KINGSTON
SEN ORS EXPO 2016
EXHIBITORS! RESERVE YOUR BOOTH SPACE NOW!
SATURDAY, APRIL 23 10AM - 4PM
OVER 100 EXHIBITORS
We welcome all Businesses and Organizations that offer quality products or services to enhance the lives of people.
2016
Vendors Information package
Organized by
In support of
FROSE CREATIVE SOLUTIONS INC.
leisure • living • services • aging • welLness • and more
www.kingstonseniorsexpo.ca
KINGSTON
SEN ORS EXPO 2016
Saturday, April 23
The Frontenac-Kingston Council on Aging (COA) invites you to participate in their third annual Kingston Seniors Expo {formerly the 4 Life Expo} designed especially for people ages 55+ and above who want to live well and celebrate life. You’ll find it all and more at the Kingston Seniors Expo A day filled with interesting displays, new gadgets, and live entertainment. Frose Creative Solutions Inc. (Frose) organizes this event in support of the COA, who for 20 years has helped advocate for and support seniors in our community. Supporting seniors is our number one priority. Every resident must be given the opportunity to actively participate in our community with health and well-being. No one should be held back or limited because of a age or disability. Funds raised during this expo will go toward enhancing the services and supports we offer in the process of fulfilling our mission to “enhance the quality of life for our community’s seniors.” Your participation in this event will make a difference to the people that rely on our advocacy and support programs by helping us to expand our publications, our in-office support, and the educational programs and seminars we run in the local community. Why the Kingston Seniors Expo? The purpose of this event is to provide information to the hundreds of seniors, their families and caregivers, and those on their way to becoming seniors who reside in the Kingston area, and to facilitate access to government and community services and to encourage healthy living. This is a wonderful opportunity to interact with families and businesses in our region and we look forward to having your organization/business in attendance. The Kingston Seniors Expo is a chance to offer the personalized service that makes for a memorable shopping experience. Relationships are key for good business. What does the Kingston Seniors Expo offer this year? The Kingston Seniors Expo offers an exceptional opportunity to connect businesses, products, and services with the aging demographic of Kingston and the surrounding area. Our Expo will appeal to residents of the region including Brockville, Belleville, Napanee, Gananoque, Battersea, Elginburg, Elgin, Seeley’s Bay, Odessa, Yarker, Amherstview and more. This full day event will be held on Saturday, April 23, 2015 from 10am - 4pm at the Cataraqui Arena (Kinsmen Arena). Conveniently located next to the 401 with Free Parking and a Shuttle bus provided by Kingsdale Chateau (Atria Retirement) from the Frontenac Mall and back. Again this year, it will be rich in resources and information. Visitors and participants will have the opportunity to visit over 120 booths; With something of value to offer everyone to from young adults, baby boomers, those in midlife and older adults.
Thank you for your continued support! See you at the Kingston Seniors Expo Saturday, April 23! Contact Frose for info & booking: 613-532-6661 or frose@kingston.net
KINGSTON
SEN ORS EXPO 2016
Information & details
Silent Auction Items
☛ Request Silent Auction Donations Items will be featured on Facebook and the Expo website. Call 613-532-6661 if you would like to donate an auction item.
Expo Details Expo Date: Location: Set up: Tear Down:
Saturday, April 23, 2016 from 10:00 am – 4:00 pm Cataraqui Arena (Kinsmen) Kingston, ON Friday, April 22, 2016 from 4:30 pm – 9:00 pm And Saturday Morning, April 23 from 7:00 am - 9:45 am Saturday, April 23 AFTER 4:15pm* – 9:00 pm *Note: Exhibitors shall not begin disassembling exhibit(s) until 4:15 p.m. on Saturday, April 23, 2016.
