Outdoor Economy Conference Exhibitor Application

Exhibitor Organization Name*

Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Main Exhibitor Contact Name*

First NameLast Name

Main Exhibitor Contact Phone Number*

Please enter a valid phone number.

Main Exhibitor Contact Email*

example@example.com

On-Site Contact Name (if different from Main Exhibitor Contact above)

First NameLast Name

On-Site Contact Mobile Number (if different from Main Exhibitor Contact above)

Please enter a valid phone number.

On-Site Contact Email (if different from Main Exhibitor Contact above)

example@example.com

Brief Description of your Business/Organizational Operations*

Please upload your organization’s high-resolution logo (300DPI JPG or PNG, or ideally a vector (AI, EPS, or PSD) file)

Acceptable file formats: pdf, zip, jpg, jpeg, png, tiff, tif, psd, ai, eps, svg - 300+ DPI if raster, and please embed all fonts and linked files if sending a vector file

Your organization’s Facebook handle, if applicable

Your organization’s Instagram handle, if applicable

Category of Organization - *NOTE* - WNC Outdoor Business Alliance Members and small nonprofits, please contact our team at staff@outdooreconomy.org for special pricing and options*

SponsorStandard ExhibitorWNC Outdoor Business Alliance MemberSmall Nonprofit (approved by a Conference staff member)

OLD - Booth Type Requested

Standard Booth (10’ wide x 8’ deep, one draped 8’ table, power available, one attendee registration) - $1000Double Booth (20’ wide x 8’ deep, two draped 8’ tables, power available, two attendee registrations) - $1,800Nonprofit Table (one draped 8' table, NO power, one attendee registration) - $600Custom Size (quantity of attendees TBD, power available) - Please contact our team at staff@outdooreconomy.org

Booth Type Requested*

Standard Booth (10’ wide x 8’ deep, one draped 8’ table, power available, one attendee registration) - $1000Double Booth (20’ wide x 8’ deep, two draped 8’ tables, power available, two attendee registrations) - $1,800Custom Size (quantity of attendees TBD, power available) - Please contact our team at staff@outdooreconomy.org

Optional Booth Location Upgrade - Unless this option is selected, booth locations will be determined by Outdoor Economy Conference staff.

Yes, I would like the "Pick Your Own Booth Location" Upgrade - $250 / 10'x8' Space

Expo Hall diagram for 2023

Excellent! Please email staff@outdooreconomy.org with your preferred booth location (and please note that Gold and Platinum booth locations are reserved for those sponsor types). Booth locations are first come, first served, and secured upon payment.

Please describe, in as much detail as you can, what your exhibition operations at the OEC will be. (E.g. What what will you be selling/promoting, what information/promotional items will be distributed, what service will you be providing, what exhibits will you present, etc.)

Please describe your intended exhibition space set-up and décor.

If you have any photos of your proposed booth setup in action (or a similar setup), please upload some here:

Are you planning to use a custom-branded tent in your booth space? (reminder: non-branded tents are not allowed in the Expo Hall)

yesno

Will you need standard power at your booth? (Included with Standard & Double Booths. Appropriate for powering small items like laptops or TVs.)*

yesno

Will you need additional power for large items? (Additional charges apply.)

yesno

Do you plan on doing any swag giveaways at your booth? (We will be noting exhibitors and sponsors with giveaway items in our conference map and program.)

yesno

Outdoor Economy Conference Exhibitor Terms and Conditions

**General**
No firearms are allowed in the facility.
No exhibitors or conference attendees are permitted in any back-of-house areas.
Occupancy of booth space by more than one exhibiting organization is not allowed unless written permission is received from the OEC conference organizers.

**Opening & Closing Operations**
Vendors may begin set-up no earlier than 9:00 am on Monday, October 21. Set-up must be completed before 4:00 pm. Exhibitors may only conduct activities at their booth during the stated Exhibition Hours of Operation.

Breakdown of booth is NOT permitted before 6:30 pm Wednesday, October 23; all booth materials must be completely out of the Expo Hall no later than 12:00pm on Thursday, October 24.

Closure of booth is permitted within those hours, but breakdown of booth is not permitted until the stated breakdown period (listed above).

**Insurance/Liability**
Accepted exhibitors must submit a current Certificate of Liability Insurance covering the dates of the conference in the amount of $1,000,000 per occurrence, $2,000,000 aggregate and listing Mountain BizWorks and its affiliates as additionally insured. Insurance information is due by September 20, 2024.

