2008 Holiday Mart policies and procedures
Mart Dates and Hours
All booths were required to be open for business and staffed during the following hours:
Thur, November 20: 7 p.m. – 9 p.m. Preview Party
Fri, November 21: 10 a.m. – 7 p.m.
Sat, November 22: 10 am – 7 pm
Sun, November 23: 12 pm – 5 pm
Booth Pricing Structure
Booth sizes listed below are depth followed by width (e.g., 8' x 10' booth is 8 feet deep by 10 feet wide for frontage display).
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Booth Options
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Standard
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8’ x 10’
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8’ x 15’
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8’ x 20’
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Premium (corner booths)
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8’ x 10’
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8’ x 15’
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| 8’ x 20’ |
$875
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$775
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$625
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Rental of each booth includes…
8’ drape back wall
One 110-volt (duplex box)outlet
3’ draped side dividers
5 complimentary Mart tickets
One booth sign
Two Thursday Merchant Dinner tickets
One 8’ table
Two chairs
3 Merchant badges (to also be used as their daily admission pass, additional badges may be purchased PRIOR to the show only)
BOOTH FURNISHINGS:
All materials, fabrics, table coverings, etc., used in booth must be flame resistant. Exhibitors shall not deface Civic Center facilities or property in any way. Use of staples, paint, nails, etc. on floors and/or walls is prohibited unless specifically approved by the Civic Center Manager. Damage incurred to the Civic Center facility or property is the financial responsibility of the exhibitor.
Booths will be divided by curtains- 8’ high across back of booth and 3’ on sides. The height of either side of exhibits may be 4’ high at the front of the booth (the first 4’ from aisle) and 8’ high at the back of the booth (the back 4’ from back curtain). All display fixtures over 4’ in height must be confined to the area of the exhibitor’s space which is at least 4’ from the aisle line. Please be advised these are general guidelines and must be left to the discretion of the Merchant Chairmen.
All booth furnishings, including signs, must remain inside the boundaries of designated booth space at all times. Nothing can be hung from any ceiling area, including the stage.
Intent: Each exhibitor is entitled to a reasonable sightline from the aisle regardless of the size of his/her exhibit. Exhibitors with a larger space should also be able to effectively use as much of the total floor space as possible as long as they do not interfere with the rights of others. The limitation on display & fixtures over 4’ is intended to accomplish both of these aims.
SIGNS:
One sign per booth will be furnished by the Mart. All signs, banners or posters supplied by exhibitors must be professionally made, neat in appearance and placement must meet Mart guidelines. The Mart Chairmen reserve the right to request removal or relocation of signage, as they deem appropriate.
EXHIBITOR ACCESS:
Exhibitors will be allowed access to Civic Center no earlier than 8:00 a.m. each Mart day. Lights will be turned out and building locked at 30 minutes past closing hour each evening of the Mart. Exhibitors should be prepared to close booths and leave exhibit area at that time. Exhibitors may not remain in their booths overnight. It is the option of the exhibitor to secure the contents of the booth each evening, as they deem appropriate.
GENERAL POLICIES & PROCEDURES:
EXHIBITORS MUST HAVE AT LEAST ONE PERSON IN ATTENDANCE AT THEIR EXHIBIT AT ALL TIMES the Mart is open to the public and must care for and keep in good order the space occupied by them, taking every precaution against possible injury to visitors, guests, or employees.
Merchandise & displays must be contained within the designated/marked booth perimeters at all times.
The Mart reserves the right to refuse exhibits which may violate community standards of decency or otherwise infringe upon the rights of our patrons, exhibitors, or members of the public, and to refuse space when deemed unsuitable by the Mart Chairmen.
All exhibitors are expected to conduct themselves in a professional manner and according to the rules governing exhibits. Exhibitors will refrain from mentioning their competitors or their products or services in a derogatory manner or in any other way disparaging another exhibitor who is also participating in the Mart. Any unruly conduct, refusal to follow rules, or use of foul language may be considered grounds for expulsion from the Mart. Such Exhibitors will not be invited to return to subsequent Marts.
