2013 Vendor GuidelinesWelcome to Big Valley Jamboree! This package contains information and guidelines for participation as a vendor in the Marketplace, as well as an application form and site plans for both inside and outside booths. Please read this package in its entirety – this will assist in expediting your application and enhancing your participation at BVJ.Note there are several components to include with your application – when you submit your application, make sure all components are included (checklist page 3).

Booth FeesBooth Fees cover all 4 days of the BVJ. Detailed pricing is on page 3 of the vendor package.• No space will be held without completed contract and deposit. Full payment is required by June 14, 2013. A late charge of

$100 will be applied if not paid in full by June 14, 2013. No vendor will be allowed on site until full payment is received.• On-site electricity and other set up items can be booked for a nominal fee through Superior Show Service. Their information

will be sent out 1 month in advance, or can be requested earlier.• 2 worker passes will be provided to each vendor for each booth purchased. (Worker bands do not allow access into the

concert bowl). For additional worker passes, preferred rate concert passes, camping and parking please see the ticket order form. Order form must be submitted by June 14, 2013

Set UpAll vendors must be set up by 11 am Thursday August 1 (set up times listed below).• Booth must be clean and in good structural condition.• Booths must be skirted to the ground.• Signage must be professional.• All vendors must be contained to their rented space.

• For the safety of the BVJ attendees, vehicles are not allowed to move onto or within the site during operating hours.• Only authorized vehicles may be parked on Festival grounds. Vehicles are NOT allowed to be parked behind or near vendor

booths during BVJ.• There will be no parking in fire lanes, no overnight parking and all vehicles must have appropriate parking tickets face up on

their dash. Any violators will be towed at owner’s expense.

Insurance• Vendors must provide with Panhandle Productions Limited Partnership (PPLP) with a certificate of insurance showing liability

insurance with a minimum coverage of $2,000,000. Panhandle Productions Limited Partnership must be named as an additional insured. Address: 4238 – 37 Street, Camrose, AB T4V 4L6.

• Vendor is responsible for his or her own insurance for Fire, Theft, Vandalism, etc. • Vendor name that is booked with BVJ must be included on insurance certificate.

Wristbands• All workers must be wearing a workers band at all times for the duration of the BVJ. Any person on the BVJ site without a band

will be escorted out. Worker bands are not transferable. Worker Wristbands allow entrance into the festival site only, and do not allow admission into the Main Stage Concert Bowl. A Worker Wristband does allow access to the Molson Canadian Saloon.

• Two (2) bands per booth purchased are provided with your package. Any additional wristbands are $40.00 each.

TuesdayWednesdayThursday

12 pm - 6 pm9 am - 8 pm8 am - 11 am

Setup times are as follows:

WednesdayThursdayFriday - Sunday

7 am - 8 pm7 am - 10 am7 am - 10 am

Vehicles are allowed on-siteONLY during the following times:

ThursdayFridaySaturdaySunday

Mainstreet 1 pm - 11 pm10 am - 11 pm10 am - 11 pm10 am - 11 pm

Marketplace Noon - 8:30 pm10 am - 8:30 pm10 am - 8:30 pm10 am - 7:30 pm

Tradeshow times are as follows:

Big Valley Jamboree MarketplaceOfficial Exhibit Space Application FormAugust 1 - 4, 2013 Exhibition Grounds, Camrose, Alberta

Camping & Parking• Vendor camping is located adjacent to CP 7 or section “V”.• Sites are allocated on a first come first serve basis; limit of

one stall per vendor. Extra units will be placed in the general camping area.

• Power and water not provided.• Generators are allowed providing they are of a low noise

output. Any loud generators will be asked to be shut off. • Parking is not included with booth registration. VIP or day

parking is available (see page 4).

Power• Electrical services are hooked up by Superior Show Service.

Vendors must indicate on their applications a complete, specific list of electrical needs.

• Approved vendors will receive a Superior Show Service order form for completion.

• Vendors should bring one 12-gauge cord per circuit and other outlet strips as needed. All cords not of acceptable gauge will be disconnected.

• All electrical hook ups must be CSA approved.• Power will be available on main street and marketplace on

Wednesday and will be disconnected at 10:00 am Monday morning.

Booth Covering• Vendors bringing their own canopy/tent need to provide

proof that the canopy/tent is flame retardant (tag or certification). Canopy/tent must be properly anchored. Any canopy/tent not properly anchored will be done so by Superior Show Service at a cost to the vendor.

• Booths are on pavement, any staked holes must be plugged after removal. Superior Show Service is available to provide staking & plugs.

