ENYCAR AUTO SHOW EXHIBITOR
RULES AND REGULATIONS AGREEMENT
“IN CONSIDERATION OF THE PROVISION OF EXHIBIT SPACE TO THE EXHIBITOR BY SHOW MANAGEMENT (ENYCAR, INC.) FOR THE AGREED FEES, FOR THE AUTO SHOW AS INDICATED ON PAGE 10, EXHIBITOR AGREES TO FOLLOW AND ABIDE BY THE FOLLOWING SHOW RULES AND REGULATIONS, AND FURTHER AGREES THAT THESE RULES AND REGULATIONS ARE INCORPORATED BY REFERENCE IN ANY SPACE AGREEMENTS FOR THE SHOW.”
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1. EXHIBITOR SPACE
a. TABLE BOOTH SET UP: Includes an approximate 10’ x 10’ booth with a skirted 6’ table, 8’ backdrop and 3’ sides, an exhibitor identification sign (approximately 7” x 44”) and two chairs.
b. VEHICLE BOOTH SET UP: Vehicle booths include approximately a 10’ x 20’ space for one vehicle or accessories, a skirted 6’ table, two chairs, and an exhibitor identification sign or table top sign.
c. MANUFACTURER VEHICLE SPACE: Space size (or number of vehicle spaces) as specified in space confirmation document. Also includes a 6’ skirted table, large, upright manufacturer banner, and an exterior vehicle cleaning service each day (can opt out of this added service), once the vehicle is set up and initially cleaned at move-in by the dealer.
2. EXHIBITOR PAYMENT AND CONTRACT: A signed contract and payment IN FULL must be received 90 days prior to show move-in. Cancellations within 90 days of the event are non-refundable. Space confirmations are based upon approval by the Trade Show Committee and they reserve the right to limit the number and type of exhibitors, based on available space, product, or service offered and how it will enhance the show, and past history/references. Within 90 days of the show, contracts must be accompanied by payment in full, and if committing to space within 30 days of the show, payment must be by cash or money order, prior to move-in. No exceptions!
3. MOVE-IN
a. For special vehicle or display installation and transportation, please make prior plans with your exposition company and contact the show decorator. The show facility will not accept any on-site deliveries, allow any crate storage or provide labor.
b. Exhibitors must adhere to all show rules and security procedures during move-in, show hours and move-out. Any violations of these rules can result in a vehicle not being allowed into the show or taken out of the show, with no refunds (for example, a vehicle enters with more than a ¼ tank of gas).
c. Exhibitors must adhere to all show schedules, including move-in and out times, unless prior arrangements have been made with show management.
Exhibitors must check in with show staff upon move-in to review their space and ensure that the exhibits are properly set up for the show. Each
exhibitor is also responsible for checking with ENYCAR staff after set up
and prior to leaving the move-in. Labor charges will apply if show staff is required to move displays, disconnect batteries, move vehicles, etc.
d. Show Management reserves the right to alter the location of the exhibitors or booths as shown on the official floor plan, if deemed in the interest of the exposition, and no space assignment shall be considered a guarantee of location.
4. DURING THE SHOW
a. All exhibitors must have staff, exhibits and materials ready at the opening of the show, maintained and kept intact until the end of the show, and not interfere with or block other exhibitors or the show walkways.
b. All exhibitors are responsible for any applicable parking fees associated with the show. During the show, exhibitor staff should consider carpooling or being dropped off to avoid parking fees.
c. All exhibit space must be staffed during all show hours. Allocated space or locations will be jeopardized in the future if areas are not manned during all hours of the show. Dismantling or removal of displays or exhibits is not permitted prior to the announced closing time on the final day of the show, and penalties fees of $250, as well as loss of space priority in future shows, will result from any attempt to take down a display or exhibit before the official close of the show. Vehicles should be unlocked and open for viewing during all show hours.
d. Exhibitors are responsible for cooperating with show management during all hours of the show. Show Management reserves the right to change any rule or regulation accordingly in the best interest of the show.
e. Exhibitors are prohibited from recording or videotaping any portion of the show without first having received written pre-approval from ENYCAR and the facility. There is a location fee to be paid to the facility for any commercial video, still photography or commercial advertising production at the facility before, during or after the show. Penalties can occur if this is done without pre-approval.
f. No subletting of exhibitor space is permitted without prior written approval of Show Management, which may be withheld for any reason. Subletting or reassigning of space is usually only permitted for charitable groups associated with the exhibitor.
g. There is an available storage room for a limited amount of show materials, such as brochures, computer equipment, etc. This area cannot be used for storing any display crates or larger materials. Arrangements for this limited storage must be made prior to the show with ENYCAR. Storage
of larger items may be arranged with the show decorator at an additional
charge. The key for the storage room can be obtained at the ENYCAR
information booth. Show Management is not responsible for any items
stored, and all items remain the sole responsibility of the exhibitor at all
times. Storage, and movement into or out of storage, is at the exhibitor’s own risk.
h. There is absolutely no smoking allowed in any area associated with Auto Show use.
