Veils, Venues, Vows and More

Transcription

1 33rd Annual St. Andrews Woman s Club Bridal Showcase Contract Veils, Venues, Vows and More Sunday, February 23, 2014 The next St. Andrews Woman s Club Bridal Showcase will be bigger and better than ever with more new twists on the traditional show. Newly designed and strategically marketed, the 33rd Annual Bridal Showcase will attract the attention of brides across the state. Complete page 1 of the contract and submit with payment to reserve your exhibit space in the premier bridal show in the Midlands. Your participation will benefit three worthy non-profit organizations: SAWC is a 501(c)(3) Non-profit.

2 2014 St. Andrews Woman s Club Bridal Showcase Contract Exhibitor Contact: Margery West ; (c) mewest01@gmail.com Gail Elfert / (c) celfert@aol.com Complete and sign Contract page 1 (keep copy for your records) and send with payment to: St. Andrews Woman s Club Attn.: Margery West * To pay by credit card or PayPal go online to PO Box 3076 or on the DONATE button Irmo SC * Make Checks payable to: St. Andrews Woman s Club Business Name (for program & booth sign) Web site (OR) address *choose one (1) for program publication Type of Business to be presented Contact Information: Name (Owner/Manager/Contact): Business Phone: (printed in program) Mailing Address: City, State, Zip: Address: Emergency Ph.(after hours, not published): For Corporations, please provide (IF different from above) 1) Local. Contact name: 2) Local. phone: 3) Local. mailing address: 4) Local. address: (PRINT LEGIBLY) ITEM DESCRIPTION PRICE QTY AMOUNT New option: VENDOR SPONSORSHIP PACKAGE: includes 1 booth with firstchoice location; full page ad in program; named as Sponsor in all promotions/advertisements/publicity * EXHIBIT BOOTH FEE FASHION SHOW PARTICIPANT? Yes No ea. POSTERS? (Max. 2) FLYERS (Max. 5) (to be mailed to you for your use) Free X X SKIRTED & COVERED TABLES? (optional) 6ft 8ft ( indicate quantity ) ea. PROGRAM ADVERTISEMENTS? ⅛ pg, ¼ pg, ½ pg, full pg (optional) $25 $50 $100 $200 DOOR PRIZE DONATION? Yes No *($500 minimum value, see criteria in Guidelines) X X X (ADJUSTMENT/DISCOUNT IF APPROVED BY St. Andrews Woman s Club) X ( ) TOTAL AMOUNT NON-REFUNDABLE 50% MINIMUM (accepted until Jan. 25) DEPOSIT BALANCE DUE This contract is not valid without receipt of minimum 50% deposit. I agree to the terms and conditions of the contract detailed on Contract Pages 1, 2, and 3. Signature Date Office Use Only: Method of Payment Date Received: Check: Check Number: Name on Check: Credit Card: Type Name on Card: Cash: Amt. Received Balance Due Payment: Method of Payment Amt. Received Name on Ck Ck # (Contract Page 1 of 3)

