ZETA PHI BETA SORORITY, INCORPORATED
2022 GRAND BOULÉ EXHIBITOR PROSPECTUS OFFICIAL PLANNING & APPLICATION GUIDELINES J U LY 18 - 2 4 , 2 0 2 2 P H I L A D E L P H I A , P E N N S Y LVA N I A
Exhibitor Opportunities
The 2022 Grand Boulé will feature an opportunity for attendees to purchase personal souvenirs and gifts in-person at an international convention for the first time in quite some time! Thousands are expected to gather in Philadelphia, Pennsylvania. Zeta Phi Beta Sorority, Incorporated encourages all attendees to patronize our licensed vendors for keepsakes that will be treasured for a lifetime!
WHY ATTENDEES VISIT EXHIBITS?
78%
45%
To evaluate & compare specific products
To see new products
100%
To shop for unique gifts
95%
To increase personal knowledge
VENDOR EXPO EXHIBIT RATES
$2,000
SINGLE BOOTH +$1,600 for each additional booth
$500
Non-Profit Organization/ Agency
$600
Regional Booth
$750
National Candidates NOT exhibiting with a Regional Booth
IMPORTANT DATES EXHIBIT MOVE-IN Tuesday, July 19, 2022 8:00 a.m. – 5:00 p.m. Installation – All exhibits must be installed, and crates removed by 11:00 a.m. on Wednesday July 20, 2022
EXPO SHOW DATES Wednesday, July 20, 2022 12:00 p.m. - 9:00 p.m. Thursday, July 21, 2022 9:00 a.m. - 7:00 p.m. Friday, July 22, 2022 9:00 a.m. - 6:00 p.m. Saturday, July 23, 2022 9:00 a.m. - 6:00 p.m.
EXHIBITOR FAST FACTS AND INFORMATION VENUE Pennsylvania Convention Center 1101 Arch Street, Philadelphia, PA 19107
EXHIBIT MOVE OUT Sunday, July 24, 2022
9:00 a.m. - 6:00 p.m. Exhibitors may begin packing at 6:00 p.m. on Saturday evening. Only exhibitors are allowed in the hall during installation and dismantling.
SHOW COLORS Royal Blue and White
APPLICATION DEADLINE
A P P L I C AT I O N
EXHIBITOR REGISTRATION
QUESTIONS CONTACT: Dr. Portia E. Ellis, National Vendor Director Telephone: (662) 418-4680 Email: vendors@zphibgrandboule.org
June 15, 2022
Located at Registration Desk, hours are the same as for convention attendees.
EXHIBIT PACKAGE INCLUDES: • Standard 10 x 10 booth • 8’ high color back drape & 3’ high side drape • 7” x 44” ID sign • One 6’, 30”high by 30” wide skirted table and two chairs • One wastebasket • Security
PLEASE READ THE FOLLOWING INFORMATION C AREFULLY. YOUR SUBMISSION OF THE ONLINE EXHIBIT APPLIC ATION AND CONTRACT INDIC ATES YOUR ACCEPTANCE OF ALL TERMS AND CONDITIONS
APPLICATIONS AND PAYMENT Applications must be completed via the application website in full and must be submitted with the entire payment of fees for the desired space. No verbal commitments or paper applications will be accepted. Full payment via the web link must be submitted for your application to be processed. Each booth for the 2022 Grand Boulé is $2,000. Exhibitors who desire more than one booth space must submit an additional $1,600 for each additional booth space. The additional booth space(s) must be connected to the primary booth space. APPLICATION DEADLINE The deadline to apply for exhibit space is June 15, 2022. ASSIGNMENT OF SPACE Priority for space assignment will be based on the order in which applications are received and availability of space requested. Applications for exhibit space must be completed and payment for the entire amount of your exhibit booth must be submitted before space is assigned. No telephone requests will be accepted. VENDOR LICENSE AGREEMENT You must be a licensed Vendor of Zeta Phi Beta Sorority, Incorporated to exhibit. You must display a copy of your license in full view hanging from the bottom of your booth signage. Persons, companies, or organizations that have not contracted with Zeta Phi Beta Sorority, Incorporated to occupy space in the exhibit hall will not be permitted to display or demonstrate products, processes, services,
solicit orders, or distribute advertising materials in any venue where the Sorority has a contract. As an official exhibitor, you are not permitted to sublet space. OFFICIAL EXHIBITS All official exhibits will be assigned by Zeta Phi Beta Sorority, Incorporated and located in the Exhibit Hall. CANCELLATION/REDUCTION OF SPACE Notification of booth space cancellation or reduction of booth space must be in writing and received by the Executive Director before the dates listed. Any cancellation or reduction of booth space for any reason is subject to the following refund schedule and terms: If canceled prior to May 31, 2022, all but 60% of the exhibit fee will be refunded. If canceled after May 31, 2022, the entire exhibit fee will be forfeited. The date we receive your notice of cancellation will be the official cancellation/reduction date. EXPOSITION CANCELLATION It is mutually agreed that in the event the 2022 Grand Boulé is canceled due to a disaster, public health crisis, strike, government regulation, civil disobedience, or cause which would prevent its scheduled opening or continuance, then and thereupon this agreement will be terminated and Zeta Phi Beta Sorority, Incorporated management shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of expenditures and commitments already made. SUBLETTING AND SHARING The subletting, assignment or apportionment of the whole or any part of the booth space of an exhibitor is prohibited. No exhibitor may permit any other party to exhibit any goods other than those manufactured or handled by the contracting exhibitor in his/her space nor permit the solicitation of business by others within the space. HOTEL ACCOMMODATIONS Hotel Information will be provided to confirmed, registered exhibitors only. EXHIBITOR SERVICE KIT Options for the rental of furniture and other special materials will be forwarded to each exhibitor via email as your exhibit space is confirmed.
