DIS COUNTE D FOR LODGING VENDORS, ACCOMODATIONS CLINICIANS & ATTEND EES We have arranged for discounted rooms at two local hotels for participants of EquiFest 2015. Reservations should be made directly with the hotel via phone or email. To get the EquiFest discount you MUST use the code “EquiFest15” when booking your room. Regular Rate: EquiFest Rate: $59.99 $53.99 MUST use the code “EquiFest15” Regular Rate: $104.00 EquiFest Rate: $79.00 MUST use the code “EquiFest15” RED ROOF INN Buffalo–Hamburg #055 5370 Camp Road Hamburg, NY 14075 US 716-648-7222 EM: [email protected] QUALITY INN 5440 Camp Road, Hamburg, NY, US, 14075 716-649-0500 EM: [email protected] Red Roof Inn Buffalo - Hamburg is now 100% Smoke-Free and Newly Renovated with Free WiFi and flat screen TVs in all rooms. Located near Fairgrounds Gaming and Raceway, Hilbert College, Ralph Wilson Stadium and the Pedaling History Bicycling Museum. We are minutes from Downtown Buffalo, the Fairgrounds and Ralph Wilson Stadium. A number of restaurants are in the immediate area. Our on-site full-service restaurant serves dinner daily. Hideaway's Lounge is also on-site. Our amenities include: Free wireless high-speed Internet access Free weekday newspaper Free local calls and free parking Free coffee On-site exercise room. Our guest rooms are furnished with refrigerators, coffee makers, hair dryers, irons, ironing boards and cable television with free HBO. Laundry facilities and valet cleaning service is available on-site. REGISTRATION~AGREEMENT WNY EquiFest 2015 Hamburg Fairgrounds, 5600 McKinley Parkway, Hamburg, NY 14075 NOW 2 DAYS! Sat Mar 14 Registration Deadline: February 10, 2015 Late registrations are subject to a $30 surcharge 10:00am – 5:00pm Western Chapter NYS Horse Council Sun Mar 15 WCNYSHC.org WNYEquiFest.com 10:00am – 4:00pm 2 HEATED Buildings The NEW Agriculture Discovery Center & The Showplex VEND OR R EGI STR A TI ON PLEASE PRINT Company Name _____________________________________________________________________________________________________________ As it will appear in the program and our web site Primary Contact _______________________________________________________ Email ________________________________________________ Address______________________________________________________________ ____________________________________________________________________ If you’d like a link on our website, www.WNYEquiFest.com, please give us your web address: City____________________ State____ Zip__________ Phone____ __________ Website ______________________________________________ •Reservations are accepted and assigned on a first-paid/first reserved basis. •All Display Spaces include: one 8’ table w/vinyl cover, cloth skirt, 2 chairs. •Booths also include: 10’x10’ space (approximately) with 8' back drape. •Floor Spaces include: 8’ table w/vinyl cover, cloth skirt, 2 chairs WCNYSHC assumes no liability for any damage/loss exhibitor/vendor incurs at the Facility If a weather-related cancellation becomes necessary, notice will be posted on WCNYSHC.org. •Exhibit Load In/Set Up: Please set up fully on Friday. All “Load-In” doors will be open Fri., 2pm - 8pm. *refer to floorplan Only Front Entry Doors will be open for Vendors Sat. & Sun., 8am •Vendors not set up by 9:30 am Sat. will forfeit their space(s) •Tear Down/Removal: Sun. 4pm - 7pm. NOTE: Displays MUST remain ass embl ed until 5 pm Sat. & 4 pm Sun. Vendors may request a specific Table/Booth location - indicate in BLUE BOX below Assignments are based on availability and made on a ‘first-paid’ basis. Once assigned, Booth and Table locations cannot be changed. The PRELIMINARY floorplan provided will be updated continually. We cannot guarantee vacant spaces are still available at any given time. *Electrical access is available at most locations, but if you need electric you must bring a long extension cord. WCNYSHC reserves the right to make changes to the layout without notice. BOOTH(S) Single: 10x10 o $210 XLarge*:10x15 o $300 Double: 10x20 o $380 Triple: 10x30 o $555 FLOOR SPACE tables TABLE(S) HCMembers tables needed 1000sqft: