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Deadline: March 1, 2020

Application Checklist and Reminders Read through all application materials. Ensure the application is complete and legible.

Friendly tip: your application may be the first time the review team learns about your business—and your contact information is how we inform you about awarded booth space.

Include required information: -Proof of insurance -Signed operating rules-Save the document before completing, and save again before sending--avoid submitting a blank application!

Email completed copy to Building Management by March 1, 2020

Email address: ACFMaineBuildingManagementandBigEExibition@maine.gov Application Sections:

Application Checklist and Reminders .................................................................................................................. 1

Frequently Asked Questions .................................................................................................................................. 2

September/October 2020 Maine Building Schedule ................................................................................................... 6

Scoring Rubric .............................................................................................................................................................. 7

Application .............................................................................................................................................................................. 8

The Maine Experience:................................................................................................................................................ 8

Product Description Form ........................................................................................................................................... 9

Inventory Planning: .................................................................................................................................................... 10

Staffing Management ................................................................................................................................................. 11

Applicant Info: exhibit name, contact info, how long will you exhibit? ................................................................ 13

Tell us about your booth size and layout! ............................................................................................................... 14

OPERATING RULES, STATE OF MAINE BUILDING, EASTERN STATES EXPOSITION ................................ 15

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I’m not familiar with the venue, can you provide some insight about the exhibitor and attendee experience?

The best way to learn about the venue is to schedule a visit and connect with past or current Exhibitors.

Avenue of States is on the grounds of the Eastern States Exposition an agricultural non-profit, home to The Big E!, a 100-plus year annual event that attracts more than 1-million attendees for 17 days each September.

Exhibitors may find success if they have the planning, support, and logistics to complete the following:

Fully stock (or resupply) inventory for the duration of exhibiting at the event. Fully staff booth for the for a daily time commitment of at least 11 hours. People who aim to showcase the best of Maine, and be a part of a team of Exhibitors who see

that value, and are proud to promote the state and positively represent the aims of the building. Complete and submit on time, an application for consideration that communicates important and

required information for the review team, and Building Management. Budget for items such as booth payments, staffing, lodging, certifications (examples include, but

are not limited to: temporary municipal permits for food and beverages), and amenities(examples, include but are not limited to: additional storage for inventory restocking, coldstorage, etc.).

Here is some feedback from recent Exhibitors:

Exhibiting at this event has meant some Exhibitors have dramatically reduced the number ofshows they do each season, since exhibiting in the Maine Building brings in as much in sales as10+ other events combined.

This event provided some businesses the chance to grow from a part-time startup to a full-timebusiness.

Businesses report that the ESE helps them market and perform outreach about their industry tothe rest of New England.

In recent years, Building Management piloted a short-term exhibit space opportunity to introduce Exhibitors to a lower cost option to participate in this event. The short-term option is a fit for those curious about ways to participate in the Exhibit space for outreach, promotional, educational and business sales and prospecting.

Frequently Asked Questions Q: Who patronizes the Maine Building?

Over the 17 days of the fair, typically more than 1-million people attend the fair. On average, 15-percent of fairgoers pass through the Maine Building. Attendees represent a wide demographic. The busiest times vary by Exhibitor, with state days, and weekends especially popular on the Avenue of States. The Big E! is the northeast’s largest agricultural fair. It is the only fair with the Avenue of States-including 7 unique exhibit spaces dedicated to promoting New England products, agriculture, natural resources and culture.

Q: What is the benefit of exhibiting at the Maine Building versus at a Maine agricultural fair, craft fair or festival?

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The venue is a regional destination that attracts more visitors than the population of the state of Maine in a 17-day time frame. This scale and location provide Maine businesses and organizations expanded customer access than they may find with a Maine-based event. This exposure offers promotional and sales opportunities to a regional audience, and the chance to build a year-round connection. This scale provides more concentrated marketing, promotional and sales opportunities. As an example, from 2018, to 2019, exhibitors report increasing revenues for direct retail during the event and expanded year-round sales and increased revenues from their participation. The State of Maine underwrites the majority of expenses for the permanent exhibit space, which is a central hub highlighting the best of Maine to fairgoers each September. Specifically, State of Maine funds are budgeted for operations, property and event management, electrical, sewage, and municipal regulations. It also supports coordinated publicity, public safety, emergency management, and Exhibitor admissions with the Eastern States Exposition, the agricultural non-profit who manages the fairgrounds and hosts The Big E!.

