Exhibitor Application & Agreement Deadline for reservations is Monday, October 3, 2016. Reservations are made on a first-come, first-served basis. Inclusion in event program cannot be guaranteed after October 3. EVENT DESCRIPTION The 21st Annual Children’s Festival will be held at The Cynthia Woods Mitchell Pavilion on Saturday and Sunday, Nov. 12 and 13, 2016. Festival hours are from 10 a.m. to 5 p.m. on Saturday and from noon to 5 p.m. on Sunday. For thousands of children and adults, The Pavilion becomes a magical world where learning is not only fun, but also exciting, awe-inspiring and eye-opening. We expect approximately 7,000 to 10,000 guests over those two days. To reserve your booth, we ask that you read the Exhibitor Application & Agreement for information on the booth size, booth fee and the rules and regulations for exhibitors. Some rules and regulations have been changed and/or added to this year’s application, so please read carefully. This Exhibitor Application & Agreement will be enforced to ensure the best possible event. The Pavilion reserves the right to accept or deny any exhibitors at its sole discretion. BOOTH SPACE Your booth could be either located in our new Pavilion Event Center or in the Gold Lot. The booth area consists of: Approximately 10’ x 10’ space Two 6’-skirted tables One 8’-skirted table Two folding chairs Tables will be placed in a U-shape. One electrical outlet is available at an additional cost of $25. The Pavilion does not provide extension cords for electrical outlets. BOOTH SPACE FEES The booth fee is non-refundable and non-transferable. Booth space fees are as follows: $450 For Profit ($800 for double booth) $350 Nonprofit ($600 for double booth) – must provide nonprofit documentation $25 per electrical outlet $25 running water
Booth fee can be paid with a check made payable to CWMP or by credit card (see form enclosed). All applications are due to The Cynthia Woods Mitchell Pavilion by Monday, October 3, 2016. BOOTH SET-UP Booths must be staffed at all times on both days by your own volunteers or staff during the festival. Exhibitors are not permitted to check-in late or leave early on either day of the festival. Set up on Saturday begins at 8 a.m. and must be completed by 9:30 a.m. Set up on Sunday begins at 10 a.m. and must be completed by 11:30 a.m. We do not permit early check in. The festival closes at 5 p.m. on both days. Exhibitors are not permitted to dismantle their booth or do any packing prior to the closing of the festival on Sunday at 5 p.m. The exhibitor is responsible for signage to identify the booth along with all supplies needed to hang the signage for the activity. CANCELLATION BY EXHIBITORS As occupancy of the booth space is the essence of the agreement; no refunds shall be made of any registration fees after acceptance. FORCE OF MAJEURE In the event of cancellation of Children’s Festival by The Pavilion, due to force of majeure, refunds will not be issued, but may be carried over to the following year. ACTIVITY Exhibitors must provide a hands-on, child-friendly & interactive activity. Exhibitors must provide a description of the activity in this agreement for approval. Balloons cannot be given out as part of your activity or booth. Face painting or hat-making cannot be your activity in your booth. The Pavilion may request that you change your activity to avoid duplication with another exhibitor. The exhibitor that submits their activity first will have priority. Exhibitors are welcome to offer promotional information for your organization or business, however, no products or services may be offered for sale, nor may donations be solicited (including tip jars). Any exchange of money is not allowed. If you are selling merchandise or accepting money of any kind from a guest, you will be asked to leave the festival immediately and will not be permitted to return to future festivals at The Pavilion. USE OF SPACE The Pavilion reserves the right to prohibit the display of any article that, in its opinion, is not in keeping with the nature and character of the event. The Pavilion reserves the right to restrict booths which, because of safety, noise, method of operation, materials, or for any booth, which, in the
opinion of management, may detract from the general character of the event as a whole. The Pavilion reserves the right to prohibit any equipment that is deemed unsafe or appears to be unreasonable in The Pavilion’s judgment. All equipment, vehicles and heavy machinery must be cleared in advance with Pavilion staff. All demonstrations or promotional activities must be confined within the limits of the booth space (10’ x 10’). Demonstrations or activities that cause annoyance to neighboring exhibitors such as flashing lights or noise or result in obstruction of walk space or prevent ready access to a nearby booth will not be permitted.
