Route 66 Road Fest 2023

Exhibitor Booth Contract Terms and Conditions

These Terms and Conditions and Booth Contract (“Agreement”) apply to the Route 66 Road Fest 2023 currently scheduled to be held on June 23-25, 2023, in Tulsa, OK (“Event”). AAA Club Alliance, Inc. is the organizer of the Event. “Exhibitor” means the company or person that has applied for booth space by agreeing to application terms which incorporates these Terms and Conditions.

Location:   SageNet Center at Expo Square

Show Dates:  June 23-25, 2023

Set-up Hours:   June 22, 9am-7pm (Participants must check-in by 6pm or forfeit)

Food/Beverage Vendors:  Ready for inspection by 3pm on June 22. 

Show Hours:   June 23 5pm-9pm; June 24 - 10am-7pm, June 25 - 11am-6pm

Load Out:  No later than 10:00pm June 25, 2023

 

EXHIBITOR PASSES

  • Two (2) passes for 10’ x 10’ booths
  • Four (4) passes for 10’ x 20’, or larger booths
  • Additional passes may be purchased and must be paid in full 30 days prior to festival move in. 

 

BOOTH SPACE

  • Will include 8’ Black Pipe and Drape for back side of booth and 2 3ft side pipe and drape
  • Banners and other décor will be responsibility of the Exhibitor.   Skirted tables and chairs will be provided according to booth size
  • Booth signs with your company name will be provided and must be displayed at all times.
  • Nothing may be adhered, attached, hung or otherwise applied to ANY surface or structure without advance approval.
  • Dressing rooms should provide a “roof/cover” structure as security cameras are used in the facility.
  • Booths are required to stay intact and open until the event ends Sunday evening.

 

ELECTRIC

  • Exhibitors that requested electric are responsible for their own extension cords (3 wire extension cords must be UL listed).
  • All electrical wires crossing aisles must have ADA-approved cord covers or be taped down.
  • Venue may require exhibitor to re-route cord, if necessary.
  • All power in Exhibitor’s booths must be turned off before leaving each day.

 

FOOD AND BEVERAGE

  • Exhibitors will be required to comply with all local and state health regulations, including any additional venue requirements, approval processes and fees associated with approved food/beverage sample items.
    Max 2 oz. for samples.
  • All food and beverage samples/sales must be approved by the Tulsa Health Department. Please visit their website https://www.tulsa-health.org/food-safety/food-service-industry/temporary-and- seasonal-food-events
  • All inspection requirements and certificates required for approval or licensing shall be the responsibility of the Exhibitor.
  • Exhibitor’s booth will require an onsite inspection by a Health Department representative and must be ready for inspection by 3pm Thursday.

 

 

  • Fees associated with food/beverage will be billed separately and must be paid to show management no later than 30 days before festival opening.
  • Fees assessed by the Tulsa Health Department will be paid to that entity directly either online, or in person during inspection via cash or check.

 

Wine samples/sales will be subject to all state ABLE commission rules and regulations. Visit https://www.ok.gov/able/ for licensing details.

Only unopened bottles of Wine can be sold. Serving/selling wine by the glass is not permitted. Samples of 2 oz. maximum are permitted.

 

MISCELLANEOUS

  • Trained service dogs are permitted.
  • Marijuana or medical marijuana, whether indoors or outdoors is prohibited.
  • Show management reserves the right to inspect, without notice, all Exhibitor merchandise or display items for compliance with Road Fest guidelines and venue regulations. Any noncompliance can result in removal and forfeiture of all monies paid to date.
  • Exhibitor will abide by all rules and regulations regarding the construction, maintenance, and tear-down of the exhibit space, as well as any rules and regulations promulgated, from time to time, by AAA Club Alliance Inc. or the venue.
  • Exhibitor acknowledges that the Event may be recorded and reproduced in any form (including but not limited to digital formats) and hereby authorizes AAA Club Alliance Inc. and its designees to record, transcribe, modify, reproduce, publicly perform, display, distribute, redistribute, and transmit in any form and for any purpose any such recording of the Event. Exhibitor hereby releases AAA Club Alliance Inc. and its designees from, and waives all claims it may have, now or in the future, in connection with such activities, and specifically waives any statutory restriction on waivers of future claims or moral rights.
  • Exhibitor may not reproduce the Event's or AAA Club Alliance Inc.'s logo, name, marks, or other insignia on items, documents or advertising materials, without AAA Club Alliance Inc.'s prior written consent.
  • Your vendor submission shall also serve as authorization to include your company name, website, social media details and images for promotional reasons across any of our marketing platforms including but not limited to event related websites, social media platforms and other related marketing outlets as a partner to the event. All Vendors must comply with show management, venue, city, state and government rules and regulations. Vendors agree to hold harmless: AAA, Diane White PR, SRO Productions of Tulsa, Inc., their subsidiaries and subcontractors for all damage, injury, or theft from exhibiting during the Route 66 Road Fest.

