Exhibitor Rules and Guidelines

Guidelines

These guidelines are suggestions to help the show maintain a level of professionalism for our craft. Failure to comply can result in forfeiture of ability to exhibit in future shows.

  1. Frame builders must meet the minimum criteria for approval to exhibit. Must have been a frame builder for a minimum of 2 years. Must have built a minimum of 50 frames. Must carry current product liability insurance.
  2. NO alcohol is allowed in the expo hall without approval from NAHBS and the designated Foodservice Contractor.
  3. NO “COAT TAILING.” Please read this carefully. It is in the contract; it is not negotiable. Violators will be given the opportunity of removing offending bicycles from the show hall. If this opportunity is not taken within 30 minutes of a written notice, said violators will be ejected from the show without refund. FRAME BUILDERS: DISPLAY ONLY WHAT YOU HAVE BUILT IN YOUR WORKSHOP. No bicycles are permitted in any frame builder’s booth other than those built by the exhibitor, and if branded, bearing the exhibitor’s brand.  No sub-contracted bicycles are permitted. Not even those by a current-year NAHBS exhibitor.  No racing team bicycles, except those made by a current-year exhibitor which may be displayed in that exhibitor’s booth.    COMPONENT COMPANIES Only current-year exhibitor bicycles may be displayed anywhere at the show.    ALL OTHER EXHIBITORS Only current-year exhibitor bicycles may be displayed anywhere at the show.    SECONDARY DISPLAY BICYCLES DEFINITION:  A secondary display bicycle is one that is made by an entity other than the booth-holder.   Secondary display bicycles may be used in non-frame builder booths, such as component companies, accessory companies, clothing companies, media companies, etc.   All secondary display bicycles must be made by a current-year NAHBS exhibitor. They may not be made by any non-exhibitor.
  4. NO “BACKPACKING.” You MUST have a booth to exhibit a frame/bicycle or product in the show. Exhibitors and attendees are prohibited from carrying around one of their frames or products to generate interest. Be on the lookout for builders or others, who did not purchase a booth, they are not allowed in the show attempting to generate interest or business.
  5. You are responsible for your booth and its security. While we have hired a private security team to patrol the expo hall when we are not there, you MUST lock/store your booth and personalbelongings. Don Walker/NAHBS is NOT responsible for any lost, damaged or stolen items. Please refer to contract for further details.
  1. General Liability insurance must be provided by the exhibitor prior to show opening. There are NO exceptions.
  2. Exhibitors must keep their sales confined to their exhibit space. Exhibitor representatives wearing distinctive costume, displaying or carrying signage or as part of their apparel must remain in their exhibit space.
  3. No bicycle riding or test rides in the hall during show hours. No bicycles can be removed from the show hall during show hours except by the photographer.
  4. All requests for any exhibitor events, activities and hospitality suites must first be approved by NAHBS. Events include: seminars, sessions or receptions conducted at one of the NAHBS contracted properties or off-property during any NAHBS scheduled activity. Exhibitors requesting a suite should notify NAHBS if it will be used for hospitality. Industry-related events, entertainment and hospitality activities may not overlap with NAHBS Conference program events. Each exhibitor will agree to observe the above policy as a condition of exhibiting. Any event or other form of planned presentation that is scheduled, other than those approved by NAHBS, will be regarded as an exhibit contract violation. Non-exhibiting suppliers will not be permitted to host events or hospitality functions at any NAHBS contracted hotels or at any other facility or location. If a non-exhibiting supplier violates this policy, the supplier risks being excluded from NAHBS in the future.
  5. The exhibit must be staffed during all open hours. Packing or removal of equipment, materials, etc. will not be permitted during official show hours.
  6. Exhibitors are prohibited to run programs or marketing in direct conflict with NAHBS programs, such as awards, booth events without prior approval from NAHBS Exhibitors will not be permitted to use loud noises such as video presentations with high volume, bells, sirens and buzzers, dart games or other activities that may extend into the aisles or other exhibitors space.