o$225 lnone l1 1 Space: o $115 o $75 lnone l1 lnone l1 2 Spaces: o $210 o $150 lnone l1 l2 l3 2000sqft: o$510 lnone l1 lnone l1 l2 3 Spaces: o $310 o $225 lnone l1 l2 l3 Outside: o$150 lnone l1 l2 l3 Other: o Call for pricing *Only limited XLarge Booths are available in the Showplex tables needed lnone l1 1st Choice___________ 2nd Choice __________ 3rd Choice __________ o Electric Access* This agreement constitutes your contract with the Western Chapter, NY State Horse Council (WCNYSHC) for exhibit space at the EquiFest Horse Expo at the Showplex, Hamburg, NY. Your space is reserved following receipt of the completed Registration Agreement, Waiver Form and payment in full. I have read the Exhibitor Rules & Regs and Exhibit Agreement fully and understand/agree to abide by all terms/conditions. Signature _____________________________________________________________ Date ____________________________ Please complete & include Waiver Form ~EQUIFEST PROMOTIONAL OPPORTUNITIES~ PR O M O O PPS PROGRAM ADS Ad deadline is February 10, 2015 Art should be in black & white* (grayscale) PDF, eps, jpg or ti f f format. *The Program is printed in black & white, but we will accept color art. Email art to: [email protected] PROGRAM ADS 1/8 page H (2.0”w 1/4 page H (2.5”w 1/4 page W (5.0”w 1/2 page W (5.0”w full page H (5.0”w EXHIBITOR AWARENESS AUCTION Vendors are invited to donate an item for our drawing. You benefit by the exposure 3 ways: -your item(s) displayed in a high traffic area near the EquiFest booth -your your table location identified so shoppers can easily find you -your brochures or business cards displayed alongside your item if you choose Items can be brought to the Western Chapter Booth in the Showplex before the show starts. x x x x x 2.5”h) 4.0”h) 2.0”h) 4.0”h) 8.0”h) o o o o o . $ 15 $ 30 $ 30 $ 60 $120 I will donate: ____________________ ____________________ ________________________________________________________________________Display Make check payable to WCNYSHC, mail w/Registration & Waiver to: ______________________________________________________________ EquiFest c/o Mary Szarek, 281 Edgewood Ave, Buffalo, NY 14223 FMI: Mary 716-837-3761, [email protected] Space Total: $ _________ Program Ad Total: $ _________ w _________________________________________________________ T O TA L E NC L O SE D: $ _________w WAIVER FORM WNY EquiFest 2015 All vendors, exhibitors or demonstrators must sign this waiver and return to Management with their registration. Name of Event: WNY EquiFest Location of Show/Venue: Showplex, Hamburg Fairgrounds, 5600 McKinley Parkway, Hamburg, NY 14075 Date of Show: March 14-15, 2015 By participating in the above named EquiFest as a vendor, exhibitor or demonstrator, I, _________________________________________________________________ of (name of exhibitor/business) _______________________________________________ agree to the following: 1. INDEMNIFICATION - I shall indemnify and hold harmless the Western Chapter New York State Horse Council (WCNYSHC), their officers, directors, representatives, agents, servants and employees (Management), and the Venue, its officers, directors, representatives, agents, servants and employees from and against any and all c laims, personal injuries, damages, losses and expenses including consequential damages and attorney’s fees arising out of or resulting from my activities or the activities of my officers, contractors, licensees, agents, servants, employees, guests, invitees or visitors which directly or indirectly cause any injury, damage or loss to myself or to any other person. 2. ATTORNEY’S FEES – If a civil action arises between the parties out of this agreement or to enforce any of its provisions, the losing party shall pay the attorney’s fees of the prevailing party as the trial court may determine to be reasonable and, if an appeal is taken from any judgment of the trial court, the losing party shall pay reasonable attorney’s fees of the prevailing party on appeal. 