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THE CHALLENGE EXPO Your support will fund road safety education in Bass Coast
and Gippsland secondary schools. Help make our roads
safer for all ... sign up to exhibit now!
1. EXHIBITORS BROCHURE
CHALLENGE EXPOPromote your business to more 1000 bike riders, runners,
festival goers. The inaugural ‘Challenge Expo’, held on 12th
November 2017 alongside the Bass Coast Cycle Challenge
& Family Festival, is a cost effective opportunity to reach a
wide range of diverse potential customers.
2000+ SUBSCRIBERS
2000+STUDENTS IN
RYDA
1000RIDERS
BCCCFF
2. INTRO
Bass Coast Cycle Challenge and Family Fun Festival
On the 12th November 2017 the Bass Coast Cycle Challenge & Family Festival provides an
exciting event for our community, with fantastic cycling routes, fun runs, family fun ride,
kids ride ... plus street activities including go carts, mini golf, skate board competition, BMX
competition, stalls and much more. We are proud to partner with Lions Club as one event
that will provide sustainability and commitment to the communities, our sponsors and of
course our Charity the driver education program RYDA and L2P program.
Cycling event
Up to 1000 cyclists commence and finish in the Bass Coast seaside township of Inverloch
Victoria. With a choice of four courses (121, 85, 53, 40km distances, plus a new 14km Family
ride), there is a ride to cater for all rider proficiencies. The ride circuits traverse some of
the best-kept secrets in Victoria. Riders of all levels will experience picturesque coastline
with magnificent views overlooking the Bass Coast farmland and rolling foothills of the
Strzelecki’s. Cyclists are also be treated to a number of scenic climbs that scale over the
hills of the Bass Coast region.
Making our roads safer for all road users
Your support will provide the means to ensure we continue to deliver a sustainable not
for profit community event that aims to bridge the growing divide between motorists and
cyclists by providing road safety education to local senior secondary school students
through the established Rotary International sponsored RYDA –Road Safety Education Ltd
program. (www.rse.org.au)
3. ABOUT
EXHIBITION SPACE: Exhibition Space of 3m x 3m A’Beckett street, Inverloch, or within the
community hall if weather conditions prevent set up in street (NB: exhibitor to provide their
required equipment, such as trestle table, chairs).
MARKETING AND ADVERTISING: In addition to the exhibit space and access to the riders,
runners, families, friends and other visitors, there are a number of marketing and advertising
opportunities to ensure maximum exposure of you brand / business. It’s also an opportunity to
showcase ay special offers to BCCCFF participants.
CHALLENGE EXPO WEBPAGE: Exhibitor name promoted on the BCCCFF web site 2017 Trade
Expo section that will be accessible via homepage; www.basscoastcyclechallenge.com
BCCCFF WEBSITE: The Bass Coast Cycle Challenge and Family Festival website is the main
interface with our participants.
BCCCFF EDMs: With a database of over 2000, our e-communications have a far reach.
Exhibitor name will be released to all subscribers via a monthly EDM.
SOCIAL MEDIA: Exhibitor name will be published via BCCCFF social media (Face Book/Twitter)
COST:
We ask all exhibitors to pay the application fee of $150. This payment will go towards our
charity donation to the RYDA program & L2P Program. This application fee must be paid by
1st October 2017.
INCLUSIONS4.
INFO
For more information: Contact Gavin Slavin
Email: [email protected]
Post: PO Box 454, Inverloch VIC 3669
To secure your position at the expo: Complete the following application form.
5. SITE LAYOUT
All applications must be submitted by 1st October 2017, all exhibitors must pay the application fee of $150, directly to BCCCFF (This payment will go towards our charity donation to the RYDA program & L2P Program) , this application fee must be paid by 1st October 2017.
Exhibition Space includes: an area of 3m x 3m as shown on street lay out map. Or a selected area within the community hall if weather conditions prevent set up in street area. Additional services are available on request at [email protected]. Exhibition stands must be set up, ready and manned by 07:30 on 12th November, 2017 in time to send off the first wave of cyclists.
Exhibitor benefits: Exhibitor name promoted on the BCCCFF web site 2017 Expo page, accessible via homepage; www.basscoastcyclechallenge.com; Exhibitor name will be published via social media (Face Book/Twitter, media releases); Exhibitor name will be released to all participants via EDM.
Exhibitors Parking: Exhibitors will be granted vehicle access to set up stalls. All exhibitors need to remove their vehicle after Set up (no later than 7:15am), parking is available at the recreation reserve, or as directed by BCCCFF. Vehicles may only stay within exhibit area by approval and submitted on application form.
General information: The application process opens on 1st September 2017. Applications must be made using this application form. The form must be signed by a competent person. By signing the exhibition application form, the booking is binding. This agreement shall remain in full force and effect in case of merger or acquisition of the contracting company.
Insurance: All exhibitors will provide with this application a copy of their public liability insurance that will provide insurance coverage during the Bass Coast Cycle Challenge 2017 event.
