SPACE RENTAL 1. Basic Booth: This contract is for the use of a basic booth space and provides a 10' x 10' space, two chairs, and one 8' table (draped). 2. Vendor Fees: Fees are $250.00 per booth ($200.00 each booth if multiples requested). 3. Payment for Space: All online registrations must be followed by payment in full, payable to SC Bandits. 4. Furnishings: Furniture (other than items provided) and/or additional accessories, signage, etc, are the sole responsibility of the vendor and, if needed, should be ordered in advance from the Director or brought by the vendor. Additional fees may apply for items supplied by the event. 5. Electricity: Electricity to the booth is the responsibility of the vendor. Electricity will be available at the venue, but it is the vendor's responsibility to bring approved exterior extension cords to the tradeshow. Need for electricity must be advised to the Director in advance. 6. Selection of Booth Location: Booth assignments will be based on the following order: Softball at The Beach corporate sponsors; previous vendors; and date of receipt of the registration for all others. Softball at the Beach Director has the final decision in booth placement.
CANCELLATION OF CONTRACT 1. Late Cancellation: If space is cancelled by the vendor within one week prior to event/tournament, vendor will be charged a $150 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 and shall be operated in a way that will not detract from other exhibits, or the event as a whole. The 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. In the event of such restriction or eviction, Softball at The Beach 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. Merchandise Exclusivity: In general, vendors are not guaranteed exclusivity for their products or services. However, vendors may request exclusivity, and it will be evaluated based on the product/service and the impact on the event. Exclusivity may be granted for specific products or services, and additional fees may be required. 3. 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 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 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-booth areas or elsewhere at the event venues or hotels, unless written permission has been granted by the Event Director. If vendors would like to display company banners, this must be arranged and approved in advance. Operation of sound amplification devices are not allowed. 4. Construction of Exhibits (indoor events): Exhibits shall be constructed and arranged so that they do not obstruct the general view, nor hide the exhibits of others. No side wall higher than 36 inches may extend forward from the back of the booth more than four feet. Vendors wishing to use other than standard booth equipment, or any signs or material in any way conflicting with the stated regulations should submit two copies of a detailed sketch of the proposed layout at least 60 days before the event or before construction is ordered, and receive written approval from the Director. 5. Tradeshow Hours, Set-up and Breakdown: For indoor events, vendor setup will be available on the day prior to the event/tournament from noon til 4:00 pm. Tradeshow hours vary depending on the event, but in general will follow the schedule of the event. Exhibit breakdown in general will be available from noon - 3pm on Sunday. The vendor expressly agrees to do all installation and dismantling of exhibits during the times indicated above. Any vendor who is unable to setup or breakdown during the published times must receive permission from the Tradeshow Director. 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 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. 6. Cartage: Advance shipments of exhibit material may be available depending on the event, and arrangements must be made in advance. If you need to ship your product in advance, please contact the Director. 7. Labor: Vendors shall employ only accredited personnel for all work other than that properly handled by their own personnel in accordance with local labor regulations. Information regarding specific regulations which are applicable may be obtained from the Director. 8. 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. 9. 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 walls, 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 Director reserves the right to select contractors for such repairs. 10. Access to Event Venues: Vendors have access to all event venues. Vendors must comply with all requests of the tournament staff to vacate a non-exhibit area, if congestion becomes an issue. 11. 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 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 Event: 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 Softball at The Beach, 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 Softball at The Beach 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 Softball at The Beach 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, Softball at The Beach, and any other aforementioned agents from any further liability. 3. Show Management Responsibility: Softball at The Beach contract with the municipality or venue owner supersedes the contract it has with the vendors.
MAPS, DIRECTIONS, & PARKING 1. Maps and Directions: Maps and directions are available on the Softball at The Beach website at www.scbandits.com and can be printed out for use. 2. Parking at the Event Venue: Parking is free at the event venue. 3. Parking at the Hotel: The hotel being used by the event has free parking for their patrons. 4. Vehicle Access to Exhibit Area: Vendors will have vehicle access to the exhibit area during the setup and breakdown periods. Vendors must follow the instructions of the event staff, and must avoid damage to any areas in the event. 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.
PACKET INSERTS It is not mandatory that vendors supply inserts for the following packets. However, inserts such as flyers or brochures are a good way to direct customers to your location. The following information will give you some ideas as to the numbers of participants involved. If you would like to contribute inserts, please note this on the online registration form. Inserts must be approved prior to the event. 1. Team Packets: Each person attending the event will receive a packet at check-in that will contain information. All vendors are encouraged to send inserts for the packets. Inserts can include a company brochure/flyer or promotional keepsake materials, such as key chains, pens, luggage tags, lanyards, trading pins, ball buckets or other item. For brochure/flyers, it is recommended 1 item per attendee. Exact numbers of teams will be available no later than one month prior to the event.
GIVEAWAYS & DRAWINGS It is not mandatory that vendors provide items for giveaways and drawings, but keep in mind that we will be using drawings and giveaways as incentives for people to visit the tradeshow and your location. 1. Giveaways & Drawings: We are determined to do all that we can to insure that the tradeshow is well attended by all participants in the event. In addition to other techniques that we will be employing to increase traffic, we are encouraging the vendors to provide the event with merchandise, products, and services to be used in giveaways and drawings. If you are able to donate an item for these events, please note this on the online registration form. Also you will be approached at the event by a member of the Staff who will ask for any raffle items you would be able to donate. It is not mandatory for you to participate, but it does help encourage foot traffic.
EVENT/TOURNAMENT LOGO SOUVENIRS We are looking for vendors to sponsor event logo souvenirs. These items would be used in promotion and giveaways. All items would display the dual logos of the sponsoring company and Softball at The Beach. Souvenir items could include, but are not limited to:
Softball at The Beach Luggage Tag Softball at The Beach Softball Towel Softball at The Beach Lanyard Softball at The Beach Visors or Hats
Vendor suggestions are encouraged. If you are interested in sponsoring an event logo souvenir, please note this on the online registration form.
