FAN 20 FEST 1 5 GREATER RICHMOND CONVENTION CENTER FAN 20 FEST 1 5 ABOUT THE WORLD CHAMPIONSHIPS The Road World Championships (Worlds) is cycling’s pinnacle event, held annually in an international city as chosen by the Union Cycliste Internationale (UCI) through a competitive bidding process similar to the Olympic Games. The Worlds is a nine-day event, featuring 12 Championship races for Elite Men and Women, Under 23 Men and Junior Men and Women. It is a rare opportunity for the athletes to compete for their country, just as they do during the Olympic Games. Athletes compete in three different disciplines including the traditional Road Race, the Individual Time Trial and the recently introduced Team Time Trial. World Champions are crowned in each discipline. The Worlds is truly one of the great global sporting events. It is covered by more than 500 media outlets from around the world and is broadcast live to a global audience of more than 300 million people. UCI WORLD ROAD CYCLING CHAMPIONSHIPS AT A GLANCE • • • • • September 19-27, 2015 450,000 spectators during the nine day event TV audience in the hundreds of millions 1000 athletes Tremendous tourism and economic development opportunity for the region COME JOIN US FOR THE FIRST TIME IN A GENERATION! 1986: Colorado Springs, Colorado 1987: Villach, Austria 1988: Ronse, Belgium 1989: Chambery, France 1990: Utsunomiya, Japan 1991: Stuttgart, Germany 1992: Benidorm, Spain 1993: Oslo, Norway 1994: Agrigento, Italy 1995: Duitama, Colombia 1996: Lugano, Sw itzerland 1997: San Sebastian, Spain 1998: Valkenburg, Netherlands 1999: Veron, Italy 2000: Plouay, France 2001: Lisbon Portugal 2002: Zolder, Belgium 2003: Hamilton, Canada 2004: Verona, Italy 2005: Madrid, Spain 2006: Salzberg, Austria 2007: Stuttgart, Germany 2008: Varese, Italy 2009: Mendrisio, Switzerland 2010: Melbourne, Australia 2011: Copenhagen, Denmark 2012: Valkenburg, Netherlands 2013: Florence, Italy 2014: Ponferrada, Spain 2015: Richmond, Virginia FAN 20 FEST 1 5 WHAT YOU CAN EXPECT AT THE UCI WORLD CHAMPIONSHIPS FANFEST 2015 Below is a broad overview of the event as it pertains to the FanFest Expo being held at the Greater Richmond Convention Center. All FanFest activities will take place in the main Exhibit Hall, situated within a block of the finish line of all UCI races. FanFest is open to the public and is a free event. The event expects to engage 450,000 spectators over the course of nine days, with the major crowds gathering along the course and at the START/FINISH line on the final Friday, Saturday and Sunday. The awards ceremony for all races will be held on the FanFest floor following the finish of each race. Large screen televisions and monitors will provide live Live racing action during the race. Conquer the Cobbles mass participation run and ride events (September 24 & 25) on the Worlds course will bring thousands of participants into the FanFest for registration and pre-event activities. FanFest activities include event merchandise, Virginia finest vendors, sponsor booths, a kid’s safety zone, industry vendors, demos and workshops, a music and entertainment stage, as well as delicious food and beverages to keep everyone happy. A full schedule of activities will be announced mid-summer 2015. Race Type Race Location E.S.T. 8:00am 8:30am 9:00am 9:30am 10:00am 10:30am 11:00am 11:30am 12:00pm 12:30pm 1:00pm 1:30pm 2:00pm 2:30pm 3:00pm 3:30pm 4:00pm 4:30pm 5:00pm 5:30pm 6:00pm 6:30pm 7:00pm 7:30pm 8:00pm 8:30pm 9:00pm 9:30pm 10:00pm 10:30pm 11:00pm SATURDAY 9/19 SUNDAY 9/20 Training Session Team Time Trial Elite Men & Women Start Finish Lewis Ginter 5th/Broad Race Event TTT Training 9:00 -‐ 12:00 TUESDAY 9/22 Finish 5th/Broad Start 3rd/Marshall Finish 5th/Broad Start 3rd/Marshall Finish 5th/Broad Race Event Race Event Race Event TTT Elite Men 1:30 -‐ 4:00 ITT Jr. Wmn 10:00 -‐ 11:30 FanFest *** Awards Ceremony WEDNESDAY 9/23 THURSDAY 9/24 ITT ITT ITT Training Session Jr. Wmn & U23 Men Jr. Men & Elite Wmn Elite Men Start Lewis Ginter TTT Elite Wmn 11:30 -‐ 1:15 ITT Downtown Circuit Training 1:00 -‐ 3:00 MONDAY 9/21 ITT U23 Men 2:00 -‐ 4:15 Start Kings Dominion Race SUNDAY 9/27 Road Race Jr Men & Elite Wmn Road Race Elite Men Start 5th/Broad Finish 5th/Broad Start 5th/Broad Finish 5th/Broad Start 5th/Broad Finish 5th/Broad Start 5th/Broad Finish 5th/Broad Event Race Event Race