• Please provide the following contact information:

  Name
  Exhibiting as
  Organization
  Street Address
  Address (cont.)
  City
  State/Province
  Zip/Postal Code
  Current Texas Sales Tax ID# (Proof of Cert. Required at Registration
  Work Phone
  Home Phone
  FAX
  E-mail
  URL

• Choose one of the following options:

  10 x 10 $250 inside 10 x 10 $200 outside 10 x 20 $450 inside 10 x 20 $400 outside 10 x 30 $600 inside 10 x 30 $550 outside 10 x 40 $800 inside 10 x 40 $750 outside 10 x 50 $950 inside 10 x 50 $900 outside 20 x 20 $800 inside 20 x 20 $750 outside 20 x 30 $1,000 inside 20 x 30 $950 outside 20 x 40 $1,150 inside 20 x 40 $1,100 outside 20 x 50 $1,250 inside 20 x 50 $1,200 outside 20 x 60 $1,350 inside 20 x 60 $1,300 outside

PRODUCTS AND/OR SERVICES YOUR COMPANY PLANS TO EXHIBIT

       Please enter all that apply regarding the primary product line your company will be exhibiting, and/or all services performed for customers in your                exhibitor space. Beach – N – Biker Fest only allows a certain amount of each type of vendors. (Please circle all that apply.) All items are “NOT GUARANTEED” until approved.

                               Examples of vendor items below                                                                                         

           Leather                           Tobacco                      Bikes/Trikes/ATVs/Autos           Bike accessories/installation                     Sewing

         Jewelry                            Patches/pin                     Trailers/RVs                             Bike service/repair                           T-shirts/apparel   

             Tattoos/Piercing          Charitable Organization            LED lighting                                Biker Wash                                     Sunglasses           

              Photography/Art           Professional Services            Pin striping             

 Please specify your type of vending: 

• FOOD VENDORS:
  Booth spots are 10x10 for $100 with no electricity; Electricity is $50 per spot. There is also a 20% fee on all food sales paid to Beach-N-BikerFest. We will not allow any beverages unless approved prior to the event.
  List food items you wish to sell (FIRST COME BASIS).

       BILLING INSTRUCTIONS

       A valid credit card number may be used to pay for your exhibitor space.  No additional charges will be applied to your account without prior notice to you. 

  Total amount for vendor packet may be paid via Paypal. Send to BNBtreasurer@sbcglobal.net or you may call Eli at (956) 241-8503 to enter your credit card information by phone.

• Beach – N –Biker Fest (Herein Known As BNB) has the exclusive right to display, license, sell and merchandise all event novelties (t-shirts, ride pins, etc.).  BNB further has the right to inspect, approve, reject or otherwise control the display, promotion, sale or other merchandising of products or services by exhibitors at the event in its sole discretion.  Any products or services rejected by BNB must be immediately removed from the event premises and may be removed by BNB if this does not occur.  Illegal drugs and drug paraphernalia, weapons, merchandise containing racial slurs, manufacturer or copyright infringements, obscenities or other offensive or other detrimental matter will not be permitted and will be confiscated and not returned.  Merchandise designed to be passed off as event merchandise (use of South Padre, rally dates, event name, trademarks, etc.) or which has this effect will not be permitted.  No signage may be displayed in Exhibitor space reading “Official Rally Merchandise”, “Rally Merchandise”, “Rally Tees”, “Event Tees” or any similar language advertising the sale of event merchandise.   “Beach N Biker Fest” is a trademark of Magic Valley Riders M/C, Inc.  Any vendor found selling merchandise that infringes on these trademarks may be asked to leave immediately and will be subject to legal recourse.     Initial here

  Exhibitor, for itself, its directors, officers, employees, agents, representatives, servants, licensees, invitees, patrons, guests, or contractors and their personal representatives, assigns, heirs and next of kin (herein referred to as “Exhibitor”) hereby releases, waives, discharges and covenants not to sue BNB, their directors, officers, employees, agents, representatives, servants, licensees, invitees, patrons, guests or contractors (herein referred to as “Releases”) and each of them, from all liability to Exhibitor for any and all loss or damage, and any claim or demands therefore on account of injury to the person or property or resulting in death of Exhibitor arising out of or relating to Beach –N –Biker Fest, whether caused by the negligence of the Releases or otherwise.   Initial here

   Exhibitor hereby agrees to indemnify, save and hold harmless the Releases and each of them from and against any loss, liability, damage, or cost Releases may incur from any and all claims, demands, actions, causes of action, penalties, judgments, and liabilities of every kind and description (including court costs and reasonable attorneys’ fees) including but not limited to, injury to or any death of persons, and damage to and loss of property which are caused by, arise from or grow out of the acts or omissions of Exhibitor incident to  BNB, or from any breach by Exhibitor of any term or condition of this Agreement.      Initial here

