Exhibitor Lease Agreement Including Exhibitor Information, Policies and Guidelines
The following regulations are considered part of the Exhibitor Lease Agreement and the provisions will be in effect during the course of the day. All matters and questions not covered by these regulations are subject to the discretion of 4 Ever Events and The Emerald Ballroom management and may be amended at any time to accommodate the best interests of the show.
Giveaways: All exhibitors are encouraged to hand out brochures, offer discount coupons, have drawings for giveaways and even give away sample products such as small cake bites or hors d’oeuvres. Please don’t give away anything that you don’t offer as a product or service of your business.
Door Prizes: We will also be giving away door prizes to those who fill out entries at the front door so if you would like to donate something to be announced and awarded to a potential customer please email us at 4evereventplanning@gmail.com and let us know what you are donating.
Ads: All exhibitors who meet the first deadline of October 1st, 2018 will have their business name, address and phone number included in the Information Booklet to be given to all attendees as they enter. If you would like to place an ad in the booklet for an additional fee, please provide camera ready copy by the above date. Please fill out the appropriate blanks on the application and email the ad to 4evereventplanning@gmail.com. Half page ads ($50) are approximately 4.5” wide by 3.5” high. Full page ads ($75) are approximately 4.5” wide by 7.5” high. Color ad spaces ($100) are limited so please get yours in early to ensure a space. If you don’t have a camera ready ad and would like for us to create one, please email us the information you want included in your ad and we will put one together and send it to you for your approval. The cost for this service is $25.
Payments by Credit Card: You may go online to our website at www.4EverEventPlanning.com and click the ‘Pay Here’ link to pay by credit card through Paypal. Be sure you enter your business name as it appears on your lease agreement so you will be credited for payment.
Contact Information: You may call us at 903-458-9627 if you have any questions not answered here. If you are paying your booth fees online, you may fax your completed form to 903-886-7150 or email it to 4evereventplanning@gmail.com. If you need to mail it along with your payment, please send it to 4 Ever Events, P.O. Box 696, Commerce, TX 75429
Insurance: The Emerald Ballroom and/or 4 Ever Events does not provide insurance to cover exhibitor activities at the venue and our contractors assume no liability or responsibility for loss by any exhibitor by theft, fire, breakage or any other reason.
Music, Audio-Demonstrations, Noise: If your product(s) and/or product demonstrations produce sound that may be disruptive to neighboring exhibitors, we ask that you be mindful of volume at all times. Should The Emerald Ballroom management or 4 Ever Events staff receive complaint(s) regarding the noise level coming from your booth, you will be required to lower the volume and possibly eliminate the activity all together.
Parking: During the show, we ask that you park as far away from the building as possible. This will allow our attendees to park closest to the building.
Security: There will be no uniformed security personnel on duty during the Show. The Emerald Ballroom and/or 4 Ever Events cannot accept responsibility for loss or damage. Exhibitors should make arrangements for their own insurance for coverage of their exhibits and exhibit materials.
Space Abandonment: In the event that any space is not claimed and occupied prior to 10:15 on the day of the event, it may be resold or reassigned by 4 Ever Events staff without obligation on their part for refunding the original exhibitor.
Subletting Space: No exhibitor shall assign, sublet, apportion the whole or any part of the space allotted to them, or have representatives, products, equipment, signs or printed materials from other than its own firm in the said exhibit space without the prior written consent of the 4 Ever Events Staff.
Exhibitor Conduct: • All exhibits MUST be contained within the exhibitor’s contracted area. If your booth intrudes into another exhibitor’s space or anywhere outside the confines of your assigned booth space, you are in default of your lease agreement and will be required to make immediate changes. • Exhibitors are not allowed to enter the space of another exhibit that is not staffed. • Exhibitors are prohibited from taking photographs, filming or taping the exhibit or product of another exhibitor. Violators will be required to immediately relinquish the film, tape or cell phone to 4 Ever Events staff. • Use or possession of illegal or controlled substances of any kind is prohibited. Violators will be prosecuted. • No gasoline, kerosene, diesel fuel or other flammable liquids may be used in The Emerald Ballroom other than sterno for keeping foods warm. • Exit doors may not be blocked with freight, equipment, display materials, etc. • In general, any and all unsafe conditions or activities are to be corrected immediately. Safety is of primary concern on the day of the show.
Other facility rules: 1. Decorations, signs, posters, etc., may not be taped, nailed, or tacked to ceilings, painted surfaces, marble or fabric and decorative walls. 2. Animals and pets are not permitted in the exhibit hall (with the exception of those assisting the handicapped). 3. Carrying a firearm on the premises of The Emerald Ballroom is STRICTLY PROHIBITED. 4. All workers, managers and staff are prohibited from the use or possession of alcohol or drugs, guns or other weapons, abusive language or sexual harassment. 5. Smoking is not permitted on the show floor or in any other part of the building. 6. The Emerald Ballroom does not provide furniture and equipment for exhibitors to use other than 1 table and 2 chairs. 7. No lit candles, open flames, propane or other bottled gas may be used in The Emerald Ballroom with the exception of sterno for keeping foods warm. 8. No parking is allowed in fire lanes, loading areas or any other location posted ‘No Parking’. This policy is strictly enforced. Unauthorized vehicles will be removed at the owner’s expense. 9. Clear access is to be maintained to exhibit hall, restrooms and emergency exits.
