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  Exhibitor Online Registration – Register Now Exhibitor Registration Form (ERF) Download pdf now Exhibitor Contract Download pdf now
We're pleased you have made the decision to exhibit at Expo 2008. The Whole Children, Whole Planet (WCWP) Expo is about raising healthy children – mind, body and spirit – in a safe, natural, non-toxic, nurturing environment. In honor of our children and the planet a portion of all profits will be donated to organizations related to environmental issues and natural health. The WCWP Expo will be held at Highland Hall Waldorf School ("The Facility") located at 17100 Superior Street, Northridge California on May 17-18, 2008 – Show hours: Saturday and Sunday 10am-6pm. Three easy steps to registration:
• Download and complete the Contract and ERF • Fax the ERF and signed contract (last page only) to (818) 781-8989 or (818) 989-0445; or mail forms and 50% deposit payable to: Whole Children, Whole Planet, P.O. Box 1029-198, Van Nuys, CA 91408 Or
• Fill out the ERF and make payment • Fax signed contract to WCWP Expo
• Three complimentary exhibitor staff passes to WCWP Expo • Your organization's name listed as an exhibitor on the WCWP web site; and in the on-site program guide Please note:
• There will no telephone or wireless internet service available • Retail selling and food vendors – special permits are necessary (See Terms and Conditions #9 and #10.) • Additional Freight and Moving Cost May Apply – Please read about freight options and costs. Read now 1. Exhibitor Eligibility: To be eligible to participate, exhibitors must meet one or more of the following criteria in alignment with the WCWP Expo philosophy: (a) Produce or sell natural health and/or environmentally friendly products at the manufacturer, distributor, or retail level (b) Offer enrichment learning programs to families (c) Be an educational organization (d) Support holistic medicine practices or (e) Supply other products/services/destinations in keeping with the Expo philosophy. WCWP Expo reserves the right to reject applications that, in the sole opinion of the organizers, are not in alignment with the overall Expo philosophy (outlined on our website – www.wcwpexpo.com.) 2. Exhibitor Fee and Payment: The total rental fee for Exhibitor's booth space shall be as set forth on the "Exhibitor Registration Form" (ERF). Exhibitor must return the completed ERF accompanied by a fifty percent (50%) deposit to secure booth space. The remaining balance of the booth fee must be paid in full by April 1, 2008; failure to receive payment by this deadline will result in the Exhibitor's credit card being automatically charged the remaining balance (see ERF for details). For exhibit orders placed after April 1, 2008, the booth fee is due in full at the time of order. The ERF must accompany all deposits or payments with the acceptance of terms and conditions, either initialed or if done on-line, with the box checked. Additional expenses incurred (e.g. clean up fee, labor assistance, extra electrical needs, etc.) on site, at the WCWP Expo will be invoiced accordingly and charged to Exhibitors credit card, unless otherwise agreed upon in writing prior to show dates. 3. Booth assignment: Exhibitor space location and availability are determined on a "First Come/First Served" basis. Whenever possible, booth assignments will be made with the exhibitor's preference. However, WCWP organizers reserve the right to re-arrange the floor plan and /or relocate booth space prior to the WCWP Expo if deemed necessary in the best interest of the event. No refunds or discounts will be granted for relocated booths. 4. Cancellation of Expo: In the event the expo is cancelled because of reasons beyond the control of the WCWP Expo, deposits will be returned to exhibitors after deducting all related expenses incurred by the WCWP Expo through the date of cancellation have been paid. However, Exhibitors will not be reimbursed if the exposition is cancelled, postponed, curtailed or abandoned due to an act of war, insurrection, terrorism, radioactive contamination, seepage, pollution and/or contamination. This non-reimbursement clause is due to WCWP Expo's exclusions in coverage in its cancellation insurance. 5. Force Majeure: If The Facility or any part of the exhibit area thereof is unavailable whether for the entire event, or a portion of the event, as a result of fire, flood, tempest or any other such cause or as a result of governmental intervention, malicious damage, acts of war, strike, terrorism, lock-out, labor dispute, riot or any other cause or agency over which WCWP Expo has no control, or should WCWP Expo decide that because of any such cause it is necessary to cancel, postpone, or re-site the Exhibit, or reduce the installation time, exhibit time, or move-out time, WCWP Expo shall not be liable to indemnify or reimburse the exhibitor in respect of any damage or loss, direct or indirect, arising as a result thereof. 6. Exhibitor Cancellation: In the event an exhibitor cancels their booth prior to March 1, 2008, WCWP will retain 50% of total exhibitor payments. Because of extensive WCWP financial commitments (based on exhibitor participation,) if an exhibitor cancels booth space March 2, 2008, or after, WCWP is entitled to retain 100% of the exhibitor's total contract obligation. No refunds will be made, and exhibitor is responsible for the total balance of the booth agreement as outlined in the payment schedule. If all exhibit fees are not paid by April 2, 2008, WCWP may terminate this contract and retain all fees paid by the exhibitor. 