Upon submission of this form, we, the undersigned, do hereby agree to exhibit at Western States Horse Expo, produced by Western States Horse Expo, with the terms and conditions outlined herein and within the Exhibitor's Handbook. This contract is null and void if not acknowledged.
1. LIABILITY Exhibitor agrees to indemnify and hold harmless Western States Horse Expo, also referred to as management, principles, agents, officers and employees from all claims, losses, costs, damages or expenses resulting or arising from any and all injuries to or death of any person or damage to any property caused by an act, omission or neglect of Exhibitor’s agents, employees, invites, contractors, or guests which occur in or about the Exhibit Space. Exhibitor agrees to use and occupy the Exhibit Space at Exhibitor’s own risk, and hereby releases Western States Horse Expo, its agents, officers, employees and invites from all claims for any damage, loss or injury to persons or property to the full extent permitted by law occurring in or about the Exhibit Space, including, but not limited to damages, resulting from the acts of other Exhibitors, theft, vandalism, fire and other casualty damage or damage arising from any defects in the premises.
2. BOOTH DETAIL Each Arena Side and Pavilion booth will be marked and will receive two badges per booth and listing on website.
3. EXHIBIT INSTALLATION Exhibitors may initiate booth construction, after checking in at the show office. See Handbook for details.
4. LABOR Exhibitors are responsible for providing or arranging all necessary labor in transporting, unpacking, erecting, dismantling and repacking of displays. These services, if desired, may be arranged for with the official show decorator.
5. EXHIBIT STAFFING All exhibits must be staffed during show hours by at least one person. Exhibitors are requested to arrive at least 30 minutes prior to show opening.
6. EXHIBIT CARE Exhibitors are responsible for keeping exhibits clean and orderly. Trash must be placed in dumpsters for picking up at close of show each evening.
7. REMOVAL OF EXHIBITS No part of an exhibit will be allowed to leave the exhibit hall before closing on June 11, 2023. Removal of exhibits will take place on Sunday, June 11, 2023 from 5:30pm to 9:00pm and on Monday, June 12, 2023 from 8:00am until 12:00pm. Any exhibits not completely dismantled and removed by 5:00pm Monday, June 12, 2023 will be removed by show management, and all fees will be charged directly to the Exhibitor at prevailing rates. The Exhibitor shall indemnify and hold harmless Western States Horse Expo for any cost or liability incurred in connection with such removal.
8. BOOTH ASSIGNMENT While initial booth reservation is mutually agreed to by Exhibitor and Management, final assignment is the proprietary right of Management. Every attempt will be made to locate the Exhibitor in the booth he or she has reserved but, in extenuating circumstances, the booth can be reassigned without approval of Exhibitor. The Exhibitor shall not assign, sublet or apportion the whole or any part of the space assigned or have representatives, equipment or materials from firms other than its own in the exhibit space.
9. BOOTH MUSIC Live or taped music is prohibited as part of an exhibit or display without written permission from an appropriate music licensing source.
10. NOISE CONTROL Any electronic equipment or machinery which is determined to be detracting from other exhibits will not be permitted.
11. FOOD and beverages may not be sold. If food or beverages are given away this must be approved, in writing, by Management.
12. LIVE ANIMALS or pets will NOT be permitted without written consent of Management.
13. SECURITY will be provided to patrol after show hours. The exhibit halls must be vacated within 30 minutes after show closing. Exhibitors will be allowed to enter the exhibit hall upon presentation of an Exhibitor badge only. While security is available during both move-in and move-out hours it is required to man your booth at all times during the complete run of the show to insure additional protection of equipment and valuables. Management is not responsible for theft or damage.
14. COLLECTION If suit is instituted to collect past due amounts, Exhibitor agrees to pay actual costs and expenses of collection in addition to court costs and reasonable attorney fees and interest at the maximum prevailing rate.
15. UNOCCUPIED SPACE In the event an Exhibitor has failed to occupy the space contracted for by 9:00 pm Thursday, June 8, 2023. Management shall have the right to utilize such space in any manner he chooses. This will in no way release the contracted Exhibitor nor shall exhibitor be entitled to a refund.
16. CALIFORNIA SELLERS PERMIT Exhibitors who plan to sell merchandise on the premises in a cash and carry fashion are responsible for complying with Sacramento/California State licensing and tax requirements. Information and application for a California Temporary Sellers Permit number can be obtained by contacting the California Department of Tax & Fee Administration, (916) 227-6700.
17. CANCELLATION A written notice of cancellation is required, by certified mail. Exhibitor is responsible for full payment of booth space contract if not canceled in writing by May 1, 2023. No refunds or credits are given after this date.
18. NON-GUARANTEE Management makes no guaranty or warranty, express or implied, as to the profitability or potential loss to or of Exhibitor with regard to Exhibitor’s participation in the Western States Horse Expo.
19. REGULATION COMPLIANCE Exhibitor shall utilize the premises in an orderly manner and in compliance with all present and future applicable Federal, State and local statutes, ordinances, rules and regulations.
20. PROMOTIONS Where the Exhibitor offers or provides exhibition, raffles, donations, or other promotional measures that require guests to be present at a specified location and time or any other unusual promotional plans, they must first be approved, in writing, by Management.
21. RIGHT TO REFUSE Management reserves the right to review and reject any application for exhibit space without prejudice.
22. REPRESENTATION Are/have not been made unless in writing, in this contract.
23. INSURANCE Exhibitors shall carry and maintain during the period in which they exhibit, including move-in and move-out days, and at his or her sole cost and expense, personal injury, and property damage coverage under a policy of general public liability insurance $1,000,000.00 (One million). This insurance must be in force during the lease dates of the event, June 9-11, 2023, naming Western States Horse Expo (7200 Lone Pine Drive, Rancho Murieta, CA, 95683) as the certificate holder. The following must be listed as additional insured: Western States Horse Expo and MEC, Consumnes Corporation, West Coast Equine Foundation, their officers, agents, servants, affiliates and employees. Exhibitor warrants that by signing this contract, he or she has complied specifically with insurance requirements of this contract. Proof of insurance must be provided by May 1, 2023.
24. AMENDMENTS This agreement may only be amended, except as expressly provided herein, by agreement of the parties, in writing, bearing a note subsequent to the date of this agreement.
25. ENFORCEABILITY If any term or provision of this agreement is determined to be void or unenforceable, the remainder of this agreement shall remain enforceable and in effect, as if that void or unenforceable provision was not included.
