Barbados International Fair

The Barbados Council for the Disabled presents

BARBADOS IN T E R N AT I O N A L Marc h 2 7 , 2 0 1 0 B I F 2 0 1 0 Pro s p e c t u s

FA I R

How can you be involved?

There are several opportunities for participation as the Fair will have events in Barbados and in International destinations.

The vision of the Council is that the Barbados International Fair be the culmination of a series of outreach programs held in Barbados and around the world. The outreach programs are specifically designed to educate the world of the work being done in Barbados for persons with disabilities and to garner support from the Barbadian Diaspora.

To that end, we present you the following opportunities to participate.

路 Barbados Event, Exhibitors Options 路 Barbados Event, Advertisement Options 路 Barbados International Fair 2010, Sponsorship Options 路 Barbados International Fair 2011 Review your options, complete the registration form and we would be happy to meet with you to further customize your involvement if required.

Confirm your participation by contacting us at BIF@bydesignservices.com or 246 253 3095

You are invited to share in the experience!

The Barbados Council for the Disabled is pleased to invite you to participate in the Barbados International Fair! Held in the gardens of the Governor General of Barbados, the Fair promises to be an afternoon where patrons can delight themselves in experiencing a taste of the international foods and cultures that influence life in Barbados!

The history of the International Fair is one that combines the efforts of the Women in the Diplomatic Community resident in Barbados and an opportunity for them to give in a tangible way to those worthwhile causes within the Barbados community.

Under the distinguished patronage of the Governor General, His Excellency Sir Clifford Husbands G.C.M.G., K.A , the Barbados Council for the Disabled, is honored to continue this annually Barbadian tradition of International culture and benevolence To participate in the Barbados International fair would be to join the Barbadian Diplomatic Community, Ethnic Groups resident in Barbados, Barbadian Diaspora around the world, Corporate Barbados, Volunteers and Friends of the Barbados Council of the Disabled in raising funds to continue the work needed to fully integrate persons with disabilities resident or visitor into the Barbadian society.

We look forward to seeing you there!

“An Enchanting Garden Of Absolute Euphoria”

STEP 1 CHOOSE YOUR SPACE

Exhibiting at the Barbados International Fair, gives you the opportunity to display your product and services to the over 4000 local, regional and international patrons expected to attend.

Exhibition booth assignments will be at the sole discretion of the Event Production Management and will be allocated on a firstcome first-serve basis and receipt of full payment. Approved Applicants will receive written notification of their participation, including exhibition number and further security details that must be observed during the event.

Exhibiting at the Barbados International Fair

Barbados International Fair Exhibition Floor Plan

Booth Size

Number of Booths

A - Culture Village A1 approx 20'x40'

1

A2

30'x90'

A23

A24

A29

A210

A215

A216

A22

A25

A28

A211

A214

A217

A21

A26

A27

A212

A213

A218

A3

20'x20'

A4

20'x20'

A32

A33

A42

A43

A31

A34

A41

A44

Barbados International Fair Exhibition Floor Plan

10' x 10'

18

10' x 10'

8

Booth Size

B - The Market Place B1 30' x 60' B110

B2

B19

B210

Number of Booths

30' x 60' B29

BIF2010 Floor Plan

Page 1 of 7

B18

B28

B16

B17

B26

B27

B15

B14

B25

B24

B13 B11

B3

B23

B12

15'x15'

B31

B21

B5

B22

B61

15'x15'

2

B51

approx 50'x30'

1 Booth Size

B6

20

15'x15'

Barbados International Fair Exhibition Floor Plan

B4

10'x15'

20'x20'

B7

Number of Booths

20'x20'

B71

BIF2010 Floor Plan

Page 2 of 7 20'x20'

2

Barbados International Fair Exhibition Floor Plan

Booth Size

Number of Booths

10'x15'

20

C - Council's Corridor C1

30'x100'

C110

C111

C19

C112

C18

C113

C17

C114

C16

C115

C15

C116

C14

C117

C13

C118

C12

C119

C11

C120

BIF2010 Floor Plan

Page 4 of 7

Barbados International Fair Exhibition Floor Plan

D - Harambee Bajan Village D1 20'x20' D11

D2

15'x15'

20'x20'

2

15'x15'

2

20'x20'

2

20'x20'

D4

15'x15'

D41

20'x20'

D51

BIF2010 Floor Plan

Number of Booths

D31

D21

D5

D3

Booth Size

D6

20'x20'

D61

D7

approx 60'x60'

1

D10

approx 60'x60'