3. LICENSES – I shall be responsible to obtain any and all licenses or permits required for the exhibit; and in the event I fail to obtain any required licenses or permits, and I am cited for such violation, I shall be solely responsible for any and all fines arising from such citations. 4. ASSIGNMENT – Management (WCNYSHC) may sell, assign, or transfer any or all of its rights, benefits, privileges, obligations or duties under this agreement. 5. RULES AND REGULATIONS – Management and Venue reserve the right to impose reasonable rules and regulations governing the operation or conduct of the Exhibitor and/or event. I agree to report any and all injuries immediately to WCHYSHC Management. ________________________________________________________ Signature of authorized officer of organization Printed name _____________________________________________ ________________ 20___ Date 10 x 15 B14 B15 B16 B17 B18 B19 B20 B21 B22 2x8 B24 B23 C39 C40 C41 C42 C43 C44 C45 C46 10 x 15 C47 B13 B31 B30 B29 B28 B27 B26 B12 B11 C48 Horse Council B32 B33 B34 B35 B36 B37 C49 B10 10 x 15 C50 10 x 15 B9 B8 B7 B6 B5 B4 B3 10 x 15 B2 C58 C57 C56 C55 C54 C53 C52 C51 Auction > > Auction F R O N T E N T R A N C E MAIN ARENA > > FOOD FOOD SHOWPLEX BARN 9 DISCOVERY CENTER ^ ^ ^ RAMP DOWN MILKABLE MABLE Bleachers 15x5 1 E N T R A N C E 33 x 31 DEMO RING F48 2 > > Horsing Around Family Corral F26 F27 F30 F31 F34 F25 F28 F29 F32 F33 THEATER COMBINE FARM FOCUS PRELIMINARY FLOORPLAN SUBJECT TO CHANGE WITHOUT NOTICE COACH BLACKSMITH E4 E5 E8 E9 E12 E3 E6 E7 E10 E11 F38 F39 F46 F37 F40 E45 F36 F41 E24 F35 F42 E23 E13 E20 E21 E14 E19 E22 E15 E18 E23 E16 E17 E24 FOOD COURT Exhibitor Rules and Regulations A. Display Regulations: D. Insurance and Legal Issues: 1. Exhibitors shall have at least one attendant at their booth at all times while the WNY EquiFest (herein referred to as “Show”) is open to the general public. 1. Neither WCNYSHC Management nor the Venue shall be responsible for loss or damage occurring to the exhibit or sustained by the Exhibitor from any cause. 2. Loud sound displays or flashing light displays are not permitted. 2. INDEMNIFICATION–Exhibitor shall indemnify and hold harmless WCNYSHC and the Venue, their officers, directors, representatives, agents, servants and employees from and against any and all claims, personal injuries, damages, losses and expenses including attorney’s fees arising out of or resulting from the activities of the Exhibitor, or the officers, contractors, licensees, agents, servants, employees, guests, invitees or visitors of Exhibitor. 3. Aerial displays must be safely anchored within the exhibit area. Displays over 8’ in height must be masked where the display is visible over a neighboring exhibitor’s area. Displays must be confined to actual rented space, with no elements extending into the aisle. 4. Displays cannot block neighboring areas. Display elements over 3’ high must be set back 3’ from the aisle. Raw plywood, cardboard, or other structural material must be painted or appropriately covered if visible from another booth. 5. Exhibitors shall not deface floors, walls, or columns of the facility, including the booth equipment provided and/or rented for the Show. DO NOT hang items from walls. Exhibitors will be liable for any damage resulting from displays hanging from walls for backdrape and will be billed for necessary repairs. 6 Exhibitors shall use care not to disrupt the flow of traffic in front of areas. Demonstrations that tend to attract large gatherings in the aisles in front of areas are prohibited. 7. The dispensing of any alcoholic beverages from any booth is prohibited. 8. Exhibitors wishing to sell food or beverages must obtain prior approval from the Show. 9. Exhibitors are responsible for the cleaning and maintenance of their areas and must keep the display fully assembled and in presentable condition at all times during the show. 10. All displays shall conform to the Venue’s & Fire Marshall’s inspection requirements. Display materials shall be nonflammable or flame retardant. Exhibitor is responsible for familiarizing themselves with such city ordinances, regulations, and Fire Marshall instructions. 