awpwriter.org Bookfair Handbook Welcome

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1 2013 Conference & Bookfair, March 6 9, Boston Bookfair Handbook Welcome Our exhibitors are a vital part of the AWP Annual Conference & Bookfair. We look forward to welcoming old friends and making new ones at what promises to be our biggest and most lively conference yet. awpwriter.org Over 10,000 attendees and six hundred vendors will converge in Boston s historic Back Bay neighborhood for the AWP Annual Conference & Bookfair. Come join your fellow readers, authors, and publishers at the bookfair. Enjoy the camaraderie of writers, discover new publications, and increase your readership in the beautiful John B. Hynes Veterans Memorial Convention Center. Information contained in this packet is subject to change. Please visit our website for updates.

2 Annual Conference & Bookfair March 6 9, 2013 Boston Exhibitor Information Kit Exhibitor Fact Sheet... page 2 Exhibit Packages & Resources... page 3 Point Placement System... page 4 Exhibitor Purchase Form... page 5 Exhibitor Placement Request Form... page 6 Exhibitor Tax Information... page 7 Exhibitor Contract... pages 8 9 bookfair@awpwriter.org p f

3 Exhibitor Fact Sheet LOCATION The 2013 AWP Annual Conference & Bookfair will be held at the Hynes Convention Center, located at 900 Boylston Street, Boston, Massachusetts, ACCESS & HOURS The Bookfair is open to registered conference attendees only on Thursday and Friday between 8:30 a.m. and 5:30 p.m. and open to conference attendees and the general public on Saturday between 8:30 a.m. - 5:30 p.m. EXHIBITOR SET-UP HOURS The Bookfair is open to exhibitors for set-up from noon to 5:30 p.m. on Wednesday and from 7:30-8:30 a.m. on Thursday, Friday, and Saturday. Only Exhibitor Access Badge holders and registered attendees escorted by the bearer of an EAB are permitted on the bookfair floor during this time. Exhibits must comply with fire marshal rules. Boxes may not be stored in exhibit spaces. Empty boxes will be removed and stored by Brede and returned during exhibitor move-out. COSTS Booths are $855 and tables are $475. See page 3 for details about the exhibit packages. Payment is due by October 24, Any reservations outstanding after October 24 will be lost and remaining bookfair inventory will be sold on a first come, first served basis. SALES TAX Exhibitors are responsible for collection and remittal of all applicable sales tax. Please visit awpwriter.org for the most up-to-date information about sales tax. CANCELLATION POLICY Exhibit space is nonrefundable. EXHIBITOR CONTRACT Purchasing exhibit space automatically enters the exhibitor into AWP s exhibitor contract. Please read the exhibitor contract, located on pages 8 9, in its entirety. Violation of the terms of the contract may result in your exhibit s removal from the bookfair without refund. CONVENTION CENTER REGULATIONS Exhibitors agree to abide by all convention center regulations, including a prohibition on the provision of food and beverages by vendors except those contracted through the convention center s food and beverage provider, and regulations regarding signs, posters, and distribution of flyers. Violation of these regulations may result in your exhibit s removal from the bookfair without refund. CONTACT AWP will disseminate information about the bookfair via . It is your responsibility to contact AWP if your contact information changes. Please add bookfair@awpwriter.org to your list of approved contacts. EXHIBITOR LISTING Exhibitors who are sharing exhibit space will receive ONE online listing and ONE listing in the conference program and planner. Exhibitors sharing exhibit space will not be listed separately. PURCHASING EXHIBIT SPACE You may purchase exhibit space online at store.awpwriter. org or by filling out the registration form on page 5 and returning it by mail, , or fax. AWP accepts payment by check or credit card (Visa, MasterCard, or American Express). 2

4 Exhibit Packages & Exhibitor Resources Booth Exhibit: $855 Two 6 skirted and draped tables Two chairs One wastebasket One exhibitor sign Two complimentary exhibitor access badges One listing in the online list of exhibitors One listing in the conference program and planner Table Exhibit: $475 One 6 skirted and draped table Two chairs One wastebasket One exhibitor sign One complimentary exhibitor access badge One listing in the online list of exhibitors One listing in the conference program and planner For information about shipping rates and purchasing additional exhibition furnishings, please refer to our Exhibitor s Kit, which will be sent to all exhibitors when it becomes available. Exhibitor Resources JOHN B. HYNES VETERANS MEMORIAL CONVENTION CENTER General information, including directions, maps, and parking: massconvention.com/jhcc.html Floorplans: massconvention.com/jhcc_flo.html Exhibitor Guides: massconvention.com/jhcc_eve.html Visit advantageboston.com for information about restaurants, amenities, and attractions in the Back Bay neighborhood OTHER RESOURCES Sheraton Boston Hotel: Visit sheraton.com/boston or call Massachusetts Bay Transit Authority: For schedules, maps, and fares, visit mbta.com. Boston Logan Airport: Visit massport.com/logan-airport. For assistance with tax-related queries, please visit mass.gov/dor or call MDOR. Tourist information about the city of Boston can be found at cityofboston.gov/visitors. 3