7. Use of Space: Exhibitor agrees to use the booth space in accordance with venue rules, regulations and philosophy during the WCWP Expo for the sole purpose of selling, displaying, advertising, marketing or distributing only the products and services specifically listed by Exhibitor in the ERF. Exhibitor's advertisers, media partners, affiliates, or other third parties that may be directly or indirectly affiliated with, or in any way related to Exhibitor, may not participate without the prior written consent of the WCWP organizers. Further, Exhibitor shall not assign, sublet, lease, license or otherwise share booth space without the prior written permission of WCWP. Any violation of this paragraph will result in forfeiture and cancellation of all rights of Exhibitor under this Agreement, and additional charges may be incurred. Booths and/or display structures must be in strict compliance with the specific dimensions and restrictions provided in the Exhibitor Manuel. Equipment displays and structures shall not extend into aisles or obstruct pedestrian traffic or visibility of adjacent booths. Display material exposing an unfinished surface to a neighboring booth is not permitted and must be finished at the Exhibitor's expense. The WCWP Expo may also restrict or prohibit with or without cause, any exhibit, person, or booth space in its entirety, or partially, that may alter or detract from the general character of the WCWP Expo as a whole. In the event of any such objection, restriction or prohibition, or eviction, the WCWP Expo shall not be liable to, or responsible for any losses, damages or expenses directly or indirectly incurred by Exhibitor. 8. Exhibitor's Responsibilities: Exhibitor shall comply with each and every term of this contract, as well as applicable rules, regulations, guidelines, by-laws, ordinances, or regulation of any town, city, state, administrative, regulatory or governing body. Exhibitor acknowledges that the WCWP organizers shall make the final decision with regard to implementation and/or enforcement. Exhibitor is responsible for payment of labor, equipment and services (other than general heat, lighting and air conditioning) ordered at the request of the Exhibitor from service contractors including but not limited to electricians, decorators, shippers, material handling companies and photographers. Exhibitor specifically agrees to observe all labor relation agreements between the WCWP organizers/producers and third party contactors serving The Facility and companies operating in The Facility. Exhibitor shall at all times observe the labor laws of the jurisdiction in which the WCWP Expo is located. All electrical wiring on booths and equipment must conform to federal, state, municipal and any other applicable codes or laws. Exhibitor will comply with rules and regulations set forth by WCWP contracted electricians. Only contactors approved by WCWP will be permitted to work in The Facility. 9. Food Permits/Certificates: If you will be distributing edible samples or selling food from your booth, a certificate issued by the Los Angeles Department of Health is required. The cost for the certificate is as follows: $39.50 – food sampling only; $58.00 – sampling and/or selling packaged foods (NOT heat or cold sensitive); or $166.00 – selling prepared food, heat and cold sensitive. Appropriate applications must be completed by the exhibitor and submitted to show management by Thursday, April 17, 2008. Show management will coordinate the collection and submission of all applications. Certificate applications and food distribution guidelines will be part of the exhibitor manual sent to exhibitors in February of 2008. IMPORTANT NOTE: Only electrical heating devices may be used for preparing samples/foods. The use of propane, butane or any open flame is prohibited. 10. Sellers License: If you are not a Los Angeles based retailer and will be selling general merchandise from your booth, including food, a special temporary retail license is required from the City of Los Angeles. There is no fee for this license, but an application must be completed by the exhibitor and submitted to show management by Thursday, April 17, 2008. Show management will coordinate the collection and submission of all applications. Certificate and license applications will be included in the exhibitor manual sent to exhibitors in February 2008. 11. Set-Up: Set up time begins on May 16, 2008 after 4:00pm, and continues until 9:00pm, unless otherwise notified by show management. Alternative set-up times will only be available with prior written agreement from WCWP. 12. Dismantling: Exhibit teardown and move out commences at 6:00pm on Sunday, May 18, 2008. Exhibitors are responsible for completely removing ALL materials from their booth space by 10:00pm on May 18, 2008. Exhibitors who do not clean up and remove their booth materials at the end of the show will be billed. The non-prorated fee is $35/hour, with a minimum of one hour at commencement of cleanup and removal. Said booth materials can be, but are not limited to, packing or shipping boxes, papers, garbage, distribution materials, etc. 13. During Show Hours: Exhibit booths must be manned during all show hours. No early move in or tear down will be permitted. Exhibitors who do not comply with these provisions will be subject to removal from the WCWP at show management's sole discretion, with no refund of booth fees. All booth staff must have an official Exposition name badge. Number of badges received is contingent upon package purchased. Booth furnishings rented (i.e. tables, chairs, etc.,) will be delivered to and recovered from Exhibit booths by the show exhibit services company/decorator, at no additional cost to Exhibitor. Booth cleaning will be available from WCWP at an additional cost to the Exhibitor at $35/hr. Booth signage and graphics must be professionally produced. No hand written signage will be permitted. All Exhibitors will receive an official exhibitor identification sign. 14. Limit of Liability: Exhibitor agrees to pay promptly for any and all damage to The Facility, or its equipment, incurred through carelessness or otherwise, caused by the Exhibitor, his/her/its employees, agents, contractors, and representatives. Exhibitor acknowledges that neither the WCWP Expo nor The Facility assumes any responsibility for damage, destruction, theft or loss of Exhibitor's property. Accordingly, it is the sole responsibility of the Exhibitor to obtain fire, theft, liability, business interruption, property damage and/or other insurance covering such and other losses. WCWP will provide 24-hour security services of the property, however, you