Massachusetts Exposition Building - PDF document

1 Page 1 of 9 Massachusetts Expo
Page 1 of 9 Massachusetts Exposition Building Exhibitor Guidelines And Application Form 2017 Big E Fair, September 15 – October 1 Massachusetts State Exposition Building Eastern States Exposition West Springfield, Massachusetts Contact Information: Katharine Ro bb, 617 - 626 1748 katharine.robb@state.ma.us Massachusetts Department of Agricultural Resources 251 Causeway Street, Suite 500 Boston, Massachusetts 02114 The mission of the Massachusetts Building is to s howcase Massachusetts agriculture, culture, commerce, and tourism through informational, educational, promotional and retail exhibits. The Massachusetts Department of icants”) to apply for the opportunity to exhibit in the Massachusetts Building (“Building”) a t the Eastern States Exposition (“ESE”) located in We st Springfield, Massachusetts. The dates for the 201 7 Big E are September 1 5 , 201 7 through October 1 , 201 7 . Each year, a blend of non - profit and for - in the Building in accordance with MDAR’s legislative mandate to use the Building for the purposes of exhibiting both agricultural and industrial products of the Commonwealth . The entrances (side porches) closest to the front of the Bui lding may also be available for up to 10 days per exhibitor. Limited additional space may be available in the backyard for educational purposes only. The center hall in the Buil ding is an “open space” that is used as a display area that changes each year. Accordingly, an annual theme may be identified by the B uilding Management for the center hall display area. A fully completed 201 7 application must be received by the Departmen t no later than 4:00 PM on Monday , March 1 3 , 201 7 . Email a completed pdf form directly to katharine.robb@state.ma.us or mail one signed original (1) plus t en ( 10) copies to MDAR at the address above, Attn: Katharine Robb . Faxes will NOT be accepted. Applicants will be notified of action on their application after review by the Massachusetts Building Advisory Committee and MDAR. Final selection and approval of all exhibitors shall be made by MDAR. New applica qualify are required to attend New Applicant Presentation Day scheduled for Friday , March 24 , 2017 (snow date: Friday, March 31, 2017) as part of the application process. A new applica

2 nt that is not available to attend New A
nt that is not available to attend New Applicant Presentation D ay will not be considered and the application shall be deemed incomplete. Applications will not be deemed complete unless accompanied by a $100.00 deposit required with ALL applications, including government agencies) made payable to the Commonwealth of Massachusetts, Massachusetts State Exposition Building Maintenance Fund . The deposit will be refundable to applicants who are not selected to exhibit in the Massachusetts Building and , if not selected, will be returned after the selection process is comp leted . Page 2 of 9 Applicants must also demonstrate that they are a Massachusetts entity that is registered and conducting business within the Commonwealth and proof of such of a Massachusetts established business or organization is required with the application , including a description of the entity and structure of the organization . Such proof may include a current Certificate of Good Standing from the Secretary of the Commonwealth of Massachusetts or a business certificate from the city/town within Massachusett s in which business is conducted. DO NOT send copies of tax returns or other financial information that may include personal information , as all applications are subject to the Public Records law. Non - Profit entities must include documentation, supporting papers that describe the structure of the non - profit organization when submitting application, including proof of 501(c)(3) status or other non - profit designation. BOOTH OCCUPANCY CRITERIA, FEE SCHEDULES AND LICENSING AGREEMENTS:  Food and beverage pro ducts , hard goods and other products or services must be local (i.e., grown, produced, or manufactured in Massachusetts).  Food and beverage products , hard goods and other products or services (other than commodity related associations) sold in the Buildin g must be available commercially on a regular basis in Massachusetts (i.e. year - round availability online or in - store , not just during the Big E).  Exhibitors must enter into a Licensing Agreement or Lease Agreement, if applicable, with MDAR by Tuesday , A ugust 1 , 201 7 . The License Agreement must be executed and the required insurance must be in affect before any exhibitor can enter the Massachusetts B

