BCCI’s CHRISTMAS EXPO EXTRAVAGANZA
RULES & POLICIES
December 1st and 2nd, 2018
The CHRISTMAS EXPO EXTRAVAGANZA is organized by the Belize Chamber of Commerce & Industry (BCCI), located on 4792 Coney Drive, Belize City, Belize.
Application for Expo booth(s) is done by completing the application form provided by the Organizer. Members of the BCCI who are financial for the year 2018 receive the booth at a discounted rate and non-financial and non-members of the BCCI are billed at full cost. A 50% payment within 2 days of application and the remaining 50% on or before 12th November, 2018 are required. Failure to provide the 50% down payment within two days of application shall cause the application to become null and void, which results in the booth being placed back into the general population to be sold. All cheques should be made payable to the Belize Chamber of Commerce and Industry. In case of cancellation of application, the BCCI must be informed by Monday, November 12th, 2018, whereby you are entitled to 25% refund of the booth cost. Exhibitors shall not receive a refund for booth(s) cancelled after November 12th. Cancellations should be done in writing.
- Friday, November 30th – 5:00 p.m. – 8:00 p.m. – Setup time for Exhibitors ONLY
- Saturday, December 1st – 6:30 a.m. – 9:30 a.m. – Setup time for Exhibitors ONLY
- Saturday, December 1st – 10:00 a.m. – 6:00 p.m. – Exhibition halls open to the general public
- Sunday, December 2nd – 10:00 a.m. – 6:00 p.m. – Exhibition halls open to the general public
- Sunday, December 2nd – 6:00 p.m. – Removal of exhibits
All exhibits must be fully set up by 9:30 a.m. on Saturday, December 1st and all exhibits must be open for business during exhibit hours. No dismantling or packing shall start before the show closes on Sunday, December 2nd at 6:00 p.m.
All entrance/exit doors you will have access to for loading and unloading of goods for your exhibit area.
Each exhibit area is 10ft by 10ft in space. The back partition of the booth is eight (8) feet in height. The side partitions (left and right) are three (3) feet in height. The booth construction is of galvanized pipes and curtains are hung on these pipes. The Exhibitor shall be held fully liable for any damages made to the partitions of booth space(s) or the venue of the Expo.
Outdoor booths for food and beverages are 10ft by 20ft. The booth space is an open space and tent covering will be provided. The tents should not be tampered with or moved from its original location. The Exhibitor will be held liable for any damages made to the tents or the venue of the Expo. All aisles and entrance doors will be under the control of the Organizer. The Exhibitor and their agents, employees or other representatives may not sell merchandise, give souvenirs or hand out any other literature of any kind anywhere other than in their own exhibit space.
Tables and Chairs are not provided in the booth space. If you require, this will be at an additional cost. Please place your requests on the booth application form. An exhibitor can feel free to make his/her own arrangements.
ALLOCATION OF SPACE
In booth space allocation, priority shall in principle be given to the Exhibitors in order of application receipt and payment. No Exhibitor may sub-let or share his/her allocated area with any other company or organization without the permission of the Organizer. The Organizer reserves the right in the event of unavoidable circumstances to change the layout of the exhibition or any part thereof without liability to the Organizer. Any Exhibitor affected by any possible change will be notified. It is advisable that you visit the actual space where your exhibit area will be located to ensure that you are satisfied with the location and the dimension of your booth.
There shall be NO PERMISSION given to Participants to have their own music system/music, box/DJ playing music at their booth. The Organizer shall provide adequate entertainment for such purpose.
If you will be requiring the use of internet or telephone lines in your booth space at Expo Belize, you will need to directly contact your service supplier.
FOOD HANDLING CERTIFICATE
If you will be handling food at your expo booth, you will need to have on hand a Food Handlers Certificate obtained from the nearest Public Health Department. Also Exhibitors cooking at their booth space shall have on hand a fire extinguisher.
SALE OF ALCOHOLIC BEVERAGES
If you plan to sell liquor at the Expo please note that you need a Liquor license and also you must not sell the liquor in bottles, only in plastic cups.
The Exhibitor and their employees must ensure that they receive their complimentary entrance passes (4 per booth space and a Vehicle Pass) and use such passes whenever entering the “EXPO Site”. If the Complimentary passes are forgotten, the Exhibitor and/or employees will have to purchase tickets to enter the grounds. In this light, PLEASE do not forget to bring your Complimentary passes. Complimentary passes are non-transferable and if transferred to or used by any party other than the individual to whom it was issued, it may be cancelled by the Organizer at the absolute discretion of the Organizer. Exhibitors are forbidden to resell complimentary passes.
The costs to enter the EXPO are $3 for Adults and children 11 years and under enter at no charge. If you require additional passes, you will need to purchase tickets from the Chamber in advance to ensure a smooth process at the entrance gate.
Parking on the grounds will be provided for exhibitors only.
The Exhibitor should have its staff member(s) remain at its booth(s) during the Exhibition. The Exhibitor should take all steps to secure exhibits. The Organizer will provide suffice Security Guards and Police presence on each day of the expo. If you choose to leave any items overnight before or after the expo, please prepare two inventory sheets beforehand, one for your company and one to be handed over to the Chamber at the end of the day. If you fail to sign over your list of items to the Organizer, we shall not be held responsible for any items that may go missing during the night.
