1. The Exhibitor agrees to (i) obey all laws, by-laws, ordinances and regulations governing use of the facility and operation of the Show, (ii) abide by the rules and regulations of the city, fire and police departments, and any other government or regulatory body having authority to regulate the use of the facility and the Show, and (iii) obey all laws, including those pertaining to health and safety, consumer protection and protection of visitors to the show.
2. dmg world media reserves the right, in its sole and unfettered discretion to : (i) determine the eligibility of Exhibitors and exhibits for the Show; (ii) reject or prohibit exhibits or Exhibitors which dmg world media considers objectionable, disruptive or inappropriate; (iii) change or modify the layout of the Show and/or relocate exhibits or Exhibitors; (iv) cancel, in whole or in part, the Show due to an event of force majeure; (v) change the date, location and duration of the Show; without any liability to dmg world media; or (vi) cancel in whole or in part the Show at any time.
3. Vendors of all types of antiques, collectibles, services related to antiques and collectibles, and decorative accessories are welcome to exhibit at our shows. All merchandise must be priced and copies and reproductions must be clearly and honestly labeled. dmg world media reserves the right to invite dealers of all merchandise considered appropriate to exhibit at the show.
4. Deposits: All exhibitors who have been assigned a permanent space in the show must send a deposit check for the amount of the last month’s rent with the contract. This is in addition to the payment for the first show.
5. Advance reservations are needed to ensure a space reservation. Space will not be held without a completed contract and full payment. Space rental fees are higher for exhibitors who do not pre-register and pre-pay for the shows.
6. The exhibitor shall not assign any rights or sublet space under this license agreement without the prior written permission of dmg world media, which permission may be withheld in dmg’s sole discretion.
7. Reservations made one week or less prior to the event are welcome. Spaces that are to be paid for on-site will be charged a $10.00 C.O.D fee.
8. Permanent Space: Permanent space will be assigned based on availability and on the following basis:
a) Exhibitors that will exhibit for 7 - 8 months of the year and have paid the required deposit will be given first priority for the assignment of permanent spaces and will be granted one show transfer (roll-over) per year. Show Transfers must be requested at least 7 working days prior to the first set-up day of the show that the exhibitor has committed to attend. This contract is based on dmg world media’s fiscal year so all show transfers must be taken within the period of this contract (November 1 – June 1). Money will only be transferred once. If the exhibitor cancels their commitment to the show to which they have requested the money be transferred, the money cannot be transferred to another show and will be forfeited.
b) ) Exhibitors that will exhibit for 6 months of the year and have paid the required deposit will be assigned permanent spaces for the duration of this contract only. A show transfer is not available for dealers who contract for only 6 months.
c) Exhibitors who wish to pay on a month-to-month basis will not be given permanent space. We will, however, always try to assign the “best available space” at the time of booking. Show transfers are not available for dealers on month-to-month contracts. Booth rental must be pre-paid.
9. Dealer Referrals: The dealer referral program is open to all dealers who exhibit at the Show. Referring dealers will receive $10.00 off their booth rent for every new dealer they refer who takes part in the show (the first time the new dealer exhibits only). In order to be a qualifying referral, the new dealer must not have exhibited at the show in at least 2 years. The new dealer must call in to our offices to make the booking and must mention the name of the referring dealer at the time of booking. Only one dealer can be considered the referring dealer. There is no limit on how many $10.00 discounts a referring dealer can receive per month. In addition, if a new dealer that you have referred participates in 3 or more shows in this fiscal year (ie shows taking place between November 2007 and June 2008) the referring dealer will receive a $50.00 gas card.
10. Marketing incentive – Simply pick up a stack of postcards from the registration desk and write your name and booth number on them. Postcards have a listing of all show dates and a dollar off coupon for admission. Mail these postcards to your customers or distribute them at other shows in which you participate. The dealer that has the most postcards turned in each month will receive a $20 gas card at the next show after the postcards have been counted.
11. If you have a permanent space in our show, you must pay for your next show by making payment in full prior to 4pm on Saturday at the current show. Permanent exhibitors who have not paid for their space by 4pm on Saturday will forfeit their deposit and lose their permanent space. Spaces not paid for by 4pm Saturday are subject to reassignment.
12. Payment in full must accompany the contract if you are registering for one show only. For multiple show Exhibitors with a permanent space assignment, send payment for your first show along with a deposit for the full amount of your last month’s rent (on the 2007/2008 contract) including tables. At each show you participate in, you must pay in full for the next show. Cash, checks, credit cards and money orders are accepted. Please make checks and money orders payable to dmg world media.