3 uilding for the purpose of preparing the
uilding for the purpose of preparing their a ssigned booth space for the 2017 Big E Fair.  L icensing, sub - l icensing, leasing, and/or sub - leasing any or part of booth area without approval of the Building Manager is prohibited.  Any applic ant that fails to enter into a licensing or lease agreement with MDAR will not be allowed as an exhibitor in the Massachuset ts Building during the Big E.  Booth space inside the Building is for the entire seventeen (17) day fair, unless special arrangements have been made beforehand with the Building Manager. Booth space located on the side porches in the front of the Buildin g may be l icensed for a maximum of ten ( 10 ) days per exhibitor , not including participation on special theme days such as Massachusetts Day and/or Harvest New England Day. Based on demand for porch space, Building Management may not be able to fulfill tota l day request s for those wanting to exhibit on the Building porch.  Exhibitor Fee Schedule : For Profits Non - profits Hard goods (non - food) $ 25 / sq. ft. $ 15 / sq. ft. Food and/or Beverage $ 30 / sq. ft. $ 20 / sq. ft.  Non - Profit “Education Only” booths that do not sell any food, beverage or hard goods at the exhibit booth and that only prov ide an educational opportunity will only be responsible for paying the $100.00 deposit. Page 3 of 9  Rental fee (minus $100.00 deposit) is due in f ull by the last day of the Big E (October 1, 2017). Any payments made after October 1, 2017 will be assessed a $25.00 late fee per day. Exhibitors not in compliance may have their application denied the following year. MINIMUM REQUIREMENTS FOR ALL EXH IBITORS Public Health Requirements Exhibitors must comply with all applicable public health requirements. Exhibitors serving food and/or beverage are required to obtain a permit from the West Springfield Board of Health. A pplication s are available thro ugh the Town of West Springfield website. Permit a pplications and payments are to be sent directly to the West Springfield Board of Health by their designated deadline. Deadline for permit applications is thirty ( 30 ) days prior to the event. MDAR is not re sponsible for missed deadlines , which may res

4 ult in the inability to be a vendor in
ult in the inability to be a vendor in the Massachusetts Building . Details for p ublic h ealth r equirements can be found: http://www.townofwes tspringfield.org/health - department Insurance Requirements All exhibitors participating in the Massachusetts Building must, at their ow n expense, in a company rated A or better by A.M. Best and Company, provide the following insurance coverage: General Liability Insurance Bodily Injury/Property Damage – limits of $1,000,000.00 per occurrence Products/ Completed Operation – limits of $1,000,000.00 per occurrence Workers’ Compensation Insurance (if required) All policies must name the Commonwealth of Mas sachusetts as an additional named insured with respect to all operations in conjunction with the Massachusetts State Building/Massachusetts Department of Agricultural Resources. The duration of the additional names insured status shall be for the entire mo nths of August, September and through the first seven (7) days in October (August 1, 201 7 to October 7, 2017 ). All Certificates of Insurance must provide a thirty (30) day notice of cancellation or non - renewal to the Massachusetts Department of Agricultur al Resources. Rental fee, certificate of insurance and all applicable license or lease agreements must be received by the Department on the date designated on “Calendar of Important Dates” section of the document entitled: “ Massachusetts Exposition Buildi ng Exhibitor Application Form and Exhibitor Guidelines . ” In the event that an exhibitor fails to comply with the terms a nd conditions contained herein, “Operating Rules for Exhibitors ”, and/or in any other rules regarding the Big E, the Department may excl ude such party either before th e commencement of the Fair and/ or at any time during its operation. Applicants must comply with all applicable local, state and federal laws and regulations and the provisions set forth in the “Massachusetts Exposition Build ing Exhibitor Application Form and Exhibitor Guidelines” and “ Operating Rules for Exhibitors ” and at all times when in the Building . MDAR reserves the right to remove an exhibitor from the Building at any time in the event that an exhibitor fails to comp ly with the provisions of the “Massachusetts Exposition Building Exhibitor Application Form and Exhibitor

