This Agreement between Applicant (“Exhibitor”) and the Expo Jamaica Secretariat shall constitute a valid and binding contract. Show Management reserves the right to render all interpretations and to establish further regulations as it may deem necessary for the general success of the event. It is further agreed that regarding the conditions, rules and regulations, as herein stated in this contract the Exhibitor agrees to be bound by each and every one thereof.
2. PAYMENT TERMS
Contracts must be signed by the authorized signatories and returned to the Expo Secretariat as follows:
2.1 PAYMENT POLICY
• 25% deposit is due no later than December 14, 2017.
• 2nd 25% deposit is due no later than January 15, 2018.
• Final 50% payment is due no later than February 15, 2018.
2.2 EARLY BIRD SPECIALS
• Full payment received before December 29, 2017, will receive a 10% discount.
• Full payment received on or before January 15, 2018, will receive a 5% discount.
2.3 LATE PENALTY
• Final payment received after February 28, 2018, will attract a 10% additional charge on the balance outstanding.
• If final payment is not received by March 14, 2018, the Exhibitor is liable to forfeit their deposit and the booth will be reassigned.
2.4 CANCELLATION POLICY
Once a contract has been signed and accepted by the Expo Jamaica Secretariat, the following cancellation policy applies:
• The Exhibitor is liable to forfeit any deposit if cancellation is made in writing before January 12, 2018, unless the booth is reassigned.
• If the cancellation occurs after January 12, 2018, the Exhibitor is liable to forfeit any deposit already made.
3. SCOPE OF EXHIBITS
3.1. Products/services must be manufactured/produced within Jamaica. If there is any doubt, this should be cleared with the Expo Secretariat in writing. Any product or service that does not meet the requirements will be removed.
3.2. Exhibitors using any excessive amount of appliances or electrical gadgets, as determined by the Expo Secretariat will be charged a fee according to the items for additional electricity.
3.3. Exhibits shall be limited to the items that the Exhibitor produces in Jamaica. The following items shall not be allowed:
• Weapons, guns’ inflammables, explosives, poisons, radioactive material/products or contrabands.
• Items that may infringe on the patent or design rights of other products.
3.4. Exhibitors are required to keep their area clean. In the case where products are being sampled, adequate garbage bins should be provided by the Exhibitor.
4. USE OF SPACE
4.1 Show Management reserves the right to decline, prohibit or expel an exhibit which, in its sole judgment, is out of keeping with the character of the Event, this reservation being all inclusive as to persons, things, printed matter, product, conduct, sound level, etc.
4.2 Exhibit or product may not extend into any aisle.
4.3 Exhibitor shall not arrange its exhibit so as to obscure or prejudice adjacent Exhibitors.
4.4 Exhibitor shall not assign or sublet any part of its assigned space(s) without the written consent of Show Management.
4.5 Exhibitor will keep its booth(s) open and staffed at all times during Event hours.
4.6 The Expo Secretariat reserves the right to allocate booth space(s). Locations cannot be changed or transferred without the permission of the Expo Secretariat.
4.7 Subject to availability, Exhibitors will not be allowed to request more than three (3) booth spaces.
4.8 Sounds of any kind [e.g. musicians, entertainers, loud speakers and sound system equipment] must not be projected outside the confines of the Exhibitor’s booth and must be conducted and arranged so that noise resulting from demonstration or promotion does not annoy or disturb other exhibitors and their patrons, nor cause aisles to be blocked. Show Management shall be the sole judge of what constitutes appropriate sound levels and determine at what point a disruption or sound level constitutes interference and must be discontinued.
5. BOOTHS (construction/dismantling)
5.1 Raw wood, cardboard, electrical wiring or similar materials for booths must be covered or painted if they are visible to adjacent/upper floor booths.
5.2 Management reserves the right to have these areas covered at Exhibitor's expense, if necessary.
5.3 Booth construction must conform to the size specified 10 ft x 10 ft or multiples thereof and no higher than 9 ft. Any variations are to be approved by the Expo Committee no later than February 28, 2018. The Expo Secretariat reserves the right to reject any booth if considered unsafe or otherwise hazardous to the public.