Q: How does the Department of Agriculture, Conservation and Forestry promote the Maine Building Exhibits?

The Department provides print, radio, web and social media promotions to feature Exhibitors, and encourage attendance to the building. Additionally, the Department works with The Big E! and regional news outlets to provide media alerts to identify targeted stories about Exhibitors and Maine. Finally, each Exhibitor is encouraged to use social media to help tell their story and extend a Maine welcome to attendees so they may experience quality products, and receive an informal invitation to visit Maine year-round.

Q: Why do we need to explain our staffing plans in order to apply to exhibit?

There are two reasons. One: adequate staffing is important for any retail or promotional setup. This exhibition venue is like a retail shop. Exhibitors are expected to plan for staffing support work flow, breaks, and providing quality customer service throughout exhibit times. Two: importantly, The Big E! Fair requires this information to account for exhibitor traffic, including designated parking and admission. There is a cost for this, and adequate information helps the fair manage costs.

Q: I’ve heard there can be a lot of traffic around the ESE. How does that impact Exhibitors?

Exhibitors and fairgoers are encouraged to use the shuttle and carpool services to reduce congestion. It can take up to 30-90 minutes more than the GPS predictions to get across town. Exhibitors need to plan vehicle travel routes accordingly.

Q: Will there be rules about what I can and can’t sell in my booth?

Yes. There is a preference for Maine products and services. (See scoring rubric.) All exhibitors are required to comply with local regulations about product preparation and sales.

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Q: Given the size of the crowds at the fair, is it safe for Exhibitors?

Like any large-scale event, public safety is an important part of event management. The fairgrounds provide public safety, in coordination with local and state emergency management personnel. There is a fire dept., and EMT/nursing station on site for fairgoers and Exhibitors. Certain items are prohibited from use on the grounds. Exhibitors should be proactive by taking care of valuables—don’t leave them unattended at any time. Other tips: coordinate backup staffing to ensure adequate rest, care and nutrition. Use best practices for food and beverage sampling and sales. There is an Automated External Defibrillator (AED) device in the building. The Exhibitor lounge has A/C.

Q: Is there a waiting list if I am not awarded space or apply late?

There is a waiting list, and late applications may be accepted.

Q. What services and amenities are available to Exhibitors?

The State of Maine Building is one of seven distinct buildings on the Avenue of States—including one for each New England state, and one for the Grange—located on the Eastern States Exposition (ESE) grounds.

• This webpage provides current information about services—from Internet, to phones—todeadlines. www.maine.gov/dacf/bigemainebuilding

• ESE offers amenities and service for all Exhibitors, including banking, phone lines and packagereceipt and delivery services during the fair – https://www.thebige.com/p/generalinfo/vendor-exhibitor-info

• The booth rental fee includes electricity. All other display and service amenities are theExhibitors’ responsibility.

• There is a break room in the Maine Building, with a shared kitchen and bathrooms availableexclusively for building personnel and Exhibitors.

• A dedicated room block at a local hotel is available, first come first serve, for Maine BuildingExhibitors. Info is sent separately to awarded Exhibitors. Exhibitors are responsible for costs.

Q. How many exhibit spaces are available?

Available space is dependent upon size requirements of booths from year-to-year. There are approximately 15-25 Exhibitors, day to day. A majority of Exhibitors setup for all seventeen days of the fair. Exhibitors may select from options A-E for exhibit duration (and lists typically available space.)

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What is the price to sublet exhibit space in the State of Maine Building? When is payment due?

Number of days Location Approx.

Size Exhibit Group 2020 Rates

July 1 Aug. 1 Oct. 10 17 Interior

building space

11w X 12d A $20.00/ square foot

40% Non-refundable

50% Non-refundable

N/A

17 Exterior space building

100 sq. ft. A $1,500, plus 10-percent event gross sales commission

$1,500.00 Non-refundable

N/A 10% event gross sales commission

4-7 days Introductory—multi day—building interior

11w X 12d B-D $150/day 100% of exhibit fee

N/A N/A

1-4 Outside building-front lawn

10 x 10 E $150/day 100% of exhibit fee

N/A N/A

Exhibitors who are not exhibiting outside for all 17 days last payment must submit final payment by August 1. Payment invoices are sent to Exhibitors by the Department’s service center staff who receive and process payments. You may pay in full or by installments scheduled with Building Management and listed in award agreement.

