EXHIBITOR APPLICATION and CONTRACT FOR BOOTH SPACE and ADVERTISING

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Vendor Application and Contract for Booth Space and Advertising
Company Information
Company Name*
Vendor Logo
Name*
First Last
Phone*
Alt Phone
Email*
Enter Email Confirm Email
Names to be printed on badges

Maximum two per booth
Address*
Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country
Admin Discount Field Selection
- Vendor Loyalty %15 Discount AC#45429
- Early Bird 10% AC#45430
- Regular Pricing AC#45431
This field will be hid from the user when we go live.
Booth Details
Select one option:*
- I will pay the total amount due upon signing this contract
- I am selecting the payment plan option.
Vendor Loyalty Pricing
VL=Vendor Loyalty 15% Discount already applied
VL Select Booth*
- VL Corner Booth $595.00 AC# 45420
- VL Standard Booth $510.00 AC# 45450
- VL Premium Booth $1,190.00 AC# 45425
VL Booth #(s)*
1st choice 2nd choice 3rd choice
Do you wish an VL Additional Standard Booth?
- No
- Yes
VL Additional Standard Booth AC# 45450*
Price: $467.50 Quantity:
VL Booth #(s)*
1st choice 2nd choice 3rd choice
VL Additional Exhibitor Badges?*
- No
- Yes
VL Additional Exhibitor Badges AC# 45440*
Price: $21.25 Quantity:
Maximum 2
Staff Names to be printed on Badges*
VL Advertising Options – Program Book
- Cover Finished print size 6”x9” $255.00 AC# 45015
- Full page Finished print size 6”x9” $170.00 AC# 45015
- ½ page Finished print size 6”x 4.5” $127.50 AC# 45020
- ¼ page Finished print size 3”x 4.5” $68.00 AC# 45020
Complimentary Spotlight in the ICES Newsletter, monthly from signing to July 2020 issue.
Cover Options
- Inside front
- Inside Back
- Outside Back
Vendor Loyality Pricing Payment Plan 25% Down
VL=Vendor Loyalty PP=Payment Plan
VLPP Select Booth*
- VLPP Corner Booths $595.00 x 25% = $148.75 AC# 45420
- VLPP Standard Booth $510 x 25% = $127.5 AC# 45450
- VLPP Premium Booth $1190 x 25% = $297.50 AC# 45425
2 Exhibitor Badges Per Booth / Premium Booth=One corner booth plus 1.5 standard booths
VLPP Booth #(s)*
1st choice 2nd choice 3rd choice
Do you wish an VLPP Additional Standard Booth?*
- No
- Yes
VLPP Additional Standard Booth AC# 45440
Price: $116.88 Quantity:
VLPP Additional Standard Booth $467.5 x 25% = $116.88
VLPP Booth #(s)*
1st choice 2nd choice 3rd choice
VLPP Additional Exhibitor Badges?*
- No
- Yes
Max 2 per booth
VLPP Additional Exhibitor Badges AC# 45440*
Price: $5.31 Quantity:
VLPP Additional Exhibitor Badges $21.25 x 25% = $5.31. Maximum 2
Staff Names to be printed on Badges*