Payment conditions: All payments must be made to Bass Coast Cycle Challenge. 100% of the total exhibition fee will be invoiced upon receipt of the completed exhibition application form and is due for payment upon receipt of the invoice to guarantee the reservation. Payment must be made by 1st October 2017.
Cancellation Conditions: Cancellations and changes to your original booking must be made in writing to: Gavin Slavin: [email protected]
Cancellation Fees: 50% of total exhibition fee if cancelled before 1st November 2017. 100% of total exhibition fee will be retained thereafter. Any bank charges incurred that have not been added will be charged to the respective company.
EXPO APPLICATION FORM COMPANY NAME (for invoice)
COMPANY NAME (for website and promotions)
ADDRESS
COUNTRY/CITY
POST CODE
ABN
CONTACT NAME
VEHICLE REGISTRATION
WORK PHONE
MOBILE
COMPLETE ALL FIELDS IN TABLE BELOW
6. APPLICATION FORM
TERMS AND CONDITIONS FOR SPONSORS & EXHIBITORS
PLEASE READ ALL TERMS AND CONDITIONS, SIGN, DATE AND SCAN/ EMAIL THE APPLICATION FORM AND SUPPORTING DOCUMENTATION (INSURANCE CERTIFICATE) TO [email protected] OR [email protected]
1. Application for Exhibitors
In order to be considered as a Exhibition, an application form must be completed and signed by a legally competent individual, and
delivered to the BCCCFF before the deadline. However, mailing or delivering the Application Form to the BCCCFF does not constitute a
formal agreement that the Exhibitor will be accepted. Contractual Conditions are constituted only after the BCCCFF has sent written/email
confirmation of acceptance to the Exhibitor. In case of acceptance, Exhibitors will be bound by the Terms and Conditions for Exhibitors.
The BCCCFF reserves the right to refuse any application to exhibit without giving cause. Exhibition space is allotted according to the terms
and conditions as listed in the Information for Exhibitors. Any company that disobeys the directives of the BCCCFF may be excluded from
the exhibition by the BCCCFF. Such companies are liable for the whole payment, and for all incidental expenses. All oral agreements, special
permissions and special arrangements are valid only upon receipt of written/email confirmation from BCCCFF.
2. Obligations and Rights of the Exhibitor
Exhibition marquees may only be used for exhibiting and advertising the Exhibitor's own products, materials or services as described in
the application form. Advertising materials may be distributed only within the confines of the booth. Any promotion outside the respective
exhibition space is forbidden (such as distributing flyers etc.). The partial or complete subleasing or otherwise relinquishing of a booth to a third
party, as well as private agreements for switching booths or floor space between two exhibitors is prohibited unless approved by BCCCFF.
The BCCCFF reserves the right to enter any booth at any time. Booths need to be occupied during exhibition hours. The exhibition areas are
to be used only during event hours. It is strictly forbidden for companies, which are not exhibitors, to advertise in any way in the exhibition
area unless approved by BCCCFF and have filled in an application form, covered by insurance certificate and have paid the donation fee to
BCCCFF.
3. Obligations and Rights of the BCCCFF
The BCCCFF reserves the right to revise the time and location of the exhibition or to shorten the duration of the exhibition. Any change
regarding the time and duration of the exhibition does not entitle the exhibitor to cancel the contract nor to request a fee reduction or to put
forward a claim for damages incurred by these changes.
4. Liability Insurance
The Organiser provides third party insurance at the BCCCFF site as marked on the finish line map and exhibition area. Equipment and all
related display materials installed by exhibitors are not insured by the BCCCFF or the BCS community Hub Centre and they will under no
circumstances be liable for any loss, damage or destruction caused to equipment, goods or property belonging to exhibitors. The Exhibitor
agrees to be responsible for their property and personnel, and for the property and personnel and for any third party who may visit his space
to be covered by full and comprehensive insurance, The BCCCFF will not be liable for any injuries to the personnel of sponsors/exhibitors
attending the meeting..
5. Set-up of exhibition booths
To ensure the smooth running of the BCCCFF event area, Exhibitors must obey all directives and instructions of the BCCCFF regarding the use of booths,
their decoration, the use of self-designed and self-constructed booths, and the fitting and furnishings of the booths. Before setting up their booths I displays
/ installations, Exhibitors must first contact the BCCCFF and reconfirm placement of the booth as well as inform themselves of any special regulations
DESCRIPTION OF YOUR EXHIBIT
COMMENTS
SIGNATURE__________________________________ DATE________________________
NAME__________________________________________________________________________
COMPLETE ALL FIELDS IN TABLE BELOW
I would like to apply for (please circle):
EXHIBITION SPACE
3X3 METRE SPACEDonation to BCCCFF charity, RYDA &
L2P programs$150
WET WEATHER CONTINGENCY IN COMMUNITY HALL
Additonal donation (optional)
TOTAL
EXHIBITOR DESCRIPTION:
In the space below please provide a detailed description of your exhibit. NB: all exhibitors will set up their own 3m x 3m space (If exhibitors require a larger area please make comment in box below), exhibitors to supply required equipment for their exhibit, such as trestle table, chairs, tent, banners.