5 Point Placement System To ensure fair and equitable placement, AWP has designed a point system to determine table and booth assignments. The more points an exhibitor accrues, the better their placement. The point system relies most heavily on date of purchase and sponsorship, but also factors in credit for those organizations that have participated in the bookfair for multiple years and supported the conference in other ways. All sponsors at or above the $5,000 level are automatically given priority placement at the bookfair. To learn more about conference sponsorship, visit awpwriter.org. Date of Purchase Points Earned 05/15/ /31/ /01/ /15/ /16/ /30/ /01/ /15/ /16/ /31/ /01/ /15/ /16/ /31/ /01/ /15/ /16/ /30/ /01/ /15/ /16/ /24/ Payment within 45 days of invoice date 10 Consecutive years as an exhibitor since point for each consecutive year since 2001 After October 24, 2012, placement will be decided on a first come, first served basis, and be subject to availability. Points may only be earned by one organization per exhibit space. For organizations submitting placement request forms, please refer to the terms and conditions on page 6. 4

6 2013 Conference & Bookfair Exhibit Purchase Form Name of organization: Bookfair exhibit ID sign: Primary contact: Mailing address: City: State: Zip: Phone: Fax: Select your exhibit space: Designate your exhibitor access badge holder(s) (one per table; two per booth): Table package (US $475) Name: Quantity: Name: Booth package (US $855) Name: Quantity: Each table purchase includes one skirted and draped 30" x 6' table, two chairs, one ID sign, a wastebasket, and an exhibitor access badge. Each booth purchase includes a 10' x 10' exhibit space, two skirted and draped 30" x 6' tables, two chairs, one ID sign, a wastebasket, and two exhibitor access badges. Additional registrations must be purchased separately. If you are sharing exhibit space, please provide a point of contact, address, and mailing address for your co-exhibitor: Name: Mailing address: City: State: Zip: Reserve a program advertisement before November 2, 2012: Front inside cover ($2,900) Back inside cover ($2,585) Back outside cover ($4,980) Double-truck ($1,840) Payment information: Enclosed check # (please make payable to AWP): Visa, Mastercard, or American Express #: Exp. date: Reserve my space and invoice me. Signature: Total Amount: US $ Full page ($950) Half page ($605) Quarter page ($490) Planner back outside cover ($5,255 Only ad in the planner!) Mail or fax to: AWP Bookfair Services George Mason University 4400 University Drive, MSN 1E3 Fairfax, VA Bookfair Manager bookfair@awpwriter.org p f

7 2013 Conference & Bookfair Placement Request Form Contact information Name of organization: Primary contact: Mailing address: City: State: Zip: Phone: Fax: Placement request #1 I,,as the primary contact for the organization named above, request that my exhibit space be placed near or next to Placement request #2 I,,as the primary contact for the organization named above, request that my exhibit space be placed near or next to Please read and initial each statement / I understand that AWP s point system relies most heavily on the date of purchase and on sponsorship, but that the organization also provides credit for those organizations that have participated in the bookfair for multiple years and have supported the conference in other ways. I have reviewed AWP s statement regarding its point system at awpwriter.org. / I understand that in the event that my organization has accrued more placement points than the other organization(s) listed above, I agree to forfeit my higher points in order to have my placement request honored. / I understand that all exhibitors named in this placement request must have the same type of exhibit space. / I understand that all exhibitors named above must sign the placement request form for this request to be valid. Placement request forms submitted without signatures will not be honored. / I understand that AWP cannot guarantee to honor this placement request, and that placement requests submitted late are less likely to be honored. Signature, originating organization: Date: Signature, requested organization #1: Date: Signature, requested organization #2: Date: AWP Bookfair Service George Mason University, MSN 1E3, Fairfax, VA p f bookfair@awpwriter.org

