildlife Association, a Texas nonprofit corporation (“EWA”)., 231 Thompson
Drive, Kerrville, Texas 78028, Phone (830) 315-7761
2. Use of the EWA
Name/Logo: Exotic Wildlife Association, and the name Exotic Wildlife
Association with the deer logo are service marks of EWA. Exhibitor agrees to
not sell or distribute any item of any type bearing any of these service marks
at any time and in any place without first receiving written permission from
EWA.
3. Use & Design of
Exhibit Space:
a) Nature of Exhibit: EWA attaches particular importance to
the attractive design and construction of exhibit space at EWA events. Exhibits
must be presented in a professional manner. Exhibitors are discouraged from
selling products which may be considered unethical or inhumane to deer or
contrary to the mission of EWA. EWA reserves the right to decline or prohibit
any exhibit or part of an exhibit, Exhibitor, representative or proposed
exhibit which, in the opinion of EWA is not suitable to or in keeping with the
character or mission of EWA.
b) Products in Exhibit: Exhibitors shall display only
products and/or product lines as approved by EWA. All products displayed must
be deer or fallow-related and may not include any types of products that EWA,
in its sole discretion, deems offensive or unsafe, including but not limited to
knives and/or firearms. No sales exclusivity on type of merchandise is extended
to any Exhibitor unless specifically negotiated with EWA and such exclusivity
is noted on the Application & Contract for Exhibit Space.
c) Sales & Promotional Activities: Exhibitor may not
engage in any product sales and/or promotional activities beyond the confines
of Exhibitor’s Assigned Space. The general posting or distribution of
brochures, pamphlets, leaflets, newspapers, magazines, banner, or adhesive
stickers, or other promotional materials of any kind or character beyond the
Exhibitor’s Assigned Space is strictly prohibited.
d) Exhibitor Personnel: Exhibitor shall be responsible for
the conduct of any employees, agents, visitors, or guests of Exhibitor in or
about the Assigned Space. Exhibitor shall cause all such employees, agents,
guests, or visitors to be familiar with these Rules & Regulations. If any
agent, contractor, or employee of the Exhibitor conducts himself or herself in
any manner offensive to EWA, other exhibitors, Exhibitor’s representatives or
event attendees, EWA may dispel him or her from the venue for the remainder of
the event.
e) Damage to Venue: No Exhibitor may injure, damage, or in
any way deface any wall or surface of the venue. No nails, hooks, screws, or
adhesive stickers may be utilized in any part of the venue. Exhibitor is liable
for and agrees to pay for any and all damage to the venue and/or equipment
owned by the venue which is caused by Exhibitor or Exhibitor’s representatives,
agents, employees, or invitees.
f) Optical, moving, and acoustic advertising materials are
permitted provided that they do not disturb or interfere with neighboring
Exhibitors and/or do not interfere with the event’s public address system.
Exhibitors shall not use music from any source which requires permission from
the copyright owner unless they have, in advance, obtained a license to perform
such music, paid any fees required, and provided EWA with a copy of a
fully-executed license agreement. Exhibitor agrees to indemnify EWA for all
claims resulting from failure to comply with these requirements. The use of sound
systems by Exhibitors is not permitted within the trade show.
g) Contests, Prizes, or Lotteries: Contests,
prizes, or lotteries (including registration prizes) are expressly prohibited
unless fully-explained in writing and submitted to EWA at least two weeks prior
to the event for approval.
EWA reserves the right to approve or decline any/all such
applications. Exhibitor shall not conduct any raffle or drawing that is not free to enter and/or requires the winner to be present at a specific date or time. Any raffle must be conducted in accordance with all applicable local and state laws.
h) Access to Exhibit: Each Exhibitor agrees to give the
building supervisor, security staff, maintenance staff, and EWA free access to
the Exhibitor’s Assigned Space at all times.
i) Food: No
Exhibitor shall be permitted to carry any food, cooler, or beverage item into
any EWA venue. Exhibitors must receive written approval from EWA to sell food
items not intended for immediate consumption. All food and beverage concessions
are reserved to the individual venue per the respective lease. In addition,
prior written permission must be obtained from the management of the event
venue for distribution of any free candy, food, or beverage item during any EWA
event. Any Exhibitor who violates this rule may be subject to a penalty of up
to $5,000.00 per day per infraction as specified in the applicable venue lease.