VLPP Advertising Options – Program Book
- Cover Finished print size 6”x9” $255.00 x 25% = $63.75 AC# 45015
- Full page Finished print size 6”x9” $170.00 x 25% = $42.50 AC# 45015
- ½ page Finished print size 6”x 4.5” $31.88 AC# 45020
- ¼ page Finished print size 3”x 4.5” $17.00 AC# 45020
Complimentary Spotlight in the ICES Newsletter, monthly from signing to July 2020 issue.
Cover Options*
- Inside front
- Inside Back
- Outside Back
Early Bird Pricing
EB=Early Bird 10% off. Ends October 1, 2019 10% Discount already applied
EB Select Booth*
- EB Corner Booth $630.00 AC# 45420
- EB Standard Booth $540.00 AC# 45450
- EB Premium Booth $1,260.00 AC# 45425
2 Exhibitor Badges Per Booth / Premium Booth=One corner booth plus 1.5 standard booths
EB Booth #(s)*
1st choice 2nd choice 3rd choice
Do you wish an EB Additional Standard Booth?*
- No
- Yes
EB Additional Standard Booth AC# 45450*
Price: $495.00 Quantity:
EB Booth #(s)*
1st choice 2nd choice 3rd choice
EB Additional Exhibitor Badges?*
- No
- Yes
Max 2 per booth
EB Additional Exhibitor Badges AC# 45440*
Price: $22.50 Quantity:
Maximum 2
Staff Names to be printed on Badges*
EB Advertising Options – Program Book
- Cover Finished prin0t size 6”x9” $255.00 AC# 45015
- Full page Finished print size 6”x9” $170.00 AC# 45015
- ½ page Finished print size 6”x 4.5” $127.50 AC# 45020
- ¼ page Finished print size 3”x 4.5” $68.00 AC# 45020
Complimentary Spotlight in the ICES Newsletter, monthly from signing to July 2020 issue.
Cover Options*
- Inside front
- Inside Back
- Outside Back
Early Bird Pricing Payment Plan 25% Down
EB=Early Bird 10% already applied. Ends October 1, 2019 / PP=Payment Plan
EBPP Select Booth*
- EBPP Corner Booth $630 x 25%=$157.50 AC# 45420
- EBPP Standard Booth $590 x 25%=$135.00 AC# 45450
- EBPP Premium Booth $1260 x 25%=$315 AC# 45425
2 Exhibitor Badges Per Booth / Premium Booth=One corner booth plus 1.5 standard booths
EBPP Booth #(s)*
1st choice 2nd choice 3rd choice
Do you wish an EBPP Additional Standard Booth?*
- No
- Yes
EBPP Additional Standard Booth AC# 45450*
Price: $123.75 Quantity:
EBPP Additional Standard Booth $495 x 25% = 123.75 Maximum 2
EBPP Booth #(s)*
1st choice 2nd choice 3rd choice
EBPP Additional Exhibitor Badges?*
- No
- Yes
Max 2 per booth
EBPP Additional Exhibitor Badges AC# 45440*
Price: $5.31 Quantity:
EBPP Additional Exhibitor Badges $22.50 x 25% = $5.63
Staff Names to be printed on Badges*
EBPP Advertising Options – Program Book
- Cover Finished print size 6”x9” $270 x 25% = $67.50 AC# 45015
- Full page Finished print size 6”x9” $45.00 x 25% = $42.50 AC# 45015
