RULES AND REGULATIONS

Transcription

1 RULES AND REGULATIONS Adherence to the regulations is an integral part of this contract and is a prerequisite to exhibitor participation at the 2017 Nutcracker Market. REMITTANCE OF 10% OF SALES All exhibitors shall remit 10% of sales made during the Nutcracker Market to Les Grands Ballets Nutcracker Fund. As this contribution is mandatory for participation in The Nutcracker Market, we cannot issue a charity receipt. However, we will provide you with an invoice reflecting the total of your sales, plus taxes, so you may include the expense in your business accounting. The promoter will provide exhibitors with four envelopes for sales reports. These reports must be filled out and deposited in the mail box at the Grands Ballets kiosk, on the dates indicated on the envelopes. A statement will be provided for your records. For accounting purposes, the promoter requests that exhibitors respect the dates and hours specified on the envelopes. In the case of multiple late submissions and without a previously communicated and valid reason, a $50 penalty will be applied. At the end of the Nutcracker Market, an invoice for 10% of sales made during the event, plus taxes, will be issued and sent to you. Payment must be made by cheque, payable to Les Grands Ballets Canadiens de Montréal, or by credit card, no later than Friday, January 12, After this date, a late payment fee of 5% per month on the total invoice amount will apply. The promoter relies on the good faith and honesty of participants to collect the remittance. 100% of the money raised is donated to the Nutcracker Fund for Children. All transactions must be invoiced. The promoter may, until payment of the contribution is received, ask for transaction records issued during the event, for verification purposes. The exhibitor agrees to be honest and declare all sales. If no saes figures can be provided, Les Grands Ballets will calculate a basic contribution of $100 per day. Any fraud will result in a permanent ban on the exhibitor for future editions of the Nutcracker Market. 1

2 KIOSK ATTENDANCE Exhibitors must ensure the presence of a representative at all times in their kiosk throughout the event, including the opening night event, from November 29 th to December 10 th, 2017, during all opening hours of the Market. A penalty of $100 per day will be applied in case of absence or repeated tardiness of the exhibitor or its staff. KIOSK SHARING Ø Rental conditions are not the same as for a single exhibitor. Ø Kiosk sharing is permitted, however ALL exhibitors of the consortium must be approved by the selection s committee. Ø The organizers of the Nutcracker Market are not responsible for finding partners for those registering through the "ASSOCIATED SHARING" rate. Ø The promoter can pair two exhibitors who express the desire to share a kiosk. The applicable rental rate in this case is "INDEPENDENT SHARING", with both partners signing up and submitting their payment independently. Ø Extra costs arising from kiosk sharing due to additional needs (electrical outlets, warehouse space) shall be assumed by the exhibitors and will be charged to them. Additional services must be reserved prior to the start of the Market. Ø A contract must be completed and signed by both exhibitors. Each of them will receive an invoice for the kiosk s rent as well as their 10% remittance. KIOSK LOCATION Ø Exhibitors who confirmed their return to this new edition at the end of the 2016 Nutcracker Market have priority for their kiosk location choice. Ø In the fall of 2017, as the event approaches, new exhibitors will receive a floor plan indicating the available spaces, at which time they will be able to specify their choice. Ø Applications will be treated on a first-come, first-served basis. To ensure a balanced layout of products, we will ask you to choose three location options in different areas. Ø The promoter reserves his right to assign the kiosk location among the three choices indicated by the exhibitor. Ø The last 20 kiosk locations will be assigned by the promoter, who will attempt to spread out merchants selling the same type of products. WAITING LIST Ø In the case of late registrations, exhibitors will be placed on a waiting list contingent on cancellations. You will be informed if and when a spot becomes available for you. Ø Places will be available only in case of withdrawal of another exhibitor. 2

