Fly Fishing Show February 22-24, 2019

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1 Fly Fishing Show Show Hours: Friday 10:00am-6:00pm, Saturday 9:00am-5:30pm, Sunday 9:00am-4:30pm grounds 4501 Pleasanton Avenue EXHIBITOR SERVICE KIT Fly Fishing Show FAX:

2 -2- Dear Fly Fishing Show Exhibitor, Thank you for choosing to exhibit at the 2019 Fly Fishing Show, at the grounds. This is our easy-to-use Exhibitor Service Kit. The kit is complete with information and services pertinent to making your show experience smooth and successful. Exhibitor Staff Registration Procedures: Exhibitors are allotted badges based on the number of booth spaces purchased. If you exceed your allotment of badges for staff or guests, you will need to purchase additional passes for $10/person. Please see the Exhibitor Name Badge Form in this kit to see how you can register your workers. Badge Pick-Up Counter Exhibitor badges will be available for pick-up Thursday during set up time and Friday morning starting at 7:00am. Please go to Exhibitor Check-in, located near the front of the show when you arrive. We ask that you please review all deadlines carefully as many of the services provided are time sensitive and offer discounts. If you have any questions please call directly at or by Sincerely, Jenny Barkman Office Manager Fly Fishing Show FAX:

3 -3- February Contents: Page # 4. Set-up/tear-down dates and times, host hotel, travel, shipping, tax and parking information. Please note hotel cut-off date for discounted rate. 5. Exhibitor Badge Request (Please note deadline) 6. Discounted Show Passes 7. Diagram of Your Booth 8. Show Regulations 9. Equipment rental and electric order form. You do not need to provide the fairgrounds with a booth number. The Fly Fishing Show will coordinate booth numbers as they become available. 10. Forklift Services Form 11. Drayage Handling Service Form 12. Additional Drayage Information 13. Hotel Package/Shipping Information 14. Alternative Shipping Fly Fishing Show FAX: info@flyfishingshow.com

4 -4- Set-Up Thursday, Feb. 21st - 9:00 am-9:00 pm Friday, Feb. 22nd - 8:00 am-10:00 am Tear-Down: Sunday, Feb. 24th - 4:30 pm-10:00 pm Hotels: Double Tree by Hilton Pleasanton at the Club, 7050 Johnson Dr., Pleasanton CA Wednesday Rates: $172/single or double, $182/triple & $192/quad Thursday Sunday Rates: $122/single or double, $132/triple, $142/quad, $450/Suite with parlor per night Includes full American breakfast based on occupancy. Phone: 800-HILTONS ( ) or Use Code: FLY for discounted rate. ONLINE BOOKING LINK: Click here for on-line reservations at the Hilton Pleasanton at the Club Cut-off date for special rate is Thursday 1/31/19. AFTER THIS DATE YOU WILL NOT GET THE DISCOUNTED RATE. Marriott Pleasanton, Dublin Canyon Road, $149/night Standard king or double queen based on single or double occupancy. Complimentary WiFi and full breakfast buffet for two per room per night. Must mention the Fly Fishing Show Room Block Phone: ONLINE BOOKING LINK: Click here for on-line reservations at the Pleasanton Marriott Cut-off date for special rate is Thursday 2/7/19. AFTER THIS DATE YOU WILL NOT GET THE DISCOUNTED RATE. Flying Oakland airport is 18 miles away; San Francisco is 35 miles away. Transportation Shipping to and from the exhibit center- Deliveries will be accepted only on set-up day, Thursday Feb. 21st. All deliveries must be clearly marked with the following info: Fly Fishing Show, Company Name, On-site Contact person, Young California Building, grounds, 4501 Pleasanton Ave Arrangements must be made in advance for after-show shipping. On Sunday the decorator is the only contact for shipping. Sales Tax-All exhibitors who will make sales at the show need a California seller s Permit. Call CA board of Equalization, , or visit their web site, for more information. Current tax rate 9.250% Parking- All vendors enter through Gate 12 (Valley Ave.) There is no charge for parking on set-up day, Thursday, Feb 21st. Vendors can purchase a 3-day parking permit for $24.00 which is a discount and works out to $8.00 per day. Parking is regularly $10 per day by the grounds. Fly Fishing Show FAX: info@flyfishingshow.com