11. Propane or Helium tanks or other highly flammable or potentially explosive materials are prohibited inside the Venue. 12. Exhibitors shall not assign or sublet any part of their assigned space; nor may two or more unrelated companies share a single space or combine their reservations. 13. Balloons are permitted to be used as booth décor however are not permitted to be distributed to attendees. 3. ATTORNEY’S FEES–If a civil action arises between the parties out of this agreement or to enforce any of its provisions, the losing party shall pay the attorney’s fees of the prevailing party as trial court may adjudge reasonable and if an appeal is taken from any judgment of the trial court, the losing party shall pay the amount the appellate court shall adjudge reasonable as the prevailing party’s attorney’s fees on appeal. 4. LICENSES–Exhibitor shall be responsible to obtain any/all licenses required for the exhibit. 5. ASSIGNMENT–Management (WCNYSHC) may sell, assign, or transfer any or all of its rights, benefits, privileges, obligations or duties under this agreement. 6. RULES AND REGULATIONS–Management and Venue reserve the right to impose reasonable rules and regulations governing the operation or conduct of the Exhibitor. E. Show Times: 1. Show times are Saturday March 14 from 10:00am to 5:00pm and Sunday March 15 from 10:00am to 4:00pm. Only main doors will be open for Vendors Saturday and Sunday at 8:00am. 2. If an Exhibitor fails to occupy space assigned for the Show by 8:30am each day of the show, or fails to comply in any other respect with the terms set forth for the Show, the Show reserves the right to use such space in any manner whatsoever, without releasing the Exhibitor from the financial obligation agreed upon when the Exhibitor’s reservation was accepted, from infraction of these Guidelines and Regulations, or from any other financial obligations incurred through the Exhibitor’s anticipated occupancy in the Show. E. Set Up/Tear Down: 1. Installation and Booth/Table Set up will be Friday, March 13 from 2:00pm to 6:00pm 14. It is the sole responsibility of the Exhibitor to hold proper permits and a sales tax license for operation in New York and likewise to report sales made at the show in accordance to New York state tax rules and regulations. 2. Dismantle/Tear Down begin at 4:00pm on Sunday and must be complete prior to 7:00pm Exhibitors shall keep their displays and products fully assembled until the end of the show. Please don’t pack up early! 15. Electricity–All electrical connections shall be equipped with Electrical Ground Conductor. Exhibitors needing electricity are encouraged to bring a 50’ UL rated extension cord and their own power strip. 3. If an Exhibitor fails to remove any item from the Exhibit Halls or Venue property by 8:00pm on Sunday WCNYSHC in its sole discretion will remove the item. WCNYSHC & Venue are not responsible for any loss or damage that may occur to any item during this process. It is the Exhibitors responsibility to reimburse WCNYSHC a removal fee of $100 plus any cost associated with the removal and/or storage of the item, prior to the WCNYSHC releasing the item to the Exhibitor. 16. RUNNING OF ENGINES-Oil, gas or gasoline engines may be operated only with the consent of the Management and must conform to City Ordinances, Regulations and Fire Marshall instructions. Exhibitor is responsible for familiarizing themselves with such city ordinances, regulations, and Fire Marshall instructions. 17. INSTALLATIONS–Any special carpentry, wiring, electrical or other work, gas, steam, water and drainage connection shall be installed at Exhibitor’s expense, and in accordance with the building, Venue and Management’s direction. Plans for any installations must be approved in writing at least 30 days before the Expo date by the Venue and Management. F. OTHER: 1. Booth assignments are not considered secured and the contract binding until the booth reservation form, waiver from and full payment has been received by show management. 18. All exhibits must comply with city ordinances, tax regulations and Fire Marshall rules & regulations. For any information contact The Fire Marshall’s office or tax revenue office. 