Terms and Conditions
Assignments will be made based on sponsorship level, space requirements, products to be exhibited, the date the application is received, and consideration of the overall best interest of the show. Exhibitors shall be arranged so that they will not obstruct the walkways of general view and will not obstruct the exhibits of others. All exhibit materials must fit within dimensions of space rented.
Exhibitor will keep exhibit open and staffed at all times during show hours beginning Saturday, April 5 at 9am through Sunday April 6 at 5pm. Exhibitor must be set up in the Expo by 9am and all vehicles removed from the exhibit area.
Zero Waste Event
The best way for us to achieve this is by reducing the amount of packaging you bring with you, please plan accordingly to minimize your waste. Filtered water will be provided at the festival, please bring your reusable water bottles to the event and leave the bottled water behind. Bottled water will not be available for sale at the event. Our operations will be powered by the sun. Carpooling and biking to the event will further diminish the festival’s impact on the planet, we thank you in advance for sharing the ride! Please no generators. If you need power for your exhibition please contact email@example.com.
An Exhibitor offering for sale any item that is subject to sales tax must obtain a seller’s permit from the State Board of Equalization. The application for a temporary seller’s permit is available at: boe.ca.gov/sutax/staxformsa.htm - use form BOE-400-SPA.
The permit number must be provided to Mountain Bikers of Santa Cruz (MBoSC),firstname.lastname@example.org
Product and Exhibits
Santa Cruz Mountain Bike Festival management reserves the rights to restrict the sale or display of any item deemed objectionable. If, for any reason, an exhibit or its contents are deemed objectionable, the exhibit, product, or item will be subject to removal. This reservation includes person, things, conduct, printed matter, or any item of a character which Management considers objectionable for health or safety reasons, due to conflict with sponsor or other agreements, or for any reason Management feels is not in the best interest of the event. Should such an eviction or restriction be enforced, Management will not be held liable for refunding rental fees or funds for exhibition rental, except at its own discretion. Management requests that exhibitors not hold their own raffles.
Electricity: Electricity will not be provided at the festival.
Water: Filtered water for drinking will be provided in the food vendor area.
The California Department of Alcoholic Beverage Control (ABC) strictly enforces the laws regarding alcohol consumption at special events, such as the Santa Cruz Mountain Bike Festival. The ABC uses a number of methods to prevent the problems associated with the unlawful purchase and consumption of alcoholic beverages by minors. These include the Minor Decoy Program, the Shoulder Tap Program, and Operation Trapdoor.
In accordance with our Special Event Use Permit and insurance policy, the BEER GARDEN is the sole vendor for alcoholic beverages at the Santa Cruz Mountain Bike Festival. For the safety and enjoyment of all who attend the festival, the following rules must be observed:
Alcohol is permitted only in the expo area and immediate grounds. Beer is NOT permitted within the bounds of the race courses or other athletic courses.
Beer may only be served, possessed, consumed, or purchased by individuals age twenty-one and up. A valid photo ID with physical description is required: Government issued photo ID, drivers license or military ID. Passports or temporary driver’s ID is not valid.
Inability to Perform
If Management should be prevented from holding the event, or if it cannot permit Exhibitors to occupy their reserved space due to circumstances beyond Management’s control, including but not limited to strike, civil disobedience, and acts of God (excluding weather—expo is open rain or shine), then Management will refund to Exhibitors the value of rental paid, less a proportionate share of exposition expenses. Management will have no further obligation or liability to Exhibitors.
Rules and Regulations
Management will have full power in the interpretation and enforcement of all rules contained herein to make such further rules and regulations, as it will consider necessary for the proper conduct of the Exhibitor areas.
All arrangements for shipments required by an Exhibitor for their space will be the sole responsibility of Exhibitor. Management will not be responsible for the delivery or receipt of any shipments.
Should any rented Exhibitor’s space remain vacant on the opening day, or should any space be forfeited due to failure to make payment, Management reserves the right to rent said space to any other Exhibitor or to use said space in any other manner; this clause will not be construed as affecting the obligation of Exhibitor to pay the full amount specified in this contract for space rental should Management not resell the space.
Subletting of Space
Exhibitor will not assign, sublet, or apportion the whole or any part of the space assigned or have representatives, equipment, or materials from firms other than their own in the exhibit space without written consent from Management.
All Exhibitors will leave the space as found and will clean up all construction materials they brought in. They will repair any damage caused by dismantling.
Fire, Safety, and Health Regulations
Exhibitor agrees to comply with local, city, and state laws, ordinances and regulations, and the regulations of the owner, with regard to fire, safety, health, and all other matters. All exhibit equipment and materials will be reasonably located within the space and protected by safety guards and devices where necessary. Exhibitor will take all necessary fire precautions.
Management will take reasonable precautions to safeguard Exhibitor’s property. On-site security will be provided overnight according to the schedule at the beginning of this document. Leaving any merchandise unattended in any area is not recommended. Management will not be liable for loss or damage to the property from theft, fire, accident, or any other cause beyond its control.
Exhibitor agrees to indemnify, protect, defend and save, and hold harmless Mountain Bikers of Santa Cruz its officers and volunteers; Santa Cruz Mountain Bike Festival and its organizers and volunteers; Barry Swenson Builders; or employees of the above from all claims, demands, damages, and liability of whatsoever kind or character, asserted by any person or persons on account of: damage to property or the leased premises arising out of the use of the leased premises by Exhibitor or the negligence or willful misconduct of an Exhibitor or its agents, employees, or invitees, or a breach of this contract by Exhibitor or its agents, employees, or invitees. Exhibitor, by agreeing to this liability exclusion, expressly releases the aforementioned from all claims for loss, damage, or injury.
Requirements for Bike Demos
Mountain Bikers of Santa Cruz (MBoSC) need to be added as additional insured on your policies. Generally, this should come as no cost to your policy but it does represent an addition step. Requisite info:
Additional Insured: Mountain Bikers of Santa Cruz
Address: PO Box 331, Santa Cruz, CA 95061 (if location is necessary: 115 Baja Sol Drive, Scotts Valley, CA 95066)
Endorsement: Mountain Bikers of Santa Cruz (MBoSC), their respective administrators, directors, agents, volunteers and employees are added as an additional insured as respects the operations and activities of, or on behalf of, the named insured, during the term of the Santa Cruz Mountain Bike Festival, April 5 and 6, 2014.
General Liability limits: $1million per occurrence/$2million aggregate
Waivers: Since the demo bikes will be ridden on our courses/race events, all riders need to sign MBoSC’s release & media waiver too. Waivers will be provided by MBoSC.
The Santa Cruz Mountain Bike Festival reserves the right to change the layout of the Expo and Festival area or to move an Exhibitor participant to another location prior to or during the event for any or no reason.