Beverage Exhibitor Application
Complete the following information exactly as you would like it to appear on the Festival Program Guide and CrushBrewFestival .com
Company Name: Brand/Product Name:
Contact Name: Title:
Address: City:
Office Phone: State Zip:
Email: Website:
Exhibitor Applications Received After July 1, 2015 will not be included in the Festival Program Guide.
Please provide answers to the following questions:
Do you plan to sell product from your booth?
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Yes□
No*All beverage exhibitors that plan to sell product, will be required to provide a copy of their Series 16W AZ liquor license.
*Please provide your AZ Liquor License Type? (series #)
Do you have an Arizona Transaction Privilege Tax License?
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Yes□
No*Beverage exhibitors that plan to sell product will be required to obtain a Special Event Fountain Hills City License. The FH Special Event City License Application will be provided upon CBF registration.
Additional Requirements:
All Beverage exhibitors will be required to provide a copy of their liquor license prior to event date. Beverage samples will be limited to the following: 1 ounce pour for wine / 2 ounce pour for craft beers. Beverage exhibitors will be required to collect a "tasting" ticket upon distribution of product
A reconciliation will occur at the end of the event to purchase all beverage poured for tasting event. Tasting tickets are required to be submitted at the time of reconciliation to confirm wine/beer distributed. Please provide any additional information on the beverage you plan to distribute below:
Beverage Exhibitor Booth Information:
1. Wine Exhibitors and Craft Beer Exhibitors will be in separate tasting tent areas. 2. Each Beverage Exhibitor will receive a 6' skirted table to display and pour beverage. 3. Each tasting area will be set up in 40' x 100' tent with canopy / no sidewalls.
4. All Beverage Exhibitors will be set-up within a 30' x 80' tasting rectangle to encourage traffic flow.
5. Each Beverage Exhibitor will have access to storage space running down the middle section of the tasting rectangle. 6. A tasting ticket will be required to receive a tasting pour.
7. All Beverage Exhibitors must monitor security of tasting tickets collected to be submitted for reconciliation at the cl ose of the event.
8. Each Beverage Exhibitor will receive an 11" x 14" sign identifying their brand (or brands) to be displayed on tabletop. 9. Each Beverage Exhibitor will receive a featured profile on the CrushBrewFesitival.com website with a link to the bevera ge company website.
10. Ice and Spit Buckets will be provided to each Beverage Exhibitor at no additional charge.
11. All Beverage Exhibitors are responsible for providing their logo and write-up for the Festival Program Guide and Festival Website.
12. Each Beverage Exhibitor will receive 4 passes to the event for staff.
13. Any Beverage Exhibitor that plans to sell will be required to adhere to festival guidelines pertaining to the sell of alcoholic beverages.
Beverage Exhibitor space is limited to 50 wineries and 50 craft breweries. Beverage Exhibitor space will be assigned on a first-come basis.
A $250 commitment fee is required to reserve space. The commitment fee will be refunded on the day of the event minus a $75 set-up fee.
CrushBrew Festival November 7 & 8, 2015
Fountain Park Fountain Hills, AZ 85268 Beverage Exhibitor Registration
Booth Sharing - Sharing or subletting of contracted exhibit space is strictly prohibited.
Exhibitor Commitment Fee - includes booth space, skirted 6' table(s) and or chair(s) as included in exhibit booth package, festival program guide listing, website listing, and booth id sign. If requested and paid for, Exhibitor may receive upgraded booth and promotional opportunities. All other costs (electrical, rigging, labor, shipping, booth furniture, etc.) are the responsibility of the Exhibitor.
Booth Surroundings - No items may be thrown at any time from exhibitor booth(s). No items whatsoever are to be placed in the aisles (tables, chairs, product, etc.). Branded Collateral I Literature on display shall be limited to reasonable quantities. Reserve supplies shall be kept in closed containers and stored in a neat and compact manner.
Filming - Videotaping equipment is strictly prohibited in all exhibit areas and all other portions of the festival floor without the express written permission from Festival Promoter. Authorized press personnel and photographers must register with the Festival Promoter and will receive a media badge.
Demos - No demonstrations or solicitations will be permitted outside of the exhibitor's assigned space.