APPLICATION Deadline to submit Application - June 15, 2022
UTILITIES/AUDIOVISUAL/EQUIPMENT/FLORIST Electricity, telephone, audiovisual equipment, computers and floral will be available for rental by exhibitors. Options will be forwarded, via email, upon confirmation of the exhibit space. STORAGE OF CRATES AND BOXES Proper identification and tags will be available at the Exhibitor Service Desk. Empty crates and boxes will be removed from the show floor and will not be accessible during the show. Crates and boxes cannot be stored under or behind booths. Limited storage space will be available on the show floor, therefore managing inventory is crucial. INSTALLATION AND DISMANTLING Installation Hours Dismantling Hours Tuesday, July 19, 2022 Sunday, July 23, 2022 8:00 a.m.- 5:00 p.m. 8:00 a.m.- 6:00 p.m. All exhibits must be installed, and crates removed by 11:00 a.m. on Wednesday, July 20, 2022. Any exhibit not installed by 11:00 a.m. on Wednesday, July 20, 2022, will be forfeited and crates and boxes will be removed at the exhibitor’s expense. No exhibit may be installed after the exposition opens. The exhibit hall shall be clear of all exhibitor personnel and their contractors by 6:00 p.m. on Sunday, July 24, 2022, without exception. LABOR REGULATIONS Every effort is made to minimize the exhibitor’s costs to install an exhibit on the show floor. We will follow the practices of the nation’s building trades and union labor must be used where applicable. To avoid any misunderstanding in advance or at the show, contact us for additional clarification. Options for Union Labor will be forwarded via email to confirmed exhibitors. However, to assist you in planning for your participation you should understand that union labor will be required for certain aspects of your exhibit handling. In general, the union is responsible for all set-up and dismantling of exhibits including signs and laying of carpet. This does not apply to the unpacking and placement of your merchandise. Certain restrictions apply however if your exhibit requires construction, or installation, or the use of power tools. Should you require union labor to install and dismantle your exhibit, you may provide your company personnel to work along with a union installer on a one-to-one basis. In addition, union personnel are required for all material handling equipment, all unloading and reloading, and handling of empty containers. Any exhibitor may move the material that is hand carriable by one person, without the use of dollies, hand trucks or other mechanical equipment.
TIPPING You are strictly prohibited from providing gratuities of any kind(cash, gifts, or services) to any general service contractor employee (union or non- union). Freeman employees are paid appropriate wages denoting professional status, therefore tipping of any kind is not allowed. Should you require the services of a hotel bellman to take your boxes to your room, it is customary to tip the bellman $5 per box. The bellman may only take merchandise, packages, etc. from the hotel lobby to the guests’ room. The Bellman MAY NOT transport freight, boxes, packages, merchandise, etc. into the exhibit hall. EXHIBITOR APPOINTED CONTRACTORS (EAC) Exhibiting companies who plan to use the services of a display house/ service firm for supervision must abide by the following: The exhibitor shall notify Zeta Phi Beta Sorority, Incorporated in writing by June 15, 2022, with the names and complete contact information of the persons who will be handling your exhibit. The contractor you select must furnish a copy of an insurance certificate to Zeta Phi Beta Sorority, Incorporated in the amount of $2 million liability to include property damage no later than June 15, 2022. The certificate must indicate full coverage for installation days, show days, and dismantling days. Upon arrival at the exposition site, the EACs must check in with show management to receive work/labor badges that will allow them access to the show floor. Work badges must be visible at all times and are valid for installation and dismantle days only. EACs may not solicit business on the exhibit floor at any time.