  Exhibitor hereby assumes full responsibility for any risk of bodily injury, death or property damage arising out of or related to BNB, whether caused by the negligence of Releases or otherwise.   Initial here

  Exhibitor hereby agrees that this Release and Waiver, Assumption of Risk and Indemnity Agreement extends to all acts of negligence by Releases and is intended to be as broad and inclusive as is permitted by the laws of the State of Texas and that if any portion thereof is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force and effect.    Initial here

  We, the undersigned, do herby apply for the reservation of exhibit space in BNB, April 16 – 18, 2010.  When executed by both parties to this agreement, this shall constitute a binding agreement between the parties wherein BNB agrees to rent to the undersigned exhibitor and the undersigned exhibitor agrees to rent from BNB the exhibit space as more fully described in Sections 1 through 4 of this Agreement.  We have read and agree to abide by the “Exhibitor Rules & Regulations,” which are set forth in Attachment “A” and made a part of this agreement by reference and fully incorporated herein. BNB may adopt additional rules and regulations.  We understand this agreement shall be legally binding between BNB and the exhibitor upon acceptance in writing by BNB Officers.        Initial here

NOTE: BNB FEST MANAGEMENT WILL CALL YOU WITH A CONFIRMATION NUMBER WHEN WE RECEIVE YOUR POST MARKED AND SIGNED AGREEMENT NO LATER THAN (FRIDAY APRIL 2^nd 2010.)

BEACH N BIKER FEST 2010 

EXHIBITOR RULES AND REGULATIONS 

LOCATION AND DATES

The site of the Beach – N – Biker Fest is South Padre Island, Texas.  The dates and hours are: 

Move-In:

Thursday Apr. 15, 2010                          8:00 a.m. – 4:00 pm 

Exhibit Days (Your booth must remain operational during these hours):

Friday April 17, 2010,                 9:00 a.m. – 8:00 p.m.????

Saturday April 18, 2010,             9:00 a.m. – 11:00 p.m. ????

Sunday April 19, 2010,                10:00 a.m. – 3:00 p.m. close

Move-Out (Exhibitor shall not initiate teardown or abandon exhibit prior to the official Rally closing time on the final Rally day.):

Sunday April 19, 2010,                3:00 p.m. – 8:00 p.m.                  Initial here                                                                             

A.   Approval.  Applications for rental of exhibit space shall be subject to the approval of Event Management, and Event Management reserves the right to reject applications for space with or without cause if in the best interest of the Event.  Upon acceptance of the Exhibit Space Rental Agreement by Event Management in writing, it shall be a legally binding agreement between the Exhibitor and Event Management.   

B.   Electrical.  Basic 2-outlet, 110v electricity has been added to the cost of your booth.  If you need additional power, please complete the attached form and return it to us for a quote on the additional cost.

C.   Tents/Furniture. Tents and water barrels are not included in booth rental.   

      D.  Cancellations and Refunds.  Cancellation of all or a portion of any exhibit space must be made in writing. 

CANCELLATION GUIDELINES BELOW APPLY

                                                               i.      On or before March 15, 2010, Event Management shall retain a $50.00 per booth fee for administrative costs.  The remaining rental cost shall be refunded. 

                                                             ii.      On or before March 31, 2010, Event Management shall retain a $50.00 per booth fee for administrative costs, plus 50% of the booth rental.  The remaining 50% of booth rental cost shall be refunded.

                                                            iii.      After April 5, 2010, Event Management shall retain 100% of rental cost of each space canceled. There will be no refunds after April 5, 2010, even if the Event is sold out.

ELIGIBILITY

Event Management reserves the right to determine eligibility of Exhibitor for inclusion in the Event prior to, or after, execution of the agreement. 

1. Products Displayed.  Exhibitor agrees to advertise or display only such products that are intended for and generally used in a manner that conform to State, Federal, or other applicable laws or regulations.  No other products can be displayed . Exhibitor shall not have in its booth any product or display or may not distribute advertisements for a product that infringes upon the registered trademark, copyright or patent of another company. The description must be sufficiently specific to allow Event Management to identify such products or materials without difficulty.

