2024 Vendor Contract: Route 66 Road Fest 2024

Route 66 Road Fest 2024
Exhibitor Booth Contract Terms and Conditions

The following Booth Contract Terms and Conditions (“Agreement”) apply to the Route 66 Road Fest 2024 (“Event”) sponsored by AAA Club Alliance, Inc. is currently scheduled to be held June 22 and 23, 2024 in Tulsa, OK.

LOCATION: SageNet Center at Expo Square

SHOW DATES: June 23 and 23, 2024

SET-UP HOURS: June 21^st between 9:00am and 7:00 pm (Vendors must check in by 6:00 pm)

LOAD OUT: Must be complete no later than 10:00 pm June 23, 2024. BOOTHS MUST STAY INTACT UNTIL THE SHOW IS OFFICIALLY OVER

INSURANCE: All vendors are required to carry General Liability Insurance in the amount of $1M/$2M naming AAA Club Alliance Inc. as an additional insured. Proof of Insurance must be submitted 15 days prior to load in. Failure to do so may result in forfeiture of your booth.

BOOTH INCLUDES:

Two (2) passes for 10’ x 10’ booths
Four (4) passes for 10’ x 20’ or larger booths
Access to electricity. Extension cords and power strips may be rented from Event 1 if needed.
Pipe and Drape, skirted table(s) and chairs depending on booth size

FOOD/BEVERAGE VENDORS:

No Food Trucks will be allowed
Vendors must be ready for inspection and approval by the Tulsa County Health Department by 3:00 pm and must comply with all local/state health regulations
Food and beverage samples/sales must comply with THD guidelines which can be found at Tulsa-health.org. Samples can be no more than 2oz
Wine samples/sales are subject to ABLE rules and regulation (www.ok.gov/able)
Only unopened bottles of wine can be sold. Serving/selling wine by the glass is not permitted. Samples can be a max of 2 ounces
Vendors are required to carry Product Liability (in addition to General Liability) in the amount of $1M/$2M aggregate naming AAA Club Alliance, Inc. and Tulsa County Public Facilities Authority & Expo Square as additional insured’s. Proof of Insurance must be submitted 15 days prior to load in. Failure to do so may result in forfeiture of your booth

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.

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.

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.

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.

By signing this agreement you agree to abide by the Terms and Conditions. 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.

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

______________________________________ ________________________

Exhibitor Date