EACs must cooperate with the “official” designated contractors and show management especially by not interfering with the sufficient use of an official contractor’s workers. EACs may not set up a service desk in any area. SHIPPING, FREIGHT AND MATERIAL HANDLING SHIPMENTS RECEIVED AT WAREHOUSE Freeman Decorating Services will begin receiving advance freight shipments on June 17, 2022. They will store it and deliver it to your booth and return it from your booth at the close of the Boulé. Only shipments of crates, trunks or skids may be sent to the warehouse. There is a fee associated with shipping directly to the warehouse and it is based on weight. Materials shipped directly to the convention center will be assessed a per box fee, plus drayage, plus a surcharge fee from the convention center. You are advised to send your shipments directly to Freeman for warehousing and delivery. This will ensure that your packages arrive in a timely and efficient manner. FYI: Banner Installation (Limited to certain areas) $125 and up depending on the size of the banner. Price also includes removal. ALL SHIPMENTS All rates include pick-up, storage during the convention, and return of materials to the exhibitor’s booth at the completion of the convention. A complete plan will be available to exhibitors including receiving and storing of shipments for up to 30 days in advance of the set-up date as well as, for outgoing shipments. All shipments must be prepaid and should be made on straight bills of lading. Bills of lading should be addressed in a manner identical to exhibit material. Correct weights should be provided; otherwise, receivers’ estimated weight will prevail. Special instructions regarding material handling will be provided from Freeman.
Deadline for Receipt of Materials: Friday, July 8, 2022 Late fees at the exhibitor’s expense. Exhibiting Company Name & Booth # Zeta Phi Beta Sorority, Inc. Grand Boulé C/O Freeman9820 Blue Grass Road Philadelphia, PA 19114 Materials shipped directly to the convention center may be assessed a per box fee. Materials will be charged the prevailing rate for processing, storage, and package weight. Zeta Phi Beta Sorority, Incorporated will not be responsible for or accept materials shipped directly to the convention center. EXHIBIT HALL INFORMATION ADMISSION Exhibitors wearing badges may enter the exhibit hall one half hour prior to the scheduled opening time each day. Exhibitors may remain in the hall one half hour after the close of the exposition each day. BADGES Exhibitors are required to register in advance to avoid on-site delays. Since badges may not be shared, the names submitted are to be for the actual personnel working in the booth. Only those representatives listed on the Exhibitor Application will be allowed to register on site and granted access to the Exhibit Hall. Therefore, it is essential that you submit the names of your booth personnel on your Exhibit Application. Badges are not to be assigned or issued to anyone other than the personnel working for the exhibiting company. Each company will be issued no more than three (3) badges per booth. Badges are not to be obscured by business cards or other items. Badges remain the property of Zeta Phi Beta Sorority, Incorporated and must be relinquished upon request. AMERICANS WITH DISABILITIES ACT Each exhibitor shall be responsible for compliance with the American with Disabilities Act within his or her assigned exhibit space. FIRE REGULATIONS All Fire Department regulations, as well as regulations and standards imposed by the local Fire Marshal, must be observed and, when necessary, booths must be modified to meet requirements. All materials used in the exhibit hall must be flame proof and fire resistant in accordance with the regulations established by the National Association of Fire Underwriters. Crepe paper, corrugated paper, or any flammable product will not be permitted.
Display racks, signs, spotlights and special equipment must be approved before use, and all displays are subject to inspection. Any exhibits or parts thereof found not to be in compliance with fire regulations may be ordered dismantled. All aisles and exhibits must be kept clear at all times and the fire stations and fire extinguisher equipment are not to be covered or obstructed. MODELS Zeta Phi Beta Sorority, Incorporated expects exhibitors to use prudent judgment when using live models. Professional dignity and discretion should be observed at all times. The use of minors as live models is prohibited. Models contracted to assist with demonstrations in an exhibitor’s booth may not wear tight fitting or other inappropriate garments, such as leotards, t-backs and short shorts. NO SMOKING It is the policy of the Sorority that the use of tobacco products is strictly prohibited in all areas of the convention and exhibit hall (including set up and dismantle of exhibits) except in designated areas. All exhibitors are expected to contribute to the overall professional and congenial environment of the Grand Boulé. As such, Zeta Phi Beta Sorority, Incorporated reserves the right to make judgments to these and any other policies at any time regarding conduct that detracts from the environment. Exhibitors must wear their badges at all times in the exhibit hall during installation, exhibit hours and dismantle, and conduct themselves and wear attire consistent with the professional decorum of the meeting. The conduct of all exhibitors is subject to the approval of Zeta Phi Beta Sorority, Incorporated, which reserves the right to require modification of any exhibit, which, in its opinion, is not appropriate to its national convention. Electrical or other mechanical apparatus must be muffled so that any noise does not interfere with other exhibits. The Sorority reserves the right to determine at what point sound constitutes interference with others and if it must be discontinued. All booths must be constructed or arranged to accommodate their visitors within the booth area. Aisles must be kept free of obstructions. No canvassing or distributing of advertising matter outside an exhibitor’s own booth is permitted. No person, firm or agency that is not an official exhibitor may display or demonstrate products or services, solicit orders, or distribute advertising material within the exhibit hall. Official exhibitors must confine practice of these activities to the exhibit hall and within the confines of the rented booth space.
