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Become a Vendor

WNY Equifest
March 18th & 19th

Vendor Application Deadline:
February 15th, 2023

BOOTH SPACE with table and 8’ back drape
10x10 $220
10x20 $380
10x30 $570

TABLE SPACE 8’x3” behind table *no floor display space
1 Space: $120
2 Spaces: $220
3 Spaces: $340
Special pricing available for Horse Council Members
*NOT all tables have backdrop area for displays

Dimensions of display space are approximate and may vary slightly depending on location of your booth space. Exhibitors are not allowed to alter their space’s size/shape, move other vendor’s displays or extend outside of their assigned space. All indoor spaces include one 8’ draped table and two chairs unless you request otherwise once your application is approved. Additional tables are available at $30 each.

Equifest Rules and Regulations

Rules and Regulations

Equifest Vendor Application

Please know that this application does not guarantee you a spot at WNY Equifest. We will review your application and be in contact.
Have you been a vendor at WNY Equifest in that past?

Rules and Regulations

A. Display Regulations:

1. Exhibitors shall have at least one attendant at their booth at all times while the WNY Equifest (herein referred to as “Show”) is open to the general public.

2. Loud sound displays or flashing light displays are not permitted.

3. Aerial displays must be safely anchored within the exhibit area. Displays over 8’ in height must be masked where the display is visible over a neighboring exhibitor’s area.

4. Displays must be confined to actual rented space, with no elements extending into the aisle.

5. Displays cannot block neighboring areas. Display elements over 3’ high must be set back 3’ from the aisle. Raw plywood, cardboard, or other structural material must be painted or appropriately covered if visible from another booth.

6. Exhibitors shall not deface floors, walls, or columns of the facility, including the booth equipment provided and/or rented for the Show. DO NOT hang items from walls. Exhibitors will be liable for any damage resulting from displays hanging from walls or back drape and will be billed for necessary repairs.

7. Exhibitors shall use care not to disrupt the flow of traffic in front of areas. Demonstrations that tend to attract large gatherings in the aisle in front of areas are prohibited.

8. The dispensing of any alcoholic beverages from any booth is prohibited.

9. Exhibitors wishing to sell food or beverages must obtain prior approval from the Show.

10. Exhibitors are responsible for the cleaning and maintenance of their areas and must always keep their display fully assembled and in presentable condition during the show.

11. All displays shall conform to the Venue’s & Fire Marshall’s inspection requirements. Display materials shall be nonflammable or flame retardant. Exhibitor is responsible for familiarizing themselves with such city ordinances, regulations, and Fire Marshall instructions.

12. Propane or Helium or other highly flammable or potentially explosive materials are prohibited inside the Venue.

13. Exhibitors shall not assign or sublet any part of their assigned space; nor may two or more unrelated companies share a single space or combine their reservations.

14. Balloons are permitted to be used as booth décor however are not permitted to be distributed to attendees.

15. It is the sole responsibility of the Exhibitor to hold proper permits and a sales tax license for operation in New York and likewise to report sales made at the show in accordance to New York state tax rules and regulations.

16. ELECTRICITY – All electrical connections shall be equipped with Electrical Ground Conductor. Exhibitors needing electricity are encouraged to bring a 50’ UL rated extension cord and their own power strip.

17. RUNNING OF ENGINES – Oil, gas or gasoline engines may be operated only with the consent of the Management and must conform to City Ordinances, Regulations and Fire Marshall instructions. Exhibitor is responsible for familiarizing themselves with such city ordinances, regulations, and Fire Marshall instructions.

18. INSTALLATIONS – Any special carpentry, wiring, electrical or other work, gas, steam, water and drainage connection shall be installed at Exhibitor’s expense, and in accordance with the building, Venue and Management’s direction. Plans for any installations must be approved in writing at least 30 days before the Expo date by the Venue and Management.

19. All exhibits must comply with city ordinances, tax regulations and Fire Marshall rules & regulations. For any information contact The Fire Marshall’s office or tax revenue office.

20. Storage – Fire Marshall Regulations prohibit the storage of boxes, crates, packing materials, etc, and not over one day’s supply of literature at your display. Exhibitor must arrange for storage of empty crates, etc. at own expense.

B. Unethical Practices:

1. Exhibitors must remain within their contracted area space.

2. Samples, pamphlets, publications, and any other promotional material may be distributed by an Exhibitor only from within his/her area(s).

3. Unethical or inappropriate conduct, or infractions of these Guidelines and Regulations by an Exhibitor or by an Exhibitor’s representative(s), may result in dismissal from Show. In such an event, it is specifically understood by the Exhibitor that no refund will be made, and that no demand for redress will be honored from the Exhibitor, the Exhibitor’s representative, or any agent for the Exhibitor. Exhibitor expressly waves his right to sue in the event he is dismissed from the show for unethical or inappropriate conduct, or violation of these Guidelines and Regs.