- ½ page Finished print size 6”x 4.5” $33.75 AC# 45020
- ¼ page Finished print size 3”x 4.5” $18.00 AC# 45020
Complimentary Spotlight in the ICES Newsletter, monthly from signing to July 2020 issue.
Cover Options*
- Inside front
- Inside Back
- Outside Back
Vendor Options
Select Booth*
- Corner Booth $700.00 AC# 45420
- Standard Booth $600.00 AC# 45450
- Premium Booth $1,400.00 AC# 45425
2 Exhibitor Badges Per Booth / Premium Booth=One corner booth plus 1.5 standard booths
Booth #(s)*
1st choice 2nd choice 3rd choice
Do you wish an Additional Standard Booth?*
- No
- Yes
Additional Standard Booth AC# 45450*
Price: $550.00 Quantity:
Maximum 2
Booth #(s)*
1st choice 2nd choice 3rd choice
Additional Exhibitor Badges?*
- No
- Yes
Max 2 per booth
Additional Exhibitor Badges AC# 45440*
Price: $25.00 Quantity:
Staff Names to be printed on Badges*
Advertising Options – Program Book
- Cover Finished print size 6”x9” $300.00 AC# 45015
- Full page Finished print size 6”x9” $200.00 AC# 45015
- ½ page Finished print size 6”x 4.5” $150.00 AC# 45020
- ¼ page Finished print size 3”x 4.5” $80.00 AC# 45020
Complimentary Spotlight in the ICES Newsletter, monthly from signing to July 2020 issue.
Cover Options*
- Inside front
- Inside Back
- Outside Back
Vendor Payment Plan Options
PP=Payment Plan
PP Select Booth*
- PP Corner Booth $700.00 x 25% = $175.00 AC# 45420
- PP Standard Booth $600 x 25% = $150.00 AC# 45450
- PP Premium Booth $1400 x 25% = $350.00 AC# 45425
2 Exhibitor Badges Per Booth / Premium Booth=One corner booth plus 1.5 standard booths
Booth #(s)*
1st choice 2nd choice 3rd choice
Do you wish an PP Additional Standard Booth?*
- No
- Yes
PP Additional Standard Booth AC# 45450*
Price: $137.50 Quantity:
Additional PP Standard Booth $550 x 25% = $137.5
Booth #(s)*
1st choice 2nd choice 3rd choice
PP Additional Exhibitor Badges?*
- No
- Yes
Max 2 per booth
PP Additional Exhibitor Badges AC# 45440*
Price: $6.25 Quantity:
PP Additional Exhibitor Badges $25 x 25% = $6.25 Maximum 2
Staff Names to be printed on Badges*
PP Advertising Options – Program Book
- Cover Finished print size 6”x9” $300 x 25% =$75.00 AC# 45015
- Full page Finished print size 6”x9” $300 x 25% = $50.00 AC# 45015
- ½ page Finished print size 6”x 4.5” $150 x 25% = $37.50 AC# 45020
- ¼ page Finished print size 3”x 4.5” $80 x 25% = $20.00 AC# 45020
Complimentary Spotlight in the ICES Newsletter, monthly from signing to July 2020 issue.
Cover Options*
- Inside front
- Inside Back
- Outside Back
Total
Payment Option
I am Paying by
- Check
- Credit Card
Total
$0.00
Please make ckecks payable to ICES