5 -5- Exhibitor Badges All exhibitors and those working at their booth must have a badge. Each single booth is allotted four badges additional booths receive two additional badges each. Badges are to identify the persons who are actually working in the booth they are not freebies for your customers and friends. We cannot give out badges or passes while the show is in operation to anyone who has not been previously identified to us as a legitimate worker. PLEASE TYPE or PRINT LEGIBLY Booth Name: WORKER: WORKER: WORKER: WORKER: Please send your worker names to any of the following: to admin@flyfishingshow.com Mail to: The Fly Fishing Show 531 North Center Avenue; Suite 102, Somerset, PA Fax to: Extra Exhibitor Badges Need badges for additional workers beyond your booth allowance? We can provide you with badges at $10 each. They are non-refundable. NUMBER OF EXTRA WORKER BADGES NEEDED: PLEASE PROVIDE US WITH YOUR ADDITIONAL WORKER NAMES ABOVE. Enclose check for $10 per badge, payable to: FLY FISHING SHOW Name as it appears on credit card: Signature: Credit card# Visa/MasterCard/Discover/AmEx: EXP DATE: / Security Code: Billing Zip Code: Deadline for this form February 8, 2019 *Badge requests turned in after this date cannot be guaranteed*

6 -6- DISCOUNTED SHOW PASSES Do you need passes for special customers, friends and family? Show passes are NOT badges and are good for 1 day, 1 entrance only per ticket. We can provide you with show passes at $10.00 each. Passes are non-refundable. NUMBER OF SHOW PASSES NEEDED: Enclose check for $10 per pass, payable to: FLY FISHING SHOW Name as it appears on Credit Card: Credit Card# Visa/MasterCard/Discover/AmEx: EXP DATE: / Security Code: Billing Zip Code: Signature: How would you like to receive your tickets? MAIL TO: Pick up at Will Call Name: Fly Fishing Show FAX: info@flyfishingshow.com

7 -7- Fly Fishing Show FAX:

8 -8- Fly Fishing Show Regulations These regulations are part of the contract Exhibitors may not share booth space without the express approval of the show director, nor may they sell, sub-let, or otherwise assign their space. The exhibitor whose name appears on this contract is the only entity allowed to exhibit in the booth assigned. Violation is cause for immediate dismissal from the show. Only those products/services listed on your contract are allowed in your booth and you may promote these only within the confines of your booth. You are not permitted to solicit in the aisles, put out literature in the lobby, or anywhere other than your booth. The director must approve any exceptions. Unless the show director gives his express approval the sides of your exhibit extending beyond 5 from the curtain backdrop may not exceed 48 in height and no part of your exhibit may exceed the height of the curtain backdrop. Exhibits must be ready and staffed 15 minutes before the show opens and be manned at all times. Show director will assign all spaces and reserve the right to reassign spaces. All exhibits must have their names and booth numbers boldly displayed. You may use the sign we provide or your own. Acceptance of this contract by the management is for the year 2019 only. Nothing edible or drinkable may be sold, dispensed, or given away without prior approval. All exhibits must be orderly and blend in with the catch and release fly-fishing themes of the show. No animal heads or other animal parts may be displayed except for small portions of animal fur for sale as fly tying materials. In case of any doubt, ask us first. All exhibitors must refrain from displaying a flea market look. Signs must be professional and sales should only be a portion of your booth, never an entire booth. Management has the right to have unprofessional signs removed. We recommend show specials not to exceed 30% of your display. Booth tables must be covered and skirted either by you or our show decorator. Please no bare undressed tables. Use of duct tape or any other adhesive that is not pre-approved will not be permitted on walls or linens. Any unapproved use may result in damage charges. Consumption of alcoholic beverages not purchased from a licensed vendor is not permitted and can result in the removal from the show. *The show management will not be held liable to the exhibitor, to his employees to his agent, or to his guests, for any damage, loss, injury from fire, water, storm, adverse weather, electricity, smoke, theft, labor disputes, acts of other exhibitors, acts of the convention center, acts of any governmental agent, or any causes whatsoever beyond the control of The Fly Fishing Show. Fly Fishing Show FAX: info@flyfishingshow.com