Q. How are exhibits selected?

A review team evaluates applications using a scoring rubric. Designated exhibitors are assigned space based on availability.

Q. When will I know if I’ve been awarded a space?

Confirmation will be sent to all applicants via email about the award decision. The anticipated notice date is March 18. If you do not receive an update by this time, please call 207-287-3491 and ask for the State of Maine Building Manager at the Big E!.

Q. Where can I find additional important dates and information?

Please, bookmark this page for updates information, and exhibitor resources: www.maine.gov/dacf/bigemainebuilding

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September/October 2020 Maine Building Schedule

Sun. Mon. Tues. Wed. Thurs. Fri. Sat.

15

Load In:

Group A

10:00 a.m. to 5:00 p.m.

16

Load In:

Group A

8:00 a.m. to 6:00 p.m.

17

Load In:

Group A, B

8:00 a.m. to 6:00 p.m.

18

Fair day 1

19

Fair day 2

Maine Day*

20

Fair day 3

21

Fair day 4

22

Fair day 5

23

Fair day 6

Load out Group B; Load In Group C

9:30 - 11 p.m.

24

Fair day 7

Load out Group B; Load In Group C:

6:30 -8:30 a.m.

25

Fair day 8

26

Fair day 9

27

Fair day 10

28

Fair day 11

29

Fair day 12

30

Fair day 13

Load out Group C; Load In Group D 9:30 - 11 p.m.

31

Fair day 14

Load out Group C; Load In Group D 6:30 -8:30 a.m.

Oct.1

Fair day 15

2

Fair day 16

3

Fair day 17

Last Day

Booth break down: 9:00 p.m. -10:30 p.m. Building closes at 10:30 p.m.

4

Load out all remaining exhibitors

7:00 a.m. - 3:00 p.m.

Building open for Exhibitors at 8:30 a.m. – 9:30 p.m. daily

Building opens to public 10:00 a.m. to 9:00 p.m. daily.

Group A Multi-day—all 17 days (*multi-year agreements available) Group B Multi Day—9/18 to 9/23 Group C Multi Day—9/24 to 9/30 Group D Multi Day—10/1 to 10/4 Group E Single Day—Any day between 9/18 and 9/30, including Maine Day

Group E Day of load in: 7:00-8:30 a.m.; load out 9:30 - 11 p.m.

*Maine Day. Opening ceremonies begin outside the building at 9:30 a.m.

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Scoring Rubric A review team scores applications based upon the following rubric.

Maine Made Evaluation criteria (40 available points) **Any organization not located in Maine must receive a zero in this section**

Available points per criteria

Application includes completed product description form. (Full list of items and services to be sold and/or promoted at the event, with scoring emphasis on Maine sources, ingredients and/or materials and production locations.)

20

Application explains why exhibit is a positive representation of Maine goods and services (at minimum, includes two-three sentences to describe). May include other items (photos, promotional information, online video clips) to further explain.

15

Exhibit features at least one of the following building focus areas: Agriculture, Industry (commerce), Fisheries, Forests, Wildlife, Recreation (tourism)

5

Service/Quality evaluation criteria (35 available points) Available points per criteria

Application includes diagram of booth layout (may include photos) and requested square footage (If food or beverage vendor will serve product and/or samples, this includes location(s) for sinks and preparation and serving areas—required by code enforcement inspectors).

10

Application is legible, complete signed; contact information included. 10 Application includes signed agreement of building operation rules and norms. 5 Exhibitor has not received a corrective action plan from building management in past 2 exhibition years.

5

Application received by deadline 5

Operations Management Evaluation criteria (25 available points) Available points per criteria

Application contains completed proposed staff management plan—number of staff (minimum 2 people during operational hours), and proposed schedule for the event duration.

10

Application includes completed inventory planning (i.e., proposed inventory, product listing, on-site storage requests such as cold and dry storage, electricity usage, anticipated distribution and re-stocking information for duration of event).