1

Page 5 of 7

Barbados International Fair Exhibition Floor Plan

E - Tea Garden E1 E19

Booth Size

Number of Booths

10'x15'

10

20'x20'

2

30' x 60' E110

E18 E17

E16

E14

E15

E13 E11

E2

E12

20'x20'

E21

Barbados International Fair Barbados International Fair Exhibition Floor Plan Exhibition Floor Plan

E6Plan BIF2010 Floor E61

E5

20'x20'

E51

E3

approx 70'x70'

1

E4

approx 90'x50'

1 ofNumber of Number Booth SizeBooth Size Booths Booths

E6 15'x15' 15'x15' E61 NB: E61may - Decking may bedependant required, dependant of this space NB: E61 - Decking be required, on your useonofyour this use space

Floor Plan BIF2010BIF2010 Floor Plan

Page 6 of 7

15'x15' 15'x15' 1

1

Page Page 7 of 7 7 of 7

“Indulge in perfection!

Write your name among the stars�

STEP 2 PLACE AN AD

Barbados International Fair Event Magazine

Advertising opportunities are available in the Event Magazine! 135gm of gloss or matte pages which will be 11’x17’ when opened, 8’x 11’ per page!

You are invited to maximize your exposure with an ad in the Event Magazine!

This would also be a good opportunity to share about the promotion that you might have created especially for the Fair redeemable during or after the Fair!

It could be an ad or a special interest story that you want to share!

Reserve your space today!

Payment Schedule At Registration No later than

Barbados Event Magazine January 29, 2010 50%

Artwork & Final Payment No later than February 26, 2010 $1,500.00 plus 15% VAT $1,200.00 plus 15% VAT

remaining 50% Inside Cover Page, Inside Back Full Page Ad

Event Magazine Advertisement Rates Prices

All prices are quoted in Barbadian dollars.

$625.00 plus 15% VAT

Half Page Horizontal

Payment Schedule

At Registration No later than January 29, 2010 Deposit 50% Artwork & Final Payment No later than February 26, 2010 Remaining 50%

$625.00 plus 15% VAT

Half Page Vertical

$1,725.00

Inside Cover Page Inside Back Page Back Page

$1,380.00

Full Page Ad

$720.00

Half Page Horizontal

$500.00 plus 15% VATHalf Page Vertical Quarter Page $720.00

$575.00

Quarter Page

“Simply, Benevolent”

STEP 3 CHOOSE YOUR SPONSORSHIP PACKAGE

Barbados International Fair 2010, Sponsorship Options We have a very flexible sponsorship options and will be willing to work with your budget. Please indicate the areas that you would be interested in and your proposed maximum spend for sponsorship, we will meet with you and customize your contribution to the event.

Barbados Event Door Prize Attendance to the event automatically gives you a chance to win! Make your contribution with a memorable prize!

Barbados Event Exhibitors’ Area This is another way where you can make your presence felt at the Barbados event! Brand one of the five areas or individual tented spaces within those areas!

Barbados Event Magazine Stories BIF2010 celebrates benevolence, share your experience or simply promote your product! Remember, this document will be made available to the public, local regional and international for a minimum donation of BDS $2.00

Barbados Event Affiliates Booth The principal beneficiaries of this event are the Affiliates of the Barbados Council for the Disabled. This would be your opportunity to partner with one or all of them on that day to share the work of their particular association

Barbados Event Affiliates Display At BIF2010, all of the Affiliates will be present, help one or all of them present an unforgettable display of their members, their programs and their accomplishments to date.

Barbados Event Bumper Stickers We want everyone in Barbados to attend the event! For those who can’t they can have a bumper sticker! Put your corporate image on a Bumper Sticker in support of the event – limited spaces available!

Barbados Event Banner There will be at least three (3) banners inviting the public to BIF2010! Here’s an opportunity to let the public know of your support for the event – limited spaces available!

Barbados Event Radio Ads This would be an opportunity to share with the public about the products and services that you will feature at BIF2010!

Barbados Event Web page There will be a web page for the event, use this opportunity to let the world know that you are a part of BIF2010!

Barbados Event Covenant

International Event, London Collector’s Item

Barbados International Fair 2011

The work for persons with disabilities continues long after this event, if you are interested in having a covenant to pledge your continued support – let us know!

The Barbadian Diaspora in London will be given the opportunity to participate by making a donation in lieu of being able to attend the event in Barbados. This item will be issued in receipt of their donation and will also be a keepsake of the event.

We have already started to plan next year’s event, if you want to be a part of BIF2011, let us know!