5 Guidelines” and “ Operating Rules
Guidelines” and “ Operating Rules for Exhibitors. ” Page 4 of 9 CALENDAR OF IMPORTANT DATES * Applicatio n Deadline (received by 4pm) Monday , March 1 3, 2017 N ew Applicant Presentation Day (at the Mass. Building) Friday , March 24 , 201 7 Snow Date: Friday, March 31, 2017 Announcement of Accepted Exhibitors by Friday , April 28 , 2017 Mandatory Exhibitor Meeting (at the Mass. Building) Friday , June 1 6 , 201 7 License Agreements signed and re turned to the Department by Tuesday , August 1 , 201 7 Move In/Set Up Sept. 5 – Sept. 14, 2017 Dates of the 201 7 Big E Fair Sept. 1 5 – Oct. 1 , 201 7 Rental Fee Due by Last Day of Fair Sunday, Oct ober 1 , 201 7 Clean Up/Move Out Monday, October 2, 2017 Additional Clean Up/Move Out time available by appointment October 3 – October 4, 2017 * Dates subject to change at the sole discretion of MDAR. COMPLETE APPLICATION CHECKLIST Applications missing any of the following items will be deemed incomplete and will not be considered.  Email a completed electronic application directly to katharine.robb@state.ma.us OR  Mail a completed and signed original copy of the application PLUS ten (10) additional copies to MDAR at the address on the application, attn: Katharine Robb  Submit a $100.00 deposit , checks made out to Commonwealth of Massachusetts, Massachusetts State Exposition Building Maintenance Fund  Submit p roof of Massachusetts business or non - profit (copies of tax returns are not valid and should NOT be submitted ) o Certificate of Good Standing or o Business certificate or o 501(c)(3) status or o Other non - profit designation  Optional: submit drawings, diagram s and/or photographs of proposed exhibit Please note: Certificate of Insurance as described in this document is not due at this time, but will be required upon submission of signed license agreement on August 1, 2017 if accepted. Page 5 of 9 Massachusetts Exposition Building Exhibitor Application Form Due by Monday, March 1 3, 2017 no later than 4:00 PM 2017 Big E Fair, September 15 – October 1 Submit by email to : katharine.

6 robb@state.ma.us OR Subm
robb@state.ma.us OR Submit by mail to : Massachusetts Department of Agricultura l Resources Attn: Katharine Robb 251 Causeway Street, Suite 500 Boston, Massachusetts 02114 Please complete all questions and provide as much detail as possible. Any application that does not contain ALL of the requested detailed information will be dee med incomplete and will not be considered. Business/Association /Agency : ____________________________________________________________ Contact Name: ________________________________________________________________________ Booth Manager Name (if differen t from main c ontact): __________________________________________ Mailing Address: ________________________________________________________________________ Business/Tax #: ________________________ or Tax Exempt # : ________________________ Phone: Cell: E - Mail: ______________________________ Website: ______________________________ Please check one: FOR - PROFIT NON - PROFIT GOVERNMENT AGENCY New Applicant ( check one ): YES NO Please note: A ll new ex hibitors must contact building management (617 - 626 - 1748) prior to submitting an application to schedule a meeting and tour of the Massachusetts Building. A new applicant that is not available to attend New Applicant Presentation Day on Friday , March 24, 20 17 will not be considered and the application shall be deemed incomplete. (Snow date: Friday, March 31, 2017) Returning Exhibitor – exhibite d in the Ma ss. Building in the 2016 fair ( check one ) : YES NO Applying for ( check one) : 1 7 day booth in side the Building Up to 10 days on the porch Separate application to participate as a one (1) day vendor on Military Day, Massachusetts Day or Harvest New England Day is available on the MDAR website at : http://www.mass.gov/eea/agencies/agr/markets/fairs/massachusetts - building.html Page 6 of 9 If you are applying for exhibit space on the porch, please indicate preferred dates (up to 10): Size of booth requested (100 sq. foot minimum - average size 10 ft. across x 10 ft. deep) _________________ Please indicate the utiliti

7 es and amenities that your exhibit will
es and amenities that your exhibit will require (check all that apply) : All work will require a State Approved Work Permit Plan. This work permit p lan will need to be approved by Building Management befor e any work can begin. More details will be provided if application is approved. Water /Plumbing Electricity, list appliances needed here: ________________________________________________ Phone hook - up (optional and at your own expense) Wireless internet (limited usage and may be at your own expense) Other , list other utilities and/or amenities here : __________________________________________ Please indicate if you anticipate requiring additional refrigeration/freezer space or storage space outside of your exhibit space (check all that apply) : Refrigeration (will be at your own expense)* Freezer (will be at your own expense) * Storage (possible cost associated with usage)* *If you request these services and your application is accepted, you will be required to participate in a subcommittee pertaining to refrigeration needs , freezer needs and/or storage needs . Company/a ssociation /agency mission : Please describe in detail the intended “message” of your exhibit and how you intend to convey that message. H ighlight any educational opportunities you will provide fairgoers. Page 7 of 9 Product/Service: Please d escribe in detail t he product(s), service ( s ) and/or informational material ( s ) that you plan to sell and/or distribute at your exhibit. List all items: Physical exhibit: Please describe in detail your anticipated exhibit design, concept, layout, fabrication material s and any ot her relevant display features. Optional: y ou may include drawings, diagrams, and/or photographs of your exhibit with your application. Applicants must also demonstrate that they are a Massachusetts entity that is registered and conduc ting business within the Commonwealth and proof of such of a Massachusetts established business or organization is required with the application, including a description of the entity and structure of the organization. Such proof may include a current Cert ificate of Good Standing

