Contract

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Vendor Agreement

RVillage Rally 2.0

March 27-31, 2019  | Live Oak, FL

Spirit of the Suwannee Music Park


RVillage Rally 2.0 - Spirit of the Road overview

Rally 2.0 is all about connecting with fellow RVers for five amazing fun-filled days in beautiful Florida, and we picked the perfect venue to make it happen. It’s a time to connect with old friends and make new ones, enjoy live music and dancing every night, attend or conduct seminars and social gatherings, participate in discussion groups and give our members the opportunity to shop at the very best vendor booths in the industry. If you are exhibiting at the FMCA Rally in Perry, GA, you can take advantage of the opportunity of traveling just a short distance south to connect with RVillagers, many of whom are new to RVing and are first-time rally attendees.

The response to RALLY One -The Connected Road in Elkhart, IN, in May of 2018 was exceptional. If you were a vendor there, we want to thank you again for making the event such a success. We’ve taken what we learned at Rally One and have made sure we are well prepared for not only the growth we expect for Rally 2.0 but also the growth we still can’t even imagine. The event this year will attract not only RVillage members, reaching over 105,000 as of this writing, but many who are interested in the lifestyle and just getting started. Based on the early sell out of sites and the applications completed by attendees, we know that this crowd will provide vendors an opportunity to be in front of new customers as well as some familiar friends and loyal customers.

The venue we have selected for Rally 2.0 will provide us the space that we need so that we can not only double the number of vendors from Rally One, but also bring in some coaches and other vendor types. Based on early applications, we know that we will once again sell out of spaces and are working hard to accommodate as many as possible. Because of this, it is important that you complete the next steps as quickly as possible. As you read through this document, keep in mind that dates are only relevant if we do not sell out earlier. If you are a vendor from Rally One, you are guaranteed a space as long as you have completed your application letting us know that you intend to participate. We will hold this spot until November 1, 2018.  After that date, we will begin filling those spots with applications from first-time applicants.


The Basics

Dates
Rally 2.0 is Wednesday, March 27 to Sunday, March 31. Tuesday, March 26 has been set aside for vendor setup.

Marketplace Structure and Hours
We’ve added more booths and rearranged our schedule to allow for more interaction between vendors and the attendees. This year there will be two buildings that will house our Marketplace vendors as well as an outdoor area for coaches and business that need outdoor space. The buildings are adjacent to each other to provide ease of access by attendees and flow naturally from one to the other. The show hours will be Thursday, Friday, and Saturday, from 9:00 a.m. through 4:00 p.m. Vendors who wish to open on Sunday morning will be allowed to do so to make specific appointments for follow-ups before attendees check out. Setup will be on Tuesday afternoon and Wednesday morning, with a special preview opening on Wednesday afternoon (tentatively from 3-5pm) for first-time attendees. This gathering will be by invitation only to those who indicated it was their first rally and are new to RVing. We will be providing refreshments and entertainment in the marketplace buildings and it will allow vendors to focus on educating groups of people on products and services.

The exhibit spaces again this year makes every location a good one. We will do our best to accommodate special requests as needed. (i.e near an exit). Vendors will be grouped together and assigned buildings based on category. The buildings for Rally 2.0 are open structures with one being a 20 x 40 foot tent with windows. Because these buildings cannot be fully secured with lock and key, we will provide security from 4:00 PM until 9:00 AM each day. There are spaces for snack vendors, a demonstration stage, craft areas, and author/music artists signings that will go on within the Marketplace areas.

We learned a lot from Rally One and are excited to expand the opportunities for interaction at Rally 2.0. One thing that does not change is our commitment and desire for our vendors to have the opportunity to interact with our members during all of the social events.

Expected Attendance
The venue for Rally 2.0 can accommodate more coaches than we are willing to accommodate. There is something to be said for controlling growth in order to provide an excellent experience. With that said we have already increased our original limit and are planning for up to 600 coaches with camping of all types from dry hookups to 50 amp service. We are also planning for very large crowds on the day passes that are available. The Live Oak community is very involved with the park and it’s many music events, and people there are excited about joining our rally via the day passes. Estimated attendance will be approximately 1150 people camping and approximately 100 people each day with day passes.

Our Uniqueness
If you did not participate in Rally One, this rally will be unique from other rallies in that we strategically plan for full integration of participants, staff, and vendors. Each of us is a part of the RVillage family and we want to provide opportunities for connections, networking and most of all building relationships. Therefore, you may find some things about this rally to be atypical. Please feel free to contact us at support@rvillage.com if you have any questions.