8 Exhibitor Tax Information GENERAL GUIDELINES Exhibitors are responsible for complying with all federal, state, and municipal regulations governing sales taxation and collection and for remitting sales tax in a timely manner. Vendors must remit sales tax on items sold on all three days of the bookfair. Generally, periodicals, magazines, and subscriptions are exempt from sales tax in the state of Massachusetts. For more specific guidance on tax exempt items, please visit dor/individuals/taxpayer-help-and-resources/tax-guides/salesuse-tax-guide.html#exempt. Vendors who do not plan to sell merchandise or plan to sell only tax exempt merchandise do not need to remit sales tax. Vendors who must remit sales tax should do the following: If your business does not already have an Employee Identification Number (EIN), you may apply for one online at Applying for an EIN is free and you will receive your EIN immediately. VENDORS NOT DOMICILED IN MASSACHUSETTS After receiving your EIN, register on the Massachusett s Department of Revenue s website at aspx. Registration is free. If you do not plan on conducting business in Massachusetts other than the 2013 bookfair, please choose the seasonal application option. You will receive a temporary certificate immediately after completing the registration. The Massachusett s Department of Revenue will mail you a permanent certificate. You may remit sales tax online through the Massachusetts Department of Revenue s website. AWP is not authorized to provide any tax advice. For questions about sales tax or registration, please contact the Massachusetts Department of Revenue s help line at MDOR, 9 a.m. - 5 p.m. Monday through Friday, or contact Please note that tax information is subject to change. Please consult AWP s tax information page at awpwriter.org for current information. 7

9 Exhibitor Agreement Bookfair Exhibitor Agreement, 2013 AWP Annual Conference & Bookfair March 6 9, 2013 Boston, Massachusetts Sheraton Boston Hotel and Hynes Convention Center BY PURCHASING EXHIBIT SPACE AT THE AWP CONFERENCE & BOOKFAIR (THE BOOKFAIR ) THE PURCHASER OF EXHIBIT SPACE (THE EXHIBITOR ) AUTOMATICALLY AGREES TO THE TERMS AND CONDITIONS AS DE- TAILED IN THE BOOKFAIR EXHIBITOR AGREEMENT BELOW. The following terms and conditions, together with the documents referenced herein, form the Bookfair Exhibitor Agreement (the Agreement ) between, on the one hand, the Association of Writers & Writing Programs ( AWP ) and, on the other hand, the Exhibitor. AWP reserves the right to render, in its sole and absolute discretion, all interpretations and decisions in connection with the Agreement and to establish further regulations binding upon Exhibitor as may be deemed necessary to the general success and well-being of the exhibition and/or any person(s) affiliated therewith. AWP s decisions and interpretations shall be final in all cases. REASONS FOR TERMINATION OF EXHIBITOR PRIVILEGES Rules, Regulation & Quiet Enjoyment. Exhibitor agrees to abide by the rules of AWP, the exhibit hall, hotel, and any other applicable rules, regulations, codes or standards. Exhibitor agrees to abide by the Hynes Convention Center s standards, codes of conduct, and regulations, including regulations governing the distribution of food, beverages, alcoholic beverages, and proper use of exhibit space and display materials, including posters, signs, and flyers. Exhibitor acknowledges that violation of these regulations may result in the Exhibitor being removed from the exhibition hall and barred from exhibiting without refund of the Exhibitor s exhibit purchase price. Exhibitor likewise agrees that all exhibitors and patrons of the Bookfair have the right to enjoy the Bookfair equally. Disruptive behavior that interferes with the conduct of reasonable business at the Bookfair may result in AWP voiding the Exhibitor s right to exhibit at the Bookfair. Exhibitor Attendance. To maintain the integrity of the exhibit hall, neighboring displays, and décor, Exhibitors must have display items in place within its designated space, or a representative present in the Bookfair, by Friday, March 08, 2013, 9:00 AM. If Exhibitor is not present at such time, its reservation will be deemed a nonrefundable, canceled reservation, and the applicable exhibit table(s) and/or booth(s) will be removed. Pamphlet & Flyer Distribution. Exhibitor may only distribute and display printed/promotional materials at its designated Bookfair exhibit space and/or on designated free display tables in pre-function space of the hotel. Exhibitor shall not under any circumstances distribute any printed/promotional material under hotel guestroom doors, on any guest room floors. Further, Exhibitor shall not distribute such material in meeting rooms, unless Exhibitor has received written approval from the event moderator or is taking part in the event taking place in such meeting room at the time of distribution. Unauthorized distribution of such materials will be considered a material breach of the Exhibitor s Agreement and warrants termination by AWP of Exhibitor s rights and privileges hereunder, including removal of related exhibits. Exhibitor must abide by hotel and convention center regulations regarding display or distribution of printed materials both in the exhibit halls and throughout the hotel and convention center. EXHIBITOR CANCELLATION POLICY. Exhibitor shall forfeit all registration fees if Exhibitor cancels its reservation for exhibit space. If cancellation is made in advance, AWP shall make a good faith effort to re-sell such cancelled exhibit space to another exhibitor and may, in AWP s sole and absolute discretion, offer Exhibitor a refund in the event that space is successfully re-sold. All cancellation requests must be made in writing. 8