Barbados Event Volunteers Philanthropy is alive and well in Barbados and several of the volunteer organizations will be joining us on the day to make the event a success. Your participation is needed to ensure that they are easily identified at the event.

Barbados Event Entertainment There will be lots of entertainment throughout the day. You can sponsor as many acts as you like – limited opportunities available.

Barbados Event Event Signage Signage will be used to make sure that patrons can easily explore all of the fantastic exhibits expected at the event. This is an opportunity to include your corporate image.

International Event, Canada Collector’s Item The Barbadian Diaspora in Canada will be given the opportunity to participate by making a donation in lieu of being able to attend the event in Barbados. This item will be issued in receipt of their donation and will also be a keepsake of the event.

International Event, USA Collector’s Item The Barbadian Diaspora in the United States be given the opportunity to participate by making a donation in lieu of being able to attend the event in Barbados. This item will be issued in receipt of their donation and will also be a keepsake of the event.

International Events, Posters Accompanying the Collectors Items will be Posters to announce its availability. Your company can be a part of the distribution – limited space available. Please note that dependant on the subscription to this activity, the poster could be specific to the USA or incorporate the three (3) destinations for BIF2010.

Book your package today!

Delegation Visits, BIF2011 Leading up to BIF2010, delegations from the Barbados Council for the Disabled visited Canada, London and the visit to the United States is planned for February 2010.

These visits are primarily to raise awareness of the Council’s work and to promote the International Fair. There are numerous opportunities for your financial participation, just let us know!

Barbados Event, BIF2011 Before you know it it’s going to time to decide what you are going to do at next year’s BIF – let’s start early!

“Join us!

Become a pioneer of excellence in twenty-ten”

STEP 4 COMPLETE AND SUBMIT YOUR REGISTRATION FORMS

Registration Registration Fill out all sections of this agreement. Keep a copy for your records; submit the original copy along with your 50% deposit no later than January 29, 2010. All payments must be made to The Barbados Council for the Disabled, Harambee House, Garrison, St. Michael, Barbados. Full Payments should be made no later than February 26, 2010.

Prices All prices are quoted in Barbadian dollars.

Payment Schedule

At Registration No later than January 29, 2010 Deposit 50%

Artwork & Final Payment No later than February 26, 2010 Remaining 50%

Forms of Payment All payments must be made by check payable to Barbados Council for the Disabled. Cash or Credit Cards will not be accepted.

Exhibitors Guidelines Exhibition Space To ensure your exhibiting experience is a success, the Event Production Management will work closely with your team.

By submitting an application for exhibition space, you agree to abide by these and any other rules and regulations set forth for this event.

To maintain uniformity and the ambiance if the event, all booth decoration schemes will be reviewed by the Event Production Management.

While we will not insist that you use a particular designer, we will work closely with your team to ensure that your dĂŠcor theme and presentation, compliments the overall requirements of the event.

Any exhibitor using audio equipment must ensure that the sound level is kept to a point that will not disturb the activities of other exhibitors.

All equipment and supplies required for the set up of exhibits must be delivered to the designated loading and delivery areas of the Governor General’s Residence.

Additional expenses Exhibitors are responsible for all costs incurred for transportation, shipment of product to/from the event site and payment of any taxes due on the sales of products and services provided during the event.

Exhibitor Passes Exhibitors will be allowed at least two persons per exhibition. This number can be increased according to the products and services on display during the event. On confirmation of your registration, passes will be issued to those persons authorized to work in the exhibition space. Please know that due to other security considerations this procedure will be strictly enforced. Exhibits must be managed at all times during the hours of the event.

Permitted Activities The distribution and display of preapproved literature and/or product samples from within the assigned booth space.

Taking orders for the sale of preapproved merchandise, products, goods or services.

Sale of raffle tickets Exhibitors are permitted to sell items any time during the event. A full listing of items intended for sale must be submitted to the Event Production Management seven days prior to the event. All sales must be ended within the confines of the contracted booth space.

Prohibited Activities

Health & Safety

The sale, display or distribution of merchandise, products, goods or services outside the assigned booth space.

Smoking is strictly prohibited

The sale, display or distribution of merchandise, products, goods or services promoting specific religious, political, and/or ethnic views.

Exhibitors shall not use, or permit to be used, any flammable decorations, coverings, or other materials without the written permission of the Barbados Council of the Disabled.

Conducting of a drawing or any other contest of chance or skill.

The resale of exhibition space is strictly prohibited.

Licences Any exhibitor offering food products for general public consumption must have a valid Health Certificate. Copies of these health certificates must be submitted to the Event Production Management prior to the event.

