2018 Venturingfest Exhibitor Packet

2018 VenturingFest Exhibitor Packet About the Organization and Event 1 About the Venue 1 Exhibitor Agreement 2 Exhibitor Schedule 3 Lodging and Meals 4 Shipping Information 4 Selling Merchandise 5 Exhibit/Booth Rules 5 Exhibit Staff Mandatory Requirements 6 Check-out Procedures 7 Contacts 7 Appendix 7 Rev.5/7/18 ABOUT THE ORGANIZATION AND EVENT The Venturing program enables young adults to: ● Experience a program that is fun and full of challenge and adventure. ● Acquire skills in the area of their crew’s specialty. ● Become a skilled training and program resource for other youth groups. ● Experience positive leadership from adult and youth leaders and be given opportunities to take on leadership roles. ● Learn to make ethical choices throughout their lives by instilling the values of the Scout Oath and Scout Law. ● Have a chance to learn and grow in a supportive, caring, and fun environment. About the Event | VenturingFest VenturingFest 2018 is a special Scouting event at Summit Bechtel Reserve that’s open to registered Venturers, Scouts, and adult leaders from across the U.S., and has also included invitations to 22 countries with Scouting programs. This six-day high-adventure festival invites participants to explore the best the Summit has to offer. We’re talking rock climbing, skateboarding, BMX biking, water sports, shooting sports, zip lines, challenge courses, and so much more! The Venturing program is for coed youth (boys and girls) ages 14 to 20. As if the adrenaline-pumping activities weren’t enough, participants will also get to jam out to concerts and meet new friends in Venturing at the event. VenturingFest is led by both youth and adults who work in collaboration to provide the very best high-adventure and social experience possible. Exhibitors are invited to participate in a limited number of program areas when the exhibit areas are officially closed. You will receive more information on this opportunity during check-in upon arrival. NOTE: A Boy Scouts of America medical record (see appendix) may be required for participation. ABOUT THE VENUE This year’s event will be held at the Boy Scouts of America’s newest high-adventure base - the Summit Bechtel Reserve. Click here (www.summitbsa.org) to read more about the property and its amenities. The Summit is equipped with free wi-fi. Exhibitors will have the opportunity to utilize different parts of the Summit for their needs. We want to accommodate exhibitors needs in a manner that creates the best experience for event participants. Exhibitors are also invited to sell products during VenturingFest. For more information, please refer to the section titled “Selling Your Merchandise.” Mobile App Your company name, logo, website, and exhibit staff contact information will be listed on the mobile app. Exhibitor Area The main exhibit area is located on the front lawn of the Scott Visitor Center, near high-traffic areas, food venues, etc. It is an outdoor environment with a grass surface and is subject to changes in weather. We encourage exhibitors to offer hands-on experiences in their space - beyond just distributing information - since those will generate greater interest. A 6-ft table and 2 chairs are provided. You can bring your own tent canopy or rent tent canopy for a fee. Flooring is not provided nor is it available. Electricity is available for a modest fee. 1 EXHIBITOR AGREEMENT 2018 Boy Scouts of America VenturingFest Sponsor and Exhibitor General Terms and Conditions The following terms and conditions, together with the 2018 VenturingFest Sponsor and Exhibitor Application (the “Application”), constitute a binding legal agreement (“Agreement”) between the business or organization (“Sponsor”) named in the Application and the Boy Scouts of America (“BSA”). The Agreement will become effective upon BSA’s written approval of Sponsor’s Application, which approval BSA may grant or withhold in its sole discretion. 1. Background. BSA is a tax-exempt organization under Section 501(c)(3) of the Internal Revenue Code. To further its tax-exempt purposes, BSA will conduct its 2018 VenturingFest (“VenturingFest”) July 1-6, 2018 at the Summit Bechtel Reserve, 2550 Jack Furst Drive, Glen Jean, West Virginia 25846 (“Venue”). For planning and budgetary purposes, it is necessary for BSA to receive contractual commitments from corporate sponsorships. 2. Sponsorship. Subject to BSA’s approval of Sponsor’s application: (a) Sponsor will pay BSA the amount of Total Registration Fees stated on Sponsor’s Application (the “Fee”); and (b) in exchange for payment of the Fee, Sponsor will receive the privileges and benefits (“Sponsorship Benefits”) associated with the Sponsorship Opportunity(-ies) selected by Sponsor, as identified and described on Sponsor’s Application as approved by BSA. 3. Payment. The Fee will be paid in full in United States dollars in accordance with the payment instructions provided by BSA upon its approval of Sponsor’s Application. The Fee constitutes payment by Sponsor solely for Sponsor’s right to sponsor VenturingFest. Such amount will not be considered compensation or reimbursement for services rendered, activities undertaken by BSA on behalf of Sponsor, or income from a partnership or joint venture. 