2009 Pgx Concessionaire Info Package

1. 2009 PGX Concessionaire Set Up, Operation and Move-Out Move – In Times:

Tuesday August 11, 2009

between: 9:00 am – 9:00 pm

*Spaces not occupied by 9:00 pm on Tuesday August 11, 2009 will revert back to the PGX with no refund. Sorry, there are absolutely no exceptions.

Check In:

There will be an office for Concessionaires to check in and for assistance with set up and to pick up packages (packages will not be mailed out) located in the entrance area between Kins I & II. Please report here upon your arrival.

Dates and Hours of Operation For Concessionaires during the PGX: Wednesday Thursday Friday Saturday Sunday

August 12, 2009 August 13, 2009 August 14, 2009 August 15, 2009 August 16, 2009

10:00am - 10:00pm 10:00 am – 10:00 pm 10:00 am – 10:00 pm * option to stay open till midnight 10:00 am – 10:00 pm 11:00 am – 6:00 pm *later opening for the pancake breakfast

Move out Times: Sunday, August 16, 2009 (last day of the exhibition) 6:00 pm – 8:00pm Monday August 17, 2009 (next day after the exhibition) 10:00am – 5:00pm

Miscellaneous: • • •

Main Entrance Admission Gates may be open to the general public as early as *8:00 am all five days of the fair, for 4-H & Livestock competitions *to be confirmed. Friday August 14th, Food Concessionaires may stay open till Midnight as the Midway will have extended hours for this one night only. All concessions must be manned 30 minutes prior to daily opening.

Security: •

Security is provided beginning Tuesday at Noon August 11 through to Noon Monday August 17

2. Opportunities and Investment Prices do NOT include GST Booth spaces are maximum 20’width (“frontage”) X 25’ length (or “deep”) Concessionaires Booths Include: Your rented real estate (space) Five (5) Five-day Admission & Parking Passes – per space General Exhibition Security Non Profit Organizations: $950.00 per space +gst For Profit Business: $1,200.00 per space +gst *Non profit organizations must supply a Society number please

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3. Admission, Parking & Camping Passes •

Each Concessionaire will receive Five (5) Five-day Parking and Admission Passes, per space booked.

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Please note that the PGX will not be supplying name badges, as has been past practice; all concessionaires must wear their company/club/organization name tag at all times during the open hours of the fair to be identifiable to fairgoers.

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If additional Parking and Admission Passes are required (aside from your complimentary Five 5day) they are sold at a greatly reduced cost to Concessionaires:  $35.00 each for a five-day Parking & Admission punch pass  $8.00 for each one-day Parking & Admission punch pass  $10.00 for each five-day Parking only pass  $25.00 each for a five-day Admission only pass  $15.00 PGXpress pass: one day admission/parking/camping  Camping Passes are $10.00 per camping vehicle (tenting & open fires are prohibited) and are good for all five days

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It is the Concessionaire’s responsibility to ensure that staff and volunteers receive their passes.

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An order form for all passes is included in the attached Application & Agreement.

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Passes left at home will not be replaced or refunded; Concessionaires will have to purchase to gain entry to the grounds. This will be strictly enforced.

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All vehicles will be checked for passes by Security prior to entrance into the parking area (marked gate #7) and again prior to admission onto the grounds (marked gate #8). Please note that EACH person with you must provide an admission pass or be subject to full admission costs. Sorry, absolutely no exceptions.

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Failure to stop for pass checks will result in the Concessionaire being removed from the fairgrounds, with no refund owed. Please do not abuse your pass privileges.

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4. Food Safety, Menu, Insurance & Sponsor Agreement(s) 1. ATTACH A MENU & PHOTO: Please supply the PGX with a list of the items you are selling to our fairgoers, along with a price list. The PGX requires an updated photo of your unit or set up. The PGX must receive the menu, price list and photo at the time of application, for the space to be considered booked, if one is not already on file. Please discuss at the time of booking. 2. PERMIT TO OPERATE: A copy of your permit to operate from Northern Health (food permit application enclosed) must be received in the PGX office before July 15th. Original permit must be displayed in a conspicuous place. Concessionaires must ensure that they are following food safe regulations as per their food safety plan; failure to do so will result in you r removal from grounds with no refund. 3. LIABILITY INSURANCE: The attached Certificate of Insurance must be completed by your insurance agent. This form adds the PGAHA and the City of Prince George as additional insureds to your policy for activities arising from your involvement in the PGX. This form is due to be received in the PGX office no later than July 15th, 2009 at 5:00pm. Vendors may not participate/set up at the PGX until this completed form has been received; no refunds will be issued and the PGX may re-sell the space. 4. CENTRAL DISPLAY: If you require table(s), chairs, additional lighting, tents etc. be sure to order as soon as possible, directly from Central Display (attached). 5. The OFFICIAL BEVERAGE SUPPLIER FOR 2009 is Coca Cola. The price list from them is attached. Only Coke products, purchased from Coca Cola company representatives at the PGX, may be sold in your concession during the PGX.