8 from the Secretary of the Commonwealth o
from the Secretary of the Commonwealth of Massachusetts or a business certificate from the city/town within Massachusetts in which business is conducted. DO NOT send copies of tax returns or other financial information that may inc lude personal information , as all applications are subject to the Public Records law. Non - Profit entities must include documentation, supporting papers that describe the structure of the non - profit organization when submitting application, including proof of 501(c)(3) status or other non - profit designation. Submit a copy of proof of Massachusetts business or organization as described above. Page 8 of 9 BOOTH OCCUPANCY CRITERIA, FEE SCHEDULES AND LICENSING AGREEMENTS: Check each box acknowledging understanding an d acceptance: Food and beverage products, hard goods and other products or services must be local (i.e., grown, produced, or manufactured in Massachusetts). Food and beverage products , hard goods and other products or services (other than commodity rel ated associations) sold in the Building must be available commercially on a regular basis in Massachusetts (i.e. year - round availability online or in - store , not just during the Big E). Exhibitors must enter into a Licensing Agreement or Lease Agreement, if applicable, with MDAR by Tuesday, August 1, 2017 . The License Agreement must be in affect before any exhibitor can enter the Massachusetts Building for the purpose of preparing their a ssigned booth space for the 2017 Big E Fair. L icensing, sub - licen sing, leasing, and/or sub - leasing any or part of booth area without approval of the Building Manager is prohibited. Any applic ant that fails to enter into a licensing or lease agreement with MDAR will not be allowed as an exhibitor in the Massachusetts Building during the Big E. Booth space inside the Building is for the entire seventeen (17) day fair, unless special arrangements have been made beforehand with the Building Manager. Booth space located on the side porches in the front of the Building may be l icensed for a maximum of 10 days per exhibitor not including participation on special theme days which may include: Massachusetts Day and/or Harvest New England Day. Based on demand for porch space, Building Management may not be able to fulfill t otal

9 day request for those wanting to exhibi
day request for those wanting to exhibit on the Building porch. Exhibitor Fee Schedule : For Profits Non - profits Hard goods (non - food) $ 25 / sq. ft. $ 15 / sq. ft. Food and/or Beverage $ 30 / sq. ft. $ 20 / sq. ft. Non - Profit “Education Only” booths that do not sell any food, beverage or hard goods at the exhibit booth and that only provide an educational opportunity will only be responsible for paying the $100.00 deposit. Rental fee (minus $100.00 deposit) is due i n full by the last day of the Big E (October 1, 2017). Any payments made after October 1, 2017 will be assessed a $25.00 late fee per day. Exhibitors not in compliance may have their application denied the following year. Page 9 of 9 ALL APPLICANTS MUST SI GN AND COMPLETE THE FOLLOWING. I believe the above to be an accurate and true description of my proposed exhibit area. I understand that the decision of the Massachusetts Building Advisory Committee and the MDAR will be based upon the content of this app lication. I understand any proposed changes to this application after submission to MDAR are subject to review before being approved. I have read, understand , and agree to the above statements and to all provisions in the above “Massachusetts Exposition Building Exhibitor Application Form and Exhibitor Guidelines ” and “ Operating Rules for Exhibitors. ” Acknowledgement Please type your First and Last Name Date I understand that checking this box c onstitutes a legal signature confirming that I acknowledge and warrant the truthfulness and accuracy of the inform ation provided in this document and hereby agree to be bound by the terms and conditions set forth herein. Signature ( if printed out and s ubmitted by mail ) : _________________________________________________ Printed Name: Title: Business/Association Name: Phone: FOR OFFICE USE ONLY  Date rec’d:_______________  Emailed completed pdf application -- OR --  M a iled completed/s igned original (1) PLUS t en (10) additional copies  $100.00 deposit  Proof of Mass. business/organizat