5.4 Provision is only available for the use of running water for booths located on the ground floor at the north side. Exhibitors requiring this facility should advise the Expo Secretariat accordingly. There are limited numbers of booth spaces in this area.
5.5 Exhibitors are not allowed to erect any signs or banners outside their allotted area.
5.6 Booth construction costs will be the responsibility of the Exhibitor.
5.7 Booths must be constructed by 12:00 midnight on April 18, 2018, and disassembled and reclaimed by the Exhibitor on April 23, 2018. Construction will start at noon April 16, 2018. Only fully paid Exhibitors will be issued construction passes prior to April 16, 2018.
5.8 During construction all materials are to be kept in the confines of your area and must not impede other exhibitors space or walkways.
5.9 If booth construction is not completed at the time specified, the Expo Secretariat reserves the right to stop further construction and or evict the Exhibitor.
6.1 Each Exhibitor will be provided with non-transferable exhibitor wristbands and VIP passes for each booth space. Booth representatives must wear wristbands at all times.
6.2 Wristbands that are not affixed appropriately will be removed and persons denied entry. Additional wristbands may be purchased at the following cost:
• V.I.P. - $1,500.00 each
• Exhibitor - $700.00 each
The VIP band allows entry to the show for all four (4) days of the Exposition and access to the VIP Room on Saturday and Sunday, April 21 and 22, respectively.
The exhibitor wristband allows for entry to the show for all four (4) days of the Exposition and does not allow entry to the VIP room.
6.3 Exhibitor wristbands are for the exclusive use of the company personnel. Misuse of bands will result in confiscation by Security.
7. OPENING HOURS AND SCHEDULE OF EVENTS:
7.1 Expo Jamaica will be open as follows:
||Thursday, April 19
Friday, April 20
|10:00a.m. - 5:00p.m
10:00a.m. - 5:00p.m
||Friday, April 20
Saturday, April 21
Sunday, April 22
|5:00 p.m. - 10:00p.m
10:00 a.m. -10:00p.m
10:00 a.m. -10:00p.m
||Thursday, April 19
(National Indoor Sports Centre)
|5:30p.m. - 6:30p.m
|To The World Platform
||Saturday, April 21
Sunday, April 22
|10:00 a.m. - 10:00p.m
10:00 a.m. - 10:00p.m
||Thursday, April 19
to Saturday, April 21
|Booth Awards Competition
||Thursday, April 19
to Saturday, April 21
7.2 The Expo Secretariat reserves the right to change these times.
8.1. Booths must be adequately manned at all times during the opening hours of the Exhibition.
8.2. A private firm will provide twenty-four (24) hour security for the duration of the show. Radio contact will be maintained between the show officials and the security management team.
8.3. Exhibitors are responsible for the security of their items during the construction and exhibition period. Security will be on location from the closing hour to the opening hours of the show each day from Thursday, April 19 to Sunday, April 22.
8.4. Security personnel will patrol all the designated parking areas at the exhibition site.
8.5. At the end of the exhibition each day, the security procedures will be as follows:
• Public cleared from the exhibition hall.
• One Exhibitor from each booth remains behind.
• Systematic clearance sweep of the entire exhibition hall conducted by security personnel
• Remaining Exhibitors and security personnel vacate the hall together.
• Hall secured and all keys handed over to the Show Manager.
8.6. Security patrols posted outside and around the exhibition hall every night for the entire night.
8.7. At 8:00 a.m. each morning, the exhibition hall will be re-opened. Exhibitors are to ensure that at least one representative is present at 8:00 a.m. to secure their booth(s).
8.8. After the show on the final night, Sunday, April 22, the exhibition hall will be secured in the normal fashion. In order to maintain full control, Exhibitors WILL NOT be allowed to dismantle or remove any goods, furniture or equipment from the exhibition hall. Hence, the following will be done:
• A systematic clearance sweep of the entire exhibition hall will be conducted by security personnel.
• Remaining Exhibitors and security personnel will vacate the hall together.