Any space that has not been claimed and occupied, unless special arrangements have been made prior to 7:00 a.m. on July 20, 2022, may be resold or reassigned by Zeta Phi Beta Sorority, Incorporated without obligation on the part of the Sorority for any refund. Booths must be staffed at all times during exhibit hours. The packing of equipment, literature, etc., dismantling of exhibits will not be permitted until the official moveout time on Saturday, July 23, 2022, at 6:00 p.m. All material must be packed and removed from the exhibit area by 6:00 p.m. on Sunday, July 24, 2022. No exhibitor may enter another exhibitor’s booth without permission, nor should personnel block access from another exhibitor’s booth. Photographing or examining another exhibitor’s booth or equipment is forbidden. Photographing and videotaping of your own booth for purpose other than public broadcast is permitted only before or after exhibit hall hours and is limited to one hour. Security arrangements for such activities will be at the exhibitor’s expense and a written request must be submitted prior to start of the convention. Exhibit signs are permitted only within the confines a booth. The sorority shield and other trademarks are the exclusive property of and trademarked by Zeta Phi Beta Sorority, Incorporated. It may not be used in any way,
i.e., promotional literature, giveaways, etc. by anyone else for any purpose without specific written approval from the Sorority. Non-Alcoholic beverages are permitted in the exhibit. No other food products are permitted unless they are the products being promoted at the exhibit or if they are used to demonstrate the company’s product. Alcoholic beverages are not permitted in the exhibit hall at any time during the convention. Requests for drawings, lotteries, and raffles must be submitted in writing for approval thirty (30) days in advance of the convention. The prize or award resulting from the drawing must not be such that it will not take the winner(s) away from the meeting during official educational or exhibit hours. Live performances or the use of magicians, puppet shows, fortune-tellers, robots, dancers, mimes, balloons or other entertainment is not permitted. Zeta Phi Beta Sorority, Incorporated will bear no liability for personal injuries, whether suffered by an exhibitor, its employees, its contractors, agents, or business invitees. The Sorority will also not assume liability for loss or damage to the property of an exhibitor, its employees, its contractors, agents, or business invitees, regardless of the cause unless such injury or damage results from, or is caused by, the negligence or wrongful acts of Zeta Phi Beta Sorority, Incorporated. Each exhibitor in making application for space, agrees, to protect, indemnify and hold harmless Zeta Phi Beta Sorority, Incorporated from any and all claims, liability, damages or expenses asserted against them or incurred by them as a result of, or in connection with, any loss of or damage to property, or injury to persons resulting from, arising out of, or in any way connected with the negligence or wrongful acts of the exhibitor or its agents, servants, or employees.
Zeta Phi Beta Sorority, Incorporated shall in no event be liable to an exhibitor for any lost business opportunities or for any other type of direct or consequential damages alleged to be due from a breach of the agreement. It is understood and agreed that the sole liability of Zeta Phi Beta Sorority, Incorporated to the exhibitor for any breach of the agreement shall be for the refund of all amounts paid by the exhibitor pursuant to the agreement, as an exclusive remedy. SALES TAX It is the responsibility of the Exhibitor to collect sale tax and ensure that it is paid to the Office of Tax and Revenue. Please visit www.revenue.PA.gov for more information. COVID-19 PRECAUTIONS To promote safety and well-being, the 2022 Grand Boulé will require all persons attending to be “Fully Vaccinated” for COVID-19 prior to participating inperson at the 2022 Grand Boulé. Before you attend the 2022 Grand Boulé, you will be required to sign a COVID-19 Safety Acknowledgment Liability Waiver And Release Of Claims Form and provide proof of vaccination status. As part of the registration approval process, you will read and electronically sign the COVID-19 SAFETY ACKNOWLEDGMENT -- LIABILITY WAIVER AND RELEASE OF CLAIMS and upload your vaccination document. All persons attending will also be required to wear face masks indoors except when eating or drinking in designated areas. Please note: Boosters are recommended but not required to be “fully vaccinated” (unless you work in healthcare); and Cloth masks are not acceptable - surgical and KN95 masks only.
VACCINATION UPLOAD After submitting your application, register as an Exhibitor/Vendor to upload your proof of vaccination
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