Exhibitor Appointed Contractor (EAC) - Responsibilities All EACs must deliver to Festival prior to move-in, an original valid Certificate of Insurance (see below Insurance section). The EAC must have all licenses, permits and bonding required by federal, state, county and the Festival Promoter, and, promptly upon request, shall provide Festival Promoter evidence of compliance.
The EAC shall refrain from placing any undue burden on the official contractors, especially by not interfering in any way with the official contractors' work.
The EAC shall not solicit business on the show floor at any time.
The EAC shall cooperate fully with the official contractors and the CrushBrew Festival.
The EAC must confine operation to the exhibit area of the client(s).
The show floor, aisles, loading docks, service and storage areas will be under the control of the CrushBrew Festival staff.
Exhibitor wristbands will be issued to the EAC's on-site supervisor for access into the festival fence during set-up and breakdown. All workers must have an exhibitor wristband for entry. Exhibitors are allowed 4 exhibitor wristbands per booth. Exhibitor guests must pay the general admission fee.
Exhibitor Move-In - All exhibit space not claimed by 10am on the opening day of the show will revert back to Festival Promoter to be utilized at its discretion. Exhibitors are responsible for moving in all of their own supplies for set up as well as p roviding their own carts, hand carts etc. for move in and move out.
Exhibitor Move-Out - All exhibits must remain fully intact until time of show close on Sunday, November 8, 2015 at 5:30 pm. No rolling racks will be allowed off the floor until show closing. This rule will be strictly enforced in order to avoid disruption of event during festival hours. Please make your travel plans allow adequate time to tear down and move out after the show closes on November 8, 2015.
Fire Department Regulations - The City of Fountain Hills Fire Dept. strictly enforces all Fire Code Regulations. The use of flammable gases (Acetylene, Hydrogen, Propane, and L.P.G.) is strictly prohibited inside the building. All covered booths must notify Festival Promoter in advance and provide plans for approval.
Flame Retardant Treatment - All decorations, drapes, signs, banners, sails, acoustical materials, hay straw, moss, split bamboo, and all dried vegetation (palm fronds, corn stalks, etc.) shall be flame retarded to th e satisfaction of the State Fire Marshal. A State Fire Marshal's Certificate of Flame Retardency is required, or the ability to pass the inspectors field flame test. Most plastic materials cannot be made flame retardant and their use is prohibited.
Labor - Exhibitors may be permitted to use their own full-time company employees to set-up and breakdown their booths, however; workmen's compensation insurance must be in full force and effect for all such persons used by the exhibitor. Models and Booth Staff Models are not allowed to display merchandise or hand out merchandise outside the exhibitor's assigned booth. Booth Staff must not promote their product or otherwise solicit outside of or away from the contracted exhibit space. An exhibitor found to have violated this rule is subject to a $250 fine per occurrence, payable to Festival Promoter.
Privately Owned Vehicles (POV) - POV unloading will be available. Vehicles can pull up to the park parking area off of Lago near the playground area. Unloading will not be allowed prior to 3pm on Friday, November 6, 2015. Once unloading begins you will be allowed a maximum of 60 minutes to unload your vehicle. Unattended vehicles that pass this time limit may be towed at the Festival Promoter's expense.
Security - The Festival Promoter makes efforts to secure the festival grounds and keep it staffed with security personnel. However, Festival Promoter are not responsible for lost or stolen merchandise. Do not store anything in or on waste receptacles in your booth area. Locking or removing valuables from your booth nightly is recommended.
Sound/Music - Exhibitors may use sound equipment in their booths so long as the noise level does not disrupt the activities of the neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than the aisle or any adjacent booth. Festival Promoter reserves the right to restrict so unds from any source that interferes with activities in neighboring booths or music of festival.
Waste - Boxes or trash may not be thrown into the aisles during show hours.
Terms and Conditions
1. CONTRACT: CrushBrew Festival is a production of West 54 Media Group referred to as "Festival Producer". The exhibitor herein is referred to as "Exhibitor. This agreement shall constitute a valid and binding contract. Exhibitor represents and warrants that all information provided by the Exhibitor to the Festival Producer is true and correct.