**Setup & Removal **
Installation of exhibits and teardown must be complete during designated hours. Exhibitors shall be responsible for set up and removal of their own equipment, fixtures, inventory, associated trash, and other property. Exhibitors who are in violation of these terms are subject to fines and associated clean up fees. Guests will not be allowed to utilize the bell desk to transport items to meeting rooms or the Conference Center. Your own carts are permitted to load and unload. There will also be carts and staff support available on a first come, first served basis during your scheduled load-in time.

**Tents**
Exhibitors are permitted to use custom branded tents or canopies, no larger than 10’ x 10’, with prior approval by the conference organizers. The OEC will only provide the exhibitor with a space, not a tent or canopy. Plain (non-branded) tents are not permitted for use at the Conference.

**Display & Use of Space**
Displays and arranged materials must be done in such a manner so as not to obstruct sight lines of neighboring exhibitors. Decorations and adornments should be in good taste and are subject to review by the conference organizers.

Handwritten signs are NOT permitted on the premises. Only professionally made poster signs are permitted. Placing signs or handouts on any conference hotel and event center grounds or parking areas is NOT permitted. No adhesive is to be used on the Conference Center walls, and confetti is not allowed in the Conference Center. (3M Command Strips are acceptable).

The Exhibitor is responsible for the neat, safe, and orderly operations of its space at all times. Trash should be removed frequently, with no overflowing receptacles.

No equipment may be set up outside designated booth space, and all aisles must remain free and unobstructed at all times. Any Exhibitors in violation of this will be required to immediately move any obstructing items; repeated or flagrant violations of this policy will cause exhibitors to be subject to eviction.

**Advertising**
Neither the Exhibitor, OEC, nor The Cherokee Convention Center will use the name, trademark, logo, or other proprietary designation of any other parties in any advertising or promotional materials without the prior approval of all parties.

**Swag & Giveaways**
Please see Swag Giveaway Guidelines.

**Business Operations**
The participating vendor/exhibitor must comply with all laws, ordinances, rules, and regulations of any lawful authority, agency, or governmental unit, which apply to the use of its vending or exhibiting. This includes without limitation, any applicable fire and building codes of the The Cherokee Convention Center and The City of Cherokee. The vendor agrees to indemnify and hold harmless the City of Cherokee, The Cherokee Convention Center, Mountain BizWorks, MADE X MTNS and the Outdoor Economy Conference, its directors, representatives, employees, and agents for any penalties, fines, cost, expenses, or damages from participating vendor’s failure to comply with such laws.

**Personnel & Representatives**
Participating vendors shall provide adequate personnel for the exhibition operating hours. These policies, procedures, and requirements bind all vendor personnel and representatives. Exhibitor and its representatives shall conduct themselves in a professional manner at all times during the exhibition.

**Products**
Vendors must list the products or category and services being offered at the Expo and the range of cost associated with them on the application. Any changes to this information given in the application needs to be approved by the OEC organizers.

**Clean Up**
Exhibitors will be provided a small trash receptacle at each booth. If you need additional or larger receptacles for your demonstration needs, please plan to furnish your own trash containers and liners. Exhibitors must bag all rubbish on a regular basis. At the end of the operating hours for the day, Exhibitors will be required to remove all rubbish and trash from their space and deposit it at a central location at the conference to be determined upon arrival. The Exhibitor will leave the space in the same condition as it was prior to the conference. If the Exhibitor leaves the space in such an order that it requires additional expenses upon the part of the Outdoor Economy Conference to clean up the space, the Exhibitor will be charged a cleaning fee no less than $200.00 or the cost of the actual cleaning.

**Demos**
Equipment demonstrations and other sales presentations must be confined to your booth, and at a noise level not offensive to nearby exhibitors. If you require additional space for demonstrations, please contact staff@outdooreconomy.org.

**Lighting & Sound**
No use of attention-getting devices or presentations are permitted that may crowd aisles or infringe upon other exhibitors’ areas. Flashing lights or other distractions are not permitted.

**Safety, Fire, Health**
All material used by Exhibitor in exhibit booths must be fireproofed and Exhibitor is not permitted to use open flames, any kind of compressed gas or explosive fuels, heat or other potentially dangerous medium without express, written consent from the conference organizers and event center.

**Security**
The Outdoor Economy Conference and The Cherokee Convention Center will NOT provide overnight security. The Exhibition floor will be closed and locked at the end of nightly activities. All exhibitors are responsible for securing their own materials during the show and during times the exhibition is not open. Neither the OEC nor The Cherokee Convention Center will be responsible for losses of any kind, whether by fire, theft, physical violence, elements of nature, and or any other causes, however originating.

**Refunds**
No refunds will be made if the vendor cancels prior to the event dates or fails to appear at the conference.

Acknowledgement

I agree to the above Policies, Procedures, and Regulations