TERMS AND CONDITIONS – TETON OVERLAND SHOW 2023
Teton Overland, owns and produces Teton Overland Show and are hereinafter referred to as “show management.” The term show management shall include the owners, promoters and manager of the show. The exhibition areas, parking lots, air space and grounds of the event are hereinafter referred to as “the venue.” The exhibit space rental agreement, these exhibitor rules and regulations, the exhibit display regulations are hereinafter referred to as the “agreement” and constitute the agreement between show management and the Client. Show management rules and regulations are incorporated as a part of this lease and violation thereof would constitute a breach of the Lease.
It is understood that by registering for and purchasing exhibition space at Teton Overland Show 2023 that the show rules and conditions will be adhered to.
SHOW HOURS/LOCATION/DATES: The site of the Teton Overland Show is at The Waterfront at Snake River Landing, 1220 Event Center Dr, Idaho Falls, ID. The Dates and Hours are: Set Up: Thursday September 14, 2023, 9am – 8pm. Exhibition Days: Friday September 15, 2023, 9am – 5pm; Saturday September 16, 2023, 9am – 5pm; Sunday September 17, 2023, 9am – 3pm. Teardown: Sunday September 17, 2023, 3pm – 10pm.
PAYMENT – All bookings must be paid in full upon receipt of invoice, or by our online portal, by check or credit card. Any cancellations by the client will be charged at the following fees: 50% refund up till 60 days prior to event date, within 60 days no refunds will be processed or honored, unless the event is cancelled by show management. If the event is cancelled in its entirety for any reason, clients will be offered refund options at the time of cancellation. If the event is postponed for any reason, clients will be transferred to the postponed dates. There are no refunds due to inclement weather.
SETUP: Exhibitors must set up by 9:00 am on Friday, September 15, 2023, prior to show opening. You must fit within your allocated space, no exceptions.
SPACE ABANDONMENT: Any space not claimed and occupied by 8:00 pm on Thursday, September 14, 2023, may be resold or reassigned by show management without obligation on the part of show management for any refund whatsoever.
Event opens promptly at 9:00am on Friday, September 15, 2023.
TEARDOWN: Exhibitor agrees to dismantle the exhibit as soon as practical after the end of the show and when show management deems it is safe to close, but dismantle must be concluded no later than 10:00 pm, Sunday, September 17, 2023.
All freight, equipment, and materials not removed by 10:00 pm, Sunday, September 17, 2023, may be removed at Exhibitor’s expense. Exhibitor further agrees to indemnify and save show management harmless against all claims which may arise by virtue of damage to the premises caused by Exhibitor’s display or costs paid by show management due to holding over by Exhibitor past its allotted time of occupancy. Exhibitor shall not initiate teardown or abandon exhibit prior to the official Event closing time of 3:00pm on the final event day without permission from show management. Violation of this paragraph will cause exhibitors to be subject to a loss of participation in future shows.
FLOOR PLAN: METHOD: The method of determining space assignment shall be established by show management and may be changed from time to time without notice to exhibitors in order to accommodate what show management perceives as the best interest of the event. No rights or privileges are created for any exhibitor as a result of previous space assignments or years of participation in the event. Should conditions or situations warrant, show management reserves the right to rearrange exhibitors or adjust the floor plan to accommodate the best interest of the event.
The floor plan maintained by show management shall be the official floor plan.
Changes may occur at any time to accommodate show needs. SUBLETTING SPACE: Exhibitor shall not assign, sublet, share or apportion the whole or any part of the space allotted, or have representatives, products, equipment, signs or printed materials from other than its own firm in the said exhibit space without the written consent of show management.
FORCE MAJEURE: Show management shall not be responsible for any loss, theft, damage, or delay due to strikes, lockouts, acts of God, communicable disease, government restrictions, enemy action, civil commotion, unavoidable casualty, or other causes similar or dissimilar beyond the control of show management.
EXHIBITOR REPRESENTATIVE: The signer of this Agreement shall be the official representative of the Exhibitor and shall have the authority to act on behalf of the Exhibitor in all matters relating to the Show. I, the duly authorized representative of the Lessee intending to be bound hereby, have read and signed the Teton Overland Show 2022 Exhibit Space Lease and Rules and Regulations and on behalf of the
Lessee subscribe and agree to all terms, conditions, covenants, and authorizations contained herein.