2. ASSIGNMENT OF SPACE: Booth assignment will be made in order of application and deposit receipt. The Festival Promoter will email Exhibitor the booth location within 7 days of receiving deposit. Festival Promoter reserves the right to alter booth location at any time, at their discretion to optimize festival attendance experience. Once final booth location assignment has been made by Festival Promoter, Exhibitor may not transfer or trade booth location with another exhibitor. Booth space will be cancelled if final payment has not been made by October 15, 2015.
3. EXHIBIT REQUIREMENTS: All booth space shall conform in all respects to the dimension and height
requirements as defined by the booth size selection and corresponding payment. Exhibitor shall care for and keep in good order the space occupied by Exhibitor and surrender such space at the close of the festival Exhibitor personal property, trash, and excess packaging. Exhibitor, its employees, agents and invitees shall not injure or deface the walls or floors of the building, any booth, the equipment or furnishings in the booth(s). Exhibitor's booth(s) must be open for business during all show hours and during the duration of the show. If damage should occur, Exhibitor will assume full liability for any such damage caused by Exhibitor or Exhibitor's employees, agents or invitees. Exhibitor takes full responsibility for assigned booth space and for exhibit complying with local, city and state rules and regulations concerning safety, health, or fire. Exhibitor must completely vacate the booth space promptly following the close of the Festival gates. Festival Promoter is not able to thoroughly police removal of exhibits. Exhibitor is required to remove articles, merchandise, equipment and displays, so Exhibitor should make certain only Exhibitor's staff performs removal. Festival Promoter will provide limited security personnel during the move-in, festival, and move-out period.
4. PAYMENT REQUIREMENTS AND CANCELLATION: A $250 commitment fee is required with the return of this document to Festival Promoter. The commitment fee will be refunded at the conclusion of the event minus $75 in set-up fees. All cancellations by Beverage Exhibitor must be in writing and must be received no later than February 1, 2015. All commitment payments should be made payable to West 54 Media Group, 13235 N. Verde River Drive, Suite 1- #15, Fountain Hills, AZ 85268. Any returned check due to insufficient funds will incur an additional $25 fee. Personal or company checks will not be accepted after October 1, 2015; only money orders or credit card payment will be accepted after this deadline. If the balance is not paid by the set deadline, Exhibitor's rights will be canceled without any refund, and show space will be reassigned to another company. Booth space not occupied by 10:00 a.m. on the festival day reverts back to the Festival Promoter and will be resold or utilized at the discretion of the Festival Promoter, without any refunds or obligations to Exhibitor. Exhibitor shall observe and abide by the Exhibitor Rules & Regulations included in this document and incorporated herein by this reference, and with any additional rules or regulations that he reafter may be adopted and announced by Festival Promoter (collectively, the "Rules & Regulations"). Festival Promoter reserves the right to uncover, move or remove an exhibit for the good and welfare of the show, and without liability or obligation to Exhibitor. Exhibitor shall be responsible for the removal of Exhibitor's entire display and
booth product. If the show or any part thereof is prevented from being held, is cancelled by Festival Promoter, or the exhibit space applied for herein becomes unavailable because of war, fire, strike, government regulation, public catastrophe, act of God or the public enemy, terroristic act or threat or other cause (provided such is not attributable to Exhibitor), Festival Promoter shall refund to the applicant the share (if any) of the exhibit fee paid by the Exhibitor. Festival Promoter shall have no other obligation to Exhibitor.
5. LIABILITIES: Neither Festival Promoter nor any of its officers, agents, employees or other representatives shall be held accountable or liable for, and the same shall be and are hereby released from, accountability and liability for any damage, loss, harm, or injury to the person and/or any property of Exhibitor (or applicant) or any of Exhibitor's (or applicant's) officers, agents, employees, invitees, or other representatives.
6. INSURANCE: Exhibitor and exhibitor display contractor(s) shall maintain Comprehensive General Liability Insurance and Personal Injury coverage and alcohol or liquor liability coverage for all Exhibitors' activit ies at the show, all at Exhibitor's sole cost and expense. Policy limits shall be at least $1,000,000/$2,000,000 Bodily Injury and Property Damage combined. Exhibitor and exhibitor display contractor(s) shall also maintain, at their sole cost and expense, Workers Compensation Insurance for employees participating in the show. Evidence of insurance coverage in the form of a valid Certificate of Insurance specifying that coverage include activities at the show must be provided to Festival Promoter prior to move-in and exhibiting. Exhibitor warrants that Exhibitor has and shall have insurance complying with these insurance requirements and with such other requirements as may be in the Rules & Regulations. Evidence of insurance coverage in the form of a valid certificate of insurance must be supplied to Festival Promoter before move-in and exhibiting.