Food & Beverage Sales or Sampling Anyone interested in sampling or selling food and/or beverages off of the expo floor must complete an additional form, and must abide by the criteria and rules provided. Permission must be requested and granted through the on site restaurant, KFL&A Public Health and show coordinators. Detailed information must be provided to facilitate this process. Any vendor providing samples or taste testing without written permission will be asked to vacate the vendor area. No refund will be provided. Procedures 1. Fill out the attached applications as completely as possible 2. Submit along with payment by email or mail (No application will be processed without payment) 3. Confirmed registrations will be emailed receipt 4. Review Exhibitor Rules and Regulations (Follow the directions/instructions as they are applicable to your needs) 6. Send in exhibitor staff list form by required date (This will be emailed with receipt)
Floor plans Available on request
www.kingstonseniorsexpo.ca
KINGSTON
SEN ORS
Registration form
EXPO 2016
PLEASE PRINT CLEARLY Business Name:_______________________________________________________________________ Contact Name:______________________________________________________________________ Address: ____________________________________________________________________________ City:________________________________________________________________________________ Province: _______________________________________ Postal Code ______________________ Telephone:___________________________________________________________________________ Cell phone (optional) ________________________________________________________________ Email: ______________________________________________________________________________ Preference of contacting:
❑ By Phone
❑ By Email
Please indicate the Exhibitor Package and Additional Options you would like to purchase:
A ❏ ❏ ❏ ❏
EXHIBITORS Packages*
10’x 10’ Single Exhibit Space.............. $350 10’x 20’ Double Exhibit Space............. $500 Non-Profit Single Exhibit Space............ $250 Non-Profit Double Exhibit Space ................. 10’x 20’............................................ $350
*Community sponsored tables available. Call for details 613-532-6661
B
Additional Costs
❏ Electricity....................................$55 ❏ Additional Chairs..................... $6/ea. ❏ Additional Table...................... $9/ea. ❏ Table Skirting .....................$30/table
Includes: • Pipe and drape (8’ back wall and 3’ side walls) • (1x) 6’ table, (1x) chair • Company name posted on the Kingston Seniors Website and Council On Aging’s website
A
Subtotal $ ________________________
B
Subtotal $ ________________________
Contact Frose for info & booking: 613-532-6661 or frose@kingston.net
KINGSTON
SEN ORS
Exhibitors CONTRACT
EXPO 2016
A
B
Exhibitor Package Subtotal $ _____________
TOTAL (A+B) + HST 13%
$ _____________ $ _____________
Total Amount Payable $ _____________
Additional Costs Subtotal $ _____________
Deposit 50%
$ _____________
Remaining Balance Due March 21, 2016
$ _____________
We agree to pay FROSE Creative Solutions Inc. For A. Exhibitor’s Package; B. Additional Costs; for a total of $ ______________________ and to abide by the 2016 - Kingston Seniors Expo Terms and Conditions of Contract. Please Read the Terms of user Exibitor’s Terms and Conditions of Contract Before Signing • All late applications are subject to a 3% processing fee • Fees are 50% non-refundable • 50% of fee is due upon submission of contract, remaining 50% by March 21, 2016. Upon cancelation the 50% deposit is non-refundable, an appeal may be submitted to the organizers for consideration under special circumstances
Signature: __________________________________________________________________ Date: ______________ day of _______________________________, 2016
Payment ❏ Visa
Full payments due by March 21, 2016 ❏ Mastercard
❏ Money Order
Make Cheques Payable To: Frose Creative Solutions Inc. 4185 Mangan Blvd., Kingston, ON K0H 2N0
❏ Cheque
❏ EFT
EFT Payments: Send EFT to frose@kingston.net
Credit Card Number: __________–__________–__________–__________
Expiry Date: __________/__________
Card Holder: ___________________________________________
Signature: __________________________________________
CVV Code (Security Code)*: __________ *For Visa®and MasterCard® cards, the card code is the last 3 digit number located on the back of your card on or above your signature line. For an American Express® card, it is the 4 digits on the FRONT above the end of your card number. This number helps validate that a genuine card is being used during a transaction.
