Tall Cloud Productions Inc

Craft Culture Holiday Market 2016 December 10-11, 2016 Prospera Place, Kelowna BC

EXHIBITOR MANUAL

Produced By Tall Cloud Productions Inc. 1035 Van Street Kelowna, BC V1Y 4J2 Ph: 250-826-2245 Email: [email protected] Web: www.craftculture.ca

Show Management Karalyn Lockhart – Owner

Show Location Prospera Place 1223 Water St Kelowna, BC V1Y 9W6 Ph: (250) 979-0888

Fees Booth space fees are as follows:

5’ x 7’ Booth – inner bowl (ice area) - $235 + GST 8’ x 10’ Booth – inner bowl (ice area) - $435 + GST 7’ x 10’ Booth – outer circular walkway (concourse) - $335 + GST

Optional Upgrades: Corner Booth - Add $50.00 to above booth pricing

Exhibit Booth Space Each individual booth space includes the following: - Drapery booth with 8’ high back walls and 3’ high side walls - One power outlet (750w) - 4 x staff weekend passes - Yearly listing on the Craft Culture website

Show management agrees to provide a standard booth package (as mentioned above). Carpet, furnishings, extra electrical service, signage, décor etc. are the sole responsibility of the Exhibitor. Exhibitors will be responsible for the setup of their own exhibit. The Exhibitor agrees to confine its activities to the exhibit space.

Aisles inside the main bowl will be carpeted – individual booths are not. The material used to cover the ice inside the main bowl is an unfinished surface. Bringing some sort of floor covering or renting a carpet from Showtime is highly recommended for aesthetic reasons. The outer concourse has a smooth concrete floor, so floor covering is not required. Renting a carpet or bringing your own floor covering is personal preference. Please be advised that if bringing own floor covering, it must be fixed to the floor with building approved double sided tape, which is available through Showtime. This is to ensure it is not a tripping hazard for the public. Some tapes may damage the building floor, which is why Showtime tape is required.

Show Contractor Showtime Event & Display # 1 – 325 Bay Avenue, Kelowna BC V1Y 7S3 Ph: 1-800-721-0029 www.showtimedisplay.com

Showtime Event & Display is the official show contractor for Craft Culture. Showtime will be responsible for setting up all booth spaces included in the booth rental fees. Any additional items such as carpet, tables, furnishings, extra electrical services, materials handling, tables and chairs can be ordered directly through Showtime. Exhibitors are permitted to bring their own furnishings, ordering through Showtime is not mandatory.

Show Schedule Exhibitor Move-In: Saturday December 10th 6:00am – 10:00am

Show Hours: Saturday December 10th 10:30am – 6:00pm Sunday December 11th 10:00am – 5:00pm

Exhibitor Move-Out: Sunday December 11th 5:00pm – 8:00pm

Application & Acceptance Process Craft Culture is a juried show. Acceptance is based on the quality, originality and craftsmanship of the work to be sold. Other factors include booth display, product packaging and product categories within each show so that no one category is saturated. Only work produced by you or under your direct supervision will be considered. Commercially manufactured products, work assembled from commercial kits or materials or work represented by dealers or agents will not be allowed.

An application to participate at Craft Culture is mandatory, and must be completed online at www.craftculture.ca/apply. All applications can be submitted between June 30th – July 18th. Vendors will be notified through email upon acceptance by between July 20-25th. If balances are not received by payment deadline (see Payment Policy), Exhibitor waives all rights to the space contracted and Show Management will not guarantee space at Craft Culture.

A limited number of vendors will be selected for each of the following categories:

-Clay/Pottery -Wearables/Clothing -Jewellery -Glass -Leather -Metalwork -Woodwork -Paper Goods -Photography/Art -Personal Care/Soaps/Creams -Specialty Foods -Baby/Children/Toys

Booth sizes (and corners) will be awarded on the order in which applications were received. If the booth size you applied for is sold out, you will automatically be bumped to the next size available. Applicants will be asked to describe all products, and outline how you are involved in the design and production of your goods. As well, you will be asked to submit three photos of your work on the online registration forms. These photos, as well as the description of your craft, will be used in the promotion of the show on the website and in printed materials.

*Only products applied for in the application can be sold at Craft Culture. Additional items MUST be approved in writing from show management by emailing [email protected]

A maximum of 165 booths will be sold at this event. Show Management will assign all vendor placements. Vendors are not able to pre-select booth spaces.

Payment Policy Upon acceptance, Tall Cloud Productions Inc. will issue an invoice within 3 business days for the full booth amount. Payment for this deposit invoice is due within 7 days of receipt. Invoices can be paid online by credit card or Paypal, or by e-transfer to [email protected].

