2010 INTERNATIONAL TRADE FAIR
WE WOULD LIKE TO EXTEND AN INVITATION TO YOU TO SUBMIT AN APPLICATION TO BE A PART OF AN EXCITING AND FESTIVE FIVE DAYS
The Rolex Kentucky Three-Day Event Trade Fair is a unique, outstanding and integral part of the overall event. Over the past three years, the Rolex Kentucky Three-Day Event has had more than 220,000 attendees. This year, with the addition of the 2010 Alltech FEI World Equestrian Games Dressage, Eventing and Show Jumping Test Events, we expect to have over 80,000 people attending.
To take advantage of this terrific opportunity, please fill out the Merchant Application Form HERE and review the “CONDITIONS OF APPLICATION and MERCHANT RULES FOR TRADE FAIR.” Complete both sides of the application and mail with full fees to Equestrian Events, Inc. (EEI) at the address listed on the bottom of the application. Applications submitted via email will not be considered until a check has arrived via mail to the EEI office. Postmark of application will be postmark of check.
Before submitting your application please review both the Conditions of Application and the Merchant Rules for Trade Fair below. By submitting an application you agree to these terms.
CONDITIONS OF APPLICATION
1. No request for space will be considered unless a FULLY COMPLETED APPLICATION AND APPROPRIATE FEES IN THE FULL AMOUNT have been received in the EQUESTRIAN EVENTS,INC.(EEI) Office.
2. NO APPLICATIONS ARE ACCEPTED, NOR SPACE RESERVED OR GUARANTEED, VIA TELEPHONE.
3. EEI reserves the right to refuse any and all applicants or withdraw acceptance for unacceptable conduct or such other reasons as EEI in its sole discretion elects.
4. 2009 participants in good standing with EEI are guaranteed acceptance if application and fees are received in the EEI office by NOVEMBER 16, 2009.
5. NEW MERCHANTS must include with their application pictures or samples of ALL merchandise to be offered.
6. ALL merchandise to be offered MUST be listed on the application. This includes all PAST participants as well as NEW ones.
7. Receipt of application and fees is not an automatic guarantee of acceptance for new merchants, returning merchants, any merchants not in good standing or 2009 merchants whose applications are received after NOVEMBER 16, 2009.
8. Applications are considered according to postmark date.
9. Space is limited and there is always a waiting list, so it is VERY important to submit your application early.
10. The committee evaluates each application for acceptance to hopefully ensure a reasonable market for all merchants.
11. Requests for placement are honored to the best of our ability but ARE NOT GUARANTEED.
12. Every attempt is made to place merchants so that any competition will be limited.
13. PAYMENTS ARE PROCESSED UPON ACCEPTANCE of the application.
14. PAYMENTS ARE NOT PROCESSED IF the application is not accepted or if the applicant is placed on the waiting list.
15. Applicants are notified by mail as to the committee’s decision.
16. When the Trade Fair fills, applicants whose applications have already been received in the EEI Office will be advised and placed on the waiting list.
17. Any applications postmarked after APRIL 5 wil be put in a pending file , unopened, according to postmark date, and processed if space becomes available or returned following the event.
18. All logos, names and titles relating to the ROLEX KENTUCKY THREE-DAY EVENT are registered with the U.S. patent office. These trademarks may not be used without official authorization. No merchandise may be sold using these logos, names or titles without granting of a license for such use. (See Merchant Rules for Trade Fair, Item #4.) THE ROLEX NAME AND CROWN LOGO ARE THE PROPERTY OF ROLEX WATCH AND MAY NOT BE USED UNDER ANY CIRCUMSTANCES.
MERCHANT RULES FOR TRADE FAIR
1. APPLICATION FORM - The Trade Fair Application Form is issued by Equestrian Events, Inc., hereinafter referred to as EEI, and no space will be reserved unless a complete application with appropriate fees is submitted. No telephone applications are accepted.
2. NEW MERCHANTS - New merchants must include with their application photos or samples of ALL merchandise to be offered.
3. ACCEPTANCE/PROCESSING - Receipt of application and fees is not an automatic guarantee of acceptance into the Trade Fair.
a. 2009 participants in good standing with EEI are guaranteed acceptance if application and fees are received in the EEI Office by November 16, 2009. See rules #4 & #17 with respect to merchandise.
b. New applicants and pre-2009 returning merchants are considered according to the postmark date and the type of product(s) to be offered in relation to the number of merchants offering like or similar products. Consequently, new applicants and pre-2009 returning merchants should NOT wait until after November 16 to submit application and fees.
c. PAYMENTS ARE NOT PROCESSED UNTIL THE APPLICATION IS ACCEPTED. Applicants will be notified via U.S. mail whether accepted or not. New applicants, pre-2009 and 2009 Merchants whose applications are received after the November 16th deadline will be notified by phone of acceptance before their checks are cashed. If not accepted, the payment will be returned to the applicant.
4. LOGOS/TITLES - The EEI logo and name, the Rolex logo and name, the below-listed titles and/or any logos of Event Sponsors are protected by U.S. Trademark Laws. These Trademarks may not be used without Official Authorization. Any use, description of or reference to the EEI LOGO, the ROLEX LOGO, SPONSOR LOGOS or the titles ROLEX KENTUCKY THREE-DAY EVENT, KENTUCKY THREE-DAY EVENT, CCI**** or 4* KENTUCKY, CCI**** or 4* LEXINGTON, KENTUCKY CCI**** or 4*, and/or LEXINGTON CCI**** or 4* IN ANY FORM, is prohibited. EEI may at its discretion license use of one or more of certain logos and/or titles (not to include the ROLEX LOGO) for a fee. Contact the EEI office for information.