We are limiting the number of seminars this year and instead offering multiple opportunities for social gatherings that are either educational, informational, activity based, or just purely social. Once your vendor spot is secured, our team will work with you on the best ways to connect with our members outside of the marketplace. Stay connected for exciting options as we get closer to the rally.

We look forward to your participation at RVillage Rally 2.0 - Spirit of the Road!

Vendor Contract & Important Vendor Information

Show Rules
The information in this exhibit space contract contains the show rules. Exhibitors are urged to read the contract and terms prior to applying for space. All exhibitors are encouraged to be a part of RVillage.com for the best results, but it is not required.

Application Deadline
The exhibit space contract covering the exhibition fees for all exhibitors must be received by Friday, January 11, 2019. With that said, applications are processed as received and spaces will only be available until we are sold out.

Booth assignment and final confirmations for social gatherings, seminar scheduling, and other event details will be provided by February 1, 2019. Registrations received without payment will not be eligible to participate in the space assignment drawing and will be assigned space as payment is received.

Guidelines for Requesting Show Space
Space should be requested by first completing your vendor application located here. If you have questions prior to completing the application, you can contact Sandy Ellingson at support@rvillage.com. You can also book time with her by going to:

Book Time With Sandy: Click Here! Or type in https://sandyellingson.youcanbook.me.

Guarantee of Space
Rally 2.0. Vendor selection was made using the following criteria:

  • Rally One vendors will / did receive priority as a thank you for their support.

  • Date the application received will be / was our second criteria.

  • Category of vendor will be / was our third criteria. (This is based on feedback from our attendees.)

  • Receipt of vendor contract and payment will be / was our third criteria.

  • Fourth, in order to maximize the success of our vendors as well as provide opportunities for our attendees to experience as many different types of vendors as possible, we have and will continue to limit the number of vendors in each category.

If you have received this document, then you should have already met the four criteria of selection and are officially invited to participate. Please make sure to read the rest of this document and complete this contract to finalize your booth space.

Seminars And Social Gathering Options
Exhibitors interested in being considered for presenting a technical, educational, or informational seminar or hosting a social gathering during the event, should include this information on the vendor contract form located here. Due to the limited number of time slots for seminars and social gatherings, submission of this contract does not guarantee that you will be asked to present. Please submit your topics and we will call you for more information. No applications for seminars or social gatherings will be accepted after January 11, 2019.

Product-Specific Seminars and Social Gatherings
RVillage Rally 2.0 seminars are for those exhibitors who want to increase exposure and sales through product explanations, demonstrations, and incentives. There are only 10 slots available and the session is limited to 45-minutes. Topics have been pre-chosen based on feedback from Rally One forms as well as requests from attendees to Rally 2.0. If you believe that you have a topic that has wide appeal, please make sure to provide details below. You may also connect with Sandy Ellingson at sandy@rvillage.com, at any time for more information or if you have any questions.

New this year will be the inclusion of social gatherings. Leading a social gathering can be requested by anyone attending Rally 2.0 and it will be put on the official calendar if received by January 11, 2019. There will be opportunities for members and vendors to sponsor as well as lead a social gathering. These gatherings will not only be included in the official calendar but will be marketed by our team.

Examples of vendor requested social gatherings might be:

  • Host a happy hour event at your site or in one of the common areas.

  • Hold a round table discussion on a specific topic.

  • Present content as a subject matter expert (SME) in your field.

  • Do a hands-on lunch and learn event.

  • Partner with an attendee / customer to show off your work over a cup of coffee or glass of ice tea.

  • Use your creativity and we will do our best to help you succeed.

Our goal with these social gatherings is to provide a wider variety of content with smaller groups of people so that you can make better connections. These gatherings may be scheduled up to three times based on the content. Once again, if you have questions or want to strategize on your social gathering, please connect with Sandy Ellingson.

Social gatherings are approved and placed on the master calendar at the discretion of the Rally 2.0 team and there is no guarantee of placement.

Refunds/Cancellations
Any exhibitor who cancels, withdraws from the show, or reduces the size of his space for any reason forfeits any monies paid as liquidated damages, and the exhibitor agrees to be legally obligated to remit any unpaid balance for such assigned space. RVillage Rally 2.0 reserves the right to rent to another exhibitor, eliminate, or maintain vacant the canceled space without obligation to the exhibitor. RVillage Rally 2.0 reserves the right to sell space to another exhibitor if space is left empty or is not used in the manner originally intended by RVillage Rally 2.0. No space may be used solely for storage purposes. All spaces must be decorated appropriately according to RVillage standards.