www.kingstonseniorsexpo.ca
KINGSTON
SEN ORS EXPO 2016
1. LIABILITY AND INDEMNIFICATION WAIVER Exhibitor agrees to comply with all fire, safety rules and regulations adopted by all applicable governmental authorities and the show. In the event Frose shall be held liable for any occurrence that results or might have resulted from the Exhibitor’s action(s) or failure to act, including, but not limited to, acts or omissions constituting negligence, deceptive trade practices, strict liability, or the creation of liability resulting from an unreasonably dangerous product (product liability), Exhibitor shall reimburse and indemnify Frose and The City of Kingston and related entities, its officers, agents and employees for damages resulting from such liability and the costs incident thereto, including attorney’s fees. Exhibitor further agrees that it shall hold harmless and indemnify Frose or The City of Kingston and related entities, its officers, agents and employees from and against all claims of demands, costs, actions, suits, loss, damage, expense or penalty arising from any action including any action based on strict liability or negligence, on account of personal injury or property, including attorney’s fees incurred in connection therewith , or other proceedings by whomsoever made, sustained, brought or prosecuted in any manner, based upon, occasioned by, or attributed to any injury or damage arising or resulting from any act or omission of the applicant, its servants or agents in using said premises. 2. HOURS OF OPERATION Exhibitor set up hours are Friday, April 22, 2016 from 4:30 p.m. to 9:00 p.m. and Saturday, April 23, 2016 from 7:00 a.m. to 9:45 a.m. The Exhibitor shall have its exhibit(s) completely assembled and ready to be viewed by guests no later than 9:45 a.m. on Saturday, April 23, 2016. The hours in which the expo is open is Saturday, April 23, 2016 from 10:00 a.m.4:00 p.m. Exhibitors shall staff booth during all hours this Expo is open to the public. Exhibitors shall not begin disassembling exhibit(s) until 4:00 p.m. on Saturday, April 23, 2016. Exhibitors who do not comply with these provisions will not be asked to participate in next year’s Expo. If additional set up or tear down time is required please notify event organizers at time of application submission. Exhibitor disassembly and move out time is Saturday, April 23, 2016 from 4:15 p.m. to 9:00 p.m. 3. SECURITY Frose will NOT provide security during this event or during the set up times. Frose will NOT be held responsible for any losses Exhibitors may ensue as a result of items stored in or at the exhibitor’s booth space during the show; this includes move in and move out times. 4. RULES & REGULATIONS The Exhibitor agrees to abide by all regulations and rules adopted by Management in the best interest of the Expo, and agree that Management shall have the final decision in adopting any rule or regulation deemed necessary prior to, during and after the Expo. All Exhibitors will be required to observe such further rules and regulations as Management may consider it necessary to impose for the success, safety, and wellbeing of the Expo, Exhibitors, and others attending the Expo. 5. LOSS OR DAMAGE Exhibitor will be liable for and will indemnify and hold harmless Management from any loss of damages whatsoever suffered by the Expo as a result of any loss or damages whatsoever occurring to or suffered by any person or company, including, without limiting the generality of the foregoing,
the Exhibitor, other Exhibitors, Expo Sponsors, Management, the Expo, the owners of the building, their respective agents, servants and employees, and attendees of the Expo (public), either on the said space or elsewhere if said loss or damages arose from or were in any way connected with Exhibitor’s occupancy of said space. Management assumes no responsibility whatsoever for loss or damage of goods before, during the period of the Expo, or after its close. Management is hereby expressly released and discharged from any and all liability from any loss or damages. 6. FORCE MAJEURE Management shall not be liable in damages or otherwise for failure to carry out the terms of this agreement in whole or in part where caused directly or indirectly by or in consequence of fire, storm, flood, war, rebellion, insurrection, riot, civil commotion, strike or by any cause whatsoever beyond the control of Management whether similar to or dissimilar from the causes enumerated herein. 7. CANCELLATION This contract may be cancelled by either party provided written notice is received by the other at least six (6) weeks prior to the day of the Expo, in which case the Exhibitor will be responsible for 50% of the total contracted amount. If the Exhibitor cancels within 7 days prior to the Expo, he will be liable for 100% of the total contracted space costs. By cancelling this contract the Exhibitor forfeits all rights or claims to the allocated space and Management is free to rent it to others and collect the cancellation charge as liquidation damages. Management reserves the right to cancel this contract and to withhold possession of exhibit space if the Exhibitor fails to perform any material condition of this contract or refuses to abide by the Conditions of Contract, in which case the Exhibitor shall forfeit as liquidated damages all space rental payments made by him and any further occupancy of such space. It is understood that the venue owner, The Corporation of the City of Kingston reserves the right to cancel any scheduled activity, in the event that the facility is required for an event of Municipal significance or for a special event sponsored by a community group. The City of Kingston will only issue a refund of rental costs that are directly affected by such cancellation. b) It is understood that the Corporation of the City of Kingston, Recreation & Leisure Services, or its duly appointed representative, will have the right to revoke this permit and cancel the event at anytime in order to ensure the safety of the public or for any reason including any breach of these terms and conditions. 