SAFETY, FIRE, HEALTH AND APPLICABLE LAWS: The Exhibitor shall assume all responsibility for compliance with all rules and regulations of the venue and all local, city, state and federal safety, fire, health and other ordinances and laws regarding installation of and operation of equipment, display, exhibit materials, and overall operation and conduct while onsite at the venue. All display, exhibit materials and equipment must be protected by safety guards and fireproofing to prevent fire hazards and personal accidents to visitors. OPERATION AND CONDUCT: Regulation and Restriction – show management reserves the right to regulate and/or restrict exhibits to a reasonable noise level and to suitable methods of operation and display of materials. Neither the exhibit area nor other areas of the venue shall be used for any improper, immoral, illegal or objectionable purpose. If for any reason show management deems an exhibit and/or its contents objectionable, the exhibit shall be subject to removal at exhibitor’s sole expense. This reservation includes persons, things, conduct, printed matter, signs, or any item of poor character which in the sole judgment of show management is detrimental to the Show. In the event such a restriction is enforced, show management shall not be liable for refund of exhibit space rental fees or exhibit equipment rental fees, except at its sole discretion. Exhibitor hereby expressly waives any right and all claims, actions or demands for damages, costs and expenses, including legal fees, against the venue, show management, their directors, officers, agents, employees and/or servants for such restriction or removal.
COMMUNICABLE DISEASE HOLD HARMLESS – It is acknowledged that I am aware that there are risks to me and my participating employees, co-workers or organization members of exposure to directly or indirectly arising out of, contributed to, by, or resulting from an outbreak of any and all communicable disease, including but not limited to, the virus “severe acute respiratory syndrome coronavirus 2 (SARS-CoV2)”, which is responsible for Coronavirus Disease (COVID-19) and/or any mutation or variation thereof; and I and my organization voluntarily agree to waive, hold harmless and indemnify the owners of Teton Overland Show, Teton Overland, LLC and its trustees, agents, volunteers and employees from any and all claims, demands, damages and causes of action of any nature whatsoever arising out of ordinary negligence which I, my heirs, my assigns or successors may have against them for, on account of, or by reason of my participation in Teton Overland Show.
COMMUNICABLE DISEASE SAFETY REQUIREMENTS – It is acknowledged that I am aware that there will be measures put in place by show management, state and local health officials, and state and local government officials to ensure the safety of the public; and my organization understands and voluntarily agrees to abide by all implemented safety requirements which could include but are not limited to mask wearing, temperature checks, medical screenings, contact tracing, limited audience levels and managed traffic patterns for social distancing.
VENDING: To sell products directly you may be required to acquire an Idaho seller’s permit or special permits due to the nature of your product for the state of Idaho. These permits and licenses are the responsibility of the vendor. Food/drink may NOT be sold or distributed in any way (unless you are a registered food vendor with Teton Overland Show). All goods or services sold at the show should conform to current trading standards legislation. Teton Overland Show does not allow any gaming such as raffles or any other games of chance except by special permit. Any fundraising is done solely through our own permitted charity program.
ALCOHOL/ PARTIES / ORGANIZED GATHERINGS: You must inform show management of any intent to host a gathering that includes the distribution of alcohol on venue premises and obtain a permit. Due to liquor licenses and rules set by the Idaho State Liquor Division and the Idaho Alcohol Beverage Control Bureau, there are strict rules on distribution of alcohol. Any organized party not registered with show management and not complying by the rules will be considered illegal and dealt with by the Bonneville County Sheriff and will be shut down immediately.
ADMISSION REGULATIONS: BADGES: Admission to the Show is by official show management registration badge. Badges must be worn at all times, including set-up and teardown. Badges are non-transferable. Exhibitor badges will be issued in the quantity provided on the Exhibit Space Rental Agreement & online portal only. Exhibitors are responsible for those the company provides with badges. Exhibitor badges may not be ordered for or transferred to buyers or non-employees. PRESHOW HOURS ENTRY: Exhibitor personnel not staying on site are allowed to enter the venue as needed.
