Terms of Contract

1.  PAYMENTS AND TERMINATION OF CONTRACT

In the terms of payment as set forth on this contract are not met, the rights of Exhibitor to the space shall cease and terminate without notice.  Space can be reassigned and no refunds will be made.  Booths may not be set up until full payment is received.  IHC does accept credit card accounts in payment of booth space rental and parking permit sales.  All checks or money orders must be issued payable to the Indiana Horse Council, Inc.  There will be a $25.00 reprocessing fee for each returned check.  Issuers of returned checks shall not be accepted for participation in future events until the outstanding balance is cleared with their account paid in full.

2.  COMPLIANCE WITH LAWS AND REGULATIONS

Exhibitor agrees to obey all State laws, local ordinances and regulations governing the use of the Fairgrounds; to abide by the rules and regulations of the Indianapolis Fire and Police Departments; to obey all HHF&E rules and regulations; and other public officials whose duties may regulate exhibits.  All decorative materials used in displays must meet the flame proofing regulations of the Indianapolis Fire Department.  No tacks, nails or screws may be driven into any walls, floor or pillars of the facilities.  No banners can be placed across aisles.  No signs may be taped to walls.  No stickers, pressure adhesives, helium balloons, etc., may be distributed.  The Fairgrounds has an exclusive concession contractor; therefore, selling or giving away food or beverages from exhibit booths to the public is prohibited. The Indiana State Fairgrounds prohibits the use of bicycles, motor scooters and the like on Fairgrounds property.  No dogs are allowed.

3.  REJECTION OF APPLICANTS AND EXHIBITORS

The HHF&E reserves the right to reject any applicant for space at any time, and reserves the right to retake possession of any space by refunding to the applicant or Exhibitor the amount paid for space.  Violations of any section of this agreement will result in immediate ejection of Exhibitor without refund.

4.  BOOTH CONSTRUCTION AND EQUIPMENT

The HHF&E will provide an identification sign and number for each display booth space.  Each booth will have 8ft back drapes and 3ft side drapes.  The back drape and side drape may not be moved or removed without the HHF&E’s approval.

Decorating: If you need additional accessories (table, chairs, carpet, etc.), George E. Fern Company will be available to assist you.  Please contact them directly at 317.635.9606 or www.georgefern.com

Electricity:  Access to electricity is furnished with booths.  However, if you have special needs for extra electricity, those arrangements can be made with ERMCO at 317.780.2923.

Phone Line Service:  If you need phone lines in your booth for calls and/or credit card transactions, please contact CPI directly at 317-595-7888 or email support@commprod.com

Vendors are responsible for their utility charges incurred.

Items can be shipped to the Indiana State Fairgrounds @ 1202 E. 38th Street, Indianapolis, IN  46205 c/o HHF&E Resource Office- starting Wednesday afternoon.

5.  EXHIBITOR SPACE ASSIGNMENT

Exhibit space will be assigned according to the date on which the appropriate fees and signed contract are received.  It is the HHF&E Management’s desire and intent to provide exhibitors with their first choice location.  However, space assignments are often affected by necessary floor plan revisions.  If displays are not in place by 8am on Friday, the HHF&E Management has the right to re-assign the space.  If the exhibit fails to arrive the exhibitor is nevertheless responsible for exhibit space rental.

6.  USE OF SPACE AND AISLES

No booths may extend into aisles and all aisles must be kept clear.  Interviews, demonstrations, and distribution of literature must be done inside the Exhibitor’s booth space.  Aisles will be cleaned each day by Fairground personnel.  Exhibitors must keep their booth space clean, carpet swept, and in good order.  All exhibits must be attended during all show hours: Friday-10am to 8pm, Saturday-9am to 8pm, and Sunday-9am to 5pm.  No exhibitors shall hold any meeting, activity or event that may conflict with the designated official hours of the HHF&E operation.   The Exhibitor may not assign this contract nor permit any other company to share the exhibit space without express permission from the HHF&E Chairs.  No one can exhibit, pass out literature, or put up signs, unless a contract has been obtained for space from the HHF&E.  No Exhibitor shall take photos without HHF&E permission.

7.  ARRIVALS AND DEPARTURE 

Buildings will be open for set up according to booth size starting Wednesday.  Overhead doors are expected to remain open Thursday for everyone’s access until 7pm Thursday.  Teardowns or carryouts are not permitted prior to 5pm Sunday. All horses and stall décor must be removed from Indiana State Fairgrounds by 10pm Sunday.

8. SECURTIY AND LIABILITY

Security personnel will be provided in the South, West, Expo, Champions, and Blue Ribbon Pavilions between the hours of 8pm and 9am the night of Wednesday, Thursday, Friday and Saturday.  The HHF&E, the IHC, or the facility will not be responsible for loss, damages, or theft of merchandise, display materials, horses, or other property.  Exhibitors are required to carry fire and liability insurance covering trade shows and fairs which insures their goods and exhibits against damage and loss or personal injury, and provide a certificate of insurance.

9.   EXIBITOR PACKETS

Exhibitor Packets may be picked up in the Resource Office beginning 9am on Thursday.  No enclosed trucks will be allowed to park within 1,000 feet of any occupied buildings.  These vehicles will now be required to park in lots where there are no occupied buildings.  Please plan to access any stored supplies or equipment accordingly.

Fairgrounds Parking and Permits: Two (2) Indiana State Fairgrounds vehicle parking permit will be included in your Exhibitor Packet.  Additional permits may be purchased for $9.00.  The Indiana State Fairgrounds does NOT provide pass-outs.

Badges:  Each badge allows one person to enter the event daily.  Misplaced

or stolen badges will NOT be replaced.   Admission badges will be provided as follows:

10x10 Booth = 3 admission badges        10x30 Booth = 6 admission badges

10x20 Booth = 5 admission badges        10x40 Booth = 7 admission badges

To have badges or tickets picked up by workers on days other than Thursday, they need to be in a clearly marked envelope and left in the WILL CALL WINDOW south of 38^th Street in the White Barn.

10. GENERAL INFORMATION

Host Hotel:  The Marten House, 1801 West 86^th Street, Indianapolis, IN  46260, 1.800.736.5634, 1.317.415.5245 (fax), www.martenhouse.com.  Ask for the Hoosier Horse Fair & Expo discount at $69.00 per room.

Camping:  First Come, First Serve.  The Indiana State Fair has 170 full service camping sites available at the far west end of the fairgrounds.  The facilities include water, electricity, sewer hookup, indoor showers and flush toilets at $25.00 per night.

Complimentary Coffee and Donuts: Coffee and doughnuts will be available for exhibitors and volunteers in the Wool Room in the Blue Ribbon Pavilion beginning at 7:00am.

11.  Submission of Contract

An exhibitor, by affixing his or her signature to the HHF&E contract, acknowledges that he or she has read, understands, and agrees to abide by each of the guidelines set forth by the Indiana Horse Council, Inc. and/or the HHF&E.  Further, the HHF&E staff under that condition accepts exhibitor agreements.

Vendor Show Hours:

Friday, April 4, 10:00am-8:00pm

Saturday, April 5, 9:00am-8:00pm

Sunday, April 6, 9:00am-5:00pm