2014 NAHBS Official Rules and Regulations

TERMS AND CONDITIONS

1) Exhibitors Covenants a) The Exhibitor agrees to (ii) obey all laws, by-laws, ordinances and regulations governing use of the facility and operation of the Expo, (iii) abide by the rules and regulations of the city, fire and police departments and any other government or regulatory body having authority to regulate the facility and the Expo, and (iiii) obey all laws, including those pertainng to health and safety, consumer protection and protection of visitors of the Expo. b) The Exhibitor agrees to abide by all rules and regulations governing the Expo established from time to time by the North American Handmade Bicycle Show, including rules regulations set forth in the Exhibitor Manual. c) The Exhibitor agrees to observe, to the extent applicable, all union contracts and labor relations agreements in force (ii) between North American Handmade Bicycle Show and contractors providing services to the facility, and (iii) governing companies operation in the facility in which the Expo is taking place. d) The Exhibitor agrees to obtain, at its own expense, any licenses or permits which are required for the operation of its business during the term of the Expo and to pay all taxes, including all applicable sales taxes, of any nature or kind that may be levied against it as a result of the operation of its trade or business in its contracted space. e) The Exhibitor agrees not to conduct or be associated with any promotional contests held at or in connection with the Expo unless (ii) the Exhibitor satisfies the North American Handmade Bicycle Show that the contest is being operated in accordance with applicable law; and (iii) the prior written consent of the North American Handmade Bicycle Show is obtained. f) The playing, performing, reproduction, broadcasting or other use at the Expo of any music, materials, devices, processes and dramatic rights (the Work) that is the subject of any third party, copyright, trademark, industrial design, patent or any other intellectual property right, by the Exhibitor or its agents, representatives or employees is prohibited without the express written consent of the North American Handmade Bicycle Show in advance.  The Exhibitor agrees to indemnify and save harmless the North American Handmade Bicycle Show and the facility (and their respective officers, directors, insurers, agents, representatives and those for whom the Exhibitor is responsible in law) against any and all claims, losses liabilities and damages (including legal fees and expenses) cost and changes arising from or as a result of any unauthorized use of any Work by the Exhibitor, its agents, representatives, employees and those for the exhibitor is responsible in law. g) The Exhibitor agrees to occupy the contracted exhibit space during Expo hours and to sell, promote or advertise only the products and services described in his license agreement.

2) North American Handmade Bicycle Show rights a) North American Handmade Bicycle Show reserves the right, in its sole and unfettered discretion to: (ii) determine the eligibility of Exhibitors and exhibits for the Expo, (iii) reject or prohibit exhibits or Exhibitors which the North American Handmade Bicycle Show considers objectionable, inappropriate, disruptive or offensive to the North American Handmade Bicycle Show, other Exhibitors or Expo attendees; (iiii) change or modify the layout of the Expo and / or relocate exhibits or Exhibitors: (iiv) cancel, in whole or in part, the Expo due to an event or force majeure; or (vv) change the date, location and duration of the Expo; without any liability to the North American Handmade Bicycle Show. b) The North American Handmade Bicycle Show shall have the right to establish and amend or modify any regulations governing use of the facility and the Expo.

3) Assignment and subletting The Exhibitor shall not assign any rights or sublet space under this license agreement without the prior written permission of the North American Handmade Bicycle Show, which may be withheld in the North American Handmade Bicycle Show’s sole discretion.

4) Indemnification The Exhibitor agrees to indemnify and hold harmless the North American Handmade Bicycle Show, the facility, their respective officers, directors, agents, representatives and employees, against all claims, losses, liability, damages (including legal fees and expenses), costs and charges of every kind resulting from (ii) its occupancy of the exhibit space and/or its environs, (iii) the use of equipment or devices furnished to or used by the Exhibitor or other persons in connection with the Expo, and (iiii) personal injuries, death, property damages or any other damages sustained by the Exhibitor, the North American Handmade Bicycle Show, or the facility. Expo sponsors or a visitor to the Expo and their respective directors, officers, agents, representatives and employees or those for whom the Exhibitor is responsible in law.

5) Liability and Insurance a) The Exhibitor shall obtain and maintain at its own expense a comprehensive general Liability and all risk property insurance policy acceptable to the North American Handmade Bicycle Show for the period commencing on the first move-in date and termination on the last move-out date. The policy shall name the North American Handmade Bicycle Show as loss insured and insure the Exhibitor against all claims of any kind arising from or in anyway connected with the Exhibitors presence or operation at the Expo. The policy shall provide coverage of at least $1,000,000.00 for each separate occurrence. At the request of the North American Handmade Bicycle Show, the Exhibitor shall provide the North American Handmade Bicycle Show with a copy of such policy. b) The Exhibitor is responsible to insure its own exhibit, personnel, display and materials from any damage or loss through theft, fire, accident or other cause and accepts all risks associated with the use of exhibit space and its environs. The Exhibitor shall not make any claim or demand or take any legal action, whatsoever, against the North American Handmade Bicycle Show, the Expo sponsors or the facility in which the Expo is held, for any loss, damage or injury however caused to the Exhibitor, its officers, directors, gents, represents, and employees of their respective property. c) Neither the North American Handmade Bicycle Show, nor the facility will assume liability for loss damage, through any cause of equipment, products, goods, exhibits or other materials owned, rented or leased by the exhibitor.