Event Race Event Race Event RR Training 10:00 -‐ 12:00 FanFest *** Awards Ceremony RR Jr. Wmn 10:00 -‐ 12:00 Opening Ceremony 6:00 -‐ 11:00 RR Jr. Men 9:00 -‐ 12:30 FanFest FanFest *** *** Conquer Conquer the the RR U23 Men Cobbles Cobbles 12:45 -‐ 5:00 Packet Pick-‐ RR Elite up *** Wmn Packet Pick-‐ 2:00 -‐ 5:00 up Awards Ceremony Conquer the Cobbles Run 7:00 -‐ 9:00 Active Racing SATURDAY 9/26 Road Race Jr Wmn & U23 Men Finish 5th/Broad ITT Jr Men 9:30 -‐ 11:30 FanFest FanFest *** *** ITT Elite Awards Awards Men 1:00 -‐ ITT Elite Ceremony Wmn 1:30 -‐ Ceremony 4:00 5:00 FRIDAY 9/25 Road Closures MARKETING OF THE UCI WORLD CHAMPIONSHIPS FANFEST 2015 RR Elite Men 9:00 -‐ 4:00 FanFest *** Awards Ceremony Conquer the Cobbles Ride 7:00 -‐ 9:00 FanFest *** Awards Ceremony Closing Ceremony 6:00 -‐ 11:00 FanFest/Non-Racing Activities A comprehensive plan to market the FanFest Expo and Exhibitors who are present will include, but are not limited to: • Frequent live PA announcements pushing fans from the finish line to the awards ceremony in the Convention Center • Frequent and daily ads for FanFest on the Big Screens along the race course • Promotion of FanFest through all event avenues including signage, start/finish line announcements, and all schedules • Richmond 2015 social network FAN 20 FEST 1 5 FAN 20 FEST 1 5 START FAN 20 FEST 1 5 FINISH FLOOR DIAGRAM (layout is subject to change based on number and type of Exhibitors. A final diagram will be posted and distributed in late August/early September) - CONCESSIONS - CONCESSIONS - CONCESSIONS AUTOGRAPH ALLEY RADIO ROW CONCESSIONS WORLD CHAMPIONSHIP AWARDS CEREMONIES MAIN ENTRANCE EXHIBITORS WELCOME! 100x170’ 40’x40’ UCI BEST OF VIRGINIA WORLD CHAMPIONSHIP MERCHANDISE 40’x60’ 40’x120’ 100’x100’ CYCLING INTERACTIVE EXHIBITORS CARMAX KID ZONE USAC ENTRY/ EXIT 40’x40’ VIDEO WALL MUSIC STAGE/ STUNT AREA 20’x20’ RESTROOMS 10’x10’ ENTRY/ EXIT RESTROOMS ENTRY/ EXIT RESTROOMS ENTRY/ EXIT RESTROOMS ENTRY/ EXIT FAN 20 FEST 1 5 SPACE RESERVATIONS Based on Exhibitor feedback we are offering both 8-day and 4-day packages, and several space options are available. The dimensions, standard amenities, add-ons and prices are listed below and more than one space may be reserved. 8-Day (Sat, Sept 19th PM load-in and open the public from Sun the 20th to Sunday the 27th) 4-Day (Wed, Sept 23rd PM load-in and open to the public Thurs, the 24th to Sunday, the 27th) SPACE OPTIONS 8 Days 10’ x 10’ Space $5,000 10’ x 20’ Space $7,500 20’ x 20’ Space $12,500 4 Days $3,500 $5,000 NA OWN IT! - Get the most of your marketing dollars and attach your name to FANFEST 2015! FAN 20 FEST 1 5 • • • • • Overall Entitlement $80,000 Up to 40’ x 40’ Booth Space for 8 days Branding/naming linking to Fanfest logo on all marketing materials, including event guides, website, and mobile app Wayfinder signage and towers around Fanfest and Finish line Entrance banners Image branding on outside of building FAN 20 FEST 1 5 • • Single-Area $30,000 Entitlement 40’ x 40’ Booth Space for 8 days Ownership of one property from below: • Music/Entertainment Stage • Wayfinder Towers (6-8 ttl) • Big Screen Banner • Virginia Row • Autograph Alley EACH SPACE RESERVATION RECEIVES: EXTRAS (at exhibitor cost) • • • • • • • • • • • 8 ft. high pipe & drape kit 8 ft. draped tables/folding chairs Logo/name inclusion on Fanfest map Logo inclusion on Fanfest Welcome Board PA announcement within Fanfest Logo rotation on big screen • Electricity (pricing varies) Internet access (pricing varies) Carpeting (3.25 sq/ft) Additional exhibiting build-out Hanging of signage from ceiling Data Gathering Opportunity: Through FISH-In Technology, vendors can gather additional information specific to their products by opting in with data gathering towers (Please inquire with your sales rep as to pricing and information on this unique feature to gather leads while also data about consumers attending Fanfest) FAN 20 FEST 1 5 GENERAL RULES AND REGULATIONS • • • • • • • • • • • • • • • • • • • • You will receive a confirmation packet in August that will have more specific information about the activities for the Expo, your location on the Exhibit floor and additional load-in details. Hotel information is attached. Your booth location will be chosen by event organizers, on a first-come, first-serve basis to ensure the best flow of traffic on the