13. Exhibitor badges will be issued to all registered Exhibitors. Exhibitors will receive one (1) vehicle pass and two (2) exhibitor badges. Additional passes and badges may be purchased for $10.00 each. For security purposes we require that these badges be worn at all times during set-up, show hours and move out.
14. Inside spaces are approximately 12 feet wide x 10 feet deep. Exhibitors with inside spaces must provide fire retardant show cloths (to the floor) for dressing tables in their spaces. Canopy spaces (limited availability) are approximately 10 feet wide x 15 feet deep or 10 feet wide x 10 feet deep. Exhibitors with space in the Canopy area must also provide table covers. Breezeway spaces are approximately 10 feet wide x 15 feet deep. Exhibitors should have table covers. Outside spaces (bulk spaces) are 14 feet wide x 25 feet deep. Bulk space dealers may park in your space.
15. Electrical Supply to Booth: The South Florida Fairgrounds charges to provide each booth (indoors and outdoors) with a hook-up to the electrical system. The fee for this service is $20.00 in advance of the show and $25.00 if requested seven (7) business days or less before the show or at the show. Forms will be provided to you with your confirmation paperwork. This fee is paid directly to the South Florida Fair.
16. Damage to the facility: Any damage to your booth space is your responsibility and you will be charged for repairs. You will not be allowed to set-up at future shows until this charge is cleared. If you feel there is any pre-existing damage upon your arrival, please make it known to dmg world media staff BEFORE you set-up your booth. Under no circumstances will Exhibitors be allowed to hang any merchandise from the walls. Nails, tape and other fixatives are expressly forbidden. Use of existing holes, nails or screws is also forbidden. Exhibitors with any goods hanging will be asked to remove them and may also be charged for damages.
17. Fire codes: All AISLES, EXIT SIGNS, FIRE EXTINGUISHERS and other fire equipment must be kept clear of obstructions at all times. Your merchandise, display tables and chairs must be within the confines of your space no matter how difficult it is. All table covers and backdrops must be fire retardant. All lights and electrical items must be turned off at the close of the show each night.
18. Table rentals are available. We have eight foot tables and a limited number of six foot tables. Tables booked in advance are $13.00 each per show. Tables booked last minute at the show will be $20.00 each per show. Tables cancelled once the show has begun set-up will not be refunded. Please order your tables carefully. Exhibitors are responsible for any damage to tables in their care. All tables must be returned. If you do not reserve and pay for your tables at the time you pay for your space, we cannot guarantee that tables will be available for you. Please make sure to specify table size as the availability of 6 foot tables is limited.
19. Show Transfer/Cancellations/Refunds: Only Exhibitors who have committed to exhibiting 7 - 8 months of the year will be allowed one show transfer per year for any reason. A show transfer must be requested at least 7 business days prior to the first set-up day of the show you have committed to attend. Money will only be transferred once. If the exhibitor cancels their commitment to the show to which they have requested the money be transferred, the money cannot be transferred to another show and will be forfeited. This is a binding contract based on dmg world media’s fiscal year. All show transfers must be taken within the period of this contract (October 1 – June 1). There will be no cancellations and no refunds. From time to time, dmg world media may agree to refund money paid for booth rent. This is at the sole discretion of dmg world media and any refund is subject to a $50.00 administration charge. dmg world media has signed a contract with the exhibition facility based on the Exhibitor Contracts and we are committed to paying for 8 months of the year. Therefore, we must request that Exhibitors honor their commitment to us. Dealers that have permanent space in the show and wish to cancel their contract will not be refunded the last month’s deposit, but may transfer the funds and complete one final show on the current contract.
20. Opening & Closing Hours: As an Exhibitor in the West Palm Beach Antique and Collectibles Show, you agree to be at and have your display open to the public during the advertised show hours. Exceptions to the rule will be in the case of inclement weather or by prior arrangement with show management. You may not close and leave your space unless a member of dmg’s staff has advised you that you may do so. Show hours are Friday 12:00 pm – 5:00 pm, Saturday 9:00 am – 5:00 pm, and Sunday 10:00 am – 4:30 pm unless otherwise noted. Violation of this rule on a regular basis may lead to the loss of a permanent space or loss of your invitation to exhibit at the show. Exhibitors are expected to be present during show hours on all three days.
21. Exhibitor Set-Up Hours: Actual hours and gates of entry can be found on the exhibitor confirmation but generally Exhibitors in all areas should not arrive before 12 noon on Thursday. Expo Dealers may arrive on Thursday by appointment only and Friday anytime between 7:30 am – 4:00 pm. We encourage Exhibitors to use Thursday as a drop-off day and to set-up their booths on Friday as the air conditioning will be on all day Friday. Unfortunately, we can not turn the air conditioning on during Thursday as the rollup doors must be kept open on this day.