7. APPLICATION FORM
relating to their booth. For any variation to the exhibitors 3m x 3m marquee, specific permission must be obtained in advance from the BCCCFF. Written
permission also needs to be obtained for any changes in the size or structure of the floor space, or for any changes to any additional facilities.
Marquees must be set up and completed during the timeframe designated. The BCCCFF reserves the right to demand changes in such booths or exhibits
should safety regulations, technical requirements, or the responsibility of preserving or obtaining the best possible overall image for the exhibition, as judged
by the BCCCFF, so require. The side and back walls of all stands should be finished on the outside as well as the inside. Exhibitors must avoid obstructing the
view of or access to neighbouring Marquees. Special care must be taken to avoid the use of lights or spotlights that may annoy visitors or neighbouring booths.
Should an exhibitor not follow the directives of the BCCCFF or not carry out such directives within a reasonable time, the BCCCFF reserves the right to take the
necessary steps at the cost of the Exhibitor. The BCCCFF reserves the right to close or obstruct unused entrances or exits to the exhibition area and the right to
direct the Exhibitor to another space in the exhibition area if necessary even if this directive conflicts with previous written agreements.
6. Maintenance of Marquees and exhibition area- Exhibitors are responsible for the proper care of their own marquees, and storage area.
7. Wet weather contingency plan-All exhibitors will be directed by BCCCFF to set up within the community hub hall
If all exhibitors are redirected into the community Hub hall, due to weather conditions. To avoid scratches on floors as the result of sliding heavy packing cases,
exhibitors are required to use protective coverings. Exhibitors must take special care when transporting heavy packing cases and heavy loads. Exhibitors who
wish to display extra heavy exhibits demanding special supports or foundations must request prior permission specifically in this matter from the BCCCFF,
It is not permitted to drive nails or hooks into the walls of the exhibition hall, to install electric wiring or to cut or drill holes in the walls of the rented booths.
Empty containers and packing materials must be disposed of at the exhibitor's expense before the start of the exhibition; cleaning the booth is the Exhibitor's
responsibility.
No part of an exhibition booth may be suspended from the ceiling. No part of an exhibit or of the booth's structure may protrude beyond the allotted area on
any side. No signboards may protrude beyond the booth's walls.
8. Electrical /power requirements for Exhibitors
All exhibitors that require power, must request prior to arrival, all request must submitted on application. All power cords must be positioned/covered to
ensure all tripping hazards are eliminated and or positioned above any structure or personnel. Installation of power cords must be approved by BCCCFF.
9. Dismantling of marquees
The Exhibitor must dismantle the marquees within the allotted time and return furnishings on time. Upon leaving, the Exhibitor must clear the booth area
and clean the floor. Stored materials, empty containers and packing materials must be disposed of. Items for which the Exhibitor has made no arrangements
regarding removal and storage at his/her cost and which are left behind become the property of the BCCCFF, and no reimbursement will be made for
such items, The BCCCFF can demand that Exhibitors restore the exhibition area to the original condition at the Exhibitor's expense. If the Exhibitor does not
dismantle and clear away their exhibit in a timely manner, these items will be removed by the BCCCFF at the Exhibitor's cost. The Exhibitor is liable for the
actual cost incurred by the BCCCFF for such removals of abandoned exhibits. Exhibitors must bear the costs of repairs to damaged exhibition areas and of
repairs.
10. Payments - breach of contract:
Please refer to the terms of payment, reduction and cancellation policy and corresponding deadlines as given in the Information to Exhibitors. The contract
shall remain in full force and effect in case of merger or acquisition of the contracting company. The dimensions of floor space, marquee measurements and
rented items given are approximate. The BCCCFF reserves the right to change these dimensions in order to most efficiently use the available exhibition area
and to adjust the area to the blueprints of the exhibition area/hall. Special requests regarding placement of the display will be considered. However, such
requests do not constitute a condition of registration on the part of the Exhibitor. Furthermore, the BCCCFF reserves the right to reduce the amount of
floor space initially requested. Failure to comply with local authorities and international regulations may not be used as a ground to declare the contract
void. Failure to comply with the Rules and Regulations will not expose the BCCCFF to any law suits or demands by the Exhibitor and/or any third party.
Exhibitors must bear the cost of any special installations.
Return your completed application by: Contact: Gavin SlavinEmail: [email protected] or [email protected]: PO Box 454, Inverloch VIC 3669
By signing this Application Form, we accept the Participation Terms & Conditions and the Payment & Cancellation Conditions.
Sign: _________________________________________________________
Date: ___________________________________
Following receipt of signed application form, and invoice will be issued. Upon receipt of your invoice please forward payment to:
Bank: Bendigo Bank InverlochAccount Name: Bass Coast Cycle ChallengeBSB: 633000Account No.: 143323004
.
8. APPLICATION FORM