8. DATE/VENUE CHANGE If the Management shall consider it inadvisable to hold the said Expo at the time and/or place herein provided, Management shall have the right to change the date and/or place within the same City, giving the Exhibitor written notice thereof by e-mail addressed to the e-mail address given herein. 9. BOOTH ASSIGNMENT Management reserves the right to alter or change the space assigned to the Exhibitor. 10. EXCLUSIVITY Management does not provide Exhibitors with exclusivity to any one particular product or service unless specifically negotiated in writing through sponsorship. 11. INSURANCE The Exhibitor is responsible for the acquisition and cost of
Terms and conditions insurance related to his participation in the Expo and shall provide management with proof of the same. A minimum of 2 million liability is required. 12. DISPLAY The Exhibitor agrees that no display may be dismantled or goods removed during the entire run of the Expo but must remain intact until the closing hour of the last day of the Expo. The Exhibitor also agrees to remove his exhibit, equipment and appurtenances from the Expo building by the final moveout time limit, or in the event of failure to do so, the Exhibitor agrees to pay for such additional costs as may be incurred. 13. OPERATION OF EXHIBIT SPACE/SUBLETTING Exhibitors are prohibited from gluing or nailing any material to the floor, pipe and drapery or tables within their booth area. The Exhibitor is responsible for clean up of the immediate area of their booths. All displays are subject to approval by Frose Creative Solutions, and they expressly reserve the right to modify your display if the table contents are inappropriate for the public. Space contracted by the Exhibitor may not be sublet or re-sold without the prior written permission of Management. 14. THIRD PARTY PROMOTION Exhibitor agrees to promote only the business(es) registered for and approved by Management. No third party promotion will be permitted without prior authorization by Management, in writing. This includes, but is not limited to, display and any sampling or distribution of materials (ex. business cards, brochures, etc.). 15. LIGHTING & ELECTRICAL All electrical wiring and outlets shall be at the Exhibitor’s expense, unless agreed upon in writing with Management in advance of the Expo. All operating electrical equipment used in the exhibit must have C.S.A. or equivalent provincial power authority approval. 16. REMOVAL Management reserves the right at any time to alter or remove exhibits or any part thereof, including printed materials, product, signs, lights or sound, and to expel Exhibitors or their personnel if, in Management’s opinion, their conduct or presentation is objectionable to other Expo participants. Management reserves the right to approve or disapprove of any and all products, materials or displays that are to be carried by the Exhibitor. The Exhibitor acknowledges that he is one of many Exhibitors and agrees to cooperate with the other Exhibitors and Sponsors and not to interfere with them or create any nuisance to them, the Management, or the people attending the Expo. Any dispute among Exhibitors and/or Sponsors, including any conflict of products, or other materials, shall be settled by the Management, who shall have the final determination as to any such dispute. 17. PRIVACY Exhibitor agrees to abide by all federal and provincial laws regarding the collection of personal information, including but not limited to, abstaining from the sale or sharing of personal information to a third party. 18. PHOTOGRAPHS & VIDEO Management reserves the rights to reproduce all photographs, images and likenesses taken during the Expo for future promotional purposes.
Contact Frose for info & booking: 613-532-6661 or frose@kingston.net
KINGSTON
SEN ORS EXPO 2016
thank you!
The Kingston Seniors Expo is an opportunity for us all to continue to support the work of the Frontenac-Kingston Council on Aging Inc. and their support of the aging population in South Eastern Ontario. Your participation in this event will make a difference to the people that rely on the Council on Aging’s advocacy and support programs by helping them to continue the educational programs and seminars ran in the local community and the regional Elder Abuse Peer Support Phone Line. Also, our thanks goes out to the many Volunteers and Corporate Sponsors who continue to help the Frontenac-Kingston Council on Aging Inc. achieve so much. With their continued support - and yours – the Kingston Seniors Expo is sure to remain a success for many years to come!
I’m for helping the elderly. “I’mSure going to be old myself someday.” ~Lilian Carter~
www.kingstonseniorsexpo.ca