5. Gates Operation and Parking Set Up & Take Down:

Please use Gate #4 as per attached map *see Set up/Take down dates &

times in section 1. •

There is absolutely no vehicle traffic authorized on grounds during fairgoer hours – vehicles will be towed at the owner’s expense if found on grounds during fairgoer hours. Vehicles are authorized on site BEFORE and AFTER fair hours (see below, this section). Please use Gate #4 (map attached) for entry and exit in your vehicle to attend to your booth; as soon as you are done, park your vehicle in the back parking lot via gate #7, and enter the grounds on foot via gate #8 *please present pass:      

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Wednesday August 12 Thursday August 13 Friday August 14 Saturday August 15 Sunday August 16

Before 9am and after 10pm Before 9am and after 10pm Before 9am and after Midnight Before 9am NOT after 10pm this night only *dance Before 8am

6. How to Book FIRST CHOICE/PRIORITY BOOKING: First come first served! Applications accepted beginning Monday February 16, 2009. 1. Complete the attached Application & Agreement form and return with your DEPOSIT (50% of total cost), if booked prior to July 15, 2009. After July 15th, the full amount owed must accompany the application to be considered booked. Completed menu & price list and updated photo of your operation must accompany your application for space to be considered booked. See section #7 for deadlines. 2. Fax with a Visa or MasterCard number to: (250) 563-3088 •

Mail Certified Cheque payable to: Prince George Agricultural & Historical Association P.O. Box 955 Prince George, BC V2L 4V1

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In Person: Sports Centre Building on the Exhibition Park Grounds

7. CHECKLIST: Deposits, Payments and Deadlines For your convenience, please check: _

DEPOSIT: A minimum of 50% Deposit (of the Total amount owed) is required with each Application & Agreement for the space to be considered booked, until July 15th 2009; after this date, only applications received with full payment will be processed.

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Menu, prices and photo of your operation (if we do not already have an updated one on file) must accompany your application, to be considered booked.

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ADDITIONAL PASSES: Must be ordered and purchased prior to July 15, 2009 to receive the discounted cost for parking and admission. *See section 3.

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FINAL PAYMENT (for booth space, parking & admission, camping passes, and any applicable fees, less paid deposit) must be received in the PGX Office no later than July 15th, 5:00pm or the space may be resold with no refund of any funds held on deposit.

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LIABILITY INSURANCE: The attached Certificate of Insurance must be completed by your insurance agent. This form adds the PGAHA and the City of Prince George as additional insureds to your policy for activities arising from your involvement in the PGX. This form is due to be received in the PGX office no later than July 15th, 2009 at 5:00pm.

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PERMIT TO OPERATE: A copy of your permit to operate from Northern Health (food permit application enclosed) must be received in the PGX office before July 15th, 2009. Page 4 of 7

FINAL PACKAGE: will include all passes (both complimentary and purchased), final grounds layout map showing gate and parking operations, daily schedule of events/program, receipt & confirmation of spaces booked, list of all Vendors and Food Concessionaires. Final Packages will be available for pick up on set up day (Tuesday August 11, 2009) at the temporary office for Vendors & Concessionaires in the entrance area between Kins I and II, between 9:00am and 9:00pm. FINAL PACKAGES WILL NOT BE AVAILABLE AFTER THIS TIME AND WILL NOT BE MAILED.

PLEASE TAKE A MOMENT TO READ THE “FINE PRINT” (Rules & Regulations) *we made it bigger just for you!

