rvshowokc.com

Booth exhibitors will set up to meet and greet Oklahoma' s RV Audience in an up close and personal way at the Annual Free Fall RV Show & Closeout Sale to be held at State Fair Park in Oklahoma City, Oklahoma, October 9-12, 2008.

TO RESERVE EXHIBIT SPACE, simply print this web page and complete the official application / contract form included. Please mail contract form with check or money order directly to:

RV Shows, Inc., • 13111 N Broadway Ext., • Oklahoma City, OK 73114

BOOTH LEASE APPLICATION / CONTRACT

This Contract Specifically For The Central Oklahoma RV Dealer Association's Annual Free Fall RV Show & Closeout Sale on  October 9-12, 2008, at Oklahoma's State Fair Park located in Oklahoma City, OK.

Name of Business / Firm:______________________________________________________________

Business Address:___________________________________________________________________ 

City:__________________________________State:______Zip Code:__________________________

Business Tax I.D.____________________________________________________________________ 

Contact Person:_____________________________________________________________________

Phone:______________________________________  Fax:_________________________________

Email:_________________________________ Web Site:____________________________________

Product/Service Description:____________________________________________________________

__________________________________________________________________________________

Standard booth size is 8'x10' with fire retardant drapes, one table, two chairs and electricity provided.

Please check size of booth space desired:

______single 8' x 10' ($350.00)   ______double 8' x 20' ($700.00)   ______triple 8' x 30' (1,050.00)

For good and valuable consideration, the undersigned, RV Shows Inc., hereinafter referred to as "the show" and ________________________________________ hereinafter referred to as the "exhibitor," do mutually agree that exhibitor desires to take and properly occupy space in the RV Show as outlined hereon and detailed in the show rules and regulations.  We hereby acknowledge that we have read the rules and regulations included with application/contract. We agree that the same is hereby made a part of this contract. We and our employees mutually agree that there are no oral or written agreements or representations other than those printed or written herein, that neither the terms nor conditions of this contract can be modified or changed by representatives, agents or otherwise, and that this application shall constitute a valid contract only when accepted in writing by an officer of the RV Show.

Application/Contract Submittal Date:______________________________________________________

Exhibitor Representative:______________________________________________________________

RV Show Representative:______________________________________________________________ 

