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Please read the following pages before filling out the vendor application.
1. Space
Booth Construction: Each booth will consist of a 10 ft. X 10 ft. space ( BOOTH SIZE IS APPROXIMATE), an eight (8) ft. high back section, and three (3) ft. high side drapes. The drapes are fitted to a pipe frame. Vendors using multiple spaces will have the three (3) ft. high side sections between their booths omitted, unless Christian Home Educators of Colorado (CHEC) is notified in advance. If a vendor has a preconstructed booth (not including wire display racks) that exceeds three (3) ft. in height on the sides, he must order eight (8) ft. side drapes to mask the display backside from neighbors or aisles at an additional cost of $20.00 per side. Any variances must be approved by the CHEC Vendor Committee. No exhibit is permitted to extend outside the designated booth area.
2. Assignment of Space
Assignment will be made by the Vendor Committee (on a priority basis determined by prior booth assignment and availability of space at the time contract and payment are received). CHEC reserves the right to alter location of vendors' booths as shown on the official floor plan if deemed advisable, in the best interest of the conference.
All new vendors must include a catalog or detailed description of their products or services with their application form. All returning vendors who have added to or changed their product line must include a detailed description of these changes and/or additions with their application form. All exhibits need to be acceptable to Christian home schooling parents and not conflict with Christian Home Educators of Colorado's statement of faith, position statement Concerning Creation, or position statement on Home Education (see last page of this Rules & Regulations document).
The Vendor Committee reserves the right to refuse any exhibit and all decisions made by the committee are final.
Only one representative per company will be allowed in the hall. As a general rule, the first vendor from that company to send in a paid application will be accepted. Individual book or product duplications are permitted (i.e., two bookstores carrying some of the same titles). The decision as to what would constitute an unacceptable duplication will be made by the Vendor Committee.
Vendors may not share booth space with any other company or organization, or display materials for another company or organization, without the written consent of the Vendor Committee. If requesting permission to share your space, please include adequate information about the second vendor.
3. Rules of Decorum
Vendors agree that no complaint or criticism will be made of other vendors, attendees, the conference, or Christian Home Educators of Colorado EXCEPT to the Vendor Chairman, the Conference Chairman, or the CHEC Board.
Vendor children must be accompanied by an adult at all times. Attendee's children are not allowed at the conference on Friday, so vendor children must be in the booth with supervision at all times. Children are not allowed to shop or walk around the Exhibit Hall without supervision.
Children found unsupervised throughout the facility will be returned to their parents with a verbal warning. After three verbal warnings from the Vendor Chairman the vendor will be asked to leave the conference. All children must be accompanied by an adult while visiting the vendor lounge.
Drawings for prizes are permitted. The drawing, however, must occur before the end of the conference. Announcements of prize winners will be written on a message board at the entrance to the exhibit hall. Any vendor harassment of attendees after the conference may lead to the banning of future prize drawings.
4. Refunds
Vendor cancellations of signed, paid contracts, on or before March 15, will receive a 75% refund of booth rental space and demonstration monies paid. After March 15, but before April 20, a 50% refund of booth rental and demonstration monies will be issued only if the vacated space is resold. 100% of monies paid for equipment and additional vendor badges will be refunded upon request anytime before May 31.
Cancellations of advertising space in the pre-conference issue news magazine or the conference program will receive a 75% refund if such request is received more than 10 days before the deadline. No refunds will be issued for requests received less than 10 days prior to the advertising deadline.
After May 31, no refunds will be issued for any reason.
5. Care of Exhibit
Aisles will be swept, but each vendor must keep his/her booth cleaned and exhibits manned and in good order. Waste baskets must be placed in the aisles at the end of each day for disposal. All exhibits must be ready for display by 4:45 pm Thursday and before the opening of the hall each day thereafter.
6. Damages
Vendors are liable for any damage caused to the building floors, walls, curtains, drapes, standard booth equipment, or to other vendors' property. Vendors must not apply any adhesive to the building floors, walls, or to standard booth equipment. Such action shall be considered irreparable damage and the vendor held liable. No vendor may attach anything to any part of the exhibit hall outside of his/her booth space. NO HELIUM FILLED BALLOONS are allowed at Denver Merchandise Mart.
7. Unoccupied space
If the vendor fails to occupy space for which they have contracted by the given check in time, or fails to comply in any other respect with the terms of this agreement, CHEC shall have the right to use such space in any manner without releasing vendor from paying the sum agreed upon in this contract.
8. Limitations
Distribution of printed matter, souvenirs, or other articles must be restricted to the space of the exhibit and must be literature, etc. from the company renting the booth. Literature from a company not renting booth space must be distributed via the hand out bags. Any part of the exhibit that is over 8 ft. height must have prior written approval for installation by CHEC. No individual or public address system or highly flammable material will be permitted. Music or audiovisual sound must not be audible more that 8 ft. from booth. Smoking is not permitted inside Denver Merchandise Mart. Live flames will not be allowed in the booths. Denver Merchandise Mart is the only licensee authorized by the State of Colorado to sell and serve food or beverages on the premises.
9. Furniture
Each booth comes equipped with one 8 foot draped and skirted table, two chairs, one waste basket and a sign. Additional unskirted and untopped tables may be ordered directly through Denver Merchandise Mart. Other furniture needs can be ordered through the decorator.
10. Signs
All vendors are required to have a professional, visible sign above their booths indicating the name of their company. Vendors may use the one provided with their booth or bring their own.