6) Booth Display a) Booth construction and signage must be exhibited in accordance to the rules and regulations pertaining to the Exhibitor’s booth type as outlined in the Exhibitor Manual. No homemade signs may be displayed. All tables must be professionally skirted. b) The North American Handmade Bicycle Show will provide an Exhibitor’s identification sign for each exhibit space and where applicable, 8-foot back drapes and 3-foot side drapes. Exhibitor shall arrange his exhibit so as not to obstruct the general view nor hide the exhibits of others. The standard exhibit may extend forward up to five feet from the back drape at the 8-foot height, but further extension must be limited to 3-feet height. Exhibitor must finish or provide masking drape for the back of unfinished or unsightly structures at his own expense. No signs, apparatus, construction etc. may extend more than 10 feet above the floor in the Exhibitor’s booth space. No exhibitor may obstruct the aisle way with product. Aisles must remain clear and unobstructed for normal foot traffic. c) With prior written approval of the North American Handmade Bicycle Show, Exhibitor with a 4-booth or more island may hang banner/sign with company name and/or logo to a maximum height of 16 feet. Banner/sign may not be used to advertise sales. d) Distribution of literature must be done within the Exhibitor’s exhibit space. No loud speakers or overly loud exhibits will be allowed on the exhibit floor. Small sound amplification systems for captiveaudience demos may be used, but the sound must not be offensive to neighboring exhibitors. e) The Exhibitor agrees that no display will be dismantled or goods removed during the term of the Expo, but will remain intact until the end of the final closing hour on the last Expo day. The Exhibitor also agrees to remove its display and equipment from the Expo site by the final move out day, and in the event of failure to remove the allocated space to the condition as at the move in date, the Exhibitor agrees to pay any additional costs and expenses incurred by the North American Handmade Bicycle Show f) Booth spaces should be professional and organized at all times. Unkempt or disorganized booth spaces are subject to elimination from future shows.

7) Cancellation and termination  a) The Exhibitor shall have the right to cancel this license agreement by notice in writing to be delivered to the North American Handmade Bicycle Show no later than ninety (90) days preceding the opening of the Expo. All deposits/fees received by the North American Handmade Bicycle Show up to the date of notice of cancellation are nonrefundable and non-transferable. If paid in full, only 50% of fee is refundable up to ninety (90) days prior to show set. In the event that the Exhibitor (ii) notifies the North American Handmade Bicycle Show less than ninety (90) days preceding the opening date of the Show that it wishes to cancel this license agreement; or (iii) fails to make payments in accordance with the payment schedule set out herein; or (iiii) except as otherwise permitted herein, fails to appear at the Expo; the North American Handmade Bicycle Show reserves the right to (iiv) cancel this license agreement without notice and all rights of the Exhibitor hereunder shall cease and terminate; (vv) retain any payment made by Exhibitor as liquidated damages (and not as a penalty) for breach of this license agreement; (vvi) re-rent the said space originally licensed from the North American Handmade Bicycle Show, bring action against the Exhibitor for payment of the full cost of the space originally licensed from the North American Handmade Bicycle Show. b) If the Exhibitor violates or breaches any other terms or conditions of this license agreement, all payments made by Exhibitor and all amounts due to the North American Handmade Bicycle Show shall be deemed earned by the North American Handmade Bicycle Show and all deposits/fees received shall be non-refundable and nontransferable. In the event of any violation or breach of the terms and conditions of this license agreement, the North American Handmade Bicycle Show shall have the right to immediately occupy the space of the violating and/or breaching Exhibitor and utilize it in any manner as the North American Handmade Bicycle Show deems appropriate, including, but not limited to, re-licensing its use to another exhibitor. The Exhibitor shall not be entitled to any offset or mitigation of the amount due this license agreement as a result of the use of or payment for the space by another exhibitor in the Expo. c) Each covenant by the Exhibitor contained herein is material and of the essence of this license agreement and violation of any term or condition hereof by the Exhibitor shall be a default of the entire agreement entitling the North American Handmade Bicycle Show to immediately and without notice revoke the privileges granted to the Exhibitor and take possession of the space of the defaulting Exhibitor. Any such revocation of the license granted herein shall be without prejudice to the North American Handmade Bicycle Show to make any claim for damages or enforcement of the payment of any amounts due pursuant o the terms hereof.

8) Force Majeure a) In the event that (ii) the facility in which the Expo is to be held or is held is destroyed or becomes unavailable for occupancy or (iii) the North American Handmade Bicycle Show is unable to permit the Exhibitor to occupy the facility or the space, or (iiii) If the Expo is cancelled or curtailed, for any reason beyond the control of the North American Handmade Bicycle Show including but not limited to, casualty, explosion, fire, lighting, flood, weather, epidemic, earthquake or other Acts of God, acts of public enemies, riots or civil disturbances strike, lockout or boycott, the North American Handmade Bicycle Show will not be responsible for any loss of business, loss of profits, consequential or special damages or expenses for whatever nature that the exhibitor may suffer.

9) Miscellaneous a) Waiver by the North American Handmade Bicycle Show of any breach of any term or provision of this license agreement by the Exhibitor shall not be deemed a waiver of any subsequent breach of the same or any other provision thereof. b) No alterations or variations of the terms of this license agreement shall be valid unless made in writing and signed by each of the parties hereto. c) This license agreement shall be governed by and construed in accordance with the Laws of the governing jurisdiction in which the Expo is held. 10) Damage to Property The Exhibitor is liable for any damage caused to the building floors, walls or columns, or to standard booth equipment, its own property or the property of others. In the event damage occurs to an exhibitor’s booth by another exhibitor, the involved parties are responsible for resolving the dispute.