show floor. You will also receive an exhibitor kit from Exhibits, Inc. The kits will offer additional furnishings and services for your booth(s). Richmond 2015 has the right to accept or reject your application. Exhibitors will receive detailed instructions on exhibitor badges, load-in and load-out, additional amenities and other matters in a separate communication closer to the event date. It is prohibited for an exhibitor to pack up or leave the event before it concludes, unless Richmond 2015 has granted an exception in writing. If an exhibitor does leave prematurely, the exhibitor must pay compensation to Richmond 2015 in the amount of the original booth fee. If an Exhibitor or its officers, directors, employees, agents, representatives, contractors or volunteers damage the exhibition area or event property or equipment, the damages must be replaced or repaired by the Exhibitor. Exhibitors must complete their booth set-up at least one hour prior to the opening of the event. Depending on the size of your exhibit, there will be a load in option on Friday, as well. Times will be determined later in a separate communication closer to the event. After the event concludes, the exhibitors’ merchandise and displays must be removed as per removal deadlines in final materials. The Exhibitor shall not assign or sublet the booth without the approval of Richmond 2015. Richmond 2015 has the sole discretion and authority to address any and all matters associated with the FanFest and the exhibitors’ participation in it, whether or not that matter or issue is addressed in this application and agreement. The exhibitors’ fee is not refundable under any circumstances, unless Richmond 2015 decides to cancel the event. If the event is cancelled, the exhibitor fee shall be refunded less a pro rata share of expenses actually incurred by Richmond 2015 relating to the event. A waiver of any terms and conditions in this agreement by Richmond 2015 shall not constitute a waiver of any other term or condition. If any provision of this agreement shall be held by a court of competent jurisdiction or the Virginia ABC to be contrary to law, such provision shall be stricken, and the remaining provisions of this Agreement shall remain in full force and effect. The headings of the sections are inserted for convenience only and are not intended to be a part of or to affect the meaning or interpretation of this agreement. Provisions of this agreement which, by their terms, contain continuing obligations shall survive the termination or expiration of the Term of this Agreement. This agreement shall be deemed to have been made and shall be construed and interpreted in accordance with the laws of the Commonwealth of Virginia without regard to its choice of law provisions. Note to exhibitors that wish to promote, sample and/or sell food or beverages: Please contact Tracey Leverty (contact information below) so that she can inform you of the policies that may apply to your food item. Insurance and Indemnification - please see attached. Sales Tax - The Virginia Sales and Use Tax Act requires the collection of a 5.3% tax on all retail sales made in the Commonwealth of Virginia except those exempt by law. (§58.1-603, 604) A sales tax remittance form has been provided on the Facility’s website. Licensee is responsible for making sure that their exhibitors are notified of this requirement and have been made aware that the Virginia Sales Tax Form ST-50 is required to be submitted for all taxable sales made at the Facility. http://www.tax.virginia.gov/sites/ tax.virginia.gov/files/taxforms/Business/Sales_and_Use_Tax/ST-50a.pdf Health Permitting & Sampling Restrictions - Note to exhibitors that will promote, sample and/or sell food: Please contact Tracey Leverty (contact information below) so that she can inform you of the policies that apply to your food item. There is an exclusive concessionnaire at the Greater Richmond Convention Center and certain food items may be prohibited. Please describe your sampling/ food-related activity, if applicable, in as much detail as possible on your application. PLEASE CONTACT TRACEY LEVERTY FOR QUESTIONS ABOUT LOGISTICS, AMMENTITIES, ETC. AT [email protected] FAN 20 FEST 1 5 Business Name Contact Email Cell Phone Website Mailing Address On-site Cell # On-site Contact Richmond 2015 must approve all activities