Terms and Conditions
As the Redwood Owners Group (ROG) rally has limited vendor space, only vendors that are invited and/or pre-approved by ROG are able to participate in the ROG rally. ROG reserves the right to limit the number of vendors and specific vendors based on, but not limited to—products, services, member feedback, and/or appropriateness of the product or service for the ROG rally. Completing the Vendor Registration does not constitute agreement by ROG. Vendor approval is at the sole discretion of the ROG, with approved vendors receiving written confirmation from the Rally Manager.
Please read the following information, fee structure and terms & conditions, as we have introduced some changes for the 2019 Rally. Your attendance at the 2019 Redwood Owners Group National Rally constitutes you have read, understood and accept the Vendor Fee structure and terms & conditions.
Vendor Participation Fee
For the 2019 Rally, we initiated a Vendor Participation fee of $125, which provides for 2 people, additional people are $50/person. This fee includes:
All content outlined in the Meals/Social Activities section
Pre-rally promotion. ROG will post promotional material on our RedwoodRVOwners.com website, and notices to our Facebook Page.
Registration Packages—Any reasonable printed materials, brochures, handouts you provide by Wednesday July 10th will be included in each attendee registration package. ROG suggests providing 125 of each.
There may be opportunities for you to have a presentation/seminar during the rally.
This fee can be paid through the www.RedwoodRVOwners.com website. If your organization requires a business check be used for payment, contact the Rally Manager.
Vendors are responsible for reserving their own campground site or accommodation and the associated costs. ROG is unable to subsidise any vendor accommodation or camping fees. However, we have negotiated campground discounts, which are available to all invited vendors.
To make a reservation for a campsite, CALL the campground directly and advise them you are a vendor attending the Redwood Rally. We have designated vendor camping sites—these designated sites are close to the location of the planned activities. If you need a camp site (either to camp or for your display), you must call and make your reservations directly with the campground. Online reservations will not receive the ROG discount.
These activities will be posted on the final schedule and are excellent networking opportunities, so we are pleased to invite our vendors to attend the following:
Daily AM meet & greet—Come over to the tent, with your tea/coffee, for an opportunity to meet rally attendees. The ROG provides fresh donuts or other treats on some mornings.
Catered Dinners—Two evenings, a local caterer will serve dinner in the tent. Note: Friday evening, Redwood RV sponsors dinner for our owners. Vendors are unable to attend this function.
Potluck Dinner—Saturday evening there will be a ROG Potluck dinner. If you would like to attend this dinner, please bring a food dish to share.
Evening activities— a variety of activities are scheduled, please check the rally schedule for times.
Vendor Display Areas
Vendor options for setting up a display for the rally:
1. Setting up a booth/display at your campsite site—which you should reserve close to the gazebo. NOTE: We are asking Vendors to reserve a site between 1E and 15E; or if you have a big rig or large display—campsites 11-16 are also good options.
2. ROG has rented the entire lawn area by the North Pavilion. We will have a large tent set up in this area for our seminars and meals. The grass area beside the tent will be available for vendor displays on a ‘first come, first served’ basis. If you would like to set up in this Vendor Designated area, please contact the Rally Manager before the rally.
The grass Vendor display area is provided at no additional cost to vendors.
This area does not have electricity or Wi-Fi.
Vendors need to provide the required infrastructure—tent, canopy, display, table, chairs, etc.
No vehicles can be parked in this grass area. Vehicles must be parked at your campsite or in a parking area. **Parking is available in designated areas.
Presentations or “Spotlight” Introductions
Please contact the Rally Manager if you are interested in making a presentation and advising any. preference of time – AM/PM, beginning/end of rally, etc.. While we make every effort to incorporate all requests in the schedule, we have limited spots available. Therefore, we may be unable to accept all presentation offers, or meet all requests for timing. Unless it is an educational seminar, vendors may be limited to one seminar.
If you do not have information for an educational seminar, there are still great opportunities to bring your products or services to our attendees. Contact the Rally Manager if you would like to have a “Spotlight Introduction” or a separate Product Presentation during the rally.
Deliveries & Storage
Neither ROG representatives nor the campground will sign or accept any packages or deliveries addressed or shipped to vendors, at ANY time (before, during and/or after the ROG rally). If you are having something shipped to Shipshewana, you must be physically present to accept the delivery when the truck rolls up.
All materials and equipment must be either stored neatly at your campsite or in your vendor display area. We regret the ROG and the campground are unable to provide additional vendor storage.
ROG attendee Door Prizes and Discounts
Discounts—Vendors are encouraged to provide discounts on products.
Donations—Vendors are encouraged to donate goods or services, which can be given as participation question awards to attendees.
Please make arrangement directly with the Rally Manager.
We are happy to include a business brochure or handout with our registration packets for every attendee. Rally must have 125 handouts by Wednesday, July 10, 2019.
Prohibited Activities and Restricted Merchandise
Please be aware and adhere to the following:
No firearms sales
All knives, swords or other items considered to be weapons must be secured from public access
No Merchandise displaying foul language or obscene material
No Controlled substances
No games of chance
Unless previously arranged through the Rally Manager, no food or beverage sales or give a-ways (NO alcohol can be sold or given by Vendors or ROG)
Industry related trash must NOT be disposed of at the campground. (i.e. NO tires, brakes, pin boxes, NO chemicals, etc). Vendors are responsible for removal of said trash from the campground.
Vendors are responsible for all vendor related insurance. Vendors are solely responsible for ensuring that the good and services that they offer comply with all applicable ordinances, codes, laws and regulations. Including, but not limited to, state, city and county regulations and copyrights, trademarks, patents, etc.)
Vendors are responsible for all set-up and removal of equipment, fixtures, inventory and other property. Trash cans are provided in common areas for basic trash (paper, etc.).
Hold Harmless/Indemnity Agreement
Waiver of Liability: Vendor agrees to indemnify and hold harmless the Redwood Owners Group, including its officers, directors, representatives and agents for all penalties, fines, costs, expenses and damages. Vendor agrees ROG, its officers, directors, representatives and agents shall have no responsibility for any loss or damage to Vendor equipment, supplies, good or other property.
Please consider one of the extended sponsorships:
The ROG is introducing three (3) levels of sponsorship for the 2019 Rally:
Premier Sponsor: Sponsors an additional rally product - Rally t-shirt or Garden Flag This sponsorship is $2,000, with two opportunities available.
Gold Sponsor: Sponsors a catered dinner. This sponsorship is $1,000, with two opportunities available
Silver Sponsor: Sponsors an AM meet & greet. This sponsorship is $500, with four opportunities available.
With the above sponsorship levels, your company logo will be printed on appropriate products and/or rally materials and you will receive additional acknowledgement throughout the rally. Your company will also be given opportunities for website and Facebook Pre-rally Product Information presentations—these are otherwise limited posting sites.
Please contact the Rally Manager for information on available sponsorship opportunities. We kindly request all sponsorships are confirmed by May 1st, so we can make the required arrangements.