• Tarps are not an acceptable canopy.• Vendors requiring a tent can rent one from Superior Show

Service.

Health & Safety• Vendors must comply with all Alberta Health Services

regulations.• No alcoholic beverages or drugs permitted in rental space.• Any vendor in non-compliance with the Alberta Health

Services regulations will be asked to rectify the issue, failure to do so will result in immediate closure and eviction.

• Vendors must comply with BVJ guidelines for the disposal of grey water, grease, recyclables and garbage.

• All propane tanks must be firmly secured on a hard, non-combustible surface. Vendors must supply their own surface on which to secure tanks.

• Propane tanks must be 10 feet away from electrical meters, open flame, freezers and refrigerators.

Permits & Inspections• All Festival vendors who have food or personal services are

required to complete a registration form supplied by Alberta Health Services. This application will be sent to those approved vendors who are invited to vend.

• Your booth will be inspected by a Health Inspector and a Fire Marshall prior to and during BVJ.

Water, Trash & Grey Water Disposal• Water supply, garbage removal, and grey water disposal is

supplied by BVJ for $250.00.• Vendors must properly dispose of garbage, cardboard and

recyclables in the provided and marked bins.• Vendor is responsible for cleaning of their booth.• Vendors to supply the appropriate number of leak free

garden hoses for water and grey water. Hoses must be a minimum of 100ft and have water and grease collectors.

• Vendors to supply protective covering for hoses as they will cross a service alley.

Booth Clean Up• Indoor booths – The dismantling is after 7 pm on Sunday,

August 4. Move out is between 6 am – 11 am Monday August 5. Outdoor booths – Move out is between 6 am and 11 am Monday August 5. Take down prior to Monday morning is not permitted.

• Vendors must take home their entire booths – including carpet, display racks, storage containers and decorations.

• Any vendors failing to completely clean up their booth areas will be charged a clean-up fee of $250.00.

Big Valley Jamboree 2013Official Exhibitor Application Form

To reserve space, include full payment by June 14, 2013. A late fee of $100 will be applied to all payments and insurance received after this date.Please remit form to: Verve Marketing and Communications Inc.

Big Valley Jamboree MarketplaceExhibitor Application Form

Company Name (Note: This is what will be printed in the Show Guide):_________________________________________________________________

Contact Person: _________________________________________ Position: ________________________________________

Address: _______________________________________________ City/Town, Prov/State: ____________________________

PC/Zip: ________________________________________________ Phone: _________________________________________

Cell: ___________________________________________________ Fax: ____________________________________________

Email: _________________________________________________ Website: ________________________________________

Please provide a brief list of your products and/or services: ____________________________________________________________*Only products indicated may be sold. Attach photo of your booth.

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

Registration Information

Includes 2 worker passes for each booth purchased (worker passes allow entry to kick off party)

Exhibitor RatesInside SpaceA. 10’ x 10’ Booth (100 sq ft area)Includes 8’ back & 4’ sidewall drapes

_________ @ $750 + GST ($37.50) = $ __________

B. 10’ x 10’ Corner Booth (100 sq ft area)Includes 8’ back & 4’ sidewall drapes

_________ @ $900 + GST ($45.00) = $ __________

C. 5’ x 10’ Booth (50 sq ft area)Includes draping

_________ @ $450 + GST ($22.50) = $ __________ Total Inside Space = $ ______________

Outside SpaceA. 10’ x 10’ 700 & 1000 Bank Booth (100 sq ft area)

_________ @ $1200 + GST ($60.00) = $ _________

B. 10’ x 10’ 800 & 900 Bank Booth (100 sq ft area)

_________ @ $1500 + GST ($75.00) = $ _________ Total Outside Space = $_____________

What is your booth location peference?First #_______Second # ________ Third # ________*Based on avaialbility at time of application

Please select payment method Visa M/C Certified Cheque (payable to Panhandle Productions LP)

Process Full Amount on Credit Card Process 50% Deposit on Card and Balance on June 14, 2013

Card Number: ________ - ________ - ________ - ________

Expiry Date:______________________ CSC:______________

Cardholder Name:___________________________________

Signature: _________________________________________

Payment Information

To be considered complete, your application must include: A completed and signed application

At least one current photograph of your booth or trailer

Signed terms and conditions

Completed ticket order form

A copy of your certificate of insurance. Panhandle Productions Limited Partnership must be included as named-insured’s.

Deposit of 50% + GST of contract price payable to Panhandle Productions Ltd. Booths will not be held without deposit. Vendors will not be permitted on site until full payment is received.

