exhibitor handbook
2015 Anacortes, WA
EXHIBITOR HANDBOOK Show Dates: May 14–17, 2015 (Thursday–Sunday)
Anacortes, WA EXHIBITOR HANDBOOK CONTENTS
PAGES
General Show Information………………………………...3 Shipping Information……………..….………………….....4 Move-In / Move-Out Instructions (LAND)……………….5 Move-In / Move-Out Instructions (WATER)…………….6
Exhibitor Required Forms Request for Insurance……………….………………...7
Optional Order Forms Raffle Donation Form ………………...…….……….10
Anacortes, WA Anacortes, WA
General Show Information
EVENT CONTACT_______________________________________________________________ Exhibitor Sales: Will Carlsen Email: [email protected] Office:410.990.9086 ext. 25 Cell (on-site): 443.534.4845
EVENT LOCATIONS_______________________________________________________ Show Location Cap Sante Marina 1019 “Q” Avenue, Suite C Anacortes, WA 98221 360.293.0694
TIMES & DATES_____________________________________________________________________ Boat Show • Thursday, 5/14 – Sunday, 5/17 Thursday – Saturday • 10 a.m.–5:00 p.m. Move-in • Wednesday, 5/13 • 9a.m.–5p.m. Move-out • Water Exhibitors - Sunday, 5/17 – By 6p.m. • Land Exhibitors – Sunday, 5/17 – By 6p.m.
Anacortes, WA Anacortes, WA
Shipping Information
WELCOME KIT MATERIAL (National & Regional Sponsors Only)_
_______________
______
Clearly label your shipment to differentiate between display material *Attn: Welcome Kit Material Receiving will begin Monday, May 4, 2015 Last day for receiving is Friday, May 8, 2015 Items received after Friday, May 8 will not be included.
We plan to hand out 300 Welcome Kits. National and regional sponsorships include the opportunity to add items to the Welcome Kit; you will need to ship these items prior to your arrival.
Cap Sante Marina Attn: TRAWLER FEST WELCOME KIT HOLD IN WEB LOCKER 1019 Q Avenue Anacortes, WA 98221
ADVANCED SHIPPING INFORMATION (Display Materials) _________________________________
Receiving will begin Monday, May 4, 2015 Last day for receiving is Friday, May 8, 2015 Items cannot be received after Friday, May 8!
Cap Sante Marina TRAWLER FEST (YOUR COMPANY NAME) HOLD IN WEB LOCKER 1019 Q Avenue Anacortes, WA 98221
POST-SHOW SHIPPING INFORMATION (Display Materials) _________________________________ After the show closes: Label your materials for their next destination. Provide a BOL (Bill of Lading). Be sure to include your carrier’s name on the BOL. Leave all materials and BOL in your booth. Check out with a staff person at the Trawler Fest registration desk. A Trawler Fest staff person must verify the number of pieces before you leave the event. We will not be responsible for any missing pieces if this is not done properly. Call your shipping company and arrange for a pick-up on Tuesday, May 19. It is your responsibility to make these arrangements.
Cap Sante Marina ATTN: Web Locker 1019 Q Avenue Anacortes, WA 98221
Anacortes, WA LAND EXHIBITOR Move-In Instructions Move-in is Wednesday, May 13, 2015 When you arrive: Please check in with Trawler Fest registration located at Cap Sante Marina. Look for event signs for direction. Registration hours are: Wed., 5/13 • 9 a.m.–5 p.m. Thurs.—Sun. 5/15 – 5/17 • 9 a.m.–5:00 p.m. . You can set up your booth space Wednesday, May 14 between 9 a.m. and 5 p.m. in the exhibitor tent.
LAND EXHIBITOR Move-Out Instructions Move-out is Sunday, May 17, 2015 The show ends at 5 p.m. on Sunday May 17, and you will have until 8 p.m. that evening to pack up your exhibit materials. Security will NOT be provided in the tent Sunday night. You are responsible for removing all of your booth materials and properly disposing of trash (including carpeting, literature, pallets, etc.). Please be advised: if unpacked display materials or trash are left in the display area, your company will be charged a $300 removal fee. For exhibitors who need to ship materials after the show: On Sunday May 17 at 6:30 p.m. all materials requiring outbound shipping will be moved to the web locker at Cap Sante Marina:
Cap Sante Marina ATTN: Web Locker
Boat show hours are: 10 a.m.–5:00 p.m. Thursday, Friday, and Saturday, May 15–17. Your booth should be set up by 9:45 a.m. each day and must be staffed during all show hours. IMPORTANT: Your booth space does not include tables and chairs. Tables and chairs will not be available unless they have been ordered before the event. If you require furniture or would like to add additional tables or chairs, please check with Trawler Fest staff. There is no guarantee items will be available on-site, however, staff will do their best to accommodate needs.