INSURANCE The booth fee includes insurance coverage in the form of a TULIP policy; however, The Pavilion may request additional insurance as required. All volunteers and/or staff working at your booth must sign an Authorization and Release of Liability Form. Forms will be available at the exhibitor check-in on the day of the event. If a volunteer and/or staff working the booth is under the age of 18, a parent and/or legal guardian, along with the minor, must sign the Authorization and Release of Liability Form. It is recommended that these individuals please fax/email The Pavilion the form prior to the event. All forms must be filled out completely to be accepted. ASSIGNMENT AND SUBLETTING OF EVENT SPACE The Pavilion has complete control of event diagrams and space assignment. Booth location will be determined by The Pavilion. Past locations or number of years attending the festival does not give any exhibitor preference over another. Exhibitors may not sublet or share their booth with any other company or organization without written permission from The Pavilion. Exhibitors wishing to share their booth with any other group(s) must notify The Pavilion in writing with the application/agreement. AMENDMENTS The Pavilion reserves the right to make changes to these rules. All exhibitors agree that they and their employees will abide by these rules and any additions and/or amendments, which The Pavilion shall put into effect, and that they will remain as exhibitors as long as they maintain strict compliance with these rules. In any interpretation of the rules, we reserve the right to accept or reject any reservation for any reason we determine in the best interest of The Pavilion. Your booth fee will be refunded if your application is rejected. Your payment in full must accompany this application. When accepted, you will be notified with a signed copy of this form.
CONTACT INFORMATION Company/Organization (as you would like it to appear in the program): ______________________________________________________________________________ Address: _____________________________________________________________________ City: ___________________________________ State: __________ Zip Code: __________ Phone: _____________________________ Cell Phone: _____________________________ Fax: _____________________Email: ______________________________________________ Contact Person(s): ______________________________________________________________________________ BOOTH FEE Item
Amount
Totals
Single Booth - For Profit
$450.00
_________
Single Booth - Nonprofit
$350.00
_________
Double Booth - For Profit
$800.00
_________
Double Booth - Nonprofit
$600.00
_________
Electricity
$25.00 per outlet _________
Running Water
$25.00
_________
Grand Total: $
_________
ACTIVITY INFORMATION: Please provide the title of your booth activity as it should appear in the program (i.e. cookie decorating, ring toss, foot art, etc.). Pavilion staff may change the title of your activity in the program for editorial purposes. ______________________________________________________________________________ Please detail your activity and/or giveaways below: ______________________________________________________________________________ ______________________________________________________________________________
METHOD OF PAYMENT Check # ________made payable to The Cynthia Woods Mitchell Pavilion (CWMP) Credit Card
□ MasterCard
□ VISA
□ AMEX
□ Discover
Credit Card No. ______________________________________________________________ Exp. Date: ___________________ CVV #: _____________________ Name of Cardholder: ________________________________________________________ Address: _____________________________________________________________________ City: _________________________________________ State: _______ Zip: ______________ Signature of Cardholder: _____________________________________________________ Billing Address: _______________________________________________________________ City: ____________________________________ State: __________ Zip: ________________ AGREED AND ACCEPTED As an exhibitor participating in the 21st Annual Children’s Festival, I agree to the rules and regulations outlined in this agreement. I understand any violation of the rules or regulations will result in my business or organization NOT being invited to future events at The Cynthia Woods Mitchell Pavilion. ______________________________________________________________________________ Exhibitor Business/Organization ______________________________________________________________________________ Representative Name, Title __________________________________________________________ Date: _____________ Representative Signature Please send application with reservation fee to: The Cynthia Woods Mitchell Pavilion, Attn: Cameron Klepac 2005 Lake Robbins Drive, The Woodlands, TX 77380 or via fax at 281-364-3011 or email
[email protected]. Accepted as is by: _____________________________________ Date: _______________ Accepted with the following changes: ________________________________________ ______________________________________________________________________________