• The hall will be secured and all the keys handed over to the Show Manager.
• Security patrols will be posted outside and around the exhibition hall every night for the entire event.
9. FIRE PREVENTION
9.1 Exhibitors are allowed to cook, however, without devises requiring open flames.
9.2 Members of the Fire Service are likely to visit the exhibition to ensure that those Exhibitors engaged in such activities have the appropriate fire prevention equipment.
10. RETAIL SALES
10.1 Exhibitors are permitted to sell any or all items on display within the designated hours of the show.
10.2 However, large items such as furniture, should not be removed from the exhibition site before the dismantling period. Booth displays must at no time be compromised through the selling and removal of items (large or small).
10.3 For security purposes, Exhibitors are reminded that items sold to patrons should be affixed with adhesive stickers marked “SOLD”.
11. EXPO MAGAZINE
An Expo Magazine will be distributed to both local and overseas buyers as well as Exhibitors.
11.2 The company information provided above will be included in the Magazine.
11.3 Exhibitors which would like to advertise in the Expo Magazine must confirm by January 31, 2018, and submit the ad in an appropriate format. Additional information including the cost for advertising will be provided at a later date.
12. TO THE WORLD PLATFORM
12.1 Exhibitors will be provided with the opportunity to
do product demonstrations or presentations on
the “To the World Platform” which will be
allocated in the National Arena at an additional cost.
12.2 Additional information and separate forms will be
provided to confirm your participation.
13.1 Exhibitors are not allowed to damage or deface the facility in any way. Exhibitor shall be fully responsible to pay for any and all damages to property.
13.2 Caustic or staining fluids/materials must not be used where they may damage the floor coverings.
13.3 Packing, unpacking and assembly of exhibits shall be done only in designated areas and in conformity with the directions of the Show Management, as applicable.
13.4No materials may be pasted or glued to the floor or walls of the Arena unless specifically approved in
advanced by the Expo Secretariat.
14. EXHIBITOR COMPLIANCE
14.1 Exhibitor shall be bound by all applicable and pertinent laws, codes and regulations of the Office of Disaster Preparedness and Emergency Management (ODPEM), Jamaica Fire Brigade and the Parish Council or any other authorities having jurisdiction over the facility or the conducting of such expositions, together with the rules and regulations of the owners and/or operators of the facility in which the Event is held.
14.2 Exhibitors are required to complete and submit to the Secretariat an evaluation form to assist Expo Jamaica in its assessment process.
15. AVAILABLE SERVICES
15.1 On behalf of the Exhibitors, the Show Management has designated official exhibition contractors to provide the following services: telephone, electrical and plumbing. Arrangements for these services and payments are to be made between Exhibitors and the official exhibition contractors.
15.2 The following basic services will be provided: A 110 volt 50 cycle single-phase electricity terminal outlet will be provided to each booth (no plug or sockets will be provided), a general first aid station, fire safety, garbage disposal, information booth, daily cleaning of common areas and adequate security.
16. INDEMNITY AND LIMITATIONS OF LIABILITY
16.1 Expo Jamaica will ensure public liability for all common areas for the set-up, through the duration and dismantling of the show.
16.2 The Exhibitor assumes all responsibility for any and all loss, theft or damage to Exhibitors display equipment and other property while on the premises of the National Arena.
16.3 It is the Exhibitors responsibility to maintain proper insurance coverage for its property and liability.
17. JMA/JEA MEMBERS RATE
In order to receive the JMA/JEA member rate for exhibit space, membership dues must be paid up in full with both Associations.
Members which have been expelled from the JMA or JEA are prohibited.
18. RULES AND REGULATIONS
Exhibitor will comply with all rules and regulations issued by Show Management as amended from time to time.
This contract only applies to booths located in the National Arena.
I have read this Application and Contract and understand that it will become a binding contract upon the acceptance by the Expo Jamaica Secretariat and is subject to the basic terms and conditions stated on the reverse side hereof as well as the rules and regulations which are incorporated herein and made a part of this Application and Contract.