Sampling and sales of food items is strictly limited to the exhibition spaces specifically designed by the Event Production Management.

Any exhibitor whose requirements extend outside the rules and regulations must apply in writing to the Barbados Council of the Disabled no later than February 26, 2010. The letter of application must include details of the specific changes required.

Exits must remain clear and free at all times

Contact of Agreement as an Exhibitor The undersigned company wishes to participate as an exhibitor at the Barbados International Fair (BIF) 2010 to be held in the gardens of the Governor General’s Residence, Government Hill, St., Michael on March 27, 2010.

We agree to have our display in place by 8:00am on Saturday, March 27, 2010, and to maintain it until 8:00pm on Saturday, March 27, 2010. We agree to furnish the materials needed for our exhibit and to pay all applicable taxes due on sales made. The Barbados Council of the Disabled, will furnish the exhibition space with one skirted table, two chairs, one waste basket, one 110v electrical outlet and a listing in the in the official event magazine.

To insure the availability of booth space and timely receipt of informational materials, decorator instructions and convention program listings, exhibitor applications must be received no later than February 26, 2010. We understand that a limited number of exhibition booths are available. Location assignments will be at the sole discretion of the Event Production Management and will be assigned on a first-come, first-served basis.

We also understand that a written cancellation must be sent to the Barbados Council of the Disabled, postmarked by February 26, 2010 to receive a refund. After that date, no refunds will be issued.

Liability and Insurance We agree that the Barbados Council for the Disabled shall not be liable for theft and damages to any property or equipment whatsoever brought into the Barbados International Fair, claimed to result from the alleged negligence, act or omission of the Barbados Council of the Disabled or because of the condition of the premises, or because of any casualty whatsoever. We understand that exhibitors who desire to carry insurance on their exhibits must do so at their own expenses.

We agree to observe and comply strictly with the rules and regulations set forth in this agreement and with such other reasonable rules and regulation as the event production management may in its judgment deem necessary for the proper conduct, safety or care of the exhibition area. In the event that we breech any portion of this agreement, The Barbados Council for the Disabled shall have the right to immediately terminate this agreement and any amounts paid for the exhibition space shall be forfeited.

I have read and understood all rules and regulations of the Barbados International Fair 2010 and are aware of the registration and payment procedures

Signature and title of the Applicant

Company/Organization name

Print name of Applicant

Date

BIF2010 Registration of Participation Company/Organization (as it will appear on the program) Address Contact Person Telephone Facsimile E-mail Grand Total Fill out all sections of this agreement. Keep a copy for your records; submit the original copy along with your 50% deposit no later than January 29, 2010. All payments must be made to The Barbados Council for the Disabled, Harambee House, Garrison, St. Michael, Barbados. Full Payments should be made no later than February 26, 2010.

FOR OFFICIAL USE ONLY Received: Approved: Comments:

Step 1. CHOOSE YOUR SPACE Booth Number

Size

Price

Lounge

$ 1,725.00

10’ x 10’

$ 1,725.00

10’ x 15’

$ 2,590.00

15’ x 15’

$ 3,900.00

20’ x 20’

$ 6,900.00

Food Service

$ 1,725.00

Total

Step 2. PLACE AN AD Size

Price

Inside Cover, Front Page

$ 1,725.00

Inside Cover, Back Page

$ 1,725.00

Full Page Ad

$ 1,380.00

Full Page Story

$ 1,380.00

Half Page, Horizontal

$ 720.00

Half Page, Vertical

$ 720.00

Quarter Page

$ 575.00

Total

Step 3. CHOOSE YOUR SPONSORSHIP PACKAGE Options and Details

Maximum Budget

Barbados Event Door Prize Barbados Event Exhibitor’s Area Barbados Event Affiliates Booth Barbados Event Affiliates Display Barbados Event Bumper Stickers Barbados Event Banner Barbados Event Radio Ads Barbados Event Web page Barbados Event Covenant Barbados Event Volunteers Barbados Event Entertainment Barbados Event Signage International Event, Canada Collector’s Item International Event, London Collector’s Item International Event, United States Collector’s Item International Events Poster Barbados International Fair 2011 Barbados Event 2011 Delegation Visits 2011

Total

Step 4. SUBMIT COMPLETED REGISTRATION FORMS Keep a copy for your records Submit the original copy along with your payment.

All payments must be made to, The

Barbados Council for the Disabled, Harambee House, Garrison, St. Michael, Barbados.

Confirm your participation by contacting us at BIF@bydesignservices.com or 246 253 3095

We look forward to seeing you there!

Designed by Dynamic Colour Produced by By Design Services Consultants