22. Trailer Parking: West Expo: trailers must be parked either along the perimeter fence or on the grass behind Building 1. Oversized trailers (those that do not fit in a single space) must be parked on the grass perimeter. East Expo: trailers must be parked on the circus pad area to the south of the East Expo. Outside Space: Exhibitors in outdoor spaces may continue to park their trailers in their space. Breezeway & Canopy Space: Exhibitors in these areas must park their trailers on the circus pad to the south of Expo East. Satellite Buildings: Exhibitors in these buildings may park trailers in available space near these buildings.
23. Exhibitor Move-out: Exhibitors should not commence packing until the show closes at 4:30pm on Sunday. Both the East and West Expo buildings must be vacated by 10:00pm on Sunday night. Outside Exhibitors must pack and load their goods into their vehicles by 10:00pm on Sunday. However, any Exhibitors camping may stay on the grounds until 9:00am on Monday morning.
24. Early Bird Fridays: dmg world media will advertise an early buyer preview where the public can buy a ticket and enter on Friday at noon. You will be given approximately 4.5 hours of set-up time prior to opening for the preview. As this is an open day, you must be present to man your booth for customers.
25. Uniformed Security: Security is provided by dmg world media during closed hours. However, we are not responsible for any missing or damaged merchandise.
26. Exhibitors are responsible for loss and/or liabilities of their merchandise. Neither the West Palm Beach Antique and Collectibles Show, dmg world media, the promoters, their representatives, agents, employees nor any guests of the West Palm Beach Antique and Collectibles Show are responsible for injury, loss or damage from any cause whatsoever that may be suffered by any Exhibitor, their employees, agents or property. Neither dmg world media nor the facility will assume liability or loss for damage, through any cause, or equipment, products, goods, exhibits or other materials owned, rented or leased by the exhibitor.
27. Indemnification: The Exhibitor agrees to indemnify and hold harmless dmg world media and the facility, their respective officers, directors, agents, representatives and employees, against all claims, losses, liability, damages (including legal fees and expenses), costs and charges of every kind resulting from (i) its occupancy of the exhibit space and/or its environs; (ii) the use of equipment or devices furnished to or used by the Exhibitor or other persons in connection with the Show, and (iii) personal injuries, death, property damages or any other damage sustained by the Exhibitor, dmg, the facility, Show sponsors or a visitor to the Show and their respective directors, officers, agents, representatives and employees or those for whom the Exhibitor is responsible in law.
28. Exhibitor assumes responsibility for any damage caused by porters helping load or unload. Exhibitor agrees that porters are directly employed by the exhibitor and releases dmg world media and the West Palm Beach Antique & Collectibles Show from any liability for damages or injuries whatsoever.
29. Force Majeure: In the event that (i) the facility in which the Show is to be held or is held is destroyed or becomes unavailable for occupancy or (ii) dmg is unable to permit the Exhibitor to occupy the facility or the space, or (iii) the Show is cancelled or curtailed for any reasons beyond the control of dmg world media including but not limited to, casualty, explosion, fire, lightning, flood, weather, epidemic, earthquake, or other Acts of God, acts of public enemies, riots or civil disturbances, strike, lockout, or boycott, dmg will not be responsible for any loss of business, loss of profits, consequential or special damages or expenses of whatever nature that the Exhibitor may suffer, including loss of monies paid for booth rent.
30. The South Florida Fairgrounds does allow Exhibitors to camp within the grounds. The fairgrounds charges $10.00 per night for dry camping and $20.00 per night with a hookup. Showers are available. Please contact the fairgrounds for details at South Florida Fair 561-793-0333.
31. Pets are not permitted inside any buildings or on any part of the facilities at the Show. If you travel with your pet, it must be kept in your climate controlled vehicle away from public contact.
33. Food concessions are available at all dmg Shows. The facility reserves the sole right to provide catering at the facility. Outside food and drink is not permitted.
34. Confirmation of spaces, vehicle passes, and exhibitor badges will be sent prior to each event for which you have pre-registered and paid in full.
35. Exhibitors may be moved to another booth location at any time for the betterment of the show as management deems necessary.
36. The management of the West Palm Beach Antique and Collectibles Show has the right to refuse booth space to any Exhibitor, for any reason.
37. Abusive behavior toward fellow exhibitors, customers, dmg world media, West Palm Beach Antique and Collectibles Show staff or facility staff will not be tolerated for any reason. If you choose to act in an unprofessional manner, you will be asked to leave without refund. No exceptions.
38. dmg world media reserves the right to establish and amend or modify any regulations governing the use of the facility and the Show.