1019 Q Avenue Anacortes, WA 98221
What do you need to do at show closing? 1. 2. 3. 4. 5.
There will be security on-site after show hours Wednesday, Thursday and Friday nights. We strongly advise securing exhibit items that could be damaged in case of high winds or rain. This is an outdoor environment; please be prepared.
6. 7.
4
Repack your show materials. Label your materials for their next destination. Provide a BOL (Bill of Lading). Be sure to include your carrier’s name on the BOL. Leave all materials and BOL in your booth. Check out with a staff person at the Trawler Fest registration desk. A Trawler Fest staff person must verify the number of pieces before you leave the event. We will not be responsible for any missing pieces if this is not done properly. Call your shipping company and arrange for pick-up Tuesday, May 19 It is your responsibility to make these arrangements. Make sure all rented materials (tables, chairs, and linens) remain in your booth.
Anacortes, WA WATER EXHIBITOR Move-In Instructions
WATER EXHIBITOR Move-Out Instructions
Move-in is Wednesday, May 13, 2015
Move-out is Sunday, May 17 2015
Trawler Fest has reserved the Cap Sante Marina from Wednesday, May 13 through 10a.m.. Sunday, May 17. If you should require dockage before or after these dates, you will need to make arrangements directly with Cap Sante Marina, 360.293.0694
The show ends at 5 p.m. on Sunday, May 17, 2015
Directions The marina is located in Fidalgo Bay by Cap Sante Head (48 degrees 30.48 minutes, 122 degrees 36.18 minutes). Channels 68 (Trawler Fest Docking) Please call “Trawler Fest Docking” on VHF Channel 68 and a staff member will direct you to your slip. Please arrange for an experienced captain to deliver the boat with working VHF radio and proper docklines and fenders for docking.
Boat show hours are: 10 a.m.–5:00 p.m. Thursday, Friday, and Saturday, May 15–17. Your vessel should be set up by 9:45 a.m. each day and must be staffed during all show hours. When you arrive: Please check in with Trawler Fest registration located at Cap Sante Marina. Look for event signs for direction. Registration hours are: Wed., 5/14 • 9 a.m.–5 p.m. Thursday–Saturday, 5/15 – 5/17 • 9 a.m.–5:00 p.m.
Boats are required to depart by Sunday, May 17 no later than 10a.m. If you should require dockage after 10a.m.. on this date, you will need to make arrangements directly with Cap Sante Marina, 360.293.0694
Anacortes, WA Certificate of Insurance Request REQUIRED TO:
Trawler Fest Land and Water Exhibitors
SUBJECT:
Certificate of Insurance
As a participant in the Anacortes, Washington Trawler Fest event, you are required to provide evidence of insurance coverage no later than May 1, 2015 Please forward this document to your insurance broker to assist them in providing the required certificate of insurance. Participants shall furnish a certificate of insurance no later than May 1, 2015 that will provide the following minimum limits of liability: Commercial General Liability: $1,000,000 — each occurrence combined single limit $1,000,000 — each occurrence products/completed operations The certificate should contain a clause requiring written notification to Active Interest Media 30 days prior to cancellation, non-renewal, or reduction in coverage and naming Active Interest Media as an additional insurer. Insurance forms can be emailed as a PDF to complete your Trawler Fest registration. Insured company: Name and Address Coverage Description of Operation (Trawler Fest Anacortes May 14 - 17) Certificate Holder Active Interest Media c/o PassageMaker/Trawler Fest Attn: Pamela Batchelder 105 Eastern Ave. Suite 203 Annapolis, MD 21403 Please email to Pamela Batchelder at [email protected] Phone: 410.990.9086 ext. 21, or Fax: 410.990.9094. Thank you for your cooperation in this matter. If you have any questions about providing evidence of insurance coverage, please call Pamela Batchelder at 410.990.9086, ext. 21.