SECURITY/LIABILITY: Limitation and Indemnification: Show management will provide regular security service during the event and the setup and teardown days. Show management and the venue will not be liable for damage or loss to Exhibitor’s properties through theft, fire, accident, or any destructive cause. Exhibitor waives all claims for property damaged, lost, stolen or destroyed against show management and the venue. Exhibitors shall insure its own exhibit and display materials where special protection is desired.
FIRE SAFETY: No fires allowed except as provided by the venue in designated areas. Show management has the right to report violators to local authorities.
CAR PARKING/DRIVING: All vehicles must be parked in the designated exhibitor parking lots unless they are an integral part of the display. Display vehicles are required to obtain a display vehicle permit upon check in for access to the display area and need to be in place before the Event is open to the public, there will be no exceptions. Traffic control: No driving in and out during public hours.
EXHIBIT CLEANING. Exhibitors are responsible for the cleanliness of their Exhibitor space and all trash must be removed daily. Receptacles will be made available throughout the venue.
ELECTRICITY: Electricity is not available in the exhibitor/vendor area. Be selfcontained. Solar or ultra-quiet generators only, and they must not interfere with neighboring booths and cannot be run after 10pm. Solar panels will be allowed for solar generators but must not extend beyond the assigned Exhibitor space.
DRONES: Due to public safety and distance to the local airport, drones are not allowed.
FACTS and FAQ
CAMPING OPTIONS: Please be aware that we don’t have room for camping directly behind booth spaces: CAMPING IN BOOTH SPACES: Exhibitors are allowed to camp at your booth, free of charge, if you can camp within the perimeter of your booth space. There are no water or electrical sources in the exhibitor area.
CAMPING IN EXHIBITOR PARKING AREA: Show management will have an exhibitor parking lot for flatbed trailers and large vehicles that are not going into your booth space. Exhibitors also be able to park trailers and RVs in this lot and camp there free of charge. Camping in this lot is dry camping with no water or power hookups. CAMPING IN ATTENDEE CAMPING AREA: Another option is to camp in the attendee camping area, also free of charge. Sites are assigned as you arrive. We do not reserve spaces in this camping area. Camping in this lot is dry camping with no water or power hookups.
IDAHO SELLER’S PERMIT
If an Exhibitor is planning to sell retail items directly to consumers, it is the responsibility of the Exhibitor to register and send all reporting information to the state of Idaho. Having an Idaho seller’s permit or temporary seller’s permit is required. To register online, please visit this link: Idaho TAP – Temporary Sales and Promoters
(gentax.com) For more information, please visit this link: Temporary seller’s permits – Idaho State Tax Commission
STAKING YOUR BOOTH TENTS
The venue includes asphalt, concrete, gravel and grass surfaces. Most of the exhibitor/vendor spaces will be on a grass surface. Please contact show management to find out which surface you are on and to make sure you bring supplies for staking out properly. Exhibitor must secure tents, inflatables, pop-up, etc.
EARLY DEPARTURE FROM THE SHOW: While it is discouraged to leave the show early as an exhibitor, we understand that schedules must be kept, and different situations arise at the spur of the moment. We will not permit early departure from the Teton Overland Show without permission from show management. All tear down, in the event of an early departure situation must be done outside of regular show hours as to not disrupt the attendees and/or create a safety concern. Egress will be made through the Exhibitor/vendor entrance & not through the main entrance to the show.
EXHIBITOR FOOTPRINT: Exhibitor booth display must fit into Exhibitor purchased space. Depending on what space the Exhibitor has registered for, all of the Exhibitor display, items, vehicles, trailer (if applicable) must fit within those dimensions. Any trailers or vehicles not needed in the Exhibitor space may be parked in the exhibitor parking lot on site. This is a great place to store trailers containing inventory.
QUESTIONS. If you have questions about travel, accommodations, on-site camping, the venue, and/or other topics, please check our FAQ on our website https://www.tetonoverlandshow.com , send an email to info@tetonoverlandshow.com or give show management a call at 208-701-2070.