10

Application includes proof of adequate insurance coverage (such as Accord form)—General liability in excess of $400,000. (*Application award is contingent upon Department receipt of a final proof listing Department as additional insured)

5

Promotions/Advertising Evaluation criteria (10 available points) Available points per criteria

Lists promotional/advertising deliverables (e.g., social, web, print, radio) they will do to help promote the Maine Building. (Must select two options to receive any points.)

5

Products, hard goods and other information or services in the Building must be available commercially on a regular basis (i.e. year-round availability, not just during the Big E!, detailed in applicant’s product description form.)

5

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Application The Maine Experience:

Use this section to help the review team learn what you plan to represent at the building, and why a Maine Building guest would consider an experience with your exhibit a positive one.

Which of the following does your proposed exhibit feature?

☐ Agriculture ☐ Industry (commerce) ☐ Fisheries

☐ Forests ☐ Wildlife ☐ Recreation (tourism)

Which of the following best describes your representing entity?

☐ Private business(s) ☐ Non-Profit ☐ Governmental Agency

Please describe in two-three sentences, why your proposed exhibit is a positive representation of Maine goods and services:

Does your application contain supplemental material to help the review team learn more about why your exhibit would be a good fit?

☐ No ☐ Yes

If yes, limit to one of the following:

☐ Color images of products, brand and/or service ☐ Promotional material

If video, limit to 90 seconds or less; provide online link for reference:

Excluding your exhibit display, what promotional/advertising deliverables will you use to help promote the Maine Building and attract guests to the venue? (Must select at least two.)

☐ Social media during the event

☐ Social media before the event

☐ Customer newsletters (print or electronic)

☐ Website

☐ Radio—individual, or as part of buildingteam

☐ TV—individual, or as part of building team

☐ Press releases

☐ Other, describe:

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Product Description Form Use this section to explain your product/services connection to Maine, and year-round availability.

Are any of your products, raw materials or ingredients produced outside the state of Maine?

☐ No ☐ Yes

Are any of your products, raw materials or ingredients produced outside the U.S.A.?

☐ No ☐ Yes

Column 1 Column 2 Column 3 Column 4 Column 5

Product/Service/ Ingredients/ Materials (Must use separate line for each service or retail product, and separate lines for each ingredient/ material)

Item in column 1 created/ produced in Maine? (Yes or No)

Origin of ingredients, raw materials and services: List Town/City, State, Country

Year-round availability: Is item/service you’re offering at venue available for purchase or use year-round? (Yes or No)

Year-round availability: Where and how is item/service available for purchase or use year-round?

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Inventory Planning: How prepared are you to do business at the fifth largest fair in the nation?

Use this section to inform about your ability to professionally sell, demonstrate and represent your exhibit and the State of Maine continually for 11 hours per day, up to 17 days.

Inventory Planning

Do you require cold storage for your product inventory? (Check one.)

☐ Not applicable

☐ Will provide own; store within booth exhibit footprint; use building electricity*☐ Will provide own; not within booth footprint; use building electricity*☐ Intend to rent, and use space on grounds outside exhibit area

Size of cold storage rental Width: Height: Length:

* Do you require electrical use for your exhibit? (Check one.)

☐ Not applicable

☐ *Yes. Must list all appliances (e.g., fans, cooler(s), computers, phones, POS system, etc.)

Appliance type Wattage (may be found on rate plate of appliance)

Do you require additional storage beyond the footprint of your booth? (Check one.)

☐ Yes

☐ No

If yes: dry good storage area—please describe:

Width: Height: Length:

Type: ☐ Trailer ☐ Vehicle Other:

Note: there may be a rental fee associated with use of dry good storage area.

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Do you have heavy materials that require on site services such as fork lift to unload and load?

☐ Yes

☐ No

If yes, please describe (e.g., fridge, pallet with boxes):

Does your inventory require re-stocking via delivery vehicle to grounds during the 17-days of the fair?

☐ Yes ☐ No

If yes, list delivery method (e.g., truck, grounds vendor, distributor, self) Anticipated Delivery dates and times

Staffing Management How will you be ready to present, sell, and showcase the best of Maine? Who will be the showcasing the products and/or services at your booth?

You must have at least two people available to staff your booth during all hours of operation. Tell us who they are.

