GENERAL INFORMATION
SCHEDULE
Load In: Thursday 12:00pm – 5:00pm
Show Times: Friday 11:00am – 6:00pm | Saturday 11:00am – 6:00pm | Sunday 11:00am – 4:00pm
Load Out: Sunday 4:00pm – 6:00pm
All exhibits, except Over 18, must be completed by 5:00 p.m. Thursday and must remain in place until 4:00 p.m., Sunday. Dismantling of exhibits or packing of items used in the exhibit cannot start prior to this time and could affect your space priority for next year. The exhibition will be open 10:00 a.m. – 6:00 p.m. on Friday and Saturday and 10:00 am to 4:00 pm on Sunday.
When the exhibition is closed, only exhibitors will be admitted to the exhibition hall. No exhibitor may start to disassemble exhibit prior to the closing of the show at 2:00 pm on Sunday. All exhibits must be removed from the building by 6:00pm, Sunday. Failure to have exhibits out of the building by the designated time will result in additional rental charges as established by the management of the B Resort.
During the show hours a loud speaker will be available for emergencies only.
Music in videos or any other format is not allowed unless approved by Exhibit Director.
PARKING
Vehicles such as pick-up trucks, etc. may be parked in the hotel parking lot at the driver’s expense.
SPACE ASSIGNMENT
An exhibitor may use as many complete exhibit spaces as desired. The units may not be divided into fractional parts and no portion may be sublet without permission of the Exhibit Director.
The Exhibit Director reserves the right to reassign and redesign any space when it will, in his opinion, en¬hance traffic flow and appearance of the show.
PAYMENT FOR SPACE
Check for 50% of the total rent must accompany application for space. The balance is to be paid by February 15th of the event year. Credit card payments are available – please email info@onemagicalweekend.com
REFUND POLICY
No refunds will be made if space engaged is not used. Any space not claimed and occupied by 2:00 pm, Thursday (unless a written agreement is made with the Exhibit Director) may be reassigned with¬out refund. The original contractor will be liable for the full amount of the booth rent whether or not the booth is resold.
No refunds will be made for exhibits closed because of violations of health and safety regulations.
ELECTRIC POWER
Orders for electrical needs must be placed directly with the Exhibit Contractor. Payment must be made in advance or incur higher charges if ordered from the show floor.
PACKAGES
For VIP SWAG items, please send to this address:
Sheraton Lake Buena Vista
c/o Billy Looper/One Magical Weekend
12205 S Apopka Vineland Rd
Orlando, FL 32836
MUST receive by Wednesday prior to the event start date! Thanks!
BOOTH EQUIPMENT
Side dividers (3 ft. high) and back (8 ft. high) with a signature sign will be provided each exhibitor without charge. Exhibitors may erect own sides and back but must not erect any side partition or visual obstruction that extends in excess of five feet from the back of the booth if such partition is in excess of five feet in height.
BOOTH OPERATIONS
Exhibitors dispensing food or beverages from their booth must have the Exhibit Director’s written approval prior to the exhibition. Without such approval, all food and beverage items will be removed from the booth space prior to the opening of the show. No alcoholic beverages may be dispensed by an exhibitor without being an exclusive Sponsor of One Magical Weekend.
No exhibitor may utilize any equipment that will interfere with normal operations of the exhibition. No pressure-sensitive material may be used on the floor.
Items judged to be in poor taste by the Exhibit Director will not be allowed to be dispensed by any exhibitor.
Please make certain you remove all paint, tape or tape residue from the floor of your booth prior to departure. All paint, tape or tape residue left on your booth floor will be subject to a $250.00 clean up fee.
SAFETY
Exhibitors must guard exhibits so that no injury will result to the visitors, guests, employees or to any person or property. Exhibitors will be responsible for both determining what city and state safety regulations are and complying with them.
LIABILITY
East Gate Events, LLC dba One Magical Weekend, the Gay Biz Expo and the B Resort & Spa will not be responsible for the safety of exhibits, exhibitors or their employees, against robbery or damage by fire, or any other cause of injury of any character to any person or article. It is agreed that the exhibi¬tors will indemnify, hold harmless and release the East Gate Events, LLC dba One Magical Weekend, the Gay Biz Expo and the B Resort & Spa from all liabilities that might ensue from any cause whatsoever.
All exhibitors must provide Certificates of Insurance indicating liability limits of $1,000,000. Proof of workers’ compensation coverage should also be indicated on the certificate.
SECURITY
Guards will be provided during move-in, exhibition and move-out. No additional storage is available.
ASSIGNMENT
Exhibitor may not assign this agreement without the written consent of One Magical Weekend.
GOVERNING LAW
This agreement will be governed by the laws of the state of Florida.
TERMS & CONDITIONS
The Terms and Conditions set forth herein are binding on One Magical Weekend only after the application is executed by One Magical Weekend and returned to the Exhibitor. Once One Magical Weekend executes the application, the application becomes a binding contract between One Magical Weekend and the Exhibitor and includes all the terms on both the face of this application and the Terms, Rules and Regulations on the reverse side of this application including One Magical Weekends Procedures and Display Guidelines (“the Terms and Conditions”). The Exhibitor agrees to be bound by all such Terms and Conditions. Any Exhibitor requests for cancellation or cutbacks and any space changes are subject to these Terms and Conditions. By signing and submitting this form to One Magical Weekend, the Exhibitor acknowledges, agrees and consents to receipt of notices from One Magical Weekend and its affiliates by facsimile or electronically, using the contact information set forth on this form.