"YUKON TRADE SHOW" GST #128724481 Ph 867-668-7979 Lake Laberge Lions Club Fax 867-667-6297 305 Wood St.,
Whitehorse, Yukon Y1A 2E7
YUKON TRADE SHOW
EXHIBITORS' REGULATIONS AND PROCEDURES
May 4, 5 & 6th, 2018
We are very pleased that you have chosen to participate in the 39 th Annual Yukon Trade Show.
The following is the list of regulations and procedures. These have been prepared for the purposes of providing a well-balanced, well-regulated, attractive and successful trade show and in an effort to provide the greatest good for the greatest number. The sponsors reserve the right to interpret the rules to satisfy the best interests of the entire show and shall bind the exhibitor.
BOOTH REGISTRATIONS - Registrations will be taken on a first come, first served, first paid basis, so register early. The Lake Laberge Lions Yukon Trade Show organisers will designate your booth location, taking into consideration your preference. Your booth location (if specified) may be relocated in order to meet designated theme areas. If the nature of your business does not fall within one of the themed areas, we will work with you to ensure that your booth location best meets your objectives. Booth dimensions are, for the most part, 10' X 10' (3 x 3 metre).
RATES AND PAYMENTS - The price of each inside area 10' x 10' (3 x 3 metre) fully furnished booth space is $630.00, which includes: curtains (drapes), 6 foot table with cloth and skirting, 2 chairs and normal 15-amp power (2 AC outlets). Exhibitors must provide their own carpeting or padded flooring. For those exhibitors who require more than 2 power outlets or extra amperage, the booth rate increases by $50. Outside area booth space of approximately 20' x 20' will be $500.00. There are 8 indoor spaces that are 20' x 20' for $1260.00. .
LEISURE ICE BOOTHS - are designated for local artisans only. Limited to 12 booths. Booths are $150.00 each (no early bird discount). Includes a 6 foot table and 2 chairs only. Artists must set up their own displays. Yukon Trade Show management reserves the right to limit the booths to one type of medium only (ie: only one ceramic artist, one jewellery maker, one painter, and so on). FOOD PRODUCTS must be approved in advance by the Canada Games Centre..
All booth spaces must be confirmed and PREPAID by April 1, 2018, or the booth space may be sold to another exhibitor. Cheques are payable to the Lake Laberge Lions Club at the above address. We can also accept payment by MasterCard or Visa. Requests and payments made after this deadline will be received on a space available basis.
EARLY BIRD DISCOUNT - If payment in full is made by February 23rd, 2018, a discount of $50.00 may be taken from your booth costs, including extra power ($100,00 for double booths). This discount does not apply to any other extra charges that may be added due to your special circumstances.
CANCELLATION - The sponsors will not be liable for refunds after April 15, 2018, nor for any other liabilities whatsoever for the failure to fulfil this contract for any reason other than cancellation of the Yukon Trade Show. Full refunds will be available for payment received prior to April 15th, 2018 only.
Exhibitors have one-half hour prior to and at the end of each hour listed above for set-up and clean up each day. Booths must be staffed during all Yukon Trade Show hours open to the public. Sale of merchandise will be permitted but under no circumstances can items purchased be removed from the display without some replacement.
- TRADE SHOW HOURS - The Trade Show is open to the public as follows:
- Friday, May 4th 2:00 p.m. to 4:00 p.m. - Mobility Issues and seniors
- Friday, May 4th 4:00 p.m. to 7:00 p.m. - General Public
- Saturday, May 5th 10.00 a.m. to 5:00 p.m. - General Public
- Sunday, May 6th 11:00 a.m. to 4:00 p.m. - General Public
MOVE-IN AND MOVE-OUT SCHEDULE - Moving in of materials is scheduled for Thursday between the hours of Noon.and 8:00 p.m. and Friday, between the hours 8:00 a.m. and 1:00 pm, by which time all booths must be completely set-up. Moving out of materials must not begin until the Yukon Trade Show closes at 4:00 p.m. Sunday. All materials must be out of the building no later than 12:00 noon on Monday. This includes the outside booth area. Volunteer clean up of the Centre is scheduled at that time.
SPECIAL REQUIREMENTS - Requests for special electrical, air, water and/or furnishings must be submitted, in writing, prior to the Yukon Trade Show in as much detail as possible (see Yukon Trade Show Booth Contract). Provisions will be made at the discretion of the sponsors and the Canada Games Centre for exhibitors wishing to use a fuel source or outside exhaust. NO flammable fluids or substances may be used or shown in booths and all flooring must be covered under any vehicles or equipment exhibits. NO Helium balloons or space heaters will be permitted inside the facilities.
Requests for EXTRA POWER must be indicated on your registration form. No requests will be accepted after April 15th, 2018.
REGISTRATION - All exhibitors are to be registered and paid before they set up their booth. The Company name on the registration form will be the Company whose name that appears on badges and booth signs unless the Lake Laberge Lions Club is otherwise notified. Companies will receive 4 identification badges upon registration. Additional badges will be $5.00 each. Please specify quantity required on your registration form. Extra or lost badges will not be re-printed during the show. Please manage them accordingly.
CHARACTER OF EXHIBIT AREA - Exhibitors are required to set-up, display, and dismantle their exhibits themselves or with help they may secure. Large exhibits are welcome but containers and boxes too large to be stored in the booth must be removed from the exhibit floor. Yukon Trade Show management asks each exhibitor to recognise the rights of the other exhibitors. The general appearance of the Yukon Trade Show must take precedence over that of any individual exhibitor. Yukon Trade Show management will exercise control over objectionable sound levels. Promotional activities conducted must be confined to the exhibitor's booth area.
SECURITY - Booth security will be provided during non-Yukon Trade Show hours. Doors will remain locked and security provided at the conclusion of each day until one-half hour prior to Yukon Trade Show start. During Yukon Trade Show hours, exhibitors are responsible for maintaining and securing their individual booths.
LIMITATIONS OF LIABILITY - The Lake Laberge Lions Club and its representatives will be exempted from, or indemnified for, claims by Yukon Trade Show participants for injury, damage, loss or liabilities that may arise, directly or indirectly, from the occupation of the Yukon Trade Show premises unless such injury, damage, loss or liabilities are due to the negligence of the Lake Laberge Lions Club, its representatives, servants or others for whom they may be, in law, responsible.
TICKET DRAWS & ANNOUNCEMENTS - Free gift draws are quite popular, but optional. An exhibitor may hold them at their own discretion. A public address system will be designated for the purpose of live draws or winner announcements. Special announcements may be arranged through the Yukon Trade Show co-ordinator on site, but cannot be guaranteed unless booked in advance.
FOOD VENDORS - No food may be sold inside the building without the permission of the Canada Games Centre and anyone vending food from an outside location must ensure all applicable licences and regulations are issued and adhered to. The Canada Games Centre has final say on any food products sold inside or outside the building.
ADVERTISING - Yukon Trade Show posters will be displayed, local newspapers and radio station announcements will be used to promote the Yukon Trade Show by the Lake Laberge Lions Club prior to the Yukon Trade Show. Yukon Trade Show advertising/map directory will not be issued and exhibitors should make their own arrangements for personal media promotion. We will be working with the media to promote the Yukon Trade Show.
You should keep this Exhibitor's Regulations and Procedures, as this is what governs the Yukon Trade Show.
Thank you for your participation.
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