are encouraged to secure small and valuable exhibit material each night. It is expressly understood by Exhibitor that neither the WCWP organizers, The Facility nor its employees, agents, or representatives shall be responsible for, or otherwise liable for damage or injury to Exhibitor, including ExhibitorÕs guests, invitees or agents person, business or property as a result of robbery, fire, water, accident or any other cause whatsoever. Should loss occur, Exhibitor is encouraged to report it immediately to attendant security. If the Exhibitor's exhibit material or personnel fail to arrive, Exhibitor is nevertheless responsible for the Booth Fee, and no refund shall be given. Exhibitor expressly holds the WCWP Expo and The Facility harmless and hereby releases both parties from any and all claims and actions, including without limitation, claims and actions arising out of the postponement or cancellation of the WCWP Expo. Notwithstanding the foregoing, in the event this contract or any of these terms of this contract are not enforceable by a court of competent jurisdiction, Exhibitor hereby expressly agrees the maximum liability of the WCWP Expo and The Facility arising out of any tort, contract, legal or equitable claim or cause of action whether cumulative or singular, joint or severally, shall be limited to Exhibitor's Booth Fee paid to WCWP for the booth space. 15. Indemnity and Insurance: Exhibitor will protect, indemnify, defend, save and hold harmless the WCWP Expo and The Facility and its parents, affiliates, agents, officers, and employees against all claims, liabilities, losses, damages, governmental charges, and costs (including attorneys' fees and court costs) arising out of, caused by, or related to (1) Exhibitor's participation in the WCWP Expo or Exhibitor's installation, removal, maintenance, occupancy, or use of the Facility or any part thereof; (2) any act or omission to act of Exhibitor or its guests, invitees, employees, agents, or contractors; (3) the use of any patents, trademarks, copyrights, or other intellectual property rights owned by a third party; or (4) any breach by Exhibitor or the WCWP Expo of its obligation under this Agreement. Exhibitor will protect, indemnify, defend, and save The Facility and the host city for the Exposition, including its affiliates, divisions and employees and agents, harmless against all claims, losses, and damages to persons and property, governmental charges and fines and attorneys' fees arising out of or caused by Exhibitor's negligence, recklessness, or intentional misconduct during the installation, removal, maintenance, occupancy or use of the Facility or any part thereof, excluding any such liability caused by the negligence, recklessness, or intentional misconduct of the Facility and the host city, or its divisions, employees or agents. Exhibitor will maintain a policy of commercial general liability insurance including coverage for bodily injury and death, completed operations, personal injury liability and product liability coverages, with limits of at least $1,000,000.00 per occurrence, listing the WCWP Expo, The Facility and their respective parents, partners, affiliates, subsidiaries, divisions, employees, agents and representatives as "additional insured" as respects the operations of Exhibitor or Exhibitor's contractors. Please mail, fax or email a copy or proof of this policy to the WCWP Expo office by April 1, 2008. 16. Amendment of Rules: This agreement may only be amended in writing issued by WCWP Expo. In the event an amendment needs to be written to this agreement due to relations with third party contactors, the Exhibitor will receive written notification via email. WCWP reserves the right to make changes, amendments and additions to these rules at any time and all changes, amendments and additions so made shall be binding on the exhibitor with the provision that all exhibitors will be advised of any such changes. Any matters not specifically covered herein are subject to decision by the WCWP organizers. 17. Miscellaneous: These items and any rules and regulations of the WCWP Expo or The Facility constitute the entire agreement between Exhibitor and the WCWP Expo, and such Agreement may not be modified except in writing signed by the parties hereto. If any provision is invalid or unenforceable under applicable law, it is to that extent deemed omitted and the remaining provisions will continue in full force and effect. This Agreement will be construed in accordance with the law of the State of California, regardless of the location of the Exhibit or Exhibitor in any claim, action or proceeding shall be commenced in the State of California. Exhibitor understands and acknowledges that this application becomes a binding Agreement, when accepted either in writing or by website acknowledgement by the WCWP Expo. Exhibitor has read, understood, and agree to be bound by the terms and conditions of this agreement. Nothing contained herein shall create or be construed as creating a partnership, agency or joint venture relationship between the parties hereto and no party will have the authority to bind the other in any respect. Each party will be solely responsible for all wages, income taxes, worker's compensation or their requirements for its respective personnel. Each party represents that it has the full right, power and authority to enter into and execute this Agreement and to perform its obligations hereunder. I agree to the terms and conditions as stated above. Your name: ______________________________________ Your Signature: ___________________________________ Your company position: ____________________________ Company Name: __________________________________ Date: ___________________________________________ Please fax (818) 989-0445 or (818) 781-8989, or mail the completed ERF and Contract with agreement to the Terms and Condtions, plus a 50% deposit to (checks payable to): Whole Children, Whole Planet, P.O. Box 1029-198, Van Nuys, CA 91408 For any questions regarding this contract please contact WCWP Expo at (818) 781-8989. |
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