3 Ø The exhibitor will be selected according to the category of the exhibitor to be replaced and the date of registration. SALE OF PRODUCTS Ø Exhibitors must sell only those products for which they are known, and for which they were selected. If a new product is added during the Market that does not correspond to the material previously submitted and approved, the promoter may ask the exhibitor to remove it from their booth. Ø Exhibitors shall undertake to sell quality products and exempt Les Grands Ballets from any legal action initiated by purchasers. Ø Previous exhibitors must add a new product or a new range/collection each year to ensure variety and value for marketgoers. Ø It is forbidden to sell prepared food, ready-to-eat on site, except in sample formats (crêpes, waffles, coffee, tea, etc.). Ø The price of all products must be clearly indicated. Exhibitors, however, are free to establish their pricing policies over the course of the event, provided that the new prices are displayed. Ø Les Grands Ballets shall bear no responsibility for any liquidation sales. Ø Each transaction must be invoiced and recorded, and all bills of sale must be kept. The promoter reserves the right to verify these documents until the 10% contribution payment is received. EXCLUSIVITY Ø No exclusivity is guaranteed and therefore several types of the same product can be found at the Nutcracker Market. Ø Notwithstanding the above and for the sake of diversity, Les Grands Ballets wishes to vary the items for sale and reserves its right to refuse an application for this reason. KIOSK SET-UP AND DECORATION Ø Les Grands Ballets provides the walls and exterior decorations of the kiosks. The exhibitor is responsible for the interior decoration, which should be festive and attractive. Ø The promoter reserves the right to examine the interior layout of the kiosk to ensure that it is aesthetically pleasing, in good taste, and in keeping with the image of the Nutcracker Market. Ø The promoter may at any time remove booth decorations that do not respect the appealing criteria of the Nutcracker Market. Ø Exhibitors must keep their booths clean and attractive. 3

4 Ø For safety reasons, the installations of the exhibitor must not go beyond the interior limits of the booth, so as to leave the pedestrian aisles free at all times. The promoter will be vigilant in this regard. Ø Kiosk walls must remain intact. The exhibitor therefore can t use screws, nails, velcro, or other methods that would damage the surface to affix elements to the structure. A $250 penalty may be applied after inspection of the kiosk at the event s end. Ø Elements can not be suspended from the Palais des Congrès ceiling. Ø All decorative elements must be self-supporting or be affixed with clamps to the wall s edges. SOLICITATION AND PROMOTIONAL ACTIVITIES Ø No promotional or solicitation activities (distribution of samples, brochures, gift certificates, mascots, etc.) are permitted outside the booth. Ø Exhibitors may organize promotional and tasting activities during the Nutcracker Market, but exclusively inside their booths. PROMOTIONAL MATERIAL Ø All pictures and images created for the Nutcracker Market are the property of Les Grands Ballets and must be associated with the photographer s credit as well as Les Grands Ballets or The Nutcracker Market mention at any time when shared through your website and on social networks. Ø In no case may the promotional material appear on sales material or be used alone to represent your product or be integrated into a collage without the written approval of Les Grands Ballets. CLEANLINESS If you are offering samples or product tastings, it is imperative to protect the floor inside and in front of your booth from any fallen remains with a carpet or canvas sheet. Make sure that any adhesive used to secure such a carpet or canvas will be easy to remove from the granite floor at the end of the event, leaving no marks.* Failure to comply could result in additional maintenance fees. *It is recommended that you bring mild cleaning agents (e.g. Windex, Mr. Clean) and necessary cleaning materials to ensure compliance with the above statement. STORAGE AND HANDLING Ø A 5 'x 10' space is available upon request, for all exhibitors. Since the quantity is limited, it is strongly recommended to reserve your space upon registration. Ø For 10 x 30 kiosks there are available 10 'x 10' storage spaces. 4

5 Ø Please take note that no lifting equipment, either electric or manual (pallet truck, lift truck, jagger...) is authorized at level 5, where the storage spaces are located. Only the blue carts available at Palais des congres, dolleys or other basic platforms are permitted. Ø For pallet handling, an "Exhibitor package including a fork-lift truck and its operator, is offered for $295. This package is based on a minimum of two (2) hours, one hour for set-up and one hour for dismantling. (See Palais des Congrès Client Portal Handling services). Any order received after November 14, 2017 will be subject to a rate increase by the Palais des Congrès. CANCELLATIONS A deposit amount of $500 is non-refundable once your participation is confirmed. In the event that the presence of the exhibitor or their team at the Nutcracker Market is hindered, impracticable or impossible, a refund of the booth rental fees can be made as follows: Ø Cancellation before September 1 st, 2017: The promoter will reimburse the full amount of rental fees paid, after the $500 deposit. Ø Cancellation between September 2 nd and October 5 th, 2017: 50% of the rental fees, inclusive of the 500$ deposit, is due and non-refundable, since a portion promotion and set-up costs have already been incurred by the promoter. Ø Cancellation after October 6 th, 2017: The entire amount of rental fees is due and nonrefundable, since all promotion and set-up costs have already been incurred by the promoter. Ø Cancellation 5 days or less before the event: On top of the entire amount of the rental feebeing owed, a $1,000 penalty will be charged. 5