Exhibitor Terms and Conditions for the Great Train Show
To obtain a license for the use of space at a Great Train Show, sponsored by Train Show Inc. the undersigned Dealer hereby agrees to the following regulations, attached terms and conditions and to any amendments which may be established. The term Dealer represents individuals, partnerships, and corporations. Dealer agrees to keep his sales space open to the public, to not remove any merchandise from his sales area for the purpose of packing, during the public show hours. Violation of this rule will lead to exclusion from future shows. Dealer releases Train Show Inc. from all claims arising from Dealer's show occupancy, including but not limited to loss, theft, damage, destruction, or injury to Dealer's business or dealer personnel. Dealer releases Train Show Inc. from all claims arising out of Train Show Inc. failure to provide space, removal of exhibit, or failure to hold the show. Dealer understands Great Train Show and Train Show Inc. assume no responsibility for any exhibitor property or for safety at the show. Dealer agrees to hold harmless Great Train Show and Train Show Inc., its exhibition centers, and contractors for any and all actions that may occur involving the show. Dealer agrees to indemnify Great Train Show and Train Show Inc. for any liability that may be caused by or related to their participation. This includes but is not limited to any liability caused by people exhibitor provides exhibitor badges to, people exhibitor invites to the show, and any liability that may be caused if the exhibitor resells his tables to someone else. Train Show Inc. retains the right to reject, eject, or prohibit any product or exhibit in whole or in part or to reject, or eject a Dealer or his representative(s) with or without giving cause. If cause is not given, Train Show Inc. liability shall not exceed the return to the Dealer of the amount of license fee unearned at the time of ejection.
Dealer agrees to collect and remit sales and use taxes in accordance with governmental regulations. Dealer acknowledges that Train Show Inc. furnishes the name of each Dealer to the state or governmental unit(s) as legally required.
Any controversy or claim arising out of or relating to this license, or the breach thereof, shall be settled by arbitration in accordance with the Commercial Arbitration Rules of the American Arbitration Association, and judgment upon the award rendered by the Arbitrator(s) may be entered in any Court having jurisdiction thereof. It is agreed that such arbitration would occur in Carol Stream, Illinois.
The dealer further agrees to all of the following terms, conditions and regulations:
ACCEPTABLE MERCHANDISE: Train, collectible toy and family oriented hobby merchandise is ACCEPTABLE. Non hobby related or non wholesome merchandise is not accepted. Final determination of acceptability shall be determined by Train Show Inc.’s on site manager(s). Dealer may not sell raffle tickets or offer games of chance. Dealer agrees to mark reproductions, repainted, and restored items as well as items with major reproduction parts. Dealer agrees to give a receipt when requested by a purchaser. This receipt must include the terms of the sale. Dealer agrees to cease all use of smoke-producing products if requested by show management.
SHOW HOURS: Each Dealer agrees to maintain his display space open to the public for the duration of the show. Dealers may not remove any merchandise from their area until the close of the show Sunday evening. Violation of this rule will lead to exclusion from future shows and may result in a claim for damages for negatively impacting the shows appearance. The show is open to the public from 10:00am to 4:00pm on Saturday and Sunday. Set-up time for dealers is from 11:00am to 6:00pm Friday and 7:00am to 9:30am on Saturday. In the event these hours change, you will be notified. Dealers must arrive by 9:00am Saturday to retain their contracted show space. On Friday set-up, the hall must be vacated at 6:00pm. On Saturday, the hall must be vacated upon notification by the show managers at approximately 4:05 PM. All Dealers will be readmitted at 9:00 AM on Sunday and must vacate the hall by 8:00 PM on Sunday.
CONTRACTED SPACE: Purchase of ONE TABLE or ONE WALL TABLE equals 8 feet by 4 feet total contracted area, with a table surface of either 8 feet by 30 inches or 8 feet by 24 inches. The 3’ exhibitor aisle between must remain unobstructed unless dealer purchases both tables that border the aisle. Purchasers of BOOTHS will receive 3 tables in a 10.5’ x 10.5’ area.
BADGES: Dealer/Exhibitor badges are to be used only by those working at dealer tables or assembling and operating displays. Dealer/Exhibitor Badges must be worn at all times including set-up, show hours and tear-down. Only persons with Dealer/Exhibitor Badges will be allowed in the hall during Friday/Saturday set-up. Badges are not to be given to any person for the purpose of shopping during non public hours, or to access the show early. Violations of this rule will lead to exclusion from future shows and may result in a claim for damages for negatively impacting the shows security.