EXHIBITOR HANDBOOK Show Dates: May 14–17, 2015 (Thursday–Sunday)
Anacortes, WA EXHIBITOR HANDBOOK CONTENTS
PAGES
General Show Information………………………………...3 Shipping Information……………..….………………….....4 Move-In / Move-Out Instructions (LAND)……………….5 Move-In / Move-Out Instructions (WATER)…………….6
Exhibitor Required Forms Request for Insurance……………….………………...7
Optional Order Forms Raffle Donation Form ………………...…….……….10
Anacortes, WA Anacortes, WA
General Show Information
EVENT CONTACT_______________________________________________________________ Exhibitor Sales: Will Carlsen Email: [email protected] Office:410.990.9086 ext. 25 Cell (on-site): 443.534.4845
EVENT LOCATIONS_______________________________________________________ Show Location Cap Sante Marina 1019 “Q” Avenue, Suite C Anacortes, WA 98221 360.293.0694
TIMES & DATES_____________________________________________________________________ Boat Show • Thursday, 5/14 – Sunday, 5/17 Thursday – Saturday • 10 a.m.–5:00 p.m. Move-in • Wednesday, 5/13 • 9a.m.–5p.m. Move-out • Water Exhibitors - Sunday, 5/17 – By 6p.m. • Land Exhibitors – Sunday, 5/17 – By 6p.m.
Anacortes, WA Anacortes, WA
Shipping Information
WELCOME KIT MATERIAL (National & Regional Sponsors Only)_
_______________
______
Clearly label your shipment to differentiate between display material *Attn: Welcome Kit Material Receiving will begin Monday, May 4, 2015 Last day for receiving is Friday, May 8, 2015 Items received after Friday, May 8 will not be included.
We plan to hand out 300 Welcome Kits. National and regional sponsorships include the opportunity to add items to the Welcome Kit; you will need to ship these items prior to your arrival.
Cap Sante Marina Attn: TRAWLER FEST WELCOME KIT HOLD IN WEB LOCKER 1019 Q Avenue Anacortes, WA 98221
ADVANCED SHIPPING INFORMATION (Display Materials) _________________________________
Receiving will begin Monday, May 4, 2015 Last day for receiving is Friday, May 8, 2015 Items cannot be received after Friday, May 8!
Cap Sante Marina TRAWLER FEST (YOUR COMPANY NAME) HOLD IN WEB LOCKER 1019 Q Avenue Anacortes, WA 98221
POST-SHOW SHIPPING INFORMATION (Display Materials) _________________________________ After the show closes: Label your materials for their next destination. Provide a BOL (Bill of Lading). Be sure to include your carrier’s name on the BOL. Leave all materials and BOL in your booth. Check out with a staff person at the Trawler Fest registration desk. A Trawler Fest staff person must verify the number of pieces before you leave the event. We will not be responsible for any missing pieces if this is not done properly. Call your shipping company and arrange for a pick-up on Tuesday, May 19. It is your responsibility to make these arrangements.
Cap Sante Marina ATTN: Web Locker 1019 Q Avenue Anacortes, WA 98221
Anacortes, WA LAND EXHIBITOR Move-In Instructions Move-in is Wednesday, May 13, 2015 When you arrive: Please check in with Trawler Fest registration located at Cap Sante Marina. Look for event signs for direction. Registration hours are: Wed., 5/13 • 9 a.m.–5 p.m. Thurs.—Sun. 5/15 – 5/17 • 9 a.m.–5:00 p.m. . You can set up your booth space Wednesday, May 14 between 9 a.m. and 5 p.m. in the exhibitor tent.
LAND EXHIBITOR Move-Out Instructions Move-out is Sunday, May 17, 2015 The show ends at 5 p.m. on Sunday May 17, and you will have until 8 p.m. that evening to pack up your exhibit materials. Security will NOT be provided in the tent Sunday night. You are responsible for removing all of your booth materials and properly disposing of trash (including carpeting, literature, pallets, etc.). Please be advised: if unpacked display materials or trash are left in the display area, your company will be charged a $300 removal fee. For exhibitors who need to ship materials after the show: On Sunday May 17 at 6:30 p.m. all materials requiring outbound shipping will be moved to the web locker at Cap Sante Marina:
Cap Sante Marina ATTN: Web Locker
Boat show hours are: 10 a.m.–5:00 p.m. Thursday, Friday, and Saturday, May 15–17. Your booth should be set up by 9:45 a.m. each day and must be staffed during all show hours. IMPORTANT: Your booth space does not include tables and chairs. Tables and chairs will not be available unless they have been ordered before the event. If you require furniture or would like to add additional tables or chairs, please check with Trawler Fest staff. There is no guarantee items will be available on-site, however, staff will do their best to accommodate needs.