planned at your booth. Please provide a detailed list of all activities, as well as product(s), that you plan to distribute, sell or display. BOOTH SELECTION CATEGORY Sponsor 10’ x 10’ - $3,500 (4 days) 10’ x 10’ - $5,000 (8 days) Industry Exhibitor 10’ x 20’ - $5,000 (4 days) 10’ x 20’ - $7,500 (8 days) Virginia-based Exhibitor 20’ x 20’ - $12,500 (8 days) Other Exhibitor (explain) 40’ x 40’/Area Entitlement - $20,000 FanFest Entitlement - $80,000 NON PROFIT - 10’ x 10’ - $2,500 (must provide proof of status) Remit check made payable to Richmond 2015 to: Richmond 2015 200 S. 3rd Street Richmond, Virginia 23219 YOU CAN ALSO REGISTER AND PAY ON-LINE AT Richmond2015.com/FanFest FAN 20 FEST 1 5 INSURANCE AND INDEMNIFICATION In addition to payment, the Exhibitor must also mail or fax a copy of the Certificate of Insurance naming, as additional insured, Richmond 2015 and Echelon Event Management. The Exhibitor should carry insurance for a single limit of not less than $1,000,000 per occurrence for its employees, agents, contractors’ representatives, volunteers, guests and invitees. The Exhibitor agrees not to hold Richmond 2015 or Echelon Event Management, its members, officers, directors, employees, volunteers, agents and authorized representatives responsible or liable for any injuries or death(s) to persons, damages to property, accidents, loss, theft, claims or causes of action of any nature arising out of or resulting from the Exhibitor’s voluntary participation in the FanFest Expo at the UCI World Championships. The Exhibitor warrants that it shall indemnify, defend, and hold Richmond 2015, Medalist Sports, LLC and Echelon Event Management, its members, officers, directors, employees, volunteers, agents and authorized representatives, and the Richmond 2015 and Echelon Event Management planning teams, harmless from and against any and all claims, actions, liability, responsibility, losses, liabilities, injuries or damages to persons (includes death) or property, costs or expenses as they arise (including, without limitation, reasonable attorneys’ fees), which Richmond 2015 and Echelon Event Management and the Richmond 2015 and Echelon Event Management planning team may incur, suffer, or be required to pay, incident to, resulting from, or arising out of any intentional or negligent act, error or omission, intentional or willful misconduct, or violation of any of Richmond 2015 or the Greater Richmond Convention Centers’ guidelines, the Exhibitor Rules (in this document). This Exhibitor’s duty of indemnification shall survive the termination or expiration of this application for any reason. The Exhibitor warrants and represents that the information provided herein is accurate, complete and truthful and that the individual executing this Exhibitor Application and Agreement on behalf of the Exhibitor is authorized to bind the Exhibitor and that the Exhibitor shall be bound by the terms and conditions of this Exhibitor Application and Agreement and any applicable Richmond 2015 and Echelon Event Management event rules. Exhibitor agrees to pay all legal fees incurred by Richmond 2015 and Echelon Event Management in the event of any breach of this Agreement. We understand and agree that this application becomes a binding contract when accepted in writing by Richmond 2015, the show organizer, and we hereby agree that the attached Terms and Conditions are enforceable and are incorporated into and control this Exhibit Space contract, once it is accepted by Richmond 2015. The Exhibitor agrees to the terms of the FanFest Expo at the UCI World Championships Exhibitor Application and Agreement by virtue of the signature of the Exhibitor/owner or agent thereof. We understand and agree that this application for Exhibit Space becomes a binding contract when accepted in writing by Richmond 2015, the show organizer, and we hereby agree that the attached Terms and Conditions are enforceable and are incorporated into and control this Exhibit Space contract, once it is accepted by Richmond 2015. We further agree that any terms and conditions associated with any purchase order we may submit in order to process payment for this Exhibit Space contract are of no force or effect, regardless of the express language of the purchase order we submit. Exhibitor Signature Date
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