Rules & Regulations:
1. EVENT MANAGEMENT: The words, Event Management, as herein, refers to PEPP Services, its employees and agents. The enforcement of the following rules and regulations is the responsibility of the Event Management.
2. SPACE RENTAL: The application for exhibit space, when duly signed by the exhibitor and Event Management, shall constitute a valid contract between the parties. If payment is not received within the prescribed time limit, the contract is considered null and void and the space will be reassigned to another applicant. Should any rented space, either in-person or virtual, remain unoccupied by 9:30 on opening day, Event Management reserves the right to repurpose the space for any other purpose without refund to the original applicant.
In Person Event: Each space rental includes table (size specific to booth size), table linen, 2 chairs, 8’ high backdrop (either pipe & draping or lattice, depending on booth type), 3’ high side drapery and access to electricity if required. It also includes a virtual booth space.
3. COVID PRECAUTIONS: Event Management, all staff and exhibitors must abide by the current Covid regulations set by the Province, local Health Department and the Venue.
4. CANCELLATION OF DISPLAY SPACE:
Each vendor is allowed to transfer their payment to another show (same venue) of the same value once and only once, subject to Event Management’s discretion and with appropriate cause.
Display space fees are non-refundable if cancelled within 30 days of the show. If cancellation is received more than 30 days in advance, 50% of the total rental fee is refundable.
In the event of a show cancellation by Event Management, all fees are refundable, excluding circumstances beyond our control (force majeure).
5. FORCE MAJEURE: Neither party will be liable for inadequate performance to the extent caused by a condition (for example, natural disaster, act of war or terrorism, riot, labor condition, governmental action, and Internet disturbance) that was beyond the party's reasonable control. If possible, the Event Management will offer a show credit to be used at a future show of their choosing.
6. USE OF SPACE AND RESTRICTIONS: The space contracted is to be used solely by the exhibitor whose name appears on the application, as agreed to by both parties and only products and/or services of the exhibitor may be exhibited. Any promotion of other products or services is strictly prohibited and will result in ejection from the show without refund. No exhibit will be permitted which interferes with the exhibits of other exhibitors or obstructs the visibility of other exhibits and all exhibits must be confined to the space allocated. Event Management has the right to correct such violations and request the exhibitor alter, remove or rearrange their exhibit to comply with such regulations. If the exhibitor is unavailable, Event Management has the right to make necessary corrections at the exhibitor’s expense. Event Management has the right to restrict exhibits which, because of noise, operation of equipment, creation of safety hazards or any other reason, become objectionable or otherwise distract from neighbouring exhibits.
7. EXHIBIT SET-UP & DISMANTLING: exhibitors will be permitted access to the building at 8:00 am on the day of the event for exhibit set-up. Set-Up must be completed by 9:30 to be ready for the show opening at 10am. Saturday set-up will be allowed between the hours and 4:00-8:00pm only. exhibitors are expected to remain with their booths and all booths shall remain open for the duration of the show. Early dismantling of exhibits is prohibited and non-compliance, unless granted special permission by the Event Management, and will result in the exhibitor being barred from any future shows. Completion of exhibit clean-up is required by 7pm. exhibitors are required to remove all materials from their exhibit with them at the end of the day. Event Management reserves the right to remove any exhibit or exhibit material not removed by the end of the day and any expenses incurred will be the responsibility of the exhibitor.
8. VOLUNTEERS: Volunteers may be available throughout the day to cover exhibitor booths to allow short washroom and coffee breaks if needed. Volunteers are not permitted to sell any products and/or services while they are watching any exhibit. They are strictly there to provide security for the booth while unattended by exhibitors.
9. FIRE REGULATIONS: All exhibitors must comply with local fire regulations. Only fireproof materials may be used in displays and wiring must comply with CSA or UL specifications. Fire exits and aisles must remain clear at all times. The exhibitor assumes full responsibility for ensuring that exhibits meet these standards.
10. ELECTRICAL SAFETY CODE REQUIREMENTS: All exhibitors must comply with the Electrical Safety Code Requirements. The exhibitor assumes full responsibility for ensuring that exhibits meet these standards. All booths will have access to electricity at no extra charge. Exhibitors are responsible to provide their own extension cords. All extension cords must be properly secured to ensure they do not pose a hazard to other exhibitors or attendees of the show.
11. DAMAGE TO PROPERTY: Exhibitors are liable for all damage caused by them to the exhibit facility, booth equipment or to the other exhibitor’s property. Painting, nailing or drilling of floors, walls, ceilings or any part of the buildings is not permitted. Exhibitors laying any floor covering must use an adhesive that will not damage the floor and is easily removed. No signs or other articles are to be fastened to the walls, ceiling or electrical fixtures. A full set of venue regulations will be provided prior to the event.
12. SECURITY: Event Management will provide adequate security for the duration of the show and will take reasonable precautions to safeguard the exhibitor’s property. However, Event Management assumes no liability for loss or damage, however caused, of goods, exhibits or other materials owned, rented or leased by the exhibitor.
13. CLEANING: Event and Facility Management are responsible for cleaning all common areas of the show (i.e. feature areas, aisles, washrooms). All exhibitors are responsible for cleaning of their booth areas during and after the show.
14. EXHIBITOR BADGES: 2 Exhibitor Badges will be provided by Event Management for exhibit personnel. These must be worn at all times during the show and are required for entry into the show. Only 2 staff members will be allowed per booth unless previously arranged with Event Management.
15. FOOD AND/OR ALCOHOLIC BEVERAGES: The preparation and/or serving of food or beverages of any kind without permission of Event Management is prohibited. Any exhibitor offering food sampling is responsible for acquiring the necessary health department approval and must show proof of such. Serving of alcoholic beverages on the exhibit floor is strictly prohibited.
16. LIABILITY AND INSURANCE: All exhibitors are required to obtain and maintain at their own expense, a policy of insurance acceptable to Event Management. The Policy shall provide coverage of at least $1,000,000 for each separate occurrence and is required to cover the show in its entirety, including set-up and clean-up. This policy is for the protection of the exhibitor and their property alone. If you do not have permanent insurance coverage, one-day event coverage can be obtained through Pal Insurance.
17. EXCLUSIVE RIGHTS: Participating Exhibitors have the exclusive right to promote or sell goods or services during the show. Any other parties found attempting to sell or solicit business without prior consent of Event Management will be asked to leave and escorted from the event venue. Exhibitors are asked to report any infractions so that immediate remedial action can be taken.
18. ENTRY TO SHOW: Event Management reserves the right to refuse admission to any visitor, exhibitor or exhibitor employee who, in the opinion of the Event Management or Security, appears to be unfit, intoxicated, or in any way creating a disruption of the show.
19. BOOTH ASSIGNMENT: Event Management reserves the right to assign any and all booth spaces as it best determines, but will be guided by a first received deposit system. To be eligible for priority, a signed contract and full payment must be received.
20. DATE CHANGES: Event Management reserves the right at its sole discretion to change the show date and shall not be held liable in damages or otherwise by reason of any such change. In addition, Event Management shall not be liable in damages or otherwise failure to carry out the terms of this agreement in whole or part where caused directly or indirectly by or in consequence of fire, storm, flood, war, rebellion, insurrection, riot, civil commotion, strike, pandemic or by any cause whatever beyond the control of the Event Management whether similar or dissimilar from the causes enumerated herein. In the event that the exhibit space that was to be used by the exhibitor is rendered unusable, the exhibitor shall pay only for the time the space was actually used. A refund of all monies paid by the exhibitor will be given to the exhibitor, if the show is not held.