Primary staffer:

First Last

Secondary staffer:

First Last

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Complete following table as part of your proposed staffing plan. Avenue of States building regularly scheduled hours are 10:00 a.m. to 9:00 p.m.

Please list the subtotal of anticipated number of staff, per day, and calcultate the total.

All Exhibitors should have a minimum of 2 staffers to support their Exhibit.

All Exhibitors are expected to provide their own staffing at their exhibit location for the duration of the event.

Exhibitors who are awarded space to participate 2 or more days must comply with The Big E! photo credential requirements.

Note: The default number of the form is set at 2. If your quantity is different, you should change it to be accurate for your setup by entering a different number.

If you are not participating for all 17 days, provide the information for whichever day(s) you would like to Exhibit. Type 0 (zero) in the space for days you do not want to exhibit.

In the space beside "TOTALS" add the daily subtotal, and enter that amount.

Day Tot. Fri 1 Sat 2 Sun 3 Mon 4 Tues 5 Wed 6 Thur 7 Fri 8 Sat 9 Sun 10 Mon 11 Tues 12 Wed 13 Thur 14 Fri 15 Sat 16 Sun 17

TOTALS

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Applicant Info: exhibit name, contact info, how long will you exhibit? Use this section to tell us who is exhibiting, how building management can get in touch with you, and preferred exhibit option.

Booth (business) name:

Website: Social media:

List two people Building Management should and can talk to about proposed exhibit, and during the fair?

Primary Mailing address:

City: State: ME Zip code:

Primary contact: Is this person the booth manager during the fair? ☐ Yes ☐ No

First Name: Last Name:

Phone: Email:

Secondary contact: Is this person the booth manager during the fair? ☐ Yes ☐ No

First Name: Last Name:

Phone: Email:

There are three options for exhibiting. When do you hope to exhibit, and what is your preference:

Circle Preference (1 is most preferred, 4 is least)

A Multi-day—all 17 days (*multi-year agreements available)

1 2 3 4 N/A

B Multi Day—9/18 to 9/23 1 2 3 4 N/A C Multi Day—9/24 to 9/30 1 2 3 4 N/A D Multi Day—10/1 to 10/4 1 2 3 4 N/A E Single Day—Any day between 9/18 and 9/30 1 2 3 4 N/A

*Are you applying for multiple years? This is only available if you select option A (above). Two-year maximum before you need to reapply. Space guaranteed only upon satisfactory performance to fulfill agreement for current year.

☐ Yes ☐ No

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Tell us about your booth size and layout! How much square footage do you need for your exhibit space (See page 5 for options):

Depth: Width: Height:

Use this space to sketch or attach a diagram of your proposed booth layout. Include: planned points of sales, guest access. If you are selling and sampling food or beverage, include location of hand sink. You may include photos.

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OPERATING RULES, STATE OF MAINE BUILDING, EASTERN STATES EXPOSITION

1. Operations of exhibits:a. Conduct and customer experience. Exhibitors and their staff, agents, employees, associates and/or

representatives shall conduct themselves in a courteous, professional and cooperative manner at all times.This includes, and is not limited, to behavior and actions toward fellow Exhibitors, State of Maine buildingpatrons, management staff and contractors of the building and ESE.

b. EEO and Sexual Harassment. Exhibitors must comply with the state of Maine policy regarding equalemployment opportunity and sexual harassment in the workplace.

c. Staffing. Exhibits must be staffed at all times during show hours.d. Exhibitor Activities. All activities by Exhibitor, their agents, employees or representatives must be

confined within the area allotted to the Exhibitor in the contract for exhibit space. Exhibit space must beclean, and kept tidy.

e. Quality. Exhibitor is responsible for maintaining quality standards for their products for the duration of salesand exhibition to keep with the integrity of the Maine brand, and to support the aims of the building. Qualitystandards are reasonable expectations for product and personnel safety, and standards, for a givenproduct, enterprise and industry. This includes staff attire.

f. Signage. All exhibitor signs, including those indicating prices, must be neat and professionally prepared.Handwritten signs must be approved by the Building Management prior to being set up. All individualsigns/banners will only be displayed in booth area. No additional individual signage will be allowed outsideof booth.

g. Pricing. All items for sale must have prices plainly posted in bold type on placards. Prices must bemaintained throughout the duration of the fair, unless change is authorized by management; no specialweekend or final sales. A receipt for the merchandise should be given at the time of sale. Exhibitors will beallowed to change the price of their items only once during the fair and this change must be made by thefirst Tuesday of the fair, Exhibitors must notify management of this change.

