Exhibitor Terms and Conditions

Wainwright and District Chamber of Commerce Expo

Agreement Acknowledgement

By registering as an exhibitor, the Exhibitor acknowledges that they have read, understood, agreed to, and will abide by all terms and conditions set forth in this contract between the Exhibitor and the Wainwright and District Chamber of Commerce (“Management”).

Pricing, Payment, and Reservation

• Early Bird Pricing provides a 10 percent discount on the rental space only and is valid until 11:59 pm on February 28, 2026.
• Booth selection and reservation are valid only upon receipt of full payment and a signed contract.
• No exhibitor will be permitted to occupy exhibit space until payment has been made in full.
• If a space remains unoccupied two hours prior to the opening of the Show, Management may rent or use the space without obligation of refund.

Booth Assignment and Allocation

• Management may be unable to assign the specific booth requested.
• In such cases, Management will advise the Exhibitor of alternate available space.
• When multiple exhibitors request the same space, allocation will be granted to the first exhibitor to submit full payment.
• Management reserves sole and absolute discretion to assign or reallocate exhibit space.

Cancellation Policy

• Cancellation must be made in writing.
• Written notice must be received by Management no later than March 31, 2026.

Move-In, Setup, and Teardown

Exhibitors must observe all Management rules, directives, and fire regulations.

Move-In Schedule

• Thursday, April 23: Large displays and vehicles permitted from 4:00 pm to 8:00 pm.
• Friday, April 24: Setup permitted from 8:00 am to 1:00 pm. Exhibitors must be fully set up by 3:00 pm. Loading bay doors close at 1:00 pm. No exceptions.
• Saturday, April 25: Exhibitors must be fully set up by 9:30 am.

Early Leaving Policy

Any exhibitor dismantling displays prior to 4:00 pm on Saturday, April 25 may, at Management’s discretion, be barred from future trade shows.

Inspection and Compliance

Management or its authorized representatives may enter and inspect exhibit spaces at any time. Exhibitors agree to comply with all directives and rules issued by Management.

Use of Booth Space

• Exhibitors may display only products listed on their application.
• Assignment, transfer, or subletting of space is prohibited.
• No more than two firms may exhibit in a single space without Management approval.
• Only merchandise actively displayed or for sale may be stored in the booth.
• Booths must be maintained in a clean, neat, and orderly condition at all times.
• Noise, odor, dust, smoke, litter, safety hazards, or objectionable operations are prohibited.
• Food or beverage preparation or service is prohibited without written Management approval.

Security, Liability, and Indemnification

• Management will provide reasonable security measures but assumes no liability for loss or damage.
• Exhibitors agree to indemnify and hold harmless Management from all claims, damages, or expenses arising from exhibitor actions or negligence.
• If removal or eviction of an exhibitor becomes necessary, no refund will be provided.

Damage and Property Responsibility

No damage may be caused to booths, buildings, or facilities. Exhibitors are financially responsible for all damages caused to:

• The Peace Memorial Multiplex
• Equipment leased by Tent Guys
• Property provided by the Wainwright and District Chamber of Commerce

Display Guidelines and Good Neighbor Policy

• Displays may not exceed 4 feet in height within the first 5 feet of the booth.
• Displays up to 8 feet in height are permitted in the rear 5 feet of the booth.
• Table exhibitors may only use tabletop displays with no backdrops.
• Tabletop displays may not exceed 3 feet in height.
• Exhibitors must ensure displays do not obstruct visibility of adjacent booths.

Staffing and Conduct

Exhibitors must staff their booth during all show hours. Management may alter, remove, or expel exhibits or personnel deemed objectionable or disruptive.

Badges and Access

Each booth includes two complimentary exhibitor badges. Additional badges may be purchased for $2.00 each, up to a maximum of five badges per booth.

Show Participation and Exclusivity

• The Expo is a non-juried show.
• A maximum of three businesses of similar nature will be accepted on a first-paid basis.
• No refunds will be issued due to the presence of similar exhibitors.

Rules, Enforcement, and Termination

• Exhibitors agree to comply with all rules adopted by Management.
• Management retains final authority in rule interpretation and enforcement.
• Failure to comply may result in cancellation of this contract without refund.

Check-In and Insurance

Exhibitors must check in and collect their Exhibitor Package prior to setup. Exhibitors are solely responsible for obtaining and maintaining insurance coverage.

Photography and Media Use

Management reserves the right to photograph and videotape the event. Images and recordings may be used for future promotional purposes.

Force Majeure and Show Cancellation

Management may cancel the Show or this contract if the event becomes impractical or inadvisable. Such cancellation shall not constitute a breach of contract.

Final Acknowledgement

By submitting registration and agreeing to the terms, the Exhibitor confirms full acceptance of all conditions outlined above.