 

INSURANCE REQUIREMENTS

  • TULSA-SageNet Center INSURANCE REQUIREMENT
    • GENERAL LIABILITY: Required for ALL Exhibitors

$1 Million/$2 Million aggregate naming the following insured’s

AAA Club Alliance Inc.: 2121 E 15th Street-Tulsa, OK 74104

Tulsa County Public Facilities Authority and Expo Square:

  4145 E. 21st Street – Tulsa, OK 74114

    •  PRODUCT LIABILITY: FOOD AND BEVERAGE VENDORS ONLY

 $1 Million/$2 Million aggregate naming the following insured’s

 AAA Club Alliance Inc.: 2121 E 15th Street-Tulsa, OK 74104

 Tulsa County Public Facilities Authority and Expo Square:

  4145 E. 21st Street – Tulsa, OK 74114

 

 

 

 

Acceptable Proof of insurance must be submitted no later than 15 days prior to load in.   Failure to provide proof of insurance could result in dismissal from the event.

 

If you have questions about securing Liability Insurance, please email ronda.adkisson@route66roadfest.com

 

By signing this agreement, you confirm receipt of the Terms and Conditions, and you agree to abide by the same. Failure to do so can and will result in cancellation of your booth/contract. In consideration of the acceptance of the right to participate, entrants, participants, and spectators by execution of this entry form release and discharge AAA Club Alliance Inc. (the Organizer), the State of Oklahoma, County of Tulsa, SageNet Expo Center, City of Tulsa and their officers, directors, employees, agents, representatives, and anyone else connected with management or presentation of the Route 66 Road Fest of and from any and all known and unknown damages, injuries, losses, judgements, and/or claims from any cause whatsoever that may be suffered by an entrant to this person or property.  Agreement valid only with a current account balance, deposit of 50% booth amount, or amount paid in full, date and typed signature. 

 

LIMITATION OF LIABILITY AND TIMING OF CLAIMS

IN NO EVENT SHALL AAA CLUB ALLIANCE INC. OR ANY OF ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, CONTRACTORS, REPRESENTATIVES, AFFILIATES AND ASSIGNEES BE LIABLE FOR CONSEQUENTIAL, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, PUNITIVE OR ENHANCED DAMAGES, LOST PROFITS OR REVENUES OR DIMINUTION IN VALUE, ARISING OUT OF, OR RELATING TO, AND/OR IN CONNECTION WITH ITS ACTS OR OMISSIONS OR ANY BREACH OF THIS AGREEMENT, REGARDLESS OF (A) WHETHER SUCH DAMAGES WERE FORESEEABLE, (B) WHETHER OR NOT AAA CLUB ALLIANCE INC. WAS ADVISED OF THE POSSIBILITY OF SUCH DAMAGES AND (C) THE LEGAL OR EQUITABLE THEORY (CONTRACT, TORT OR OTHERWISE) UPON WHICH THE CLAIM IS BASED. IN NO EVENT SHALL AAA CLUB ALLIANCE INC.’S AGGREGATE LIABILITY ARISING OUT OF OR RELATED TO THIS AGREEMENT, WHETHER ARISING OUT OF OR RELATED TO BREACH OF CONTRACT, TORT (INCLUDING NEGLIGENCE) OR OTHERWISE, EXCEED THE TOTAL OF THE AMOUNTS PAID TO AAA CLUB ALLIANCE INC. PURSUANT TO THIS AGREEMENT. CLAIMS ARISING UNDER OR IN CONNECTION WITH THIS AGREEMENT MUST BE MADE IN WRITING WITHIN THIRTY DAYS AFTER THE LAST DAY OF THE EVENT, AND FAILURE TO GIVE SUCH NOTICE SHALL CONSTITUTE A WAIVER OF ANY CLAIMS.