2. All matters and questions not covered by these regulations are subject to the decision of the WCNYSHC who may amend these rules and regulations at any time. All amendments that may be made shall be equally binding upon publication to all parties affected by them as the original regulations. 19. Storage– Fire Marshall Regulations prohibit the storage of boxes, crates, packing materials, etc, and not over one day’s supply of literature at your display. Exhibitor must arrange for storage of empty crates, etc. at own expense. 3. WCNYSHC reserves the right to modify the floor plan at any time and alter locations of exhibitors or booths or show activities, without notice, to present a more successful show if deemed in the best interest of the show. B. Unethical Practices: 4. WCNYSHC has the right to contact vendor via phone, mail or e-mail to provide information for future events and other promotions that they handle/offer. 1. Exhibitors must remain within their contracted area space. 2. Samples, pamphlets, publications, and any other promotional material may be distributed by an Exhibitor only from within his/her area(s). 3. Unethical or inappropriate conduct, or infractions of these Guidelines and Regulations by an Exhibitor or by an Exhibitor’s representative(s), may result in dismissal from Show. In such an event, it is specifically understood by the Exhibitor that no refund will be made, and that no demand for redress will be honored from the Exhibitor, the Exhibitor’s representative, or any agent for the Exhibitor. Exhibitor expressly waves his right to sue in the event he is dismissed from the show for unethical or inappropriate conduct, or violation of these Guidelines and Regs. C. Security: 1. Exhibitors are urged to remove valuable property from the premises during non-exhibit hours of the Show. The Show, WCNYSHC and Venue are not responsible for lost or stolen property. 2. Exhibitors shall use the designated exhibitor parking lot during exhibit hours. G. COMPLETE AGREEMENT This agreement contains all the terms and conditions agreed on by the parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of this contract shall be deemed to exist or to bind any of the parties hereto. This agreement shall be construed in accordance with the laws of the state of New York. Exhibitor specifically consents to Venue in Erie County for any disputes arising under this agreement. H. RIGHTS OF THE MANAGEMENT IF EVENT IS NOT HELD WCNYSHC Management shall not be liable for any damages or expense incurred by Exhibitors in the event the Show is delayed, interrupted or not held as scheduled; and if, for any reason beyond the control of the Management, the Show is not held, Management may retain so much of the amount paid by Exhibitors as is necessary to defray expenses already incurred by the Management in producing the show. WNY EquiFest ~ March 15, 2015 Sponsor ship & Promot io nal Opportun it ies Promote yourself at the area’s Premier Equine Exposition and Equestrian Gathering SPONSORSHIP LEVELS Grand Blue Red Yellow White iChampion iiRibbon iiRibbon iiRibbon iiRibbon $5,000 $2,000 $1,000 $500 $200 “Presenting Sponsor” with Top Billing on all promotional materials i.e.: “WNY EquiFest Presented by Your Co ✔ Featured on all promotional materials ✔ Product Sponsor 3000 attendees Pink iiRibbon $100 Green iiRibbon $50 EquiFest Benefactor Your donation is appreciated The WCNYSHC is a 501c(3) corp 1 1 ✔ ✔ ✔ Listed on all promotional materials ✔ ✔ 1 Featured on selected show signage Your banner displayed at the show ring 1 ✔ ✔ ✔ ✔ ✔ ✔ 1 Prime Exhibit Table on the Arena Floor OR a Booth on the Vendor Floor 1 ✔ ✔ ✔ ✔ ✔ ✔ 20% discount on a Vendor Booth ✔ ✔ 20% discount on a Vendor Table 1 1 Featured in the event program with a: full page ad, 5 x 8 ✔ ✔ . 