«MTHEA Nashville 2016 Curriculum Fair May 12-14, 2016 at The Fairgrounds Nashville Fair Schedule Thursday, May 12 10:00 a.m. – 6:00 p.m. Exhibitors ...»
MTHEA Nashville 2016 Curriculum Fair
May 12-14, 2016 at The Fairgrounds Nashville
Thursday, May 12
10:00 a.m. – 6:00 p.m. Exhibitors set up
Friday, May 13
7:30a.m. (Doors open for Exhibitors)
9:00 a.m. – 8:00 p.m. Exhibits open
Saturday, May 14
8:00 a.m. (Doors open for Exhibitors)
9:00 a.m. – 3:00 p.m. Exhibits open
3:00 p.m. – 6:00 p.m. Exhibitors break down
Booths are reserved for a fee of:
$245 per booth if received by Dec. 1, 2015 $295 per booth if received after Dec. 1, 2015 Each 10’ x 9’ booth will consist of pipe and drape, a 6’ or 8’ skirted & clothed table, 2 metal chairs. Booth placement will be at the discretion of the Curriculum Fair Director. Electricity is available for an additional fee. No exhibit is to extend outside this designated booth area. If you will require more tables, more chairs, or electricity, you may arrange for these at the time you apply for the booth space. Requests made upon site will be charged the facility rate. You may choose to bring your own tables, chairs, cloths, displays, etc. for your booth at no additional fee.
Early Bird Returning Vendor Discount (New this year!) If you are a returning vendor and we receive your completed paperwork by Dec. 1st, 2015, you qualify for an additional 10% off your booth rental fee. This does not apply to the electricity, or additional equipment you may need.
Advertising space is available on our website, Curriculum Fair Program, and our bi-monthly publication Jonathan’s Arrow. Please e-mail email@example.com for details.
1 Speaker and Exhibitor Workshops may be scheduled. You will need to bring equipment (i.e., overheads, projection screens, dry-erase boards, etc.). You may schedule as many workshops as you desire; however, MTHEA reserves the right to limit workshops in the best interest of the Fair. Workshops will be scheduled for 50 minutes. Please include on your application a one-paragraph description of your workshop(s). These must be completed to reserve your workshop time.
Cottage Industries may receive a 15% discount on the above fees. A Cottage Industry must meet any three of these five criteria to receive a discount.
1. Gross less than $15,000 per year.
2. Only family members work for your company.
3. The business has been operating less than three years.
4. The business must be located in the home.
5. It must be a part-time business (more than 75% of your income comes from another source.) Applications and Contracts Applications, signed contracts, and checks must be received before the contract is valid. Please make a copy of the application and contract for your own records and return to us the originals.
Consider the cancellation of your check as confirmation your contract has been received (we will be depositing those immediately. No holding of checks will be permitted). We will also send confirmation via e-mail or phone. We will be contacting you via e-mail or phone regarding final instructions approximately one month prior to the curriculum fair.
Children Exhibitor’s children must be adequately supervised at all times. Young children left wandering unsupervised throughout the facility will be returned to their parents’ booth should problems arise. We are aware that many exhibitors are family businesses and, as homeschoolers ourselves, have a heart for children; but we will have to require you to faithfully adhere to this policy regarding young children. Disregarding this policy may forfeit your Preferred-Exhibitor status in applying for booth space for the following year.
