Rising Stars Events -Vendor Tradeshows

SPACE RENTAL
1. Basic Booth: This contract is for the use of a basic booth space and provides a 10’ x 10’ tented space (if necessary), two chairs, and two 8’ tables or Mobile/Trailers.
 
2. Payment for Space: All online registrations must be followed by payment in full per booth, payable to RISING STARS EVENTS.

3.  Electricity to the booth is the responsibility of the vendor. Electricity will be available (limited) at the tradeshow venue, but it is the vendor’s responsibility to order extension cords from the Tradeshow Director or to bring approved exterior extension cords to the tradeshow. Need for electricity must be advised to the Tradeshow Director in advance.  It is recommended you bring a quiet generator to ensure electricity.
 
CANCELLATION OF CONTRACT
1. Late Cancellation: If space is cancelled by the vendor within one week prior to event/tournament, vendor may be charged a cancellation fee. Request for refunds must be made in writing, preferably via email.

CONSTRUCTION, INSTALLATION, & USE OF VENDOR FACILITIES
1. Acceptability of the Exhibits/Merchandise: All exhibits and merchandise shall be used to serve the interest of the participants of the event/tournament and shall be operated in a way that will not detract from other exhibits, the tradeshow, or the event as a whole. The Tradeshow Director reserves the right to require immediate withdrawal or modification of any exhibit/merchandise which is believed to be injurious to the purpose of the event/tournament. In the event of such restriction or eviction, Rising Stars Events is not liable for any refund of rental fees or any other tradeshow-related expense. Vendors must comply with all federal, state, and local laws.
 
2. Restrictions on the Use of Space: No vendor shall sublet, assign or share any part of the space allocated to them without the written consent of the Tradeshow Director. Solicitations or demonstrations by vendors must be confined within the bounds of their own respective booths, unless written permission otherwise has been granted by the Tradeshow Director. If vendors need extra space to demonstrate their equipment, this must be arranged and approved in advance, or additional booth space purchased. Aisle space shall not be used for exhibit purposes, display signs, solicitation or distribution of promotional material. Exhibits, signs, and displays are prohibited in non-tradeshow areas or elsewhere at the event venues or hotels, unless written permission has been granted by the Tradeshow Director. If vendors would like to display company banners on fencing at the fields, this must be arranged and approved in advance. Operation of sound amplification devices are not allowed, unless approved in advance by the Tradeshow Director.
 
3. Tradeshow Hours, Set-up and Breakdown:  Tradeshow hours vary depending on the event/tournament, but in general will follow the schedule of the event/tournament.  It is the responsibility of the vendor to see that all materials are delivered to the exhibit area and removed by the specific deadline. Should failure to remove the exhibit occur, removal will be arranged by the event/tournament at the expense and responsibility of the vendor. Vendors should ensure that their space is left clean, with any trash placed in the designated receptacles.
 
4. Fire, Safety, Lightning and Health Regulations: The vendor agrees to comply with all local, city, and state laws, ordinances, and regulations and all event/tournament rules covering fire, safety, lightning and other matters. All decorations and booth equipment must be fireproofed and electrical wiring must meet established safety requirements. No combustible material shall be stored in or around the booths.
 
5. Damage to Exhibit Facilities: The vendor must surrender rented space in the same condition it was at commencement of occupation. The vendor or agent shall not injure or deface columns, fencing, or poles of the exhibit facility, the booths, equipment, tents, or furniture of the booth. When such damage appears, the exhibitor shall be liable for all costs incurred to the owners of the property so damaged. The Tradeshow Director reserves the right to select contractors for such repairs.
 
6. Access to Event Venues: Vendors have access to all event/tournament venues, except the College Coach Hospitality Tent or any other area designated as College Coaches Only, unless given specific permission otherwise by tournament official. 
 
7. Behavior: Vendors and their personnel must behave in a manner that is appropriate to a business environment. Common courtesy and politeness should be applied to all interactions with other vendors, event/tournament staff, and other event/tournament attendees, including players, coaches, parents, and college coaches. Specific problems with any of these persons should be brought to the attention of the Tradeshow Director or Tournament Director.

LIABILITY & INSURANCE
1. Security: The protection of the property of the vendors shall at all times remain the sole responsibility and custody of each vendor.
 
2. Responsibility of the Tradeshow: The vendor assumes the entire responsibility for losses, damages, and claims arising out of injury or damage to vendor’s displays, equipment and other property brought upon the premises of the exhibit location, its agents, servants, and employees from any and all such losses, damages, and claims. Insurance and liability are the full and sole responsibility of the vendor. The vendor agrees to protect, save and defend, and keep the Rising Stars Events, Inc., the municipality, and venue owner harmless from any damages or charges imposed for violation of any law ordinance occasioned by the negligence of the vendor or those holding under the vendor, as well as to comply strictly with the applicable terms and conditions contained in the agreement between Rising Stars and its agents and with the municipality regarding exhibition premises. Further the vendor shall at all times, protect, indemnify, save and defend, and keep harmless Rising Stars Events and their agents against and from any and all loss, cost, damages, liability and expense from or out of or by reason of any accident or other occurrence to anyone, including the vendor, its agents, employees, and business invitees which arises from or out of or by reason of said vendor’s occupancy and use of the exhibit premises or any part of the event/tournament venue. Submittal of tradeshow fee signifies the release of the municipality, Rising Stars Events, and any other aforementioned agents from any further liability.
 
3. Liability Insurance Requirement: Vendors must provide a copy of their Certificate of Insurance to the Tradeshow Director, listing Rising Stars Events and the municipality as an "additional insured". This Certificate must be on file with Rising Stars Events no later than one week prior to the event/tournament.
 
4. Show Management Responsibility: Rising Stars Events contract with the municipality or venue owner supersedes the contract it has with the vendors.

MISCELLANEOUS INFORMATION
1. Hotel Information & Use of Hotel Coordinator: The event/tournament has made arrangements for blocked space at hotels in the surrounding area, at special rates ranging from $69 - $99 per room, based on 1-4 persons. The vendors need to contact our Event Housing Coordinator, Liz at hotelcoordinator@risingstarsevents.com.

2. Travel Arrangements: Discounted airline and rental car packages are available through our event travel agent, Chrissy, at Destination Consultants. Contact her at 954-747-9901.

MAPS, DIRECTIONS, & PARKING
1. Maps and Directions: Maps and directions are available on the Rising Stars Events website at www.risingstarsevents.com and can be printed out for use.
 
2. Parking at the Tradeshow/Event Venue: Parking is free at the event/tournament venue.
 
3. Vehicle Access to Exhibit Area: Vendors will have vehicle access to the exhibit area during the set-up and breakdown periods. Vendors must follow the instructions of the event staff, and must avoid damage to any green areas in the outdoor events. If vehicle access is required at any other time, you must contact a tournament official for approval and assistance. Vehicles must be removed from exhibit area as soon as possible. Extended parking is only allowed in the designated parking lots.

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