If balances are not received by the payment deadline, Exhibitor waives all rights to the space contracted and Show Management will not guarantee space at Craft Culture. Full payment is required to reserve the space rewarded. Tall Cloud Productions Inc. reserves the absolute discretion to grant or refuse any request from individuals or companies wishing to exhibit in the show.

Cancellation Policy Cancellations must be requested in writing. If requested 60 days or more before the show, vendors will receive a full refund less a $60 cancellation fee. If cancelled 60 to 30 days before the show, vendors will receive a 50% refund. After that there are no refunds (30 days prior to the show start date). Fees will be refunded via the original payment method. If the Exhibitor fails to occupy booth space without notice he/she will be liable for 100% of the total contracted space costs.

Assignment of Exhibit Space Exhibit space will be allocated by Show Management, unless otherwise stated. Show Management reserves the right to relocate exhibits which may be affected by a change in the floor plan, or in the interests of optimum traffic control and exhibit exposure. Show Management will not be held liable if competitive exhibitors are adjacent to or opposite each other, but, if possible, efforts will be made to allocate space on a basis fair to all exhibitors.

Licensing and Permits It is the exhibitor’s responsibility to obtain all necessary licences and permits to operate a business and sell goods and services in BC, and must meet the requirements of the City of Kelowna, Canada Revenue Agency, and Health Canada. Show management resumes no responsibility for any exhibitor operating without proper licensing and permits. Show management reserves the right to close down any booth which does not meet these requirements. *Show Management is required to purchase a business licence to cover all vendors participating at our event. If you do not already have a City of Kelowna Business Licence, you are not required to purchase one for this show.

Food Vendors Due to restrictions with the food service provider at Prospera Place, no vendor is able to provide any hot food or coffee service. Snacks, treats, and packaged goods are welcome. All food vendors must comply with all rules and regulations set out by Interior Health. It is your responsibility to contact Interior Health, and determine what the requirements are for the type of food you make and notify them if you plan on handing out samples. Once accepted to the show, food vendors have 14 days to and provide copies of the following via email: - A valid FoodSafe Certificate - A copy of your Operating Permit (inspection report) for those vendors who operate out of a commercial kitchen or food service establishment OR - If you do not carry an operating permit, each vendor MUST provide a copy of an approved Temporary Food Service Permit for Craft Culture OR a letter of exemption.

We realize that navigating the rules and regulation for Food Permits in BC is very confusing. You will need to contact Interior Health directly to find out exactly what requirements apply to your business. You can call them directly at 250-979-7665 and ask to speak to a health inspector. For more information and forms, please visit http://www.interiorhealth.ca/YourEnvironment/FoodSafety/Pages/Permits.aspx .

*Please note that approval from a local farmers market does not exempt you from providing an Operating Permit or Temporary Food Service Permit at Craft Culture. Our event is not covered Farmers Market Guidelines, therefore these documents are required for each show.

Parking A limited number of dedicated vendor parking stalls are available in the side parking lot directly in front of the loading bay at Prospera Place. These spaces are available first come first serve. Vendors are responsible for purchasing a reduced weekend rate parking pass for these spaces, available through the parking ticket machines in the parking lot. All other vendors are responsible for finding on-street or alternate parking near the building.

WIFI Unfortunately dedicated wireless internet is not available in this building. If you rely on an internet connection for your sales, your best bet is to purchase a mobile internet stick or use your 3G on your smartphone or tablet. It is possible for Shaw to run a dedicated WIFI/Hardwired modem for you, but the prices are pretty hefty. Please contact Showtime Event & Display for more information.

Booth Sharing Unfortunately booth sharing is no longer permitted at this show.

Installation/Dismantling Exhibitor Move-In: All exhibits must be set up and operational by show opening on without exception. Assembly of exhibits during regularly scheduled exhibit hours will not be permitted. No major changes to displays are permitted during public show hours without permission from show management.

Dismantling: No exhibitor shall dismantle or remove any part of its display before the specified move- out time without exception. All exhibit material must be dismantled and removed from the venue within the scheduled move-out hours. Any material remaining after the cut off time may be removed by Show Management at Exhibitor’s expense.

Arrangements of Exhibits Displays must not protrude beyond the measured booth dimensions. Exhibitor may not attach displays to walls, structural supports, or flooring in the exhibit building by nails, screws, bolts or permanent cement, nor may it suspend anything from the ceiling or rafters. No exhibitor shall permit the exposure of any unfinished surface to neighbouring booths. If Exhibitor fails to correct the unfinished part, Show Management will have the right to finish such outside partitions. The cost of such repairs shall be paid by the Exhibitor to Show Management upon demand being made.