C. Security

1. Exhibitors are urged to remove valuable property from the premises during non-exhibit hours of the Show. ECAS is not responsible for lost or stolen property.

2. Exhibitors shall use the designated exhibitor parking lot during exhibit hours

D. Insurance and Legal Issues:

1. ECAS shall not be responsible for loss or damage occurring to the exhibit or sustained by the Exhibitor from any cause.

2. INDEMNIFICATION – Exhibitor shall indemnify and hold harmless ECAS, their officers, directors, representatives, agents, servants and employees from and against any and all claims, personal injuries, damages, losses and expenses including attorney’s fees arising out of or resulting from the activities of the Exhibitor, or the officers, contractors, licenses, agents, servants, employees, guests, invitees or visitors of Exhibitor Unless such injuries, damages, losses and expenses are attributable to the gross negligence of ECAS, its officers, directors, or employees.

3. INSURANCE – Certificate of Insurance: Certificate holder must be The Erie County Agricultural Society. The Certificate shall include language that names the Erie County Agricultural Society as additional insured for general liability. Coverage shall be in minimum amount of One Million Dollars per occurrence (2 Million Dollars Aggregate) for person injury, bodily injury and property damage. The certificate shall list the dates from March 17-19, 2023. Participant shall also provide evidence of workers competition insurance as required by NY State.

4. LICENSES – Exhibitor shall be responsible to obtain any/all licenses required for the exhibit.

5. ASSIGNMENT – Management may sell, assign, or transfer any or all of its rights, benefits, privileges, obligations or duties under this Agreement.

6. RULES AND REGULATIONS – ECAS reserves the right to impose reasonable rules and regulations governing the operation or conduct of the Exhibitor.

7. SALES TAX – Exhibitors selling products should display a valid NYS sales tax number and collect appropriate sales tax.

E. Show Times:

1. Show times are Saturday March 19 from 9:00am to 4:00pm and Sunday March 19 from 9:00am to 4:00pm. Only main doors will be open for Exhibitors Saturday and Sunday at 8:00am.

2. If an Exhibitor fails to occupy space assigned for the Show by 9:00am each day of the show, or fails to comply in any other respect with the terms set forth for the Show, management reserves the right to use such space in any manner whatsoever, without releasing the Exhibitor from the financial obligation agreed upon when the Exhibitor’s reservation was accepted, from infraction of these Guidelines and Regulations, or from any other financial obligations incurred through the Exhibitor’s anticipated occupancy in the Show.

F. Set Up/Tear Down:

1. Installation and Booth/Table Set up will be Friday, March 17 from 9:00am to 7:00pm.

2. Dismantle/Tear Down begin at 4:00pm on Sunday and must be complete prior to 6:00pm. Exhibitors shall keep their displays and products fully assembled until the end of the show. Please don’t pack up early!

3. If an Exhibitor fails to remove any item from the Exhibit Halls/Venue property by 8:00pm on Sunday Management in its sole discretion will remove the item. ECAS is not responsible for loss or damage that may occur to any item during the process. It is the Exhibitors responsibility to reimburse ECAS a removal fee of $100 plus any cost associated with the removal and/or storage of the item, prior to the ECAS releasing the item to the Exhibitor.

G. Other:

1. Booth assignments are not considered secured and the contract binding until the booth reservation form, waiver form and full payment has been received by show management.

2. All matters and questions not covered by these regulations are subject to the decision of the Management who may amend these rules and regulations at any time. All amendments that may be made shall be equally binding upon publication to all parties affected by them as the original regulations.

3. Management reserves the right to modify the floor plan at any time and alter locations of exhibitors or booths or show activities, without notice, to present a more successful show if deemed in the best interest of the show.

4. Management has the right to contact exhibitor via phone, mail or e-mail to provide information for future events and other promotions that they handle/offer.

5. Dogs, except for service dogs, are prohibited from the Equifest buildings.

H. Complete Agreement:

This Agreement contains all the terms and conditions agreed on by the parties hereto, and no other agreements, oral or otherwise, regarding the subject matter of this contract shall be deemed to exist or to bind any of the parties hereto. This agreement shall be construed in accordance with the laws of the state of New York. Exhibitor specifically consents to Venue in Erie County for any disputes arising under this agreement.

I. Rights of The Management If Event Is Not Held:

ECAS Management shall not be liable for any damages or expense incurred by Exhibitors in the event the Show is delayed, interrupted or not held as scheduled; and if, for any reason beyond the control of the Management, the Show is not held, Management may retain so much of the amount paid by Exhibitors as is necessary to defray expenses already incurred by the Management in producing the show.

I have read and agree to the rules and regulations listed above
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