2. Care of the Building, Equipment and Premises:a. Waste collection and disposal: The building provides a janitorial service for all public areas of the

building. Exhibitors are responsible for removing all trash from their individual space. Exhibitors shallcollapse all empty boxes and cardboard, package trash, and sweep booth space, and place into separatepiles in front of booth space for janitorial pickup after the close of business.

b. Trash should not be placed in the aisles during business hours. If you need to remove these items duringthe day, they must be taken to designated waste receptacles.

c. No adhesive stickers of any kind may be passed out or used in the building.d. No consumable beverage will be sold or distributed in glass containers.

3. Event hours of operation and exhibition space schedule:a. The State of Maine Building will be open daily to the public during The Big E! fair at the Eastern States

Exposition. Booths must be ready each day for a prompt opening and remain operating and staffed untilclose of business each day during the scheduled Avenue of States hours.

b. Eastern States Exposition has authority over The Big E! schedule, and expectations for grounds access byany and all Exhibitors at the fair. This information is communicated to Avenue of States representatives(Building Managers) on a best effort basis.

4. Non-Smoking Policy:a. All buildings and property on the Avenue of States at Eastern States Exposition are NON-SMOKING areas.

Staff, Exhibitors and contractors of the Maine building must be at least 100 feet from any entrance or exitof the State of Maine building when smoking.

5. Compliance with State of Maine workplace policy regarding drug and alcohol use.a. It is the policy of the State of Maine to maintain an alcohol and drug-free work environment. Exhibitors and

contractors, and their respective agents, employees, representatives, associates, and building staff are tocomply with the state of Maine workplace policies for drug-free workplace during the event hours ofoperation, and outside event hours of operation.

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6. Fire and Safety:a. All exhibits and portions thereof must fully comply with applicable health, fire and safety codes, rules,

ordinances, regulations, and statutes.b. Exhibitor will not block modes of egress to and from the building.c. Exhibitor will comply with emergency safety protocols by management and/or its designees.d. Exhibitor is solely responsible for obtaining any and all state and municipal licenses and certificates

necessary to lawfully conduct business in the State of Maine Building during “The Big E”, on the EasternStates Exposition grounds in West Springfield, Mass.

e. Exhibitors will provide proof of training and/or certification for compliance with applicable codes,ordinances, laws and regulations.

7. Security:a. Security personnel will be provided for the building, its premises, patrons and Exhibitors on a best effort

basis. Exhibitors are solely responsible for their property at all times and are encouraged to take individualsecurity measures to protect valuables. The State of Maine is not responsible for exhibitor property andvaluables.

8. Building Access Outside Event Hours:a. Management and/or its designees will provide building access outside event operation hours. All Exhibitors

and their designees and guests needing building access outside event hours of operation and exhibitionschedule must sign the building register to record their visit to the premises.

b. To request access, Exhibitors must provide at least 10-Department business days’ advance notice viaemail to building management including anticipated arrival times, duration of access in the building anddates. Building management will use this information to schedule building opening and access forExhibitors.

c. There is limited access during the month of August due to site preparations.9. Compliance:

a. Violations of building policies and award agreement will result in written notification of corrective action.Exhibitors will be provided written documentation (Corrective Action Plan) that describes the issue, and theaction that should be taken to correct the issue. A record of corrective action plans will be kept byManagement.

10. Communications and correspondence:a. Exhibitors should refer to updated communications and correspondence for the State of Maine Building via

the following:i. Website ESE: http://www.maine.gov/dacf/ard/market_promotion/eastern_states_expo.shtmlii. ListServ (electronic newsletter)iii. Emailiv. Print

I have read and understand the operating rules, and agree that upon award acceptance, all booth staff, associates and designees will comply with them. I understand that failure to comply so may result in a corrective action plan and result in placement on a non-eligible list for subsequent years.

Name of booth:

/ / 2020 Exhibitor Representative, Authorized Signature Date

SIGN HERE

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