Dear Midway Display Client:
YOU SHOULD HAVE A C-# PERMIT FROM CCFD WHEN ARRIVING Thanks for your support of Las Vegas Motor Speedway! We understand that you have many choices for mobile/direct marketing. At LVMS, we are committed to exceeding your expectation for organization and assistance from our staff. Please be aware that you should expect many changes in the configuration of our midway/display area.
PLEASE READ AND CAREFULLY FOLLOW THE FIRE MARSHAL INSTRUCTIONS FOUND IN THIS PACKET. If you do not follow these
instructions,
you can expect to have your display fined or shut-down, it is your responsibility.
Enclosed, please find important documents that must be completed by each Midway client. Upon review of the information, if you have any questions, don’t hesitate to contact your account executive for assistance. This information must be return to your account executive NO LATER THAN MONDAY, FEBRUARY 6, 2012.
OVERNIGHT WATCHMAN
LVMS strongly recommends that you schedule a private overnight watchman to protect your assets. Although LVMS has roaming security on the grounds, LVMS hereby declares itself not responsible for and assumes no liability arising from fire, theft, damage or to the loss of a vehicle or article left therein.
LOCATION
Las Vegas Motor Speedway is located approximately 15 miles north of the famous Las Vegas Strip, on Interstate 15, Exit 54 (Speedway Blvd.)
MOVE-IN
Please plan to arrive and begin set-up beginning at 10:00am, Tuesday, March 6, 2012.
All set-up and move in must be complete by 12:00am, Wednesday, March 7, 2012 (Fire Marshal Inspection).
ARRIVAL
Upon arrival, please report to the LVMS Midway Check-in station, located off Speedway Blvd., near Gate D. There, you will receive your location assignment and a packet containing the following:
*Transferable Worker Passes- Used for admission through the spectator gate for restroom and concessions.
*Vendor Parking Passes- Required to park your support vehicle(s) in the Vendor Parking Lot.
ALL SUPPORT VEHICLES MUST BE REMOVED FROM THE MIDWAY 45 MINUTES PRIOR TO GATES OPEN. Any support vehicle remaining on the midway during OPEN Hours will be re-located to an on-site holding area.
For any question, please contact your LVMS Sales and Marketing Representative:
Naysan Gray- 702-210-2876 Craig Cochran- 702-210-5015 Aaron Crowley- 702-210-2936 Kevin Camper- 702-632-8241 Brock Ita- 702-689-7302
DEPARTURE
To ensure the safety of everyone attending the event, you are prohibited
from exiting the premises until one hour after the checkered flag on March 11, 2012 (Sunday).
LVMS VENDOR MIDWAY OPEN TIMES Friday, March 9, 2012: 9:00 a.m. – 5:00 p.m. Saturday, March 10, 2012: 8:00 a.m. – 5:00 p.m. Sunday, March 11, 2012: 6:00 a.m. – 5:00 p.m.
Manufacturers Midway Display Information
(Required)
In an effort to provide the best possible service to our manufacturers midway clients, we have designed this survey. Please complete all questions. Your
completed survey is REQUIRED for display approval. Please return the completed form, by fax, to (702) 632-8222. Contact Information: Company Name: _________________________________________________________________ Your name: _____________________________________________________________________ Billing address: __________________________________________________________________ City: ______________________________________ State: __________ Zip: ____________
Tel: __________________ Cellular: _________________ E-mail: ____________________
Dimensions of display _______ width X _______depth = _________ total sq. ft. Does your display include autos/trucks? _____ Yes _____ No
If yes, please provide the make _________________and model _______________ Does your display include an audio presentation? ____ Yes ____ No
If yes, please describe:
(The cost is $250 per local dial-up line. Long distance access available at additional cost.)
Do you require overnight security? _____ Yes _____ No If yes, please complete the attached security request form.
Do you plan to provide premiums/giveaways? _____Yes _____ No If yes, please complete the Premium/Giveaway clearance form
On a separate page, please provide a diagram/photo of your display. Be sure to include entry/exit points.
Midway Display Vendors
Clark County Fire Department
Rules & Regulations
Please be advised, each and every Midway display vendor will be subject to and responsible for being in compliance with all rules and regulations established by the Clark County Fire Department (CCFD), in particular Article 32 – Temporary Membrane Structures, Tents and Canopies.
THIS IS YOUR RESPONSIBILITY
Please read the information below to begin your process. This initial information does not supersede the CCFD Rules & Regulations and is meant only as beginning guidelines for the process. LVMS will not be responsible if the CCFD deems your location unsafe and closure of the display area is required until it becomes compliant.
SCOPE: Tents in excess of 200 square feet or CANOPY(S)/AWNINGS in excess of 400 square feet are required to be permitted by CCFD and installed in accordance with the requirements contained in the 2005 Clark County Fire Code.