Please mail checks to:

Helen Osteen
ICES Membership Coordinator
2502 Esther Ave
Pasadena TX 77502-3239
Credit Card

American Express
Discover
MasterCard
Visa
Card Number Expiration Date Security Code Cardholder Name
By providing an authorized card user signature, you are authorizing ICES/Cake Expo to process all charges necessary to collect the total amount due as agreed to upon signing this contract. All service charges and fees incurred by ICES/Cake Expo as a result of returned checks, cancelled credit cards or any other reason beyond normal credit card processing fees must be paid by the contracting vendor/exhibitor to ICES within 15 calendar days of being notified of the imposed fee.*
- I Authorize digital signature
EXHIBITOR CONTRACT PROVISIONS, RULES AND REGULATIONS BOOTH INCLUSIONS AND RESTRICTIONS
1. 1. 1 Each full booth includes one 10′ x 10′ space with draped backdrop, side rails, one 8′ x 30″ skirted table, two chairs, one wastebasket, one sign and two Exhibitor badges. Two additional badges per booth may be purchased for $25 each. All other furnishings, equipment, electricity and Wi-Fi will be the responsibility of the Exhibitor.
  2. 2 Use of exhibit space will be restricted to products and services that closely align with the interest of Cake Expo and the International Cake Exploration Societé, its members and attendees. The prevailing theme of exhibit space at CAKE EXPO must be associated with baking, cake decorating and the sugar art industry.
  3. 3 All exhibits, demonstrations and other activities by a Exhibitor shall be confined to their booth(s) or other designated demonstration area, unless approved by the Show Directors. No Exhibitor shall assign, sublet or share any part of the allotted booth space. Any activity, exhibit or portion thereof which, in the judgment of the Show Directors, is unethical, in bad taste, annoying or otherwise offensive to attendees, Exhibitors, Cake Expo or the industry is prohibited.
  4. 1 No alcoholic beverages or unlawful substances will be allowed in the booths or exhibit area at any time.
  5. If providing samples of edible items, the Exhibitor must apply for permission from the Hotel through the Show, if required.
  6. 2 The Expo Coordinator and Board of Directors reserve the right to shift space assignments after the contract has been signed, if necessary.
  7. 3 All exhibit set-up and breakdown must be completed within the hours shown in the Exhibitor Schedule section of this contract.
  8. 4 The Exhibitor will abide by all provisions and rules of this contract, all governmental regulations and all rules and requirements of associated venues and service providers.
  9. 5 A stage will be available for Exhibitors to demonstrate product in 30-minute intervals for Saturday and Sunday. Sign up will be available at time of booth purchase.
ADMISSIONS and REGISTRATION
1. 1. 1 Your contract shows the number of Exhibitor badges you are eligible for based on the number of booths you have purchased.
  2. 2 Exhibitors may purchase Demonstration & HOC Class tickets at the general admission rate.
  3. 3 For security purposes, we strongly encourage each Exhibitor to provide each person working in your booth a visible means of identification related to your company/brand (ex: company logo t-shirt or apron).
  4. 4 Exhibitors may purchase tickets for The Saturday Buffet Dinner during the registration process.
  5. 5 Exhibitors and their representatives must wear their show issued badge at all times while on the Exhibitor floor. The badges are issued for your protection and identification. They must NOT be loaned or given to any other person(s). Violators will be barred from the premises. All persons entering the Exhibitor area will be required to comply with the rules and regulations of Cake Expo.
  6. 6 Attendees will not be allowed to enter the Exhibitor area during the final 15 minutes prior to closing each day. Exhibitors are expected to finalize all transactions in a timely manner to allow security personnel to clear the room.
PAYMENT and CANCELLATION POLICY
1. 1 The payment plan is available for booth purchases.
2. 2 Payment for all contracted items agreed to by the Exhibitor may be made in full at the time of signing the contract or by selecting the payment plan option. If the payment plan is selected, the following procedure will be followed:
  1. 3. 25% of the total amount due for all items will be required at the time of signing the contract.
  2. Monthly payments will be processed on the 1^st of each month with the credit card information on file.
  3. Monthly payments will be calculated by dividing the balance due by the number of months remaining up to the end June 1, 2021.
  4. 4. All accounts must be paid in full by June 1, 2021.
3. 5. All service charges and fees incurred by the Cake Expo as a result of returned checks, cancelled credit cards or any other reason beyond normal credit card processing fees must be paid by the contracting Exhibitor/exhibitor to Cake Expo within 15 calendar days of being notified of the imposed fee.
4. 6. Cancellation of any portion of the contracted items will result in forfeiture of all funds paid. The cancelling Exhibitor will relinquish all rights to the cancelled items. Refunds will not be given.
5. 7. Cake Expo, ICES, the Expo Coordinator and the Board of Directors, the cooperating local association(s) and their officers, directors, committees, agents and employees will not be liable for failure to hold the Show as scheduled. Payments for booth space will be returned in that event, except that any actual expense incurred in connection with the Show will be deducted if the Show is cancelled after the time specified for payment of the balance of the cost of assigned space, due to any event, law or regulation which makes it impossible or impracticable to hold the Show..