The decision of the Mart Chairmen or their representative, in their official capacities, on all matters, whether enumerated within the contract and rules or not, must be accepted as final in any disagreement between Exhibitors or in matters affecting the Mart and its execution.
DRAWINGS FOR FREE PRIZES / “DISCOUNTS”:
All exhibitors who wish to conduct free prize drawings at any time must notify the Merchant Committee Chairmen at the time of check-in.
All exhibitors wishing to offer “discounts” on booth items at any time during Mart operation must notify the Merchant Chairmen in advance and advertise specific discounts in booth space only.
All use of the public address system will be handled by the Mart Chairmen or their representative only. No public address announcements will be made to inform the Mart patrons of discounts, drawings or promotions.
SUBLEASING:
Exhibitors are prohibited from subleasing, assigning, or apportioning to another party the whole or any part of the contracted space allotted to them by the Mart. The allotted space is for the sole and exclusive use of the Exhibitor named on the contract. Exhibitors may subcontract for its goods or services to be sold by a third party exhibitor as long as such goods or service are listed on the Merchant Information Sheet and approved by the Mart Chairmen.
RIDES, GAMES, and SHOWS:
The Mart has exclusive rights to the operation of all rides, games, and/or shows. These are defined as activities where a Mart patron is charged a fee to participate in any of the above. It is the exhibitor’s responsibility to gain approval from the Mart Chairmen prior to conducting such an activity. The decision of the Mart Chairmen shall be final in the determination of whether or not a proposed activity falls under this category and may be offered.
DELIVERIES TO CIVIC CENTER / UNIVERSITY SCHOOL OF JACKSON:
The Civic Center and University School of Jackson will not accept merchandise deliveries prior to the Mart, as storage is not available.
FIRE MARSHAL REGULATIONS:
All Exhibitors will be required to abide by rules and regulations as set forth by the Tennessee State Fire Marshal’s Office. Deputies of the State Fire Marshal will be on site during set up days as well as Mart days to inspect booths and may demand removal of any part or all of exhibits not conforming to rules. These may be reviewed at time of check-in.
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• All open flames must be protected by glass 2” ABOVE the top of the flame (i.e. votive glass, hurricane lamp etc.)
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• Extension cords are the responsibility of the exhibitor and must be heavy duty three-pronged.
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• Exhibitors will be responsible for fines imposed by the Fire Marshals for failure to adhere to the State fire code.
PARKING INFORMATION:
During the Mart, there will be no merchant trailer/vehicle parking in the south and north loading areas. These areas are for unloading and loading only. A designated area for trailer/merchant vehicles will be available in the east area of the Civic Center parking lot.
EXHIBITOR MOVE-OUT:
Exhibits may be removed only after 5:00 p.m. on Sunday, Nov. 23rd. Any exhibitor “breaking down” or removing booth furnishings prior to this time will not be invited to subsequent Marts at the discretion of the Merchant Chairmen. All exhibits and their contents must be removed from the Civic Center by 11:00 p.m. Sunday, Nov. 23rd. During dismantling, exhibitors will be expected to remove all trash and debris from their booth area and place it in trash containers provided by the Civic Center. Any articles or materials not removed from the facility by this time will become the sole property of the Mart and the Civic Center.
NOTE: Exhibitors often worry that they will not have enough time to break down and exit, but this has not proven to be a problem in the past.
NONCOMPLIANCE / FEES / PROCEDURES:
In the event that an exhibitor refuses to comply with fees, conditions, rules or other information as outlined in the contract and General Policies & Procedures, the Mart will take the following action:
Upon first observance of exhibitor noncompliance, the Mart / Merchant Chairmen will speak with the exhibitor on an informal basis to inform exhibitor of infraction and request compliance. If compliance with contract and rules is not possible within designated booth space a change of booth location may be discussed with the Merchant Committee.
If exhibitor noncompliance reoccurs, the Mart / Merchant Chairmen will issue a written notice and may request the exhibitor to immediately remove all merchandise and vacate the Mart. At such action, the deposit or balance of the booth rental will be forfeited. Such exhibitors will not be invited to return to subsequent Marts.
