COMPANY NAME: CONTACT PERSON: MAILING ADDRESS: CITY: ZIP CODE: TELEPHONE: CELL PHONE: FAX: EMAIL: A 50% nonrefundable deposit will be required upon signing the agreement. Full payment for the booth space must be received within forty-five (45) days prior to the show set up, that is, Tuesday, July 15, 2014, to guarantee the reserved space. Any request to cancel booth space must be made in writing. The Bread Baking Industry Association of Puerto Rico (AIPPR), the Puerto Rico Restaurant Association (ASORE), their Boards of Directors, and the Puerto Rico Convention Center will assume no responsibility for any cancellations or changes in the show dates due to acts of God or causes beyond their control. All exhibitors will be required to comply with the security rules and regulations of the Conventions Center and the pertinent government agencies (such as the Department of the Treasury and the Fire Department, among others) contained in the exhibition s rules and regulations. See Attached Exhibitors Rules. This agreement is nontransferable and no company may pay for another company s booth space or spaces without the written consent and approval of ASORE and AIPPR. BOOTH SPACE RESERVATION: Number of booth spaces 10x10: Booth No. Booth Price: x $1,650.00 Corner Booth: +$200 ($1,850 corner price) Total: AMOUNT INCLUDED WITH SIGNED AGREEMENT: FORM OF PAYMENT CHECK # Credit Card: MC VISA OTHER o Cardholder name: o Card number: o Expiration date: o Signature: BALANCE DUE: The person signing this agreement hereby guarantees that he/she is duly authorized to enter into this agreement and agrees to comply with the stipulated participation rules. Signature: Date:
EXHIBITOR RULES TO ALL EXHIBITORS: Please read these rules carefully. The Bread Baking Industry Association of Puerto Rico (AIPPR) and the Puerto Rico Restaurant Association (ASORE) will assume no responsibility if exhibitors are unable to promote their companies for failing to learn and comply with these rules. These rules may be subject to changes. Information about the 2014 Bakery and Restaurant Show: Venue: Puerto Rico Convention Center, Miramar, San Juan, PR Set-up days: Thursday, August 21 and Friday, August 22, 2014 from 8:00 A.M. to 8:00 P.M. Exhibition days and hours: Saturday, August 23, 2014, from 9:00 A.M. to 6:00 P.M. Sunday, August 24, 2014, from 10:00 A.M. to 6:00 P.M. Breakdown: Sunday, August 24, 2014, from 6:00 P.M. to 10:00 P.M and Monday, August 25, 2014, from 8:00 A.M. to 11:00 A.M. The Bread Baking Industry Association of Puerto Rico (AIPPR) and the Puerto Rico Restaurant Association (ASORE) are not responsible for any items or property left unattended after breakdown. BOOTH SPACES: Booth space size is 10x10. Each space has five (5) ampere power outlets (110 volt). You may contact Yuzzie Esquilín, the representative of the company in charge of setting up booths, utilities, and any other additional needs you may have, at (787) 257-3871. You may bring carpet, illumination, decor, seats, stands, etc.; however, if you need assistance you may contact Yuzzie Esquilín at (787) 257-3871. Disposing of oils or fats in restrooms, green areas, sidewalks, or the surrounding areas of the Convention Center is prohibited. You may use the area designated for such purposes by the Convention Center. Each booth shall be inspected by the Fire Department to verify compliance with its rules. According to the Fire Department regulations, any booth using electrical kitchen and cooking equipment (such as ranges, ovens, grills, microwave ovens, among others) must have one fire extinguisher per every 10x10 space.
If offering food or beverage samples, you must fill out the Food & Beverage Sample Form from Puerto Rico Convention Center (Attachment B). The exhibitor s staff must remain within their booth areas at all times. The booth s height and signs must not affect the visibility and appearance of adjacent booths. Your company must comply with the Convention Center regulations and the Show s rules regarding this matter. All exhibitors must certify that both their companies and the products or services they represent comply with all the applicable laws and regulations. Every exhibitor must meet the requirements set forth in this agreement. AIPPR/ASORE reserves the right to refuse the setting up of a booth that is not compliant with the rules and requirements described herein. A list with the names of the staff working at the show must be furnished two weeks before the holding of the event (Friday, August 8, 2014). Any person whose name is not included in such list may not participate in the event. SOUND Loudspeakers or sound systems whose high volume could adversely affect activities taking place in other booths, the business environment, and camaraderie will not be allowed at the Event. Each exhibitor may use a sound system, insofar as the volume of such system does not interferes with the activities held in adjacent booths. Loudspeakers and sound systems must be placed so that the sound remains within the booth, not the aisle. The sound or noise generated by loudspeakers cannot exceed 85 decibels to be measured from the aisle facing the booth. Exhibitors must be aware that the music played in their booths, whether live or recorded, may be subject to copyright laws. SECURITY Security will be provided during booth setup and breakdown from 8:00 A.M. on Thursday, August 21 to 11:00 A.M. on Monday, August 25, 2014. The Bread Baking Industry Association of Puerto Rico (AIPPR), the Puerto Rico Restaurant Association (ASORE), and/or their Boards of Directors will not be responsible for any damage, loss, theft arising during, or in connection with, the exhibitor s participation in the event or for any act of vandalism, fire, power outage, accident or other event.