HANDLING AND STORAGE The Hotel will not accept or store exhibit materials or empty crates. For a predetermined charge our current event provider will accept and store non-perishable items. Our current event provider will transfer those items to the hotel for you. Upon receipt of your contract, your name will be passed on to our current event provider and in turn they will contact you with prices and information. LIABILITIES For the purpose of this contract and provisions, the term “ICES Parties” shall refer to Cake Expo, ICES, it’s officers, directors and representatives, the cooperating venues, hotels, local associations and their officers, directors and representatives. The Exhibitor agrees that the ICES Parties:
1. 1. Will not be held responsible for any damage to or the loss or destruction of Exhibitor’s property, or injuries to the Exhibitor, their representatives, agents, or employees; all claims for such loss, damage, destruction or injury, being expressly waived by the Exhibitor.
  2. Will be indemnified and held harmless by the Exhibitor for any claims for injury to any of Exhibitor’s representatives, agents, or employees and for any claims by other persons for injury, loss or damage caused in whole or in part by the Exhibitor or its representatives or employees. Each Exhibitor should carry an insurance rider policy to cover exhibits and samples against destruction, loss and/or damages. Third party and liability coverage should be discussed with your insurance broker.
  3. The Exhibitor affirms to the ICES Parties that no materials used in connection with the Exhibitor’s exhibit violate the intellectual property rights, whether in patent, trademark, copyright or otherwise (“IP Rights”) of any other party. Exhibitor releases the ICES Parties from any and all claims for injury, loss or damages caused by or relating to any claims that any other party has violated Exhibitor’s IP Rights. Exhibitor releases the ICES Parties from any and all obligations for or liability relating to policing or determining whether any materials used by any Exhibitor violate any of Exhibitor’s IP Rights. Exhibitor releases the ICES Parties from any and all obligations for and liability relating to failing to take any action to prevent the infringement or violation of any of Exhibitor’s IP Rights and releases the ICES Parties from any and all claims of contributory infringement as to any of Exhibitor’s IP Rights. Exhibitor further agrees that although the ICES Parties shall not have any obligation for or liability relating to determining if any infringement or violation of any party’s IP Rights has occurred, or any obligation for or liability relating to failing to prevent or protect any party from damages for infringement or violation of such party’s IP Rights, Exhibitor releases the ICES Parties from any and all actions it may take relating to excluding Exhibitor from exhibiting at or participating at the Show in connection with any claim(s) that Exhibitor’s materials violate the IP Rights of any party.
  4. Any and all sales tax required to be collected by any local, state and/or federal government agency will be the sole responsibility of each Exhibitor. Sales Tax permits must be submitted along with the applicable tax payment to the government entity by each individual ICES Exhibitor. Exhibitors will not be required to provide sales records to ICES Management as a condition of this contract. Any Exhibitor who does not comply with local, state or federal tax laws will be considered to be in violation of ICES policy and will not be allowed to participate in future shows until proof of compliance is provided to ICES.
SECURITY Security will be provided in the vendor area as shown in the vendor schedule portion of this contract. We strongly recommend that each vendor schedule an employee to be present at the booth during all set-up, booth prep and sales hours.
I have read and understand the VENDOR CONTRACT PROVISIONS, RULES AND REGULATIONS*
- I have read and understand
Food samples will be available at our booth?.*
- No
- Yes
I acknowledge I have received information about the venue policy regarding food and beverage samples.*
- I have read and understand digital signature
By clicking “I agree", I agree to use an electronic signature to demonstrate my acceptance of the above information. I understand and agree that an electronic signature and/or electronic acceptance is as legally binding as an ink signature to have the submitted printed in the ICES Newsletter and Webpage.
I Agree*
- Digital Signature
This form is not complete unless you click “submit" and will be used as your digital signature.
Once you have submitted the form you should receive a “Thank You” confirmation email. If you do not receive this “Thank You” email then your form DID NOT go through and you will need to RE-SUBMIT your form.
Please double check to make sure you:
Have filled in all the required information, (a RED message will appear if information is missing).
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Vendor Application and Contract for Booth Space and Advertising

Company Information

Booth Details

Vendor Loyalty Pricing

Vendor Loyality Pricing Payment Plan 25% Down

Early Bird Pricing

Early Bird Pricing Payment Plan 25% Down

Vendor Options

Vendor Payment Plan Options

Total

Payment Option