Exhibit Area Floor Plan
Exhibit space for suppliers and component manufacturers will be located in the VIP Building and on the Stage Platform at the Spirit of Suwannee Campground. Each building is laid out for 10 x 10 booths, 4 special use areas, and one demonstration stage. A floor plan will be sent to you by February 2019.

RV Space
The RV space included with your vendor agreement will be located within campground with and among the other attendees in 50 AMP water and electric sites. The campground has two dump stations and honey wagon service will be available throughout the event. All floor plans are subject to change pending the Fire Marshal’s review and the exhibitors’ request for space.

Outdoor Supplier Demonstration Space
This area is for exhibitors who have a product that needs to be displayed or demonstrated outside. This includes RV vendors of both new and used rigs of all types and brands. You must request an outdoor space if needed on the vendor contract. You must also follow all rules and regulations of the Spirit of the Suwannee Campground. If you have concerns about being able to meet these requirements, please contact us at support@rvillage.com for more information.

All exhibitors are invited to become RVillagers prior to the event.
Included with your vendor booth fee, you will receive one targeted ad in RVillage for the month of March as well as one coupon that will run the week before and after the rally. In order to receive this benefit, you will need to create a free business account in RVillage prior to the launch of the campaign. Once you have created your account and completed your registration as a vendor, we can help you determine how best to use your advertising perks.

After the rally, you can continue your Verified Business status for the reduced price of $59.95 per month (regularly $89.95) for 12 months (at the time of this writing). We’d be happy to explain all the benefits of this program to you at the rally or before. Contact Sandy Ellingson at sandy@rvillage.com for more info.

Move-In, Move-Out
Booth exhibitors and supplier demonstration area displays can be set up on the afternoon of Tuesday, March 26, 2019, and the morning of the Wednesday, March 27. All booths must be ready for rally attendees by 9:00 AM on Thursday, March 28, 2019. Tear down can begin on Sunday, March 31 at 7:00 AM. Any exhibitors who begin to tear down or bring out packing boxes before 9:00 AM on Sunday, March 31, 2019 will be subject to a fine of not less than $100 per booth and may be prohibited from participating in future shows.

It is important that all exhibitors remove all displays prior to 3:00PM on Sunday, March 31, 2019. RVillage Rally 2.0 and The Spirit of the Suwannee appreciates your cooperation in this matter.

Restrictions
The Rally Director reserves the right to restrict exhibits which, because of noise or for any reason, become objectionable, and also to prohibit or evict any exhibit that in his/her judgment may detract from the general character of the show. In the event of such restrictions or evictions, show management shall not be liable for refunds of any kind. The Rally Director may also request changes in the method of display if it is objectionable to an adjoining exhibitor.

A height restriction for indoor spaces will be in force. The height of rear booth partition and display materials must not exceed 8 feet in height. Side partition on booth may be 8 feet high, half of the depth of the booth from the back of the booth, but the remainder of the partition must be no higher than 3 feet. Counter height tables will be permitted. The RVillage Rally 2.0 team will provide a 10ft x 10ft space with one table, skirting, 2 chairs and electrical hookups. Vendors must provide any additional needs for the booth. This includes any extension cords, audiovisual equipment, sound systems or computers.  

No pets will be allowed in the seminar buildings, exhibit buildings, entertainment facilities, eating areas/facilities, or within the RV display areas unless they are documented service animals.

Insurance
Each exhibitor must carry its own all-risk insurance on its property and must be covered by a comprehensive general liability insurance policy providing limits of at least $1,000,000 combined bodily injury and property damage per each occurrence. Neither the exhibit facility or RVillage Rally 2.0, nor any of its service contractors or its Rally Director will be responsible for loss or damage to any Exhibitor property while in transit to or from the building or while in the building. Exhibitors must carry their own insurance through their own sources and at their own expense and must provide proof thereof. Failure by RVillage Rally 2.0 to request or review insurance certificates showing proof thereof shall not be deemed to constitute a waiver of RVillage Rally 2.0 rights or exhibitor’s obligations hereunder.

Sales Tax & Seller’s Permit
Sales Tax in Live Oak, FL is 7%. All exhibitors selling a tangible product during the event will be responsible for collecting and filing their own sales tax forms. Should you have questions pertaining to the sales tax in the State of Florida, please contact them at 850-488-6800.

Seminar/Social Gathering Application
The difference between a seminar and a social gathering is explained earlier in this document. Please review if you are not sure about the difference.