If the Exhibitor has their own security personnel, it is not mandatory that he/she signs over their items into the care of the Chamber’s security guards. However, it is important that any Exhibitor who has contracted his/her own security guard report the particulars of this arrangement to the Organizer. The Organizer has the right to prohibit specific persons from entering the Exhibition area.
As the organizers, our responsibility is for the safety of all our Exhibitors and visitors at the show grounds. The following safety rules based on the best recommendations of the Belize Electricity Limited MUST be adhered to on the exhibition days:
- Use only three-wire extension cords for appliances with three-prong plugs.
- Three or more appliances will not be allowed in one socket. Don’t overload cords by plugging in appliances that draw a total of more watts than the rating of the cord. This is very important as overloading the extension cords or sockets can result in the electrical system to trip and cause temporary power outage.
- Cracked or worn extension cords will not be allowed.
Please take this opportunity to review the amount of electrical outlets that you have requested and the appliances you plan to run on them. If you require any additional, you can send request to the Organizer at firstname.lastname@example.org. As the Organizers of the event, we reserve the right to cut power supply to any Exhibitor that does not adhere to the safety rules. Please assist us to have a safe EXPO.
INSTALLATION AND RESTORATION
The Exhibitor should decorate its booth and bring the exhibits within the period permitted. When the Exhibition is completed, the Exhibitor is responsible for removing its materials and restoring the Exhibition area to its original condition within the period stipulated by the Organizer.
Any merchandise or other property left at the EXPO Site beyond the specified time shall be removed, and the Exhibitor will be charged for any expense the Organizer has to incur for this tardiness. The Exhibitor on the EXPO Site must comply with all requirements of the Organizer applicable to receiving, set-up, dismantling and removal of their exhibits.
In case of cancellation of application, the BCCI must be informed by Monday, November 12th, 2018, whereby you are entitled to 25% refund of the booth cost. Exhibitors shall not receive a refund for booth(s) cancelled after November 12th. In the event that the exhibitor fails to make payment or comply in any respect with the terms of this contract, the Organizer reserves the right to cancel this contract without notice, and all rights of the Exhibitor hereunder shall cease and terminate. Any payment made by the Exhibitor on account hereof shall be retained by the Organizer as liquidated damages for breach of the contract, and the Organizer may thereupon re-rent said space. Failure to appear at the event does not release the Exhibitor from responsibility for payment of the full cost of the space rented and interest will be charged on outstanding balances.
The Organizer does not offer exclusivity for any exhibitors’ products or services, nor guarantees that the Exhibitor will not be placed adjacent to a competitor even though efforts will be made to avoid this.
The Exhibitor shall indemnify and hold the Organizer harmless from any damages, loses or liabilities resulting from any claims, demands, suits or other actions based on or arising out of the Exhibitor’s occupation or use of exhibit space or its installation, operation, or removal of exhibits, including but not limited to all claims and demands of Exhibitors or any third party including any of, their agents, employees, representatives, customers, and guests for injury to person or property arising by virtue of any occurrence in the exhibit space or Show Site or in the parking areas in proximity to the Show Site during the term of this Contract, as well as any period during which The Exhibitor is moving into or out of the Show Site. The Exhibitor shall observe and abide by additional regulations made by the Organizer for the efficient, safe operation or success of the Show and such additional regulations shall be at the sole discretion of the Organizer. Any exhibitor who violates any of the above terms and conditions is subject to being refused further participation in this show or any other show managed by the Organizer in the future.
In the event of a natural disaster, fire, government regulations, public catastrophe or other cause beyond the control of the Organizer, the Show or any part hereof is prevented from being held, is cancelled and any refund or exhibit fees to the exhibitor shall be at the discretion of the Organizers after cost. Such refund if given shall be a proportionate share of the balance of the aggregate exhibit fees received, which remains after deducting expense incurred by the Show and reasonable compensation to the Show, but in no case shall the amount of refund to the exhibitor exceed the amount of exhibit fee paid. Exhibitor shall not have any right to an accounting review or audit of the financial records of the show.
The Contract (completion of the application form for booth space) and, together with all of its attachments (Christmas Expo Rules), constitutes the complete agreement between the Organizer and the Exhibitor. This contract supersedes all previous or contemporaneous negotiations, arrangements, agreements or understandings, if any, between the Organizer and the Exhibitor with respect to the subject matter of this contract. No modification of this contract shall be valid unless approved in writing by the Organizer. The acknowledgement by the Organizer of the receipt of the Contract duly completed and returned with the appropriate deposit will form a Contract between the Exhibitor and the Organizer.
Please consult with the Organizers if you have any concerns to the above rules and policies.
NOTE: This contract is an integral part of application for Exhibit Space. The Exhibitors should observe the regulations of the Christmas Expo Extravaganza. In the best interest of the Show, the Belize Chamber of Commerce & Industry (BCCI) has the full power to enforce all rules and regulations.