CERTIFICATE OF INSURANCE: Provide a copy of a valid bond or current certificate of insurance showing the Clark County Fire Department as addition insured, with a minimum coverage for bodily injury or property damage in the amount of $1 million dollars.
PERMITS: An application for permit must be submitted not less than seven (7) business day prior to the requested day of inspection. CCFD accepts only cash or check. Three (3) complete sets of the application much be submitted and the application must include; an application form, detailed plans drawn to an indicated scale, showing fire extinguisher locations, means of egress, emergency lighting, heating and/or cooling systems, etc. The minimum permit fee is $75 dollars.
FLAME RETARDANT TREATMENTS: The sidewall, drops and tops of temporary membrane structures, tents, and canopies shall be composed of flame-resistant material or shall be treated with flame retardant in an approved manner. Certificates for all flame treated material must accompany the submittal and be on site with the display.
FIRE EXTINGUISHERS: Each tent and/or canopy must contain a minimum of one (1) valid portable fire extinguisher rated 2A:10-B:C.
EXITS & AISLES: Display shall have adequate exiting for the number of occupants. A minimum of tow (2) exits are required, spaced approximately in equal intervals, around the perimeter of the structure.
VEHICLES: Must be a minimum of 20 feet from the tent/canopy structure. Display vehicles under the tent/canopy must meet the following guidelines: the fuel tank shall contain the lesser of ¼ tank or 5 gallons; fuel tank openings shall be locked or taped shut and batteries disconnected; vehicles shall not block the required exits or paths to exits.
GENERATORS: Tent or canopy shall not be located within 20 feet of an internal combustion engine (Generator). If your tractor fuels the generator located in the trailer portion of your display, then you are responsible for requesting and obtaining an alternative means and method approval form from the CCFD. In the past, the following precautions have been put in place: generators shall be sealed inaccessible to the public with electrical power provided per the National Electric code approved wiring methods; and Generators shall be designed to automatically shutdown upon low oil or overheat; and two (2) employees shall be designated as fire watch personnel with access to fire extinguishers. However, it is at the discretion of CCFD for final approval.
Clark County Fire Department 575 E. Flamingo Rd. Las Vegas, NV 89119
(702)-455-7316
http://www.clarkcountynv.gov Fire Inspector: Gino Williams
(702)-2497372 [email protected]
Enclosed, please fin additional supporting documents for your review and information. Las Vegas Motor Speedway asks that you familiarize yourself with the enclosed
information. If you have any additional questions please do not hesitate to contact your LVMS Account Executive or the Fire Inspector, Gino Williams.
Thursday, March 8, 2012 from 8a-4p will be the designated
INSPECTION Day. If required, your display must be completely set
LAS VEGAS MOTOR SPEEDWAY
Schedule 2
ALL SERVICES MUST BE REQUESTED A MINIMUM OF (14) DAYS BEFORE LEASE TERM
CONTRACTED HOURLY UNIT QTY HOURS TOTAL $ SERVICE RATE PER RATE PER REQUESTED ACTUAL
Security Unarmed $ 27.00 Armed $ 35.00 MAINTENANCE Grounds Clean Up $ 25.00 Maintenance Personnel $ 30.00
Portable Toilet - per day $ 100.00 Portable Toilet Service - per day $ 50.00 Telephone Line $ 250.00 25 Yard Dumpster - per unit $ 250.00
Display Furnishings
Tent (Canopy per square foot)
Contact LVMS Tent Sidewall (per Linear foot)
Contact LVMS Tables (8' banquet) $ 17.00 Chairs (plastic folding) $ 4.00 Linens (Plastic) $ 35.00 Linens (Cloth) $ 55.00 MISCELLANEOUS
PLEASE SIGN AND RETURN WITH CONTRACT Lessee:
LVMS Security Request From
Date of Request: ____________________________
# of Guards Requested: _______________ Type: Armed or Unarmed See Schedule 2 for pricing
Event: NASCAR Weekend March 9-11, 2012 Check-In/Set-up: Wednesday, March 7, 2012
Date Needed: ________________________ Hours: ________________________ Date Needed: ________________________ Hours: ________________________ Date Needed: ________________________ Hours: ________________________ Date Needed: ________________________ Hours: ________________________ Location: ____________________________________________________________ ____________________________________________________________ Specify Duties: __________________________________________________________________ __________________________________________________________________ __________________________________________________________________
Client Guard working for: ________________________________________________ Client Contact Number: ________________________________________________
FOR INTERNAL USE ONLY
Requested by: __________________________________________ EXT: _______ Department: __________________________________________
Acknowledged: __________________________________________
2012 RACE DISPLAY SOUVENIR GIVEAWAY FORM
Company: __________________________________________________________ Contact Person: ________________________ Title: _______________________ Address: ___________________________________________________________ City: _________________________ State: __________________ Zip: _________ Phone Number: _______________________ Fax Number: _________________ PLEASE DESCRIBE IN DETAIL ITEM(S) YOU WOULD LIKE TO GIVE AWAY.