DOCUMENTS REQUIRED FOR SETUP A Hold Harmless Agreement and a Certificate of Liability Insurance in the amount of one million dollars ($1,000,000) issued by your insurance company. Both documents must hold the Bread Baking Industry Association of Puerto Rico, the Puerto Rico Restaurant Association, and the Puerto Rico Convention Center harmless. It is an essential requirement for every exhibitor to submit these documents by Tuesday, July 15, 2014. Failure to meet this requirement will prevent the exhibitor s participation in the event. Exhibitors wishing to display motor vehicles as part of their exhibition will be required to furnish an insurance addendum to such purposes, which must be submitted on or before Tuesday, July 15, 2014. A Merchant Registration Certificate (as required by law, every merchant must provide a certificate of registration upon signing the agreement, unless (i) no retail sales of taxable items will be made or (ii) no purchase order of taxable items to be sent or delivered in Puerto Rico will be made. U.S. companies must provide a copy of their Certificate/Articles of Incorporation and must be registered in the Register of Merchants (www.hacienda.gobierno.pr) if they intend to sell taxable items at retail or take purchase orders of taxable items to be sent or delivered to Puerto Rico. If you have any question or need additional information, you may contact: Wanda Rodríguez, Executive Director Assitant, Asociación de Industriales del Pan (AIPPR) at (787) 787)843-5725, vía fax al (787)842-1663 or e mail at aippr@prtc.net
Liability Insurance Sample Attachment A Verify that the expiration date is after the show. SMG Puerto Rico Convention Center, 100 Convention Center Blvd. San Juan, Puerto Rico 00907 ASORE, 1498 Ave. Roosevelt Suite 205 Guaynabo PR 00968 AIPPR, Coliseo Shopping Center 2525, Ave. Eduardo Ruberté Ponce, Puerto Rico 00728 It is important to include the Puerto Rico Convention Center, AIPPR, and ASORE
1. Originals only -NO photocopies. REQUIREMENTS FOR CERTIFICATE OF INSURANCE 2. Name of insured on certificate must be identical to name on the License Agreement. 3. Description of Operations Must disclose: Additional Insured Include: SMG, Greater Puerto Rico Convention Center, Puerto Rico Board of County Commissioners, San Juan, Puerto Rico, Their Officers, Directors, Agents and Employees Event name, Dates (Move-in, Show, & Move-out) 4. Certificate Holder SMG Puerto Rico Convention Center, 100 Convention Center Blvd. San Juan, Puerto Rico 00907 ASORE, 1498 Ave. Roosevelt Suite 205 Guaynabo PR 00968 AIPPR, Coliseo Shopping Center 2525, Ave. Eduardo Ruberté Ponce, Puerto Rico 00728 5. Cancellation - must be for 30 days. Contractor shall furnish insurance against any and all loss or claims arising out of the operations of its agents, employees, sub-contractors or invitees for the protection of SMG, their officers, directors, employees and agents. Said insurance shall be maintained with firms duly authorized to do business in the State of Florida and holding a rating of A or better in the current Best s Manuals. A. Worker s Compensation Puerto Rico Statutory Limits B. Employers Liability $100,000 Each Accident $100,000 Each Employee $500,000 Aggregate C. Comprehensive General Liability $1,000,000 Bodily Injury and Property Damage Combined Single Limit. Coverage shall include Premises and Operations, Contractual, Personal Injury, Independent Contractors and Broad Form Property Damage including Completed Operations. D. Automobile Liability Bodily Injury Property Damage $500,000 Per Person $ $250,000 Per Accident $1,000,000 Combined Single Limit
/ SMG Food & Beverage Sales Department 100 Convention Center Blvd., Phone: 787-641-7722 Fax: 787-300-6736 San Juan, PR 00907 Authorization Request Sample Food and/or Beverage Distribution Form An SMG managed facility Catering by SMG has the exclusive food and beverage distribution rights within the Puerto Rico Convention Center. Exhibitors and sponsoring may distribute SAMPLE food and/or beverage products with prior written authorization ONLY. Requests must be submitted a minimum of 4 weeks in advance. NOTE: All samples MUST receive prior approval and confirmation by the Food and Beverage Director. At the discretion of the Puerto Rico Convention Center, exhibitors who do not comply will be asked to remove the items from the facility or be subject to fees and/or commissions. GENERAL CONDITIONS: 1) Items dispensed are limited to products manufactured or produced by the exhibiting firm. 2) All items distributed are limited to SAMPLE sizes. a. Beverages limited to maximum of 2 ounces or smaller container b. Food items limited to bite-size (2 oz. or less) 3) Use of cooking equipment must have prior approval from the facility. 4) Standard fees for storage, handling, delivery, etc. will be charged where applicable. 5) Food and Beverage items used as traffic promoters (i.e. coffee, popcorn, bottled waters, sodas, bar service, etc.) MUST be purchased from the Puerto Rico Convention Center Food & Beverage department. Please contact our Catering Sales department with questions on traffic promotion items. 6) The applicable named below acknowledges they have sole responsibility for use, service and disposal of such items in compliance with all applicable laws. State law prohibits the sampling and distributing of alcoholic beverages. Accordingly, the applicant agrees to indemnify and forever hold harmless SMG Food & Beverage, Puerto Rico Convention Center and its agents from all liabilities, damages, losses, costs or expenses resulting directly or indirectly from their use distribution or other dispensed food and beverage items. Name of Event Event Date (s) Booth # First Name Telephone Fax Address City State Zip On-site Cell On-site Contact Num. Product(s) you wish to dispense: Size of portion to be dispensed (2 oz. or less) Quantity Distributed Proposed container for dispensing (2 oz.) Signature Date SERVICES RIQUERED: Please notify SMG Food & Beverage Department at 787-641-7722 ext 2137 regarding any special service requests related to your sample distribution. A State Sales Tax and Service Charge applies to all charges and services where applicable. Approved F&B Director, SMG Date
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