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PGX Rules and Regulations for Vendor/Concessionaire Space 1. “THE EXHIBITION”- as used refers to the Prince George Agriculture and Historical Association (PGAHA) and its employees and agents. “Vendor” and “Concessionaire” refers to any organization, business, individual or entity that enters into an agreement to carry on any activity on the grounds during the PGX. 2. CONTRACT FOR SPACE RENTAL – No space shall be reserved without the required 50% deposit. No refund will be made for space that is not used or for space remaining unoccupied by 9:00pm the TUESDAY before opening. The Exhibition may rent or use it for other purposes with no obligation or refund. 3. ALLOTMENT OF SPACE – The allotment of space shall be at the discretion of The Exhibition. Spaces are not necessarily booked on a first come, first serve basis, in order to provide a variety for the general public. All efforts will be made to avoid duplicates; however, it is not guaranteed and there may be Vendors selling (some of) the same product/services. In all cases The Exhibition reserves the right to reject or accept conditional applications at any time. 4. USE OF SPACE – The space contracted for is to be used solely for The Vendor whose name appears on the application and only for those products listed on the application. The Vendor agrees the allotted space shall not be assigned, shared, subleased in whole or in part except by written approval of The Exhibition. 5. PAYMENT SCHEDULE & SPACE CANCELLATION – A 50% deposit is due with the application. An application not accompanied with the full deposit & other requested forms/ information will not be considered booked. Either party may cancel this contract on condition that written notice of such cancellation is received by the remaining party as scheduled hereunder. Refunds will be in accordance with the schedule hereunder. Payment and deposit will be accepted in cash, certified cheque, Visa or MasterCard only. 30 days and less prior to the opening of the Exhibition: NO REFUND. Over 30 days prior to the opening of the Exhibition: 50% REFUND. 6. STAFFING OF BOOTHS – Booths shall be manned by agents of The Vendor, wearing their business/club/company name tag, all times when the show is officially open. Failure to comply with this regulation may result in removal from The Exhibition. 7. DAMAGE AND LIABILITY – The Vendor is responsible for all damage to the Exhibit Facility, Show Property, or Display Equipment. Vendors are responsible for all damage cause to same from any cause whatsoever. The Exhibition will maintain a watchman service and will take reasonable precautions to safe guard Vendor’s property: however, The Exhibition assumes no liability for loss or damage through any cause, of goods, exhibits or any other materials owned, rented or leased by the Vendor. The Vendor shall indemnify The Exhibition and the City of Prince George against, and hold themselves harmless from any complaints, suits or liabilities resulting from negligence of the Exhibitor in connection with the Exhibitors use of display space. 8. PURCHASED INSURANCE TO BE PLACED WITH A COMPANY LICENSED TO PROVIDE INSURANCE IN BRITISH COLUMBIA AND IN THE AMOUNT OF $2,000,000.00 AND IN FAVOR OF THE PRINCE GEORGE AGRICULTURAL AND HISTORICAL ASSOCIATION AND THE CITY OF PRINCE GEORGE.

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9. The Vendor will accept the space in the condition in which it is rented. The Vendor will leave the space as they found it; Exhibitors will be billed for any clean – up required by the Exhibition and will not be allowed to return until the debt has been paid in full. 10. RESTRICTIONS – The Exhibition limits the right to limit the generation of noise, smell, dust, smoke, litter and method of operation, creation of safety hazards or any other result, which may become objectionable or otherwise distract from or be out of keeping with the character of the show as a whole. Booths must be maintained in a neat and orderly manner throughout the show. Preparation and/or serving of food or beverages of any kind without written permission of The Exhibition are prohibited. 11. The consumption of ALCOHOL OR DRUG use or any related illegal activity will result in immediate expulsion from the grounds and no refund given; Legal action may apply 12. RAFFLES of any type must be cleared through The Exhibition except for free draws by Vendors. 13. INTERPETATION AND ENFORCEMENT – The management of The Exhibition rests with PGAHA. These conditions of contract, display rules and regulation form part of the contract between The Vendor and The Exhibition. All matters in question not covered by these regulations are subject in the first instance, to the decision of The President of the PGAHA, or their duly authorized representative. All decisions so made shall be adhered to by all parties. It is the responsibility of The Vendor or their designated representative to familiarize themselves with these rules and regulations. 14. OUTDOOR VENDORS: and Concessionaires are aware that inclement weather, including thunder, rain, wind and electrical storms can sweep the grounds at any time and will ensure that their tents/display/items are adequately secured and not pose any danger to any person or their property should inclement weather hit during the PGX. The PGX is NOT responsible for any items damaged due to weather. There are NO refunds for any misfortunate happenings due to weather. 15. The sale of any item deemed a “weapon” or that which could potentially be used to cause harm to others, including swords, knives, batons, guns or similar firearm whether real or fake, or in any event, an item that is deemed by the PGX to be a weapon, is strictly prohibited from being sold on grounds during the annual Prince George Exhibition. 16. The sale of any item that is deemed as “drug paraphernalia” including pipes, rolling papers, “roach” clips and the like, or in any event, any item that is deemed by the PGX to be “drug paraphernalia”, is strictly prohibited from being sold on grounds during the annual Prince George Exhibition. a. During the PGX, the President or the General Manager or the Designate of them may be called upon to deem an item, in the case of #15 and #16, as being prohibited from being sold on grounds during the annual Prince George Exhibition. b. Any Vendor found in non compliance with this Policy may be directed to leave the grounds immediately and for the duration of the event, with no reimbursement of funds due to them and may be banned from future years of the PGX.

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