7. SIGNS AND ADVERTISING: No demonstrations or solicitations shall be permitted outside of Exhibitor's assigned space, and no signs or placards may be displayed on persons or otherwise outside assigned exhibit space. Distribution by Exhibitor of any printed matter, samples or other articles shall be restricted to within the confines of Exhibitor's booth. Exhibitor shall not have or operate any display or exhibit which, in the sole discretion of Festival Promoter, is the source of objectionable noises or odors or has decorations or other aspects, which are considered by Festival Promoter to be objectionable, including signs, lights and the costuming of exhibit personnel.
8. FESTIVAL WEBSITE AND FESTIVAL PROGRAM GUIDE: Festival Promoter shall endeavor to list Exhibitor's firm name and space assignment in its festival program guide, festival website, and festival app if applicable. The exhibitor warrants that the exhibitor has the authority to provide the logo or similar mark to the Festival Promoter and they indemnify, hold harmless and release Festival Promoter from any liability with respond to the logo provided. Additional information pertaining to Exhibitor's merchandise m ay be included at the sole discretion of Festival Promoter. Exhibitor agrees to provide Festival Promoter brand logo for electronic reproduction on festival website. Festival Promoter will not be responsible for errors or omissions occurring in the printed directory, or for failure to include an exhibiting firm in the printed directory.
9. COMPLIANCE: Exhibitor assumes all responsibility for compliance with all pertinent ordinances, regulations and codes of duly authorized local, state, and federal governing bodies concerning fire, safety and health, together with the rules and regulations of the operators and/or Festival Promoters of the property wherein the show is held. Without limiting the foregoing, Exhibitor assumes all responsibility for complian ce with all legal
requirements relevant to the possession and serving of alcoholic beverages and for serving alcohol and for the actions of those to whom alcohol is served.
10. BREACH OF CONTRACT: Festival Promoter shall have the right, in the event of any violation of any of the terms hereof or any of the Rules & Regulations by Exhibitor (or by any of Exhibitor's employees, agents or invitees), to discontinue any and all services to Exhibitor, to refuse show entry to Exhibitor, its agents and employees, and to remove Exhibitor and Exhibitor's employees and agents from the show. In addition, Festival Promoter s hall have a lien upon Exhibitor's personal property located at the show. Moreover, in the event of breach of any of the terms hereof or any of the Rules & Regulations, Exhibitor shall be liable for, and indemnify Festival Promoter from and against, all claims, costs and expenses incurred by Festival Promoter, including but not limited to attorney1s fees, court costs, etc. All rights granted to Festival Promoter shall be cumulative and exercisable at Festival Promoter’s option.
Authorized Signature
No space assignments are made without signature.
West 54th Media Group is authorized to reserve space for use in the 2015 CrushBrew Festival November 7-8, 2015. Signature and payment constitutes Exhibitor agreement to abide by the cancellation policy and all other rules and policies. West 54th Media Group reserves the right to refuse service to any individual or company.
Signature: Print Name:
Title: Date:
Method of Payment
Check or Money Order?
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Yes□
No
Amount: Credit Card?□
Yes□
NoAmount: Credit Card Type?
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Yes□
NoNumber:
Expiration: MO/YR Security Code:
Card Holder Name as Shown on the Card? Billing Address:
City: State: Zip:
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I authorize this card to be charged by West 54th Media Group for the full amount of:□
I authorize this card to be charged by West 54th Media Group for the Deposit Amount of:□
I authorize this card to be charged by West 54th Media Group for the Balance on September 15, 2015 in the Amount of:I the cardholder agree to the above charges and authorize the charges to be placed against the credit card provided. I furth er agree that the above information is correct.
Card Holder Signature: Print Name:
All Applications can be mailed or emailed to the following addresses: Email: [email protected]
Mail: West 54th Media Group 13235 N. Verde River Drive Suite 1 – 156