1019 Q Avenue Anacortes, WA 98221
What do you need to do at show closing? 1. 2. 3. 4. 5.
There will be security on-site after show hours Wednesday, Thursday and Friday nights. We strongly advise securing exhibit items that could be damaged in case of high winds or rain. This is an outdoor environment; please be prepared.
6. 7.
4
Repack your show materials. Label your materials for their next destination. Provide a BOL (Bill of Lading). Be sure to include your carrier’s name on the BOL. Leave all materials and BOL in your booth. Check out with a staff person at the Trawler Fest registration desk. A Trawler Fest staff person must verify the number of pieces before you leave the event. We will not be responsible for any missing pieces if this is not done properly. Call your shipping company and arrange for pick-up Tuesday, May 19 It is your responsibility to make these arrangements. Make sure all rented materials (tables, chairs, and linens) remain in your booth.
Anacortes, WA WATER EXHIBITOR Move-In Instructions
WATER EXHIBITOR Move-Out Instructions
Move-in is Wednesday, May 13, 2015
Move-out is Sunday, May 17 2015
Trawler Fest has reserved the Cap Sante Marina from Wednesday, May 13 through 10a.m.. Sunday, May 17. If you should require dockage before or after these dates, you will need to make arrangements directly with Cap Sante Marina, 360.293.0694
The show ends at 5 p.m. on Sunday, May 17, 2015
Directions The marina is located in Fidalgo Bay by Cap Sante Head (48 degrees 30.48 minutes, 122 degrees 36.18 minutes). Channels 68 (Trawler Fest Docking) Please call “Trawler Fest Docking” on VHF Channel 68 and a staff member will direct you to your slip. Please arrange for an experienced captain to deliver the boat with working VHF radio and proper docklines and fenders for docking.
Boat show hours are: 10 a.m.–5:00 p.m. Thursday, Friday, and Saturday, May 15–17. Your vessel should be set up by 9:45 a.m. each day and must be staffed during all show hours. When you arrive: Please check in with Trawler Fest registration located at Cap Sante Marina. Look for event signs for direction. Registration hours are: Wed., 5/14 • 9 a.m.–5 p.m. Thursday–Saturday, 5/15 – 5/17 • 9 a.m.–5:00 p.m.
Boats are required to depart by Sunday, May 17 no later than 10a.m. If you should require dockage after 10a.m.. on this date, you will need to make arrangements directly with Cap Sante Marina, 360.293.0694
Anacortes, WA Certificate of Insurance Request REQUIRED TO:
Trawler Fest Land and Water Exhibitors
SUBJECT:
Certificate of Insurance
As a participant in the Anacortes, Washington Trawler Fest event, you are required to provide evidence of insurance coverage no later than May 1, 2015 Please forward this document to your insurance broker to assist them in providing the required certificate of insurance. Participants shall furnish a certificate of insurance no later than May 1, 2015 that will provide the following minimum limits of liability: Commercial General Liability: $1,000,000 — each occurrence combined single limit $1,000,000 — each occurrence products/completed operations The certificate should contain a clause requiring written notification to Active Interest Media 30 days prior to cancellation, non-renewal, or reduction in coverage and naming Active Interest Media as an additional insurer. Insurance forms can be emailed as a PDF to complete your Trawler Fest registration. Insured company: Name and Address Coverage Description of Operation (Trawler Fest Anacortes May 14 - 17) Certificate Holder Active Interest Media c/o PassageMaker/Trawler Fest Attn: Pamela Batchelder 105 Eastern Ave. Suite 203 Annapolis, MD 21403 Please email to Pamela Batchelder at [email protected] Phone: 410.990.9086 ext. 21, or Fax: 410.990.9094. Thank you for your cooperation in this matter. If you have any questions about providing evidence of insurance coverage, please call Pamela Batchelder at 410.990.9086, ext. 21.