BNB has the exclusive right to display, license, sell and merchandise all event novelties (t-shirts, ride pins, etc.).  BNB further has the right to inspect, approve, reject or otherwise control the display, promotion, sale or other merchandising of products or services by exhibitors at the event in its sole discretion.  Any products or services rejected by BNB must be immediately removed from the event premises and may be removed by BNB if this does not occur.  South Padre Island/CVB codes and/or Event policy prohibit the selling of sexually explicit material, items with obscenities or profanity, illegal drugs and drug paraphernalia, weapons, merchandise containing racial slurs, manufacturer or copyright infringements, obscenities or other offensive or other detrimental matter.  Any such merchandise or displayed matter will be confiscated and not returned.  Merchandise designed to be passed off as event merchandise (use of South Padre Island, date, event name, trademarks, etc.) or which has this effect will not be permitted.  No signage may be displayed in Exhibitor space reading “Official (Event, Festival or Rally) Merchandise”, “Official (Festival, Event or Rally Tees)” or any similar language advertising the sale of event merchandise.   “Beach – N – Biker Fest,” is a trademark of Magic Valley Riders M/C, Inc.  Any vendor found selling merchandise that infringes on these trademarks may be asked to leave immediately and will be subject to legal recourse.  Event Management will determine the appropriateness of products exhibited, and reserves the right to prohibit display or advertisement of products that are in violation of these Exhibitor Regulations or any other reason.  By signing this form you are agreeing that the officers of the Magic Valley Riders M/C, Inc. have sole and final authority to determine violations of this agreement. 

EXHIBIT SPACE ASSIGNMENT

1. Method.  The method of determining space assignment shall be established by Event Management and may be changed from time to time without notice to exhibitors in order to accommodate what Event Management perceives as the best interest of the Festival.  No rights or privileges are created for any Exhibitor as a result of previous space assignments or years of participation in the Event.

2. Floor Plan.  Event Management reserves the right to rearrange exhibitors or adjust the floor plan to accommodate the best interest of the Event.  The floor plan maintained by Event Management shall be the official floor plan.  Changes may occur at any time to accommodate show needs.

3. Subletting Space.  Exhibitor shall not assign, sublet, share or apportion the whole or any part of the space allotted, 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 Event Management.

4. Assignment/Transfer.  This agreement is non-assignable by Exhibitor except where assignment is in connection with sale or other transfer of the assignor’s trade or business to the assignee, but such an assignee shall display only products or services manufactured or marketed by the assignor except with the express written consent of Event Management.  In the event of such an assignment, assignor must provide written notification to Event Management.

MOVE-IN

1. Display Installation.  All displays must be in place and display materials, cartons and refuse removed from the aisles by 3:00 pm on the move-in day.  Exhibitors will be permitted to work within their exhibit space until 5:00 pm.
2. Space Abandonment.  Any space not claimed and occupied by 4 p.m. on Thursday, April 15, 2010, may be resold or reassigned by Event Management. No refunds to Exhibitor unless agree upon prior to check in time.
3. Display Vehicles.  Display vehicles must have battery cables disconnected and taped, fuel tanks with no more than ¼ tank of gas, filler caps locked and/or sealed with tape and alarm systems deactivated.  Display vehicles will be permitted to occupy no more than 80% of the contracted exhibit space and must conform to line-of-sight display regulations.  Tractor trailers/rigs are not permitted unless approved in writing by Event Management.
4. Driving or Riding In Exhibitor Areas.  The riding or driving of vehicles within the exhibitor areas during show hours is a violation of TX DOT laws concerning street closures.  No vehicles may be driven into or out of the vendor/exhibitor areas during Event show hours.  Vehicle access during non-event hours is for the sole purpose of stocking/restocking vendor booths and all vehicles must be out of the area at least one hour prior to the event hours. 
5. Vendor Parking/Vehicles, Cars, Vans, Pickups, Motor Homes, Trailers, Etc. Please ask or look for signs (Event Parking Manager, will tell you where you can park) Convention Center Parking lots are for our guests.         Initial here

MOVE-OUT

1. Early Move-out.  Exhibitor shall not initiate teardown or abandon exhibit prior to the official Event closing time on the final Event day.  Violation of this paragraph may cause Exhibitor to be barred from participation in future Event.
2. Move-out Security.  Exhibitor Personnel should remain in the contracted exhibit space until Exhibitor’s display materials are secured.  Event Management assumes no responsibility for exhibit material left unattended during teardown.