___________________________ _______________________ _________________________________ Signed (Exhibitor) Date Exhibitor Signed Accepted

*Tickets are to be paid in full at time of orderNote: Ticket prices include Ticketmaster charge of $8.00 and a municipal fee of $5.00.

All ticket order forms must be submitted by June 14, 2013. If ticket form is not received by June 14 only the complimentary tickets will be issued and extra tickets will have to be purchased at the gate at gate prices.

Big Valley Jamboree 2013Official Exhibitor Application Form

As an exhibitor you can order all of your passes in advance. To expedite your application, remit this order form along with your application. The deadline for all orders on this form is June 14. Any orders after this date cannot be accepted, and must be purchased on site.

Ticket Payment InformationPlease select payment method Visa M/C

Card Number: ______ - ________- ________ -________

Expiry Date:___________________ CSC:_____________

Cardholder Name:_______________________________

Signature: _____________________________________

Company/Organization Name: _______________________________________________________________________

Cardholder Name:_________________________________________________________________________________

Address: ________________________________________________________________________________________

Please remit to: Verve Marketing & Communications Inc. 50721 10405 Jasper Avenue, Edmonton, AB, T5J 3S2 Phone: 780.487.5422 Fax: 780.487.5521 Toll-Free: 888.282.2524 Email: sjstetson@vervemarketing.ca Website: vervemarketing.ca

The Fine PrintThis signed form must be submitted with your application.

Terms and Conditions:To book a booth, the exhibitor must submit both a signed registration form and deposit. Any cancellation of space must be done in writing and received at the Verve Marketing & Communications Inc (VMCI) office at least 6 weeks prior to the show dates. In the event such cancellation is received by the VMCI office 6 weeks prior to the show, the full deposit will be refunded, less a $100.00 service and handling fee. Notice of cancellation received less than 6 weeks prior to the show dates shall result in the VMCI office retaining all funds advanced by the participating exhibitor. The VMCI office reserves the right to re-rent the cancelled space involved.All outstanding balances owed for display rental areas are due and payable 6 weeks prior to event dates. There will be no exceptions. If full payment is not received 6 weeks prior to the event, the VMCI office reserves the right to re-rent the space involved. Late payments will be subject to a late fee of $100.00.

Risk and LiabilityI, the undersigned as a representative of _______________________________________ (company name), hereby release and agree to hold harmless Panhandle Productions Limited Partnership, also referred to as “PPLP”, it’s officers, directors, licensees, agents and employees from any damage to my property or any personal injury which I or my helpers may sustain while participating in the BVJ on from Tuesday, July 30 to Monday, August 5, 2013. Further, I agree to abide by the guidelines for participation, as listed in the Vendor Guidelines and all policies and guidelines established by the BVJ planning committee. I understand that failure to follow these regulations can mean expulsion from this year’s or future festivals.

IndemnificationExcept to the extent caused by the negligent act of PPLP or its employees, The Vendor agrees to indemnify and hold harmless PPLP, its officers, directors, licensees, agents and employees from and against any and all claims, demands, obligations, causes of action and lawsuits and all damages, liabilities, fines, judgements, costs (including settlement costs), and expenses associated therewith (including the payment of reasonable legal fees and disbursements) (“Claims”), arising out of: (1) any breach of any obligation or covenant made by THE VENDOR in the Agreement; (2) any wrongful act, negligent act or omission of THE VENDOR, or those of its employees, agents, or subcontractors or any person(s) for whom in law THE VENDOR is responsible, with respect to this Agreement; or (3) any claim that the use of any of the VENDOR trademarks in accordance with the terms of this Agreement violates or infringes upon the trademark, copyright or other intellectual property rights of any third party in or to such property, or any other rights of any third party.

Force MajeureIf PPLP is hindered in or prevented from the performance of any term, covenant or act required to be performed by PPLP under the terms of this agreement, or if BVJ is cancelled in whole or in part, by reason of any cause beyond the control of PPLP including, without limitation, strikes, lockouts or other labour disputes, the enactment, amendment or repeal of any applicable laws, riots, insurrection, sabotage, rebellion, war, acts or terrorism, acts of God, or any other similar reason, then performance of such term, covenant or act is excused and THE VENDOR shall not be entitled to a refund of any monies already paid to PPLP under the terms of this agreement nor shall the Vendor be entitled to claim damages for any loss incurred as against PPLP including the loss of income or profit.PPLP reserves the right to amend these guidelines as required. In the event of a dispute, the decision of the BVJ Vendor Committee will be accepted as final.

I have read and agree to the Vendor Guidelines in addition to the terms and conditions.

_________________________ _________________________ _________________________ ____________________Organization/Company Name Representative (Print) Signature Date

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