Exhibitors wishing to present an educational seminar or a social gathering during the RVillage Rally 2.0 event can contact our event liaison, Becky Johnson, at becky@rvillage.com. You can also add this information on your vendor contract and our team will review your request and get back to you on the approval. No applications will be accepted after January 11, 2019.

Vendor Sponsorship Information
RVillage Rally 2.0 is committed to helping you target your advertising and marketing dollars to thousands of RV owners in the most economical way. As a vendor, your company will be provided with a wide range of the most inclusive advertising, sales promotion, and benefits available. Included with your vendor contract is not only the direct access to attendees via your booth, seminars, and social gatherings, but also promotional opportunities to those attending as well as the more than 100,000 RVillagers across North America. Multiple sponsorship levels are designed to fit all budgets. Each package provides the exposure you want! Imagine having your company name as the sponsor of: morning coffee & doughnuts, ice cream social, Rally 2.0 SWAG bags, event program guide, evening entertainment, vendor hall snacks, author signings, or a simple craft event, just to mention a few. Interested sponsors are encouraged to contact RVillage Rally 2.0 via our event liaison, Becky Johnson, at becky@rvillage.com. or Sandy Ellingson, Sandy@rvillage.com, directly to get detailed information about sponsorship opportunities. You can also request the sponsorship deck be emailed to you by entering a support ticket here.

Welcome Swag Bag Participation
Consider having families who have registered for the event receive information about special promotions, giveaways, booth location, new products and other details that will attract these customers to your booth or display. RVillage Rally 2.0 will place your sales flier into the welcome SWAG bags. We request that flyers be no larger than  4 x 6 inches so that they can easily fit into the bags. You may also send branded items, gifts or business cards for the welcome bag. These items can be shipped to the Spirit of Suwannee Music Park to the attention of Rally 2.0 Advance Team with arrival no earlier than March 10, 2019. They will be packed onsite by our staff. Contact our event liaison, Becky Johnson, at becky@rvillage.com for details. Paper stock should be no heavier than 65 lb. cover stock. You may print your flier on both sides. If you are sending us your flier or other content for the welcome bag, we need to receive 600 pieces by March 10, 2019.

Event Program Map
This year we will have an event program and map. Our venue is quite large and with all of the activities, we believe it will be very beneficial. As a vendor, your *basic listing will be included in the map that will show your company name and placement in vendor hall and the description of your product. Every attendee including day pass holders will receive a program. There are opportunities for ads and sponsorship for this as well.

The brochure and map sponsorship is $5000 and includes a full page ad as well as the sponsored by content on the first page. It also includes two front row seats that you can give away or raffle off for the concert with The New Christy Minstrels. Additionally, your company name and contact info will be included in all outgoing messaging to attendees both within RVillage, in social media, and in email campaigns relating to the rally.

Single ads will be $199 for vendors with a booth, and $299 for non-booth vendors. For more information contact:

Exhibit Space Fees/Options

Included in Booth Exhibition fees:

  • *Basic listing in event program- company name, address, telephone number, exhibit site location, and a 40-word product description

  • Name badges for your company representatives

  • Participation in all free event activities and evening entertainment

  • 8-foot table, 2 chairs, and draping for 10 x 10 booth

  • Exhibit floor securely locked during closed hours.

  • One (1) 5-amp/110V electrical outlet

  • Additional options based on booth selection type and size
    • 1 Booth (10x10) onsite stay - $459.95
    • 2 Booths onsite stay - $689.95
    • 3 Booths onsite stay - $849.95
    • 1 Booth (10x10) offsite stay - $419.95
    • 2 Booths offsite stay - $649.95
    • 3 Booths offsite stay - $799.95
    • Shared service booth - $ (Call for Details)
    • More than 3 booths - $ (Call for Details)
    • Outside space - $ (Call for Details)
    • No booth - $(Call for Details)


Camping Accommodations for Vendors
For each booth you reserve, a 50AMP W/E camping site at the Spirit of Suwannee Music Park is included. Site types are limited so make your reservations early. Sites have been reserved for vendors but you will still need to choose your accommodation type prior to November 1, 2018, to hold your site. There are also a limited number of cabins at the Spirit of Suwannee Music Park that sleep 4-6 people. The cost of the 4 person cabin is $60 per night and the cost of the 6 person cabin is $80 per night. You may also choose to find accommodations on your own at other campgrounds or hotels in the area. There is no discount for the vendor fee if you choose not to use the included site.



Your Contract Starts Here

This Agreement is by and between the RV Friend Network, hereinafter called RVILLAGE RALLY 2.0, and THE EXHIBITOR, (signed below).