Official Show Rules & Regulations
  SPACE - The show has leased space from the facility and made other commitments to culminate in a show on dates listed, and herewith makes space available to exhibitors. Show Management reserves the right  to interpret all rules and regulations and has final authority on all activities in the show.
  BOOTH SPACE - Generally in 8’ x 10’ (80 sq. ft.) increments, with fire retardant drapes 8’ high in back and 4’ high on each side, use of one 110 volt (500 watt maximum) electrical outlet, three exhibitor/employee passes (if needed with additional available).
  ASSIGNMENT OF SPACE - Space is assigned by the show director, following requests when possible. Exhibitor shall not assign, share or sublet any part of the space without prior written consent.
  Any leased space not occupied by six hours prior to opening of the show, will be considered forfeited, unless prior arrangements have been made with the show director. Show management may reallot or sell such space immediately without further notice to exhibitor, with no obligation for refund. Display must be complete by opening time. Construction not allowed during show hours.
  USE OF SPACE - Nothing shall be attached to or hung from ceiling or drape. Space must be utilized according to contract and be properly attended during all open show hours. Exhibitor must supply sufficient extension cords which must be three wire grounded.
  Exhibitor may not give away, sell or use helium filled balloons or place self-sticking decals on floor, wall, drapes, etc. Exhibitor cannot affix anything to the building surface with nails, screws, staples, glue, etc. Carpet tape must be removed.
  PAYMENT AND REFUND - Payment  of the total amount of space must accompany initial application/contract. Account must be paid in full to insure exhibitor space. If any exhibitor has to cancel its application for space due to a reasonable circumstance, and if that space is resold at full value, then a refund of a minimum of 75% of amount paid in will be made. If that space is not resold, or if the reasons given are not deemed reasonable, there will not be a refund. Space cancellations less than thirty (30) days prior to show date will not be eligible for any refund.
  WHO MAY APPEAR IN SHOW - The show reserves the right to make final decision as to who may exhibit in the show. All exhibitors are subject to approval from show management.
  EXHIBITOR AND EMPLOYEE PASSES (when applicable, i.e. admission charged) - NO ONE will be admitted to the show without a proper pass or ticket. Obtain passes at the Show Office upon checking in. Pass is transferable, but must be on employee. Allowing entrance at emergency or other doors without proper pass may subject exhibitor to penalties of ten (10) times the admission price.
  CANCELLATIONS OR INTERRUPTIONS - In the event of cancellation or interruption of the show due to fire, strike, government regulations, act of God, or any other cause beyond control, the management shall determine an equitable base for refund of such portion of amount paid as is possible after considering expenditures and commitments already made. If for any reason the show date or place is changed, no refund will be made, but management must be able to assign exhibitor space in lieu of original space.
  LIABILITY - It is agreed that the exhibitor shall make no claims of any kind against the show and shall indemnify and hold blameless the Show and its affiliates, the facility in which the show is held and its subsidiaries, or any officer or employee of these organizations or authorized subcontractors. Under no circumstances will these organizations be responsible for loss, damage, destruction, theft of any merchandise, displays or goods of the exhibitor or injury to himself or any employees while attending the show. Also, it is expressly understood there can be no claim for damage of any kind to the exhibitors business due to any circumstances that develop from the show.
  SECURITY AND INSURANCE - Reasonable care is exercised by the show to help protect exhibitors from loss mentioned previously. Fair Park Security is provided during the show’s operation, but this does not in any way create or increase management’s liability. All property of the exhibitor remains under the custody and control of the exhibitor, subject to the rules and regulations of the show. Exhibitors should not leave their merchandise unattended during show hours and especially during move-in and move-out periods. It is suggested that exhibitors contact their respective insurance agents regarding coverage while participating in the show. Building will generally be locked and secure one hour before the show opens and within one-half hour after the show closes. During the closed periods, the building will be secured and locked with no one admitted except by prearranged special pass through the Show Director only.
  NEAT AND CLEAN - Exhibitors are required to be sure their aisle is free of merchandise three hours before opening. Aisles are swept daily and frequently during open hours. Just prior to closing each night, exhibitors should sweep and clean their booth space; place trash either in proper receptacle or in the aisle. Cleaning personnel are not allowed in any leased space.
  RETAIL SALES - The exhibitor is liable and responsible for any and all permits, licenses, taxes and fees and the like that might be applicable in the event that retail sales are consummated in the leased space during the show. Certain stocking may occur during open hours, but stock must be brought in prior to show opening daily. Boxes, merchandise, etc., will not be allowed in the aisles. Merchandise offered or sold shall be restricted to that listed and approved on exhibitor application/contract form. Violation may result in immediate cancellation of exhibitor contract. Certain concessionaires hold contracts with host facility, hence soft drinks, food, tobaccos, including sampling, cannot be sold without written permission of the concessionaire or proper authority.
  CONDUCT AND DRESS - Conduct, dress, language, booth activities, promotion models, costumes, personnel, graphics or printed materials, films, etc., of all exhibitors and personnel must be of acceptable standard at all times. Show management reserves the right to exclude or remove any objectionable person, materials, display, etc., from the show.
  NOISE LEVEL - The use of public address systems or other sound amplification systems will not be allowed in any leased space except with written approval of the show director. Projectors, video recorders and play-back units, etc., will be allowed as long as the sound level is kept to a normal voice level. Check with adjacent exhibitors to be sure noise level is not objectionable.
  MOVE OUT - Early packing of a booth is prohibited. Any one doing so will not be invited to return. It is the height of disrespect to even those last few attendees and unfair to exhibitors. The last attendee deserves the same attention as the first.
  FIRE REGULATIONS - Each exhibitor must know and comply with all laws, ordinances and regulations pertaining to health, fire prevention and public safety while participating in the show. Please empty any fuel tanks and tape shut all gas fuel caps. All draping used on tables must be sprayed with fire-proofing. Do not block any emergency exits. All fire conducting shrubbery, etc., must be sprayed with fire proofing. All LPG bottles should have OK LPG tag and be new with no LPG in them.
  GENERAL INFORMATION - On arrival at the show, prior set-up or move-in, contact the show office for location of space and move-in authorization. The rules and regulations of this show shall not supersede, alter, or in any way, change the rules and regulations of the exhibit facilities or any city, state or federal government regulations. All emergency exits, doors with panic bars must remain unlocked and visible. All motorhomes should display proper OMVC permits. Show management’s responsibility is to organize and operate the show, to provide the best advantage to each and every exhibitor, and to operate the show within its rules and regulations. Management desires to be informed on happening at the show. Do not hesitate to report pertinent information immediately. We expect to and intend to help all exhibitors. Exhibitor comments, suggestions and criticism in writing are welcome as we understand that exhibitors want the show to grow and prosper as well.

Official Move-In Instructions:

1. Official Show Dates & Times: October 9-12, 2008 / Thu., Fri., & Sat. 10a-8p; Sun, 10a-6p.

2. Official booth exhibitor move-in date is Wednesday, October 8, 2008. Move-in time will be from Noon to approx. 9 p.m. on that particular Wednesday. Also on Thursday morning around  8 a.m. exhibitors can finish up displays before the 10 a.m. open time.

3. Official Check-In Procedures: (All Payments Must Be Received Before Move-In) Please check in at the office area located at the north and center entrance of the Travel & Transportation Building at State Fair Park. At time of exhibitor arrival, specific booth location will be identified within official booth exhibit row and will be ready for exhibitor move-in.
 
4. What We Provide & What You Will Need: We provide standard fire retardant trade show curtains, 2 chairs, 1 covered table and electricity with each booth. It  is recommended that exhibitors bring a 50 ft. extension cord and duct tape to secure cords to floor. No I.D. badges will be required as we are a free admission RV Show.

5. PHONE LINES / WIRELESS INTERNET: To reserve a phone line and/ or wireless internet access, you must contact the Oklahoma State Fair Park Office at 405-948-6704. You will also find quality travel directions by calling this number.

6. RV Show Helpline: If you incur any problems with printing of contract; have any questions; or need assistance of any kind in regard to RV Show, contact Mark House, RV Show Director by email at markhouse@rvshowokc.com or call 405-376-3897.