 

CHOICE OF LAW

This Agreement and all related documents, and all matters arising out of or relating to this Agreement, are governed by, and to be construed in accordance with, the laws of the State of Delaware, United States of America, without regard to the conflict of law’s provisions thereof to the extent such principles or rules would require or permit the application of the laws of any jurisdiction other than those of the State of Delaware.

 

FORCE MAJEURE

In case the event premises are destroyed or damaged by fire or any other cause, or if any other unforeseen occurrence or Force Majeure Event shall render the fulfillment of the agreement by AAA Club Alliance Inc. impossible, then either party has the right to terminate the agreement immediately upon notice to the other party for a full refund. Exhibitor shall be liable to pay booth rental only up to the time of such termination and AAA Club Alliance Inc. shall return to Exhibitor a pro-rated refund of any amounts prepaid but unearned as of the date of such termination; equipment and service fees are non- refundable.

 

  • "Force Majeure Event” shall mean any act, event or condition which is beyond the reasonable control or avoidance of a party including, but not limited to, an act of God; an act of a public enemy; civil disturbance or unrest; lawsuits; injunctions; lightning; fire, explosion or other serious casualty; water damage; terrorist attack

 

 

 

(or threats thereof); epidemics or pandemics (including COVID-19 and any variations or mutations thereof and any related epidemics/pandemics or residual effects); quarantine restrictions; other disease or illness; strike, lock-out or labor dispute (without regard to the reasonableness of any party's demands or any party's ability to satisfy such demands): accident or sabotage (such as a bomb threat or actual or threated cyber-attack); unusually severe weather (including hurricane, earthquake, tornado, landslide, blizzard or flood); war (whether declared or not) or threats thereof; blockades; embargoes; condemnation or other taking by the action of any governmental body on behalf of any public, quasi-governmental or private entity; any action or change in law, regulation or rule by a governmental entity or other governing body; a day of national mourning; shortages or failures of sources of labor, material, energy, fuel, water, other vital utility, technical facilities, equipment or transportation; or any cause whatsoever, whether similar or dissimilar to the foregoing, beyond the reasonable control of a party. For avoidance of doubt, the failure to list a particular act, event or condition in the foregoing definition shall not, in of itself, preclude such unremunerated act, event or condition from qualifying as a Force Majeure Event.

 

 

 

INDEMNIFICATION

Exhibitor shall indemnify, hold harmless, and defend AAA Club Alliance Inc. and its officers, directors, employees, agents, affiliates, successors and permitted assigns (collectively, "Indemnified Party") against any and all losses, damages, liabilities, deficiencies, claims, actions, judgments, settlements, interest, awards, penalties, fines, costs, or expenses of whatever kind, including attorneys' fees, that are incurred by Indemnified Party (collectively, "Losses"), arising out of or resulting from (a) injury to the person, property, or business of any person in connection with Exhibitor's conduct of its exhibit, (b) Exhibitor's construction or maintenance of an unsafe exhibit, (c) any act, omission, negligence, fault, violation of law or ordinance, or misconduct of Exhibitor, its employees, subcontractors, invitees or agents, or any breach by Exhibitor of any agreements, covenant, promises or other obligations under this Agreement, (d) Exhibitor's participation or presence at the Event and/or use of any of the Event facilities, (e) Any claim brought by any of its employees, agents, contractors, or invitees against an Indemnified Party in connection with such activity, or (f) Exhibitor's actual or alleged infringement of the patent, trademark, copyright, or any other intellectual property rights of a third party including any claim resulting from the use of copyrighted music, dramatic materials, or other property which is used by Exhibitor in connection with the Event.

 

 

I AGREE TO THE ABOVE TERMS AND CONDITIONS FOR THE ROUTE 66 ROAD FEST.

______________________________________             ________________________

Exhibitor                                                                                    Date