11. Exhibit Hours
Regular Exhibit Hall Hours: Thursday evening from 4:45pm to 8:00pm; Friday from 9:30am to 6:30pm, and Saturday from 9:30am to 5:30pm. ALL BOOTHS MUST BE MANNED THURSDAY, FRIDAY AND SATURDAY DURING THE HOURS THE EXHIBIT HALL IS OPEN. (As listed above) CHEC and the Denver Merchandise Mart assume no responsibility for contents of booth on premises.
12. Electrical Current and Lighting
Any electrical requirements must be ordered directly from Denver Merchandise Mart. (DMM provides the electrical service only. Vendors are required to bring 15'-25' extension cords. Lighting may be inadequate for your needs depending on your location. If this is important to you, order electricity and bring lights.
13. Shipping & Storage (drayage)
Denver Merchandise Mart will accept freight and ship freight out of the Mart at no charge to the vendor.
Shipping to the Denver Merchandise Mart:
Freight will be accepted 10 business days prior to the event, stored and locked on the Denver Merchandise Mart Dock. Freight delivered more than 10 business days before the conference may be refused.
Shipping label MUST include the following information:
Name (personnel on site to receive freight)
The Denver Merchandise Mart
451 E. 58th Avenue
Denver, CO 80216
Christian Home Educators of Colorado Conference
June 18-20, 2009
The Expo Building
Company name & booth #
Mart Dock Staff will deliver all freight to the building and booth the day of move-in.
Shipping out of the Mart:
In conclusion of the show; to ship freight out of the Mart:
All freight MUST be packed and ready to ship.
All freight MUST be labeled.
All freight MUST have shipping labels.
Shipping labels/Paper work MUST be completed.
Payment MUST be arranged (credit card, corporate account #, Pre-payment, etc.).
Exhibitor MUST notify their carrier for pick up from the Mart for the following Monday after the conference.
Exhibitor will leave all freight and paper work in the booth.
Mart Dock staff will come by the booth and pick up all freight and ship out of Mart Dock.
Incomplete freight shipments will not be shipped.
The Denver Merchandise Mart will not be responsible for incomplete freight shipments.
14. Installation/Dismantling
Vendors must install their exhibits at Denver Merchandise Mart between 8:00 am and 4:45 pm on Thursday, June 18, 2009 . Booths must be completely ready by 4:45 pm Thursday. (If it is more convenient for you to set up on Wednesday, please contact the vendor chairman).
Denver Merchandise Mart does not allow children under 10 years old in the complex during installation and dismantling.
The conference ends at 5:30 pm on Saturday. At that time vendors may remove items until 10:00 pm. No dismantling of exhibits or removing of product will be allowed prior to 5:30 pm on Saturday. Vendors who begin to dismantle their booths prior to 5:30 pm on Saturday forfeit their preferred status when applying for exhibit space the following year.
15. Compliance
The vendor agrees that his/her exhibit shall be admitted and shall remain from day to day solely in strict compliance with the rules herein laid down. CHEC reserves the right to reject, eject or prohibit any exhibit in whole or part, or any vendor or representatives, with or without giving cause. If cause is not given, liability shall not exceed the return to the vendor of the amount of rental unearned at the time of ejection. If an exhibit or vendor is ejected for violation of these rules or for any other stated reasons, no return of rental shall be made.
16. Liability
CHEC cannot guarantee vendors against loss or damage of any kind. Space is leased with the understanding that the vendors will hold CHEC harmless from any or all liabilities from any cause. CHEC shall not be responsible for any loss, damage or injury that may occur to the vendors, their employees or property from any cause whatsoever prior, during or subsequent to the period covered by the vendor contract. The vendor, on signing the contract, expressly releases CHEC from and agrees to indemnify same against any and all claims for such loss, damage or injury.
17. Eventualities
In case the Denver Merchandise Mart shall be partly or totally destroyed by fire, or the elements, or by any other cause, or in case any other circumstances shall make it impossible for the Management to permit the contracted space to be occupied by the vendor, then this lease shall be terminated and the vendor shall waive any claim for damages or compensation except the prorated return of the amount paid for space rented.
18. Objectionable Material
Vendors approved by the vendor committee are approved on a conditional basis. If objectionable material is found at any time prior to or during the conference, the vendor can be rejected or asked to pull the product.
19. Attire
This is a Christian conference. Please make sure that your clothing and that of your children, both during set-up and during the actual event, is modest. By this, we mean no tight clothing, midriff tops, mini skirts or bare shoulders. Casual business attire is appropriate during the conference. Knee length or longer hems are recommended for ladies. Thank you for your cooperation.
20. Designated Space
For consideration, CHEC agrees to provide the designated space to be used by the vendor signing this contract, for the purpose and during the time aforesaid. CHEC further agrees to the terms and conditions set forth in this contract.
21. Lease Space
We hereby agree to lease booth space, to be used for display and sales purposes at Christian Home Educators of Colorado's Christian Family Conference, Denver Merchandise Mart, Denver, Colorado, June 18-20, 2009.
We have read all rules and regulations of the show, as set forth in this contract; they are acceptable to us and we agree to comply with said rules and regulations, and we agree that our product and/or service will not offend the CHEC Statement of Faith, the Position Statement on Creation, or the Position Statement on Homeschooling.
Vendors approved by the vendor committee are approved on a conditional basis. If objectionable material is found at any time prior to or during the conference, the vendor can be rejected or asked to pull the product.
Vendors failing to submit final payment and all paperwork for their reserved booths by February 15 will have their space released to others on the waiting list, or if payment is received before booth space is re-sold, will be required to pay the full amount when reserving booth space for the next year's conference.
Note: You should print this page.
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