4. Cancellation. Sponsor may cancel this Agreement at any time by notifying BSA in writing; however, the Fee paid by Sponsor is not refundable under any circumstances unless VenturingFest is canceled or suspended due to a Force Majeure Event (as defined herein). If Sponsor cancels this Agreement, it will not receive the Sponsorship Benefits. 5. Signage and Recognition. Signage recognizing Sponsor will be in a location and form determined by BSA in good faith subject to (a) the “qualified sponsorship” rules set forth in §513(i) of the Internal Revenue Code (the “Code”) and the Treasury regulations thereunder and (b) the applicable policies of the Venue. For the avoidance of doubt, such recognition may be limited to a statement that Sponsor is a sponsor of VenturingFest, including a thank you statement and placement of Sponsor’s name and/or logo as approved by Sponsor. In any event, such recognition shall not include: messages containing qualitative or comparative language or price information about Sponsor’s products or services, or other indications of savings or value; an endorsement of or an inducement to purchase, sell, or use Sponsor’s products or services. BSA does not endorse Sponsor’s products or services, and Sponsor shall not represent otherwise. 6. Limited Trademark License Grants. Sponsor hereby grants to BSA a royalty-free, limited, non-exclusive, revocable right and license to use the Sponsor’s name and logo solely as necessary to provide the Sponsorship Benefits. BSA hereby grants to Sponsor a royalty-free, limited, non-exclusive, revocable right and license to use the following BSA trademarks: “BOY SCOUTS OF AMERICA,” “VENTURING, BSA,” the Venturing, BSA green diamond logo, and the BSA corporate logo (red and blue fleur-de-lis with eagle and shield) (collectively “BSA Marks”) in its promotional materials for the sole purpose of identifying and promoting Sponsor’s association with and its status as a sponsor of VenturingFest. Sponsor shall not use BSA Marks (or any design or symbol that is derivative thereof or confusingly similar thereto) for any purpose not enumerated in this Agreement. Sponsor shall not publish, distribute, or print any promotional materials that reference Boy Scouts of America or display any BSA Marks, whether such materials are in print, broadcast, or electronic format (including but not limited to commercial email messages, mobile apps, and internet websites), without BSA’s prior written authorization. Except as explicitly authorized under a separate written agreement between Sponsor and BSA, Sponsor will not use, or authorize others to use, the BSA Marks or any other BSA trademark, service mark, trade dress, logo, or other brand indicia on or in advertising or marketing for any merchandise or other tangible goods, whether such merchandise or goods are distributed for publicity purposes, for retail sale to consumers, for wholesale sale, for sale or gift in combination with other products or services, or as giveaways. 7. Exhibit Space. Sponsor will be responsible for all activities occurring at and within its exhibit space and for conducting such activities in a safe and professional manner. Sponsor, at its own cost, shall provide trained and qualified personnel to operate its exhibit. Sponsor will not permit any personnel to work while his or her ability or alertness is impaired by fatigue, alcohol, drugs, illness, or other causes that might expose such person or others to injury or property to damage. Sponsor personnel shall wear identification approved by BSA at all times, complete BSA safety training, including youth protection training, and are subject to a criminal background check conducted by BSA at Sponsor’s expense. BSA will not be responsible for the conduct of any Sponsor personnel. Sponsor will pay all costs and expenses associated with transporting, assembling/setting up, staffing, operating, and disassembly/breakdown of its exhibit. To the extent Sponsor’s exhibit involves a physical activity which, in BSA’s sole but reasonable discretion, presents a material risk of bodily injury, BSA may require Sponsor, at its own expense, to obtain liability insurance, and present proof thereof, with coverage in such amounts as BSA reasonably deems sufficient to cover potential claims that could arise from such activity. 8. Compliance. Sponsor will comply with all applicable federal, state, and local laws and regulations; BSA’s operational, safety and security rules and procedures applicable to VenturingFest; and the Venue’s rules and regulations, all as communicated to Sponsor. BSA reserves the right to immediately remove (or have removed) any Sponsor personnel who fails to comply with any such law, regulation, rule, or procedure or is reasonably deemed unacceptable by BSA. 2 9. Relationship of Parties.

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