WITNESSETH:

1. THAT WHEREAS, The EXHIBITOR desires to secure from the RVILLAGE RALLY 2.0 certain rights and privileges and to obtain permission to use vendor space at the Spirit of Suwannee Music Park located in Live Oak, FL beginning on March 27, 2019 and ending on March 31, 2019.

2. NOW, THEREFORE, RVILLAGE RALLY 2.0 hereby grants to the Exhibitor the right to occupy requested space (s) described below for the purposes hereinafter set forth, subject to the terms and conditions of this agreement. UNAUTHORIZED USE OF ADDITIONAL SPACE IS IN VIOLATION OF THIS AGREEMENT.

3. The purpose of occupancy shall be limited to: THE EXHIBITOR and shall be for no other purpose or purposes whatsoever.

4. Exhibitor agrees to pay to RVILLAGE RALLY 2.0 for the rights and privileges hereby granted, the amounts and in the manner set forth below:

PAYMENT DUE: Upon Contract Signing via RVillageRally.com. You will be directed to this page in step four.

5. Exhibitor also agrees to pay fees required by RVILLAGE RALLY 2.0 for: USE PRIVILEGE and to guarantee the payment of: SEE ABOVE

(a) Any money which may be payable to RVILLAGE RALLY 2.0 under this agreement; (b) Any damage to Fair property; and utility charges, if any; (c) Removal of all property and the leaving of the premises in a condition satisfactory to RVILLAGE RALLY 2.0.

6. RVILLAGE RALLY 2.0 shall have the right to audit and monitor any and all sales as well as access to the premises.

7. Exhibitor further agrees to indemnify and save harmless RVILLAGE RALLY 2.0 and the State of Indiana, their officers, agents, servants and employees from any and all claims, causes of action and suits accruing or resulting from any damage, injury or loss to any person or persons, including all persons to whom the Exhibitor may be liable under any Workers’ Compensation law and Exhibitor himself and from any loss, damage, cause of action, claims or suits for damages, including but not limited to loss of property, goods, wares or merchandise, caused by, arising out of or in any way connected with the exercise by Exhibitor of the privileges herein granted.

8. Exhibitor further agrees that he will not sell, exchange or barter, or permit his employees to sell, exchange or barter, any permits issued to Exhibitor or his employees hereunder.

9. It is mutually agreed that this contract or the privileges granted herein, or any part thereof, cannot be assigned or otherwise disposed of without the written consent of RVILLAGE RALLY 2.0.

10. It is mutually understood and agreed that no alteration or variation of the terms of this contract shall be valid, unless made in writing and signed by the parties hereto, and that no oral understandings or agreements not incorporated herein and no alterations or variations of the terms hereof, unless made in writing and signed by the parties hereto, shall be binding upon any of the parties hereto.

11. The Rules and Regulations of the Spirit of Suwanee Campground are made a part of this agreement as though fully incorporated herein, and Exhibitor agrees that he has read this agreement and the said Rules and Regulations and understands that they shall apply, unless amended by mutual consent in writing of the parties hereto.

12. In the event Exhibitor fails to comply in any respect with the terms of this agreement and the Rules and Regulations referred to herein, all payments for this rental space shall be deemed earned and non-refundable by RVILLAGE RALLY 2.0 and RVILLAGE RALLY 2.0 shall have the right to occupy the space in any manner deemed for the best interests of RVILLAGE RALLY 2.0.

13. This agreement is not binding upon RVILLAGE RALLY 2.0 until it has been duly accepted and signed by its authorized representative.

IN WITNESS WHEREOF, this agreement has been executed in duplicate, by and on behalf of the parties hereto, the month, day and year above written.

SIGNATURES

RALLY 2.0 and RVILLAGE RALLY 2.0 shall have the right to occupy the space in any manner deemed for the best interests of RVILLAGE RALLY 2.0. 13. This agreement is not binding upon RVILLAGE RALLY 2.0 until it has been duly accepted and signed by its authorized representative. IN WITNESS WHEREOF, this agreement has been executed in duplicate, by and on behalf of the parties hereto, the month, day and year above written. BETWEEN Rally 2.0 Director
Enter Exhibitor Name
By entering your name, you are agreeing to this legally binding contract.
Booth Type and Amount
I agree to the booth size and amount selected during check out.
Date Signed *
Date Signed

Please make sure to click the submit button above before going to STEP THREE.


STEP THREE:

Your almost done. Just click the button above, select your booth or sponsorship type and then checkout!