BY SIGNING BELOW, I ACKNOWLEDGE, AGREE AND ACCEPT THAT I AM STRICTLY FORBIDDEN TO SELL OR GIVE AWAY ANY OF THE
FOLLOWING: DIECAST MODEL CARS, T-SHIRTS, CAPS, HATS,
SUNGLASSES, APPAREL, JEWELRY,WATCHES, RINGS, BELT BUCKLES, PATCHES, SHOES, BOOTS, FOOD, DRINK, CASETTE TAPES, OR ANY OTHER SOUVENIR ITEM(S) WITHOUT EXPRESS WRITTEN CONSENT FROM THE LAS VEGAS MOTOR SPEEDWAY SOUVENIR DEPARTMENT. Signed: ____________________________ Date: ___________________________ MUST BE SIGNED TO VALIDATE CONTRACT
Item must be sent to LVMS account executive at least 2 weeks prior to events. Artwork will suffice in lieu of actual product.
SOUVENIR “GIVEAWAYS”: Giveaways of souvenir and novelty items are not considered approved unless this form is signed by the Director of Merchandising & Licensing and the Director of Sales. You will receive a copy of the signed form. Approved:
__________________________________ _______________________ Director of Merchandising & Licensing VP of Sales & Marketing Date: _____________________________ Date: __________________ Please return to Sales Department, Las Vegas Motor Speedway, 7000 Las Vegas Blvd. N., Las Vegas, Nevada 89115
2012 Giveaway Guidelines
All giveaway items must receive approval prior to the event weekend. Please use this as a guide when you are purchasing and organizing your giveaway items for race weekends at LAS
VEGAS MOTOR SPEEDWAY.
ALL ITEMS MUST BE APROVED AND SIGNED OFF BY AN SMI PROPERTIES REPRESENTIVE BEFORE HAND. SMI PROPERITES RESERVES THE RIGHT TO REFUSE OR RESTRICT ANY PROMOTIONAL ITEM
TO BE GIVEN AWAY
Examples of Allowed Giveaway Items –
(No event, track or driver related items) Antenna Toppers
Balloons Banners Beach Towels
Beads
Binoculars (Novelty Quality Only) Bobble Head Pens
Bobble Heads Bookmarks Boxers Brochures/Literature Calendars Car Flags Car Sun Visors
CD Holders Demo Game Discs
Deodorant Dog Tags Dog Toys
DVDs Eye Glasses Cleaner
Flash Drives Flash Lights Gift Cards Gumball Machines Hand Fans Hand Sanitizer Hero Cards iPods Lapel Pins Lego Cars License Plate Frames
Light Up Necklaces Lighter Leashes
Magnets
Mini Autograph Helmets Mini First Aid Kits
Mini Footballs, Basketballs, Baseballs Mouse Pads Notepads Pencils Pens Photos Piggy Banks Plastic Cups Pocket Tool Sets
Portable Stools Portfolios/Folders
Posters
Reusable Grocery Bags Rubber Balls Sport Bags Spotter Cards Stop Watches Stress Balls Stuffed Animals Temporary Tattoos Tote Bags Trading Cards Umbrellas Wallets Wash Rags Water Bottles Window Decals Wristbands
Examples of Restricted Giveaways
These items are allowed but have certain restrictions. If the item does not agree with the restrictions then it will not be approved.
Bandanas (No event, track or driver related items) Bottle Openers (No event, track or driver related items)
Coffee Mugs (No event, track or driver related items) Drawstring Backpacks (No event, track or driver related items)
Flags (No event, track or driver related items) Golf Towels (1000 per event weekend, vendor logo only) Jug Coolers (1000 per event weekend, vendor logo only)
Keychains (vendor logo only) Playing Cards (vendor logo only)
Lanyards (Allowed if purchased through SMI Properties, requires a 45+ day lead) Koozies (Allowed if purchased through SMI Properties, requires a 45+ day lead) Shot Glasses (Allowed if purchased through SMI Properties, requires a 45+ day lead) ***T-Shirts (Allowed if purchased through SMI Properties, requires a 30+ day lead)*** ***Hats (Allowed if purchased through SMI Properties, requires a 90+ day lead)***
Visors (Allowed if purchased through SMI Properties, requires a 90+ day lead)
Examples of Prohibited Giveaways
These items are not allowed as a giveaway item. Any Driver Related Item
Branded Mini Sharpies Cooler Bags Die Cast Cars Disposable Cameras
Ear Plugs Fleece Blankets
Lip Balm Seat Cushions
Stickers (Including Bumper Stickers) Sun Glasses
Sun Block Uniform Twill Jackets