1/2 page ad, 5 x 4 a $60 value ✔ ✔ 1/4 page ad, 5 x 2, 2.5 x 4, a $30 value ✔ 1/8 page ad, 2 x 5.5”, a $15 value ✔ ✔ Listing in the Program 1 Recognized often via PA system 1 ✔ ✔ ✔ ✔ ✔ ✔ ✔ ✔ 1 Receive a list of exhibitors & attendees 1 1 Individualized perks as negotiated ✔ 1 1 PROGRAM ADS Ad deadline is February 1, 2015 Art should be in black & white (grayscale)* PDF, eps, jpg or ti f f format. *The Program is printed in black & white, but we will accept color art. Email art to: [email protected] EXHIBITOR AWARENESS AUCT ION 1 PROGRAM ADS 1/8 page H (2.0”w 1/4 page H (2.5”w 1/4 page W (5.0”w 1/2 page W (5.0”w full page H (5.0”w x x x x x 2.5”h) 4.0”h) 2.0”h) 4.0”h) 8.0”h) o o o o o $ 15 $ 30 $ 30 $ 60 $120 Vendor/exhibitors are invited to donate an item for our drawing. You benefit by the exposure 3 ways: -your item(s) displayed in a high traffic area near the EquiFest booth -your item(s) accompanied by signage indicating your table location, so shoppers can easily find you -your brochures or business cards are displayed alongside your item if you choose Items can be brought to the EquiFest booth during set-up on Saturday or Sunday morning before the show starts. If none of our sponsorship levels meet your promotional goals/budget we will be happy to work with you to develop a program to meet your requirements. Please contact: Peter Tarnawskyj: (716) 655-1796, [email protected] Barb Cunningham: (716) 735-3529, [email protected] Thank You New York State Horse Council, Inc 2015 Membership Form www.nyshc.org Memberships are for the calendar year Jan. 1-Dec. 31 Please Print Legibly Please check one: Name of Member # 1________________________________________ Renewal New Membership Name of Member #2 (if Family membership) _____________________________________________________ Club/Business/Farm Name ____________________________________________________________________ Mailing Address ____________________________________________________________________________ City_______________________________________________ State____ Zip Code______ County _________ Phone (_____) ____________ E-Mail___________________________________________________________ Website_____________________________ Volunteer Availability/Interests____________________________ Please check the NYSHC Chapter you wish to join. A portion of your dues is transferred to that chapter for their activities. ___ General Membership (no chapter affiliation) ___ Palisades (Rockland County) ___ Ulster County ___ Cattaraugus/Chautauqua Counties ___ Putnam County ___ Westchester County ___ Orange County ___ Sullivan County ___ Western NY (Erie/Niagara Counties) Please check age of Primary Member for Vintage Equestrian Program records ____Under 21 ____21-29 ____30-49 ____50-62 Memberships with Insurance ____63+ *Only the Individual and Family memberships include $1,000,000 liability policy *_____Individual with Insurance $55 *_____Family membership with Insurance $75 (2 adults & children up to age 18) *_____Life membership, first year $500 includes insurance 1st yr. *_____Subsequent years, insurance only $20 Memberships without Insurance ______Individual ______Family membership ______Youth – (thru age 20) without insurance without insurance without insurance $35 $55 $10 For the memberships below we are offering a web link or advertisement on our website. Please check which you want. Insurance is not available with these. ______Commercial/Business no insurance, no web link or advertisement ______Commercial/Business no insurance, includes web link or advertisement ______Association/Club/Farm no insurance, no web link or advertisement ______Association/Club/Farm no insurance, includes web link or advertisement $50 $75 $50 $75 • All memberships include one newsletter from NYSHC quarterly either in hardcopy or by e-mail. • All memberships include one vote at the General Meeting Make check payable to: New York State Horse Council Note: There will be a $25 charge for checks returned for NSF NYSHC is a 501(c)3 non-profit organization registered with the NYS Attorney General Charities Bureau Mail this completed form and check to: Questions: Membership Chair Address City, State, Zip Phone: 716-735-3529 E-mail: [email protected] Barb Cunningham 3021 Johnson Creek Rd Middleport, NY 14105
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