3 St. Andrew s Woman s Club Bridal Showcase Vendor Contract 1) Vendor Agreements A. The Vendor agrees to abide by the rules and regulations of the South Carolina State Fairgrounds, and the Guidelines of the St. Andrew s Woman s Club Bridal Showcase. Vendor acknowledges receipt of the Guidelines. B. The Vendor agrees to market, sell, promote, and/or advertise its products and services only in the assigned exhibit space (10 x 10 space in the Cantey Building at the State Fairgrounds defined by black, 3 side curtains and 8 rear curtain or multiple of this space per contract agreement).. C. The Vendor agrees to complete construction and set-up of display according to the Fire Marshal s guidelines in the assigned exhibit space before 12:00 noon on the day of the event. D. The Vendor agrees to maintain the exhibit space from 12:00 noon until 5:00 p.m. on the day of the event and to remove all exhibit materials and equipment immediately following the close of the Showcase. E. The Vendor shall not share exhibit space with another Vendor unless given written permission by the St. Andrew s Woman s Club Bridal Showcase Chair. F. The Vendor shall submit payment of all participation fees in full prior to set-up of the exhibit space. G. The Vendor agrees to obtain, at its own expense, any applicable licenses or permits which are required for the operation of its trade or business for its participation in the St. Andrews Woman s Club Bridal Showcase. 2) St. Andrews Woman s Club Bridal Showcase Agreements The St. Andrews Woman s Club agrees to provide the following to the Vendor whose contract and payment have been accepted: A. 10 x 10 exhibit space in the Cantey Building at the State Fairgrounds or multiple of said exhibit space (example: 10 x 20 double space, 10 x 30 triple space, etc.) as per paid contract agreement B. Electricity outlet (Vendor should supply extension cords.) C. Bridal Registry to include brides names, addresses, phone numbers, and wedding date as provided on registration forms D. Vendor listing in Bridal Showcase Program E. Two (2) complimentary lunches per exhibit space prior to beginning of show F. Unskirted and uncovered 8 x 30 table(s) and folding chairs as needed G. Sign with Vendor business name for exhibit space H. Posters and flyers for Vendor s use and distribution prior to the event I. Multiple forms of publicity and advertisement of the event J. * For Vendors who purchase the Vendor Sponsorship Package, Vendor will be identified as a Sponsor in all publicity and advertising media upon condition that there is adequate time from the purchase of the Sponsorship Package to allow for identification in print materials and radio and television ads. K. * For Vendors who purchase the Vendor Sponsorship Package, Vendor will be given first choice of booth space. In the event there are multiple Vendors purchasing the Sponsorship Package, priority for booth request will be given to the earliest submitted contract. 3) Bridal Registry A. The St. Andrews Woman s Club will register attending brides and will provide a Registry on CD and/ or by in a timely fashion to each Vendor. The St. Andrews Woman s Club makes no representation as to the accuracy of the information provided during registration. B. The Vendor agrees that the Registry is for the exclusive use of the Vendor and shall not be sold to any other business for any reason. 4) Discretionary Clause A. The St. Andrews Woman s Club Bridal Showcase reserves the right, in its sole discretion, to refuse to allow any merchant to participate in the Showcase on the grounds of taste, fairness to other Vendors, competitiveness, or any other reason satisfactory to the Club. This decision will be made in the best interest of the St. Andrew s Woman s Club Bridal Showcase, other vendors, attendees of the Showcase and the South Carolina State Fairgrounds. (Contract Page 2 of 3)

4 B. That upon exercise of such right, the Club shall return the deposit paid herewith and shall have no liability to the Vendor whatsoever. C. The St. Andrew s Woman s Club Bridal Showcase reserves the right to change the layout of the show and/or relocate Vendors and exhibits as it finds necessary. D. The St. Andrew s Woman s Club Bridal Showcase has the right to modify or change the rules and regulations governing the St. Andrew s Woman s Club Bridal Showcase and the use of the South Carolina State Fairgrounds. 5) Liability and Insurance Should the Vendor desire to insure its own exhibit, personnel, display and materials from any damage whatsoever, the Vendor is responsible for obtaining said insurance at its own expense. 6) Indemnification The Vendor, its successors and assigns shall indemnify and hold St. Andrews Woman s Club, its members, successors and assigns harmless in all respects to claims, losses, liabilities, expenses, and damages incurred by and through its participation in the St. Andrews Woman s Club Bridal Showcase in connection with: (1) the breach or failure to perform any obligation, representation, covenant, or agreement of the Vendor contained in this agreement;(2) any claim brought by a third party in regard to any act performed by Vendor or its employees in the conduct of its business; (3) any claim brought by the Vendor s employee for personal injury or property damage from Vendor s participation the Showcase; (4) any claim in the event the facility in which the Bridal Showcase is to be held becomes unavailable through no fault or beyond the control of the St. Andrews Woman s Club. (Contract Page 3 of 3)