Refund Policy Exhibitor cancellations of signed, paid contracts received on or before Dec. 1, 2015, will be refunded 75% of booth rental space. After Dec. 1, 2015, but before Feb. 1, 2016, exhibitor cancellation of signed, paid contracts will be refunded 50% of booth rental space. No refunds will be given on or after Feb. 1, 2016. No refunds will be given for advertisements 2 Product Bags Plastic bags of fliers, catalogs, and brochures will be handed out to attendees as they arrive at the curriculum fair each day. These bags represent an excellent opportunity for you to get your advertising right into the hands of interested homeschoolers. We have contracted with Great
Stuff to handle all of our handouts in 2016. Please contact them at:
Great Stuff Convention Bags P.O. Box 7271 Newark DE 19714 Phone & Fax: (302) 737-3673 E-mail: firstname.lastname@example.org Web: www.greatstuffconventionbags.com Licensing and Taxes All exhibitors are responsible for their own licensing and the collection and payment of taxes on all sales. The sales tax for Tennessee is 9.25%. The sales tax representatives WILL bring the Tennessee Tax Reporting Form to the event and MAY request ALL FORMS and payment at the conclusion of the curriculum fair, even if no sales occurred. If payment is not collected at the curriculum fair, the Tennessee Department of Revenue expects payment within 10 business days. Failure to report sales tax collected will result in being contacted by the Tennessee Department of Revenue.
The sales tax code for the State of Tennessee pre-dates the modern homeschooling movement, so the question as to what is taxable and what is not is confusing. Please do your own research and get your answers from the Tennessee Department of Revenue in writing. FYI: an out-ofstate exhibitor has learned about something called the “Girl Scout Cookie Law,” which allows an out-of-state exhibitor to sell product for two events without having to collect sales tax.
.Hotel Accomodations and Directions The Fairgrounds Nashville is located in the Tennessee State Fairground’s property, just off Ijust south of downtown Nashville. If you get lost, call Kelly at 615-545-9283. See our website (www.mthea.org) for a list of hotels. See The Fairgrounds Nashville website (http://www.thefairgrounds.com/facility/propertymaps.asp) for maps. Let us know if there is any other Nashville information we can get for you.
Pre-shipment of Product Product may be pre-shipped. Please contact Steve Burton at email@example.com or 615to make arrangements.
Please also contact MTHEA at firstname.lastname@example.org to let us know about your return product arrangements. MTHEA (as per your contract agreement) does not assume responsibility for product at the facility; we just want to know if you purposely left product behind for shipment.
3Rules and Regulations
1. Space No exhibit is permitted to extend outside the designated booth area. Assignment of booth space will be made by the Curriculum Fair Director on a priority basis determined by availability of space at the time the signed contract and payment are received. Booth locations may be requested and will be accommodated if possible at the time the signed contract and payment are received.
MTHEA reserves the right to alter location of exhibitor’s booths in the best interest of the show. MTHEA reserves the right to refuse any exhibit. All decisions made by the Curriculum Fair Director are final.
Only one representative exhibitor will be allowed in the hall. As a general rule, the first exhibitor to send in an application, signed contract, and payment will be accepted unless the supplier chooses to select his own representative. Individual book or product duplications are permitted (i.e., two booths carrying some of the same titles). The MTHEA Fair Director will make the decision as to what constitutes an unacceptable duplication.
All exhibits and exhibitors need to be acceptable to Christian homeschooling parents and are subject to approval by the MTHEA Board.
Exhibitors may not share booth space with any other company or organization without permission from the Curriculum Fair Director. Neither should exhibitors display materials for another company or organization without the consent of the Curriculum Fair Director. If requesting permission to share your space, please include adequate information about the second exhibitor.
2. Rules of Decorum Exhibitors agree that no criticism will be made of other exhibitors, the attendees, the Curriculum Fair, or MTHEA, EXCEPT to the Curriculum Fair Director or the MTHEA Board Members. Failure to heed this rule may result in the exhibitor no longer being invited to our event. Do not let any unwholesome talk come out of your mouths, but only what is helpful for building others up according to their needs, that it may benefit those who listen. Ephesians 4:29
3. Care of Exhibit Each exhibitor must keep his/her booth clean and exhibits manned in good order.
Trash receptacles are not available and must be provided by the exhibitor. All exhibits must be ready for display by 8:45 a.m. both days of the Curriculum Fair.