DEALER SPACE: Dealer space is sold two ways:
1. Permanent exhibit space will provide the Dealer with the same location at a particular venue for every show. Dealers need only sign up once and this agreement will remain in effect until terminated by one of the parties. Dealers will have purchased the same location at every show held in a particular venue. In order to terminate this agreement 90 day notice is required by either party. Train Show Inc. will advise Dealers of shows, price and other policy changes at least 120 days in advance of any show. This is the only way to get the same location at every show. Permanent exhibit space cannot be cancelled but may be resold by a Dealer to another Dealer of their choice at a price they determine. Any resold tables must still follow all the rules and regulations of the show. Resale of tables for two consecutive shows may forfeit location within show.
2. Nonpermanent exhibit space will provide Dealers with a location on a show by show basis subject to availability. Locations will change for nonpermanent Dealers/Exhibitors based upon the needs of permanent Dealers/Exhibitors and other factors.
Dealers/Exhibitors may not place anything in the aisles, between, behind, or at the end of tables so as to impede customer and dealer movement in the aisles. Dealers may not use tables or boards to extend the surface of the table. Table covers are required at all shows.
CANCELLATIONS: For nonpermanent spaces cancellations received more than 90 days in advance of a show will receive a full refund. Cancellations within 90 days of a show will receive no refund and if guaranteed to a credit card, credit card will be charged when space is cancelled. Space guaranteed to a credit card, where the dealer does not pay at the show, will be charged immediately after the show and will include a late fee of $10.00 per table. Dealers/Exhibitors may resell their space to someone else but they remain responsible for all elements of this dealer contract.
For permanent spaces cancellations do not apply but space may be resold. The permanent table agreement may be terminated upon 90 days notice with no further obligation.
SECURITY: Security service or guards are normally on duty from 6:00 pm Friday to 7:00 am, Saturday and from 4:00 pm Saturday to 9:00 am Sunday. Train Show Inc. assumes no responsibility for dealer loss. We recommend that you cover your display Friday and Saturday nights. When you leave on Friday and Saturday, take all personal belongings with you. NO ONE is admitted into the hall under any circumstances after the Great Train Show Management Staff leaves the facility.
PARKING: Any parking fees required by the facility are the responsibility of the Dealer.
ACCOMMODATIONS: Hotel reservations are the responsibility of all Dealers. Many hotels offer special weekend rates that can only be obtained on an individual basis. You may mention Great Train Show when you make your reservation: some hotels offer reduced rates in conjunction with a show. All Dealers/Exhibitors are responsible for calling, negotiating the best rate and making their own reservations.
DOOR PRIZE CERTIFICATES: We offer Door Prize Certificates as door prizes on both Saturday and Sunday. The Certificates are to be used as cash in the hobby marketplace. If a customer makes a purchase at your table using a door prize certificate, deduct the face value of the certificates(s) from the total purchase, which would include tax, if applicable. Take the door prize to the Show Manager and you will be reimbursed for the total face value of the certificate(s).
LOCATION CHANGES: In order to maintain a permanent table location you must sign up for permanent tables. While non permanent table holders may receive the same location, it is subject to change if a permanent exhibitor desires the space or we need to make floor plan changes.
NO CHARGE EXHIBIT SPACE: For certain items which are attractions for the public at the show, Great Train Show will provide no-charge exhibit space. These attractions can include operating layouts, workshops, and non profit organization promotion tables. To receive no charge space the no charge exhibit space contract must be completed. All dealers will be charged the stated rates in this contract unless a no charge exhibit space contract has been completed and agreed to by Great Train Show. No oral agreements or past precedents shall impact this contract. This contract is the entire agreement between the parties and shall not be affected by oral agreements and can only be modified by written agreement signed by both parities.
SEVERABILITY: If any term of this contract or its application is found to be invalid or unenforceable, the remainder of this contract and any other application will not be affected.
NO WAIVER: The failure to insist upon the strict performance of this contract does not constitute a waiver of Train Show Inc.’s rights hereunder. No provision of this agreement may be deemed to have been waived by Train Show Inc. unless the waiver is in writing signed by an officer of Train Show Inc.
ACCEPTANCE OF CONTRACT: Upon acceptance of this contract by Great Train Show, a written confirmation will be sent to the dealer. If the dealer does not receive a confirmation within 15 business days of submitted this contract, he should contact Great Train Show to determine the status of the contract.