Show Hours Exhibits must be attended during all show hours by at least one representative of the exhibiting company. It is the Exhibitor’s responsibility to keep its area clean and orderly throughout the show and to ensure it is ready for opening at the time the show opens each day.

Show Management Liability and Exhibitors Insurance Exhibitors are encouraged to insure their exhibits, merchandise, and display materials against theft, fire, etc. at their own expense. Neither the exhibit facility nor Tall Cloud Productions Inc. will be responsible for (a) any loss, damage, theft or destruction to any goods, equipment or any other property belonging to the Exhibitor in storage, in transit to or from the exhibit building, or while in the exhibit building for any loss of income as a result of any reduced sales due to loss or damage (b) any damage or injury suffered by the Exhibitor or his servants or agents or by any other person (c) any loss, damage, injury, or cost whatsoever suffered by the Exhibitor by reason of any change in the date, time or place of Exhibition or the abandonment thereof. All property of the exhibitor will be deemed to remain under the exhibitor’s custody and control in storage, in transit to or from, or within the confines of the exhibit hall.

The Exhibitor shall be liable for and will indemnify and hold harmless Tall Cloud Productions Inc. and its parent, affiliates and related companies and their respective directors, officers, employees and agents from any and all liability, causes of action, claims, demands or proceedings whatsoever, whether by common law or statute, arising out of or in any way related to the Exhibitor’s participation at the show and/or Exhibitor’s products and/or services. Exhibitors are encouraged to provide Show Management with a certificate of insurance for a minimum of $2,000,000.00 General Liability Coverage inclusive of bodily injury and/or property damage for each occurrence. Tall Cloud Productions Inc. and the owner of the building must be named as additional insured’s. If Show Management should be prevented from holding the show by any cause beyond its control or if it cannot permit the Exhibitor to occupy it’s rented space due to circumstances beyond its control including, but not limited to, strike, fire, civil disobedience, inclement weather, lockouts, acts of God, and suppliers, Show Management shall have no further obligation or liability to the Exhibitor. Any contractual agreements made between the Exhibitor and any supplier shall be between those parties and Show Management shall not be a party thereto nor incur any liability on behalf of any one in such contractual arrangements.

General Show Area All lobbies, corridors, aisles, restrooms, food and beverage concessions, and special assembly rooms will be considered as general show areas to be used for the movement and flow of the public and/or for their entertainment and convenience. No exhibitor will be permitted to use these areas for the display or distribution of products, services or their attendant literature.

Shipping Instructions Exhibitors are responsible for getting all personal displays and exhibit materials to and from the exhibit venue, by either own transportation or courier. Shipping methods will be the responsibility of each exhibitor. The exhibitor will ship, at his own risk and expense, all articles to be exhibited. Drayage (Materials Handling) can be organized through Showtime Event & Display. Drayage and shipping expenses are not included in the booth cost. Exhibitors are NOT permitted to ship items directly to Prospera Place, unless the exhibitor is present and able to sign for the items DURING EXHBITOR MOVE-IN ONLY. Any items shipped to Prospera Place outside of exhibitor move-in will be handled by Showtime Event & Display. Materials Handling rates will apply (see Showtime ordering forms). All exhibitor items MUST be removed from the venue during exhibitor move-out. Any materials left over will be removed at the exhibitor’s expense. Show management will not be responsible for any items left behind after the show. If you are unable to dismantle your booth during the allotted move-out time, you may hire Showtime Event & Display for dismantle labour and drayage.

Prospera Place Exhibitor Rules Tents: Tent set-ups are not permitted in Prospera Place. This is STRICKTLY enforced by the fire marshal, as it may block the sprinklers in the event of a fire.

Balloons: All balloon displays must be authorized by Show Management and Prospera Place. Helium balloons can NOT be given away. This is strictly enforced. Balloon Displays may only be provided by the exclusive balloon company to Prospera Place, The Tickle Truck. You can contact Hal at 250-868-8254.

Stickers: Stickers may NOT be given away at your booth.

Water/Moisture: Anything containing any amount of moisture MUST have plastic protective sheet under it (ie: dirt, bulk, mulch, large capacity water containers etc.). Any damage done to the flooring or the ice, beneath the flooring, will be the responsibility of the exhibitor.

Heating Elements/Open Flame Prospera Place and Show Management are to be made aware of any heating elements used in your booth. Open flame is generally not allowed in the building. You must give advance notice as to what you’d like to do so Show Management can have it approved by the fire marshal.

Miscellaneous The exhibitor expressly agrees to be bound by all terms, conditions, and specifications herein listed and by the rules and regulations established by Tall Cloud Productions Inc. from time to time thereafter modified, and expressly agree that this contract and such rules and regulations contain the entire agreement between the parties hereto and supersede any prior agreement.