5 33rd Annual St. Andrews Woman s Club Bridal Showcase Vendor Guidelines NON-PROFIT STATUS The St. Andrews Woman s Club is a 501(c)(3) non-profit organization, and proceeds from the Bridal Showcase will benefit three non-profit organizations: (1) Canoeing for Kids; (2) Sharing God s Love; and (3) USO South Carolina. Vendors will receive a W-9 for tax purposes upon making full payment for participation in the Showcase. DATES TO REMEMBER January 25, Deadline to offer Door Prize donation (minimum $500 value) January 25, Deadline for contract to be postmarked with deposit (after this date full payment required) January 25, Deadline for fashion show participants to contact Fashion Show coordinators January 25, Deadline to provide program ads information if elected February 1, Invoices mailed or ed for all balances due February 22, Saturday 2:00 PM - 7:00 PM Set-up February 23, Sunday 8:00 AM - 11:00 AM Set-up 12:00 Noon - 5:00 PM Bridal Showcase 5:00 PM - 6:30 PM Break-down EXHIBIT SPACE LAYOUT REQUEST A general plan for exhibit space layout is on the last page of the Vendor Guidelines. Vendors are invited to print that page, indicate the area preferred for their exhibit space, and return it along with the signed contract and payment. Effort will be made to accommodate all requests, but keep in mind the end cap spaces and the outside walls are usually requested early; therefore, please indicate several options including inside exhibit space preferences. Requests will be considered on a first come first served basis. Assignments will be made the week before the Showcase by the SAWC Bridal Showcase Committee and will be based on date of request and necessary placement of similar type businesses/services. Exhibit space assignments will not be available for Vendors until check-in for the Showcase. Vendors who purchase the Vendor Sponsorship Package receive priority in the first come, first served booth requests. FASHION SHOW PARTICIPANTS All participants will be approved on a first come - first served basis for the fashion show by St. Andrews Woman s Club. In the 2014 Bridal Showcase there will be only one (1) fashion show. Vendors may procure professional models at their own expense. All guidelines for fashion show participants will be given when contacted by Fashion Show Committee. 1

6 POSTERS & FLYERS Advertising materials will be provided in December. On the contract each Vendor may request up to 2 posters and 5 flyers for display/distribution. You may print additional flyers from our website: or If you do not need/want the posters/flyers, leave the request line blank. SKIRTED TABLES Black skirted tables with white top cover can be provided for your exhibit space for an additional non-refundable fee of $25 each. Available sizes are 6 x 2 and 8 x 2, and they should be reserved on the contract. DOOR PRIZES If you wish to donate a door prize with a minimum value of $500 or more, indicate this on your contract. All door prize donors will be acknowledged in the programs given to each bride and announced when awarded after the fashion show. In order to be considered, prizes must have minimum one (1) year expiration from the date of the show and cannot be conditional upon any additional purchase. A limited number will be accepted, and all door prize offers must be received by January 25, A member of SAWC will contact you if your offer is accepted. PROGRAM ADVERTISEMENTS SAWC will make advertising space available in the Bridal Showcase program. Programs are a standard 8 ½ x11 stock paper size. Ads will be priced as follows: eighth (1/8) page = $25; quarter (1/4) page = $50; half (1/2) page = $100; and full page = $200. These prices are for ads with camera-ready art only. An art charge of $50 an hour will be billed to you directly by our IT Chair if you require design and layout of your ad. Please indicate on your contract if you want to purchase an ad, and a SAWC member will contact you. Deadline for placing ads is January 25. 2

7 33rd St. Andrews Woman s Club Bridal Showcase Cantey Building Layout Exhibitor Layout Request Form Attach Form to Exhibitor Contract with Deposit Mailed by January 25, 2014 Stage Business Name: Please Indicate Your Choices Below: 1st Choice: 2nd Choice: 3rd Choice: A15 A14 B12 C12 H12 J12 K14 A13 B11 C11 D11 E11 F11 G11 H11 J11 K13 A12 B10 C10 D10 E10 F10 G10 H10 J10 K12 A11 B9 C9 D9 E9 F9 G9 H9 J9 K11 A10 K10 A9 B8 B8 D8 E8 F8 G8 H8 J8 K9 A8 B7 C7 D7 E7 F7 G7 H7 J7 K8 A7 B6 C6 D6 E6 F6 G6 H6 J6 K7 A6 B5 C5 D5 E5 F5 G5 H5 J5 *door *A5 K6 A4 B4 C4 D4 E4 F4 G4 H4 J4 K5 A3 B3 C3 D3 E3 F3 G3 H3 J3 K4 A2 B2 C2 D2 E2 F2 G2 H2 J2 K3 A1 B1 C1 D1 E1 F1 G1 H1 J1 K2 K1 BB Registration Tables Building Entrance NOTE: This is the layout of last year's Showcase and may be different when finalized this year. Hints: 1) The outer walls and end-cap booths tend to be requested early. (*) indicates an outside door. 2) Please do not state all 3 choices in one section. 3) If requesting booth space adjacent to another exhibitor(s), the latest contract postmark date applies for determing booth location for all exhibitors requesting adjacent locations. SAWC Use: Date Postmarked