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Nov 26 2012

Seedy Saturday Vendor Info – 2013

Exhibitor Application: TERMS & CONDITIONS

  1. SEEDY SATURDAY 2013 HOURS & LOCATION

    1. Saturday March 1, 2013. Open to the public from 10 am – 3 pm
    2. Upper level conference hall of Florence Filberg Centre, 411 Anderton Avenue, Courtenay, BC
  2. GENERAL RULES & CONDITIONS

    1. Participation in previous Seedy Saturdays does not guarantee acceptance for Seedy Saturday 2014.
    2. Space contracted by the exhibitor may not be transferred or shared by the exhibitor without the prior written permission of the CVGSS.
    3. CVGSS reserves the right to alter or change the space assigned.
    4. The exhibitor shall repair at their own expense any damage to the space occupied by them.
    5. The CVGSS reserves the right to refuse anyone entry and to remove anyone for cause.
    6. Any Exhibitor who violates any of the terms & conditions or any part of the contract may be barred from further attendance for such a period as may be decided by the CVGSS Board.
  3. PAYMENT REQUIREMENTS

    1. Seedy Saturday is the main fund-raiser for the Comox Valley Growers & Seed Savers Society. Funds raised from Seedy Saturday help the Society to do its education work and activities during the following year.
    2. Full payment must accompany the signed application & must be received by January 31, 2013. No refunds will be given for cancellations after this date.
    3. Late or incomplete applications are not guaranteed a place.
    4. Vendors will receive a confirmation of acceptance of their application via email or mail after Dec. 31, 2012.
    5. Non-accepted applications will receive a full refund.
    6. A space will not be considered sold & occupied until full payment has been made to, & confirmation received from, CVGSS.
  4. SELECTION CRITERIA

    1. CVGSS reserves the right to select exhibitors based on the following criteria:
      1. Products for sale must be GE Free
      2. Early paid registrations
      3. Exhibitors whose products or information is most pertinent to growing & seed saving
      4. Certified & non-certified organic growers and their products & services
      5. Exhibitors from the Comox Valley region
      6. Displays that adhere to the regulations & restrictions of the Filberg Centre
      7. Aim for a total product & service ratio of 65% seeds & plants; 20% tools & garden accessories; 15% information.
  5. SET-UP

    1. The Filberg Centre will be open for set-up at 8 am Saturday March 1, 2014.
    2. All exhibits must be completely set-up before 10 am.
    3. Tables and chairs are provided. Exhibitors are to provide table coverings, extra lighting, AV equipment, extension cords, signage as needed.
    4. Only masking tape is allowed on the walls & tables – no pins, tacks, staples, etc.
    5. Volunteers will help unload in the morning and pack-up after the event.
    6. A floor plan will be posted showing the locations of the loading doors & of the exhibit space.
  6. VENDOR SERVICES

    1. On arrival, exhibitors are to check in at the Vendors/ Exhibitors Check-in Booth. Volunteers are available here for booth relief and to submit your event evaluation at the end of the day.
  7. TAKE-DOWN

    1. Take-down of exhibits is not permitted before 3 pm.
    2. Your designated area must be left in the same condition as when you arrived.
  8. RAIN

    1. The event will proceed snow, rain, or shine.
    2. Outdoor exhibitors are responsible for their own shelter and will not be permitted to move indoors at the last minute due to inclement weather.
  9. PARKING

    1. After unloading at the upper level of the Filberg Centre, exhibitors are to park on the lower street level (Anderton Ave.)
  10. PRODUCT/SPACE RESTRICTIONS

    1. Products to be exhibited & sold are restricted to those products identified & approved on the exhibit space contract.
    2. Exhibitors must not exceed their allotted space.
    3. All fire exits widths and aisle widths must be maintained at all times i.e. no portions of the display, tables or chairs can intrude.
  11. LATECOMERS/ NO–SHOWS

    1. Any space not claimed or occupied by 9:45 am Saturday March 2, 2013; or for which no special arrangements have been made prior to 5 pm Friday March 3, 2013; may be resold or reassigned by the Coordinator and any monies paid will be forfeited.
  12. WALL SPACE

    1. Wall space above 7’ height is reserved for potential sponsor advertising banners.
    2. Exhibitors with wall space are permitted to hang banners up to 8 sq. ft. in size, below 7’ height.
  13. ELECTRICAL/CASH TRANSACTIONS

    Exhibitors are responsible for their own cash floats. There may be no ATM on site. No change can be made through the CVGSS tables or admissions tables.

    1. Only perimeter booths have access to electrical outlets. Centre tables do not have access to electrical.
    2. Exhibitors must supply their own extension cords.
  14. DOGS/PETS

    Animals are not permitted inside the Florence Filberg Centre building with the exception of Certified Assistance Dogs.

  15. SMOKING

    The Florence Filberg Centre is a non-smoking building.

  16. REFRESHMENTS

    Exhibitors will be provided with complimentary hot & cold beverages and muffins/snacks from 8am – 10 am. The Seedy Cafe will be open in the Evergreen Lounge for lunch, beverages and other snacks for sale.

  17. INSURANCE/LIABILITY

    1. The CVGSS will not accept responsibility for injury to persons, loss of, or damage to, products, exhibits, equipment or decorations by fire, accident, theft or any other cause, during the event, move-in or move-out.
    2. Licensing, insurance and collection of applicable taxes is the responsibility of the exhibitor.
  18. EVENT DAY PROGRAM & ADVANCE PUBLICITY

    Exhibitors who apply before Dec. 31/ 2013 and are accepted, will have the opportunity to be featured in advance publicity for Seedy Saturday 2014. The coordinator will contact you in early 2014 for a biography & photos.

    1. The information from your application (i.e. contact name & number, products for sale, etc) will be the information used for promotional purposes. The contact information will be placed at www.cvgss.org including links to your website if you provide that information.
    2. The coordinator must be notified before Feb.15, 2014 of any changes to the information on your form.
  19. EVALUATIONS

    Exhibitors will be asked to submit an evaluation of the event at the end of the day. This information is extremely valuable in the continuing success of the event.

  20. Seedy Saturday COORDINATOR CONTACTS

    Please contact the Seedy Saturday Coordinator with any questions or comments: Sue Moen h.250-337-5948 or sue_moen@telus.net

  21. Category Description and Fee Structure

    Describe your product for sale or exhibitDescribe your display setup: height/width/depthAre your products considered to be organic?      If you sell seeds, are some of your seeds hybrid? ­­­­

    ITEM

    Table Size

    Price

    Number Required

    Total Price

    Non-Profit Society Exhibit 4’ long table or space inside (total space 4’ W x 5’ D = 20 sq. ft.) $25.00
    8’ long table or space inside (total space 8’ W x 5’ D = 40 sq. ft.) $45.00
    Commercial, Business,Trade Show Vendor orOther Organization Exhibit 4’ long table or space inside (total space 4’ W x 5’ D = 20 sq. ft.) $55.00
    8’ long table or space inside (total space 8’ W x 5’ D = 40 sq. ft.) $95.00
    8’ long table or space outside (total space 12’ W x 10’ D = 120 sq. ft.) $95.00
    Additional Vendor Passes All booths include 4 Vendor/Exhibitor Passes with registration fee $5.00 ea.
    TOTAL COST ENCLOSED to apply for space at Seedy Saturday 2014.  Cheque payable to Comox Valley Growers & Seed Savers Society (or CVGSS)Mail cheque and application form to:    CVGSS, Box 3783, Courtenay, BC  V9N 7P2

    $

  22. You can complete the application and payment via PayPal below

 

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