OPERATION AND CONDUCT

1. Exhibit Obstructions.  Exhibitors are not allowed to obstruct the view, which occasion injury or adversely affect the displays of other exhibitors.
2. Exhibit Personnel.  Attendants, models, and other employees must confine their activities to the contracted exhibit space.  Exhibitor personnel and representatives may not enter the exhibit space of another Exhibitor and at no time may anyone enter an exhibit space that is not staffed.  Violators may be ejected from the Event. 
3. Damages.  Exhibitor shall yield the exhibit area back to Event Management at the conclusion of the Event in good condition and repair, ordinary wear and tear excepted. Any costs incurred by the Event Management to restore the exhibit areas to its condition prior to the show, including but not limited to removal of signs, tape, and other things not removed by Exhibitor shall be the responsibility of Exhibitor.  Exhibitor is responsible for all damage to any property caused by Exhibitor personnel.
4. Advertising.  Exhibitor shall not, without the written consent of Event Management, distribute, or permit to be distributed, any advertising matter, literature, souvenir items or promotional materials in or about the exhibit areas except from its own allotted exhibit space. Exhibitor shall not post or exhibit any signs, advertisements, show bills, lithograph posters or cards of any description on any part of the premises of the Event, except within the Exhibitor’s booth space and upon such space as is made available for such purposes by the Event.
5.  Food and Beverage.  Alcoholic beverages may not be served within an exhibitor’s exhibit space without written consent from Event Management.  Alcoholic beverages may not be served during exhibit set-up or teardown under any conditions. Preparation of food within the contracted exhibit space is prohibited unless a permit has been obtained through South Padre Island Health Department and Cameron County. In no event will Exhibitor bring into the Rally any food, whether prepared or unprepared, or beverages of any kind whatsoever, including but not limited to alcoholic beverages without the prior written permission from the Event Management.
6.  Accidents/Incidents.  Any accident or incident involving Exhibitor’s booth or booth personnel must be immediately reported to Event Management.  Event Management will create a report of the incident.

VIOLATIONS The Exhibitor shall be bound by the rules and regulations set forth herein, and by such additional rules and regulations which may be established by the Event Management including, but not limited to, those contained within the Exhibitors Rules and Regulations. Event Management shall enforce all Event rules and regulations, and its decision on these matters will be final.  All matters and questions not covered by the regulations shall be subject to the final judgment and decision of Event Management. Any violation by the Exhibitor of any of the terms and conditions herein shall subject Exhibitor to cancellation of the Agreement to occupy exhibit space and to forfeiture of any monies paid on account thereof.  Upon due notice of such cancellation, Event Management shall have the right to take possession of the exhibitor’s space, remove all persons and properties of the Exhibitor and hold the Exhibitor accountable for all risks and expenses incurred in such removal.   

COMPLIANCE WITH LAWS A.      Laws and Ordinances.  Exhibitor agrees to comply with and be bound by all laws of the United States and the state of Texas, all ordinances of the City of South Padre Island and Cameron County and wherever applicable, all rules and regulations of the Police Department, Fire Department, Health Department and those policies and criteria which have been established by the Event for use of the exhibit areas. B.      Fire Regulations/Fire Proofing/Codes.  Exhibitor must conform to all standard fire codes and rules of the Festival.  Combustible materials or explosives are not permitted in or around the exhibit areas without written permission from Event Management. C.      Electrical.  Electrical equipment and wiring require evidence of testing and approval by a nationally recognized testing laboratory. D.      Inspection.  All displays will be subject to inspection during set-up days and any Exhibitor deviating from the regulations must make modifications to its exhibit at Exhibitor’s expense prior to Event opening

ACCESS CONTROL Event Management shall not be held responsible for the loss of any material by any cause and urges the Exhibitor to exercise normal precautions to discourage loss due to theft or any other cause.  Event Management assumes no responsibility for goods delivered to the exhibit areas, or for materials left in the exhibit areas at any time.  Exhibitors are required to insure exhibit property against loss or theft.

DISRUPTION OF SHOW In the event the Event is interrupted or cancelled for any reason, Event Management at its option may return a portion of the amount paid for space after deduction of any amounts necessary to cover expenses incurred by Event Management in connection with the Event. Such expenses shall include, but not be limited to all expenses incurred by Event Management as a result of contracts with third parties for the provision of services or products incidental to the Event, including all out of pocket expenses incurred by Event Management incident to the Event; and all overhead expenses of Event Management attributable to the production of the Event. No monies shall be returned should Event Management change the dates or location of the Event, but Exhibitor will be assigned space, which Exhibitor agrees to use under these same rules and regulations.  Event Management shall not be financially liable in the event the Event is interrupted, canceled, moved or dates changed.

INDEMNITY The Exhibitor is responsible for any and all demands on account of any injury or death, or damage to property occurring in or upon any portion of the Event leased or used by Exhibitor which are caused by acts or omissions of Exhibitor, or its employees, representatives, servants, agents, licensees, invitee, patrons, guests, or contractors.  Exhibitors shall defend, indemnify and hold harmless Event Management, it’s officers, employees, and agents from and against any and all claims, demands, actions, causes of actions, penalties, judgments, and liabilities of every kind and description (including court costs and reasonable attorney’s fees) including but not limited to, injury to and death of persons, and damage to and loss of property which are caused by, arise from or grow out of Exhibitor’s use or occupancy of the premises or from any breach by Exhibitor of any condition of this contract, or from any act or omission of Exhibitor, or its employees, representatives, servants, agents, invitees, patrons, guests, licensees, or contractors.

EXHIBITOR REPRESENTATIVE  The signer of the Exhibit Space Rental Agreement shall be the official representative of the Exhibitor and shall have the authority to act on behalf of the Exhibitor.