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12 -12- grounds Drayage Handling limits of liability: 1. The consignment of delivery of a shipment to grounds by an Exhibitor or by any shipper on behalf of the Exhibitor, shall be construed as an acceptance by such Exhibitor and/or shipper with grounds acting as the exhibitors or Shipper s agent, to the terms and conditions set forth in this agreement. 2. grounds shall not be responsible for damage to materials improperly packed, uncrated materials, glass breakage or concealed damage. 3. grounds shall not be responsible for loss, theft, or disappearance of Exhibitor s materials after it has been delivered to Exhibitor s booth. At the time the goods are delivered to the confines of the booth, the goods become the sole custody and control of the Exhibitor. Drayage received prior to the event will be delivered to the booth during show set up hours. There may be a lapse of time between the delivery of shipment(s) to the booth by Alameda County Fairgrounds and the arrival of the Exhibitor s representative to the booth. During such time, the shipments will be left unattended. grounds shall not be responsible for any loss, theft or damage which may occur during such period. 4. In connection with the receipt, handling, temporary storage and reloading of Exhibitor materials, grounds will provide services as the agent of the Exhibitor, and not as ballee or shipper. If any employee of the grounds shall sign a delivery receipt, bill of lading or other document, they will do so as the Exhibitor s agent and the Exhibitor accepts responsibility thereof. 5. Insurance is the responsibility of the Exhibitor. Be sure your materials are insured from the time they leave your company until they are returned after the show. Liability insurance should be in effect at the show site. Contact your insurance representative for further information. 6. grounds shall not be liable to any extent whatsoever for loss or damage to Exhibitor s materials consigned to empty storage. This shall apply to any and all materials removed from the show floor and stored during event. 7. All questions relating to classification of Exhibitor s materials, rates charged, or weights used to determine material handling charges shall be submitted to grounds within 30 days of charge. Complaints received after such period shall not be considered. 8. Claims for loss or damage must be submitted to grounds by close of show. No suit or actions shall be brought against Alameda Country Fairgrounds more than one year after actual date of actions. 9. grounds liability shall be limited to any loss or damage that results solely from grounds negligence in the actual handling of the items comprising a shipment and not for any other type of loss or damage. 10. The amounts payable to grounds hereunder are based on the value of the material handling services and the scope of liability herein set forth. These amounts are unrelated to the value of the Exhibitor s property being handled. Because it is impractical and extremely difficult to fix the value of each shipment handled by grounds, grounds does not provided full liability should loss or damage occur. Should Alameda County Fairgrounds be found liable for loss or damage, the liability of $50.00 per item, or $ per shipment, whichever is less, as the exclusive remedy and agreed upon damages and not as a penalty. The provisions of this paragraph shall apply if loss or damage, irrespective of cause or origin, results directly to property from the performance or nonperformance of obligations imposed by the offering of material handling services. 11. grounds shall not be responsible for loss, theft or disappearance of Exhibitor s materials before they are picked up from Exhibitor s booth for loading out after the show. Exhibitor should give to all bills of lading covering outgoing shipments by hand directly to grounds. These Bills of Lading will be checked at the time of pick up from booth and corrections will be made where discrepancies exist. For Outgoing shipments: There will be a lapse of time between the completion of packing and the actual pick up of materials for loading unto a carrier. During such time the shipment(s) will be left unattended. grounds shall not be responsible for any loss, theft or damage which may occur during such period. grounds will adjust quantities and weights on any bill of lading to conform to the actual count and weight of items in the booth at time of pick up. 12. grounds shall not be liable to any extent whatsoever for any actual, potential or assumed loss of profits or revenues, or for any collateral costs, which may result from any loss or damage to any Exhibitor s materials which may make it impossible or impractical to exhibit same. 13. grounds shall not be responsible for ordinary wear and tear in handling of materials nor loss due to fire, windstorm, water, vandalism, acts of God, mysterious disappearance or other occurrence beyond its control. 14. grounds shall not be responsible for loss, damage or delay due to strikes, lockouts or work stoppages of any kind. I agree to the above terms stated: Signature Date Company: Contact: Address: City: State Zip Phone: Fax: Visa Mastercard Discover American Exp. Booth # Credit Card # Weight of Drayage Expiration Date # of Pieces Security Code Authorized Signature Date Print Name Page 2 of 2 N:\Events\EVENTS DEPARTMENT\Shows and Events\Fly Fishing Show\2016\DRAYAGE HANDLING SERVICE order form.doc Revised 4/6/07

13 -13- July 11, 2017 Dear Vendor and Exhibitor, Thank you for choosing DoubleTree by Hilton Pleasanton as your overnight accommodation for Fly Fishing Show. Effective as of January 1st, 2017, there will be a handling fee for the hotel to receive your material, and the fee will be charged to your hotel bill. No boxes will be accepted if recipients are not hotel registered guests. Our box handling fee is $10 per box and $100 per pallet. Shipments should be scheduled for arrival no more than three (3) days prior to your arrival date. Thank you for your continued support and consideration. Hope you have a successful time in Pleasanton and enjoy your stay with us. Sincerely, DoubleTree by Hilton Pleasanton

14 -14- Alternative Shipping: We are pleased to announce that Paul Hess of Happy Rock Enterprises will once again be providing vendor transportation for the Fly Fishing Show tour this year. Happy Rock Enterprises specializes in providing equipment and technical support for all types of events including running events, cycling events and benefit galas. His client list includes The New York Marathon, Race for The Cure (multiple locations), O Mealia Special Events, and the Nestle Water Group, which includes Poland Spring and Deer Park. Happy Rock looks forward to providing personalized service to each and every vendor in the program. Our goal is an efficient load-in and load-out for everyone. Some of you may already know Paul as he spends his spare time flyfishing. You may also recognize Paul as part of our Fly Fishing Show staff. Paul can be reached at or Paul@fishingrock.net Fly Fishing Show FAX: info@flyfishingshow.com