4. Damages Exhibitors are liable for any damage caused to the building floors, walls, other exhibitor’s property, or to standard booth equipment. Exhibitors must not apply any adhesive to the building floors, walls, or to standard booth equipment. Such action shall be considered irreparable damage, and the exhibitor will be held liable. No exhibitor may attach anything to any part of the exhibit hall outside his or her booth space. Heliumfilled balloons may be attached to the exhibitor’s own booth, but the exhibitor is responsible for any loose balloons not removed from the facility at the close of the curriculum fair. No helium-filled balloons are permitted to be given to attendees.
5. Unoccupied Space If the exhibitor fails to occupy space contracted for by 6:00 p.m. Thursday, May 12, 2016 and fails to notify MTHEA of a delay in arrival, or fails to comply in any respect with the terms of this agreement, MTHEA shall have the right to use such space in any manner without releasing exhibitor from paying the sum agreed upon in this contract. Contact us regarding an emergency or a delay to our event at phone (615) 210Limitations Distribution of printed matter, souvenirs, or other articles must be restricted to the space of the exhibit. Any part of the exhibit that is over 8 ft. high must have prior approval for installation by the Curriculum Fair Director. No individual public address system or highly flammable material will be permitted. Music or audiovisual sound must not be audible more than eight feet from the exhibitor’s booth. Smoking is not permitted inside The Fairgrounds Nashville. Live flames will not be allowed in the exhibitor’s booth.
7. Exhibits must be manned during MTHEA Curriculum Fair hours.
Failure to comply with manning your exhibit may result in the forfeiting of your Preferred-Exhibitor status when applying for exhibit space the following year. Exceptions may be addressed to the Curriculum Fair Director.
8. Installation / Dismantling Exhibitors must set up their exhibits at the designated times. Booths must be completely ready by 8:45 a.m., Friday, May 13, 2016. The curriculum fair ends at 3:00 p.m., Saturday, May 14, 2016. Dismantling of booths may begin then, not before unless exhibitor has prior permission from MTHEA. Exhibitors who begin to dismantle their booths prior to 3:00 p.m. may forfeit their Preferred-Exhibitor status when applying for exhibit space the following year. Exceptions may be addressed to the Curriculum Fair Director.
9. Compliance The exhibitor 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. MTHEA reserves the right to reject, eject, or prohibit any exhibit in whole or part, or any exhibitor or representatives, with or without giving cause. If cause is not given, liability shall not exceed the return to the exhibitor of the amount of rental unearned at the time of the rejection. If an exhibit or exhibitor is ejected for violation of these rules or for any other stated reasons, no return of rental shall be made.
10. Liability MTHEA cannot guarantee exhibitors against loss or damage of any kind. Space is leased with the understanding that the exhibitors will hold MTHEA harmless from any or all liabilities from any cause. MTHEA shall not be responsible for any loss, damage, or injury that may occur to the exhibitors, their employees or children, or property from any cause whatsoever prior, during, or subsequent to the period covered by the exhibitor contract and the exhibitor on signing the contract expressly releases MTHEA from and agrees to indemnify same against any and all claims for such loss or injury.
11. Eventualities In case The Fairgrounds Nashville shall be partly or totally destroyed by fire, flood, 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 exhibitor, then this lease shall be terminated and the exhibitor shall waive any claim for damages or compensations except the pro-rate return of the amount paid for space rented.
12. Curriculum The curriculum displayed must all be new curriculum or vintage books. There is to be no used curriculum.
Booth(s) Assignment __________________________________________________________
Exhibitor Database Exhibitors 2016 Curriculum Fair Equipment Order 2016 Curriculum Fair Program 2016 Workshop Schedule 2016 Workshop Descriptions 2016 E-mail Confirmation Sent (Date __________________)
EXHIBITOR APPLICATION FORMIf you are applying for booth space for the first time for our event, please include a catalog or brochure about your company when submitting your application.
Company Name: ____________________________________________________
Contact Name(s) regarding Curriculum Fair: ________________________________________
Curriculum Fair Contact Phone: _____________________________________________
Curriculum Fair Contact E-mail: _____________________________________________