10 INDIVIDUAL REGISTRATIONS. Additional Exhibitor staff above and beyond those included in the Exhibit package purchased by Exhibitor are required to register as AWP conference attendees at rates published by AWP. Individual registration fees for additional staff paid for by the Exhibitor are refundable at the following rates: 25% with written notice at least 30 calender days prior to the first day of the Bookfair; 10% with written notice fewer than 30 calendar days prior to the first day of the Bookfair. Individual registrations cancelled during or after the first day of the Bookfair are nonrefundable without exception. NON-ASSIGNMENT. Exhibitor shall not, without the prior written consent of AWP, assign, sublet, or apportion the space assigned to it to any other exhibitor, entities or person(s). Exhibit space at AWP s Bookfair is nontransferable, and may not be sold, bartered, or given as a gift privately without the prior written consent of AWP. No transfer made without AWP s prior written consent shall be recognized by AWP. FIRE, SAFETY, AND HEALTH REGULATIONS. The Exhibitor agrees to comply with local, city and state laws, ordinances, and regulations and the regulations of the owner covering fire, safety, health, and all other matters. AWP warrants that it has sought and obtained approval from local fire and safety officials for all Bookfair exhibits. Any changes made to exhibit space by Exhibitor that create new unsafe conditions may be removed immediately by AWP or its agents, and any damage caused or liability created by such changes to exhibit space, or caused by the removal of such changes by AWP, shall be the sole responsibility of the Exhibitor. No combustible materials shall be stored in or around the exhibit booths. No human or animal fluids, tissues, and/or hair or other biological materials may be collected or distributed on conference premises. INDEMNITY. To the extent permitted by law, the Exhibitor agrees to protect, indemnify, defend and hold harmless AWP, the Sheraton Hotel Boston and Hynes Convention Center Boston and their respective employees, officers, directors and agents against all claims, losses or damages to persons or property, governmental charges or fines, and costs (including reasonable attorney s fees), arising out of or connected with the actions or failure to act in accordance with the terms of this Agreement by Exhibitor, its employees, officers, directors or agents, except those claims arising out of the other party s gross negligence or willful misconduct. SECURITY. AWP will provide security personnel during the hours the exhibition is not in operation, but the furnishings of such services shall not imply or construe any assumption of the obligation and/or duty with respect to the protection of the property of the Exhibitor, which shall at all times remain in the sole possession and custody of the Exhibitor. Neither AWP nor the Sheraton Hotel and Hynes Convention Center Boston shall be liable in any event for any loss of or damage to property of Exhibitor or its employees or agents. SERVICES. It is mutually understood and agreed that AWP will provide each Exhibitor with the following services free of additional charge: erection of necessary flame-retardant backgrounds of uniform style, an identification sign, aisle carpeting, program listing, general hall cleaning, and hall guard services. In addition to all other payments provided for this agreement, Exhibitor agrees to pay for the following (optional) services at rates approved by AWP: handling of incoming and outgoing freight; dismantling, and maintenance of the exhibit display; electrical service, including outlets; telephone and/or Internet service; audio-visual services; carpeting for exhibit display; additional furniture/accessories. AWP may, but shall not be required to, supply these services. SALES TAX. The Exhibitor agrees to comply with all federal, state, and municipal regulations governing sales taxation and collection for where the Bookfair is located. Timely payment of sales tax, if applicable, is the sole responsibility of the Exhibitor. AWP is not authorized to provide the Exhibitor with tax instructions or offer any advice in completing any necessary tax forms. ENTIRE AGREEMENT. This Agreement together with the documents referenced herein represents the sole agreement between the parties relating to this subject matter and may only be amended in writing by an agreement signed by AWP or its respective designees, except that neither AWP nor any of its respective designees shall have the right to alter the economic terms of this Agreement with the Exhibitor without the Exhibitor s consent. This provision does not, however, preclude AWP from establishing additional rules and regulations in AWP s sole and absolute discretion. Exhibitor understands that this Agreement may not be amended orally and that AWP staff members do not have the authority to amend or alter the terms of this Agreement in any way. SEVERABILITY. In the event that any provision of this Agreement shall be held invalid, the remaining provisions of this Agreement shall continue to apply to the maximum extent allowed by law. 9