5. WAITING LIST - When the Trade Fair fills, applicants whose applications have already been received in the EEI Office will be placed on the Waiting List in order by postmark date.
6. RIGHT OF EXCLUSION - Equestrian Events, Inc. reserves the right to exclude any person or firm from exhibiting, or to close the stand of any Merchant for conduct objectionable to EEI, in its sole discretion. In the event of such exclusion or closure, the person or firm WILL NOT be entitled to any refund of the application fee.
7. ALLOTMENT OF SPACE - (a) Applications for space shall be dealt with by EEI in its sole discretion and EEI shall determine the position to be allotted to Merchants; (b) NO MERCHANT MAY SUBLET THE WHOLE OR ANY PORTION OF ANY SPACE ALLOTTED TO HIM; the contractual merchant is wholly responsible for any supplier whose goods are exhibited in the merchant’s space; (c) Merchants must use space provided and designated by EEI.
8. SETUP OF STANDS - (a) Goods, exhibits and units may arrive on the grounds NO EARLIER THAN SATURDAY, APRIL 17 AT 10:00 A.M.; (b) All stands MUST BE CHECKED IN BY 6:00 P.M., MONDAY, APRIL 19. Merchants not set up by 6:00 p.m. TUESDAY, APRIL 20 face loss of space and no refund. All vehicles must be removed from the Trade Fair area by 8:00 a.m. TUESDAY, APRIL 20. Merchants will be allowed to continue setting up their booths on Tuesday or open at their discretion.
9. OPENING HOURS - Tues.: Merchant’s Discretion • Wed. - Sat.: 9:00 a.m. - 5:00 p.m. • Sun.: 9:00 a.m. - 7:00 p.m.
10. DISMANTLING OF STANDS - Goods, exhibits and units MAY NOT BE REMOVED prior to 7:00 p.m., Sunday, April 25, and MUST BE REMOVED no later than 12:00 noon, Monday, April 26. Merchants are responsible for seeing that ALL items rented to them by EEI (i.e., tables, chairs, etc.) are signed in to an EEI Representative upon leaving. Merchant will be charged replacement cost of items not in allocated spot upon checkout. Merchants renting items from any source other than EEI must insure those items are removed by the April 26, 12:00 noon deadline.
11. VEHICLES/PARKING - (a) All vehicles must be removed from the Trade Fair area by 8:00 a.m. and until 30 minutes after closing Wednesday, Thursday, Friday, Saturday and Sunday; (b) All vehicles must be parked in the designated Trade Fair Parking Lot; (c) Vehicles associated with the Trade Fair that are parked illegally (not in the Trade Fair Lot) will be towed, without notification, to owner at owner’s sole cost and expense; (d) Any vehicles blocking other vehicles in the Trade Fair Lot will automatically be towed, without notification to owner, at owner’s sole cost and expense.
12. REFUNDS - A refund, less a handling charge of $100.00, will be made if the notice of withdrawal and request for refund are received in the Equestrian Events, Inc. Office, in writing, no less than 30 days prior to Wednesday, April 21.
13. ELECTRICITY - Electricity will be made available by EEI to all merchants except those in the Outdoor Exhibition Space. Each Merchant will be provided with an individual electric box with a maximum of 60 amps. WE CANNOT ACCOMMODATE ELECTRIC HEATERS. Only 110 is available.
14. FINAL PAYMENTS - Prior to dismantling, merchants must make final and complete payment to EEI, as reflected by EEI records, for additional tables or chairs rented upon arrival and during the run of the Trade Fair. Failure to do so will automatically render the merchant ineligible to participate in the Trade Fair again.
15. GENERAL CONDITIONS - (a) No Merchant will be allowed to place exhibits of any type or description so that any part thereof projects beyond the limits of the space allotted, or in such a manner as to unduly obscure the exhibits of an adjacent stand in EEI’s sole discretion; (b) fixture height of back or side walls and/or back or side walls not to exceed 8’; (c) Every Merchant shall indemnify, defend and hold harmless EEI and EEI’s officers, employees, directors, sponsors, agents and volunteers from any and all claims, demands, damages, actions, costs and charges to which EEI may be subject or to which EEI may have to pay by reason of any injury to any person or property, or loss of life or property resulting from or in any way connected with, the character, condition, or use of the premises or any means of ingress thereto or egress therefrom unless such injury or loss arises solely from the negligence of EEI, and shall at his own expense, assume the defense of such claims and actions for damages arising out of such injuries or losses which may be brought against EEI by a third person; and shall pay any such judgments that may be rendered in such actions.
16. INSURANCE - As a condition precedent to this agreement, all Merchants shall furnish to EEI proof of comprehensive general liability, workers compensation, and products liability insurance in a form, and in amounts, satisfactory to EEI, naming Equestrian Events, Inc. and the United States Eventing Association as additional insureds. The acceptability of this insurance coverage shall be in the sole discretion of EEI, and EEI reserves the right to prohibit the Merchant’s participation if the insurance coverage of the Rolex Kentucky Three-Day Event does not meet EEI’s criteria. PROOF OF INSURANCE, OR A SIGNED WAIVER, MUST BE RECEIVED IN THE EEI OFFICE PRIOR TO APRIL 1, 2010 OR MERCHANT WILL NOT BE ALLOWED TO SET UP.
17. ROLEX WATCH U.S.A. is Title Sponsor. Only Rolex watches sold by Merchants authorized as Rolex dealers are allowed. Watches of any other variety are not allowed to be sold or exhibited by any Merchant.