4. Support of the Event:
Exhibitor shall not engage in any promotional efforts, nor supply any
transportation that has the effect of drawing event attendees or potential attendees away from the venue or
to any non-event exhibit or sales area. Exhibitor may not promote in any way
within any EWA venue any other deer, fallow, or similar wildlife association or
registration without the written consent of EWA.
5. Installation of
Exhibits: EWA may assign each Exhibitor a specific date and time for move-in
based on the size and location of Exhibitor’s Assigned Space. EWA will notify
Exhibitor in writing of this time, and Exhibitor will comply with such move-in
schedule. Exhibitors that attempt to move in prior to their assigned times may
be assessed a $250 fee and/or lose the opportunity to exhibit at future events.
Each exhibit must be in complete order
by the start of the event. If installation of exhibits is not complete by this
time, the Exhibitor’s Assigned Space is forfeited by default and is subject to
rental or other use as determined by EWA. All of Exhibitor’s packing materials
must be removed from the trade show floor no later than one hour prior to
opening of the Event. EWA reserves the right to change the move-in schedule and
advise Exhibitor of any such changes.
6. Compliance with Laws:
Exhibitor and its agents, employees, invitees, and guests shall comply with all
applicable provisions of federal, state, and municipal laws, building codes and
ordinances and the rules, regulations and requirements of any government entity
having jurisdiction over the event venue. Exhibitor shall also abide by all
applicable union regulations and shall in a timely manner obtain all necessary
permits or licenses at Exhibitor’s cost. Exhibitor may be required, at the
exclusive discretion of EWA, to immediately cease its operations and vacate the
Assigned Space, if Exhibitor’s exhibit operation, or the conduct of Exhibitor’s
agents, employees, invitees, or guests should be found to be in violation of any
such rule, regulation, or requirement. All sales taxes, FICA, and any other
taxes arising out of or in connection with Exhibitor’s use of the Assigned
Space are the sole responsibility of each Exhibitor.
7. EWA makes no
representations or warranties regarding the number of persons who will attend
any event, such number being impossible to predict accurately in advance of the
Event. Exhibitor understands that neither EWA nor its agents or representatives
guarantees attendance at any event nor any financial gain to any Exhibitor
participating in any event. Each Exhibitor also understands that tickets to any
event will be sold exclusively by EWA and that Exhibitor is not entitled to any
proceeds from ticket or concession sales.
8. EWA shall have
absolute control over the implementation of these Rules & Regulations. Exhibitor shall observe and
abide by any additional regulations made by EWA for the efficient, safe and
successful operation of any event as soon as these additional regulations are
communicated to Exhibitor.
The
undersigned hereby applies for exhibit space at EWA in accordance with the
Terms & Conditions herein and the EWA Exhibitor Rules & Regulations
provided to exhibitor. By Exhibitor's signature below, Exhibitor acknowledges
that Exhibitor has read, understands, and will abide by the terms and
conditions of this agreement, including the EWA Exhibitor Rules and
Regulations, which are incorporated herein by reference. Exhibitor also
understands a space is reserved only with approval of this application by EWA,
the receipt of timely FULL payment, and this executed registration. All
exhibitors must pay for their booth for Convention before move in day of the
event. Exhibitor shall not sell, transfer, assign, subcontract, apportion, or
sublease to a third party his/her rights hereunder to his/her/its Assigned
Space or any portion thereof unless prior written permission is given by EWA.
Sponsor/Exhibitor Representative ______________________________________
Date __________________________