5. SPACE RESTRICTIONS
a. All exhibits must be capable of standing by themselves, and no supporting wires from the ceiling will be permitted. Displays or other manufacturer items cannot block another exhibitor’s area or any show walkway.
b. The distribution of promotional materials is limited to the exhibitor’s space and business as approved.
c. Partitions between exhibitors or displays used as partitions may not block the visual site of another exhibitor.
d. Consistent, 10 foot walkways must be maintained throughout the show. In addition, the 10 foot walkway must also be maintained from floor to ceiling. All vehicles, signs or displays must also be 10 feet away from all kiosks, artwork, or similar typed items.
e. Exhibits cannot be placed within: 10 feet of any glass doors, 15 feet of stairs, or 15 feet of entrances to offices and businesses, and cannot block any doorways, stairs or fire exits.
f. Additional carpeting can be used in exhibitor areas, but must lay flat and not create a trip hazard.
6. FOOD SERVICES: No substantial food products (bigger than a snack) can be distributed or brought in to the auto show facility, unless they are provided by the facility’s food provider. Food is available for purchase up until the last hour of the show each day.
7. LOCAL, STATE AND FEDERAL COMPLIANCE: Exhibitors must comply with all local, state and federal laws in effect during the show, including the posting of any required licenses, permits, or sales tax certificates, and must comply with any regulations or restrictions from the show facility.
8. ADDITIONAL SERVICES: All exhibitors are responsible for the costs and contracts associated with additional show services, such as labor, phone service, drayage, etc. These services can be contracted through either the show’s service contractor, Clifton Park Convention Services, or the show facility itself.
9. SECURITY: ENYCAR will provide limited security officers for the show,
although it will not assume any responsibility for losses, theft, or damage to exhibits or materials. Any insurance for exhibits or materials is the full responsibility of the exhibitor. Additional overnight security can be contracted through the facility at an exhibitor’s expense. Stanchions or other deterrents can also be rented from the show’s decorator.
10. CLEANING: ENYCAR will provide general housekeeping for the show (as provided by the facility), although exhibitors are responsible for keeping their exhibitor space clean and in an orderly manner.
11. LIABILITY: Exhibitor agrees to indemnify and hold harmless the Eastern New York Coalition of Automotive Retailers, Inc. (ENYCAR), its employees, agents and show staff against any claims, suits, expenses, or losses as a result of actions of any kind connected with the auto show, including, but not limited to individual acts of dealership employees or exhibitor employees that result in damage to persons or property during the event. ENYCAR assumes no liability or responsibility for any loss, theft, or damage. It is the exhibitors’ responsibility to provide their own insurance coverage for vehicles, exhibits, materials, etc. Exhibitor shall, at its own expense and as a material part of this Agreement, obtain adequate insurance to cover its exhibit against damage and loss, and public liability insurance against injury to the person and property of others. This insurance shall name ENYCAR, Inc. as an additional insured.
12. SHOW CANCELLATION: In the event of a show cancellation by ENYCAR, ENYCAR will have no liability to exhibitors beyond the prorated return of all deposits or payments after deduction for reasonable expenses, and ENYCAR shall assume no liability for early closings or cancellations due to weather, labor activity, boycotts, terrorism, or other acts beyond the control of ENYCAR.
13. DRAWINGS & GIVEAWAYS: Any kind of drawing, contest, or giveaway held by an exhibitor must be pre-approved by ENYCAR, adhere to any local, state or federal laws or regulations, display a complete list of the rules and regulations, and have the name, address and phone number clearly posted of the business conducting the contest, drawing, or giveaway.
14. CANVASSING/DISBURSEMENT OF MATERIALS: No canvassing, soliciting, entertaining, or distribution of literature or other materials will be permitted in any other place than the assigned exhibit space. Show Management will not permit non-exhibitors to canvas, solicit, hold conferences or distribute literature or other promotional devices.
15. SIGNAGE: All exhibitor signage must be of professional quality. Show Management may, in its sole discretion, remove any sign that is deemed to be in conflict with show policy, or deemed to be unprofessional in appearance or inaccurate or misleading to the public.
16. PUBLICITY: By participating in the show, all exhibitors agree to Show Management’s use of photos, videotapes, etc. of exhibit space and exhibitor staff for promotional and informational purposes for the current show and future advertising.
17. SOUND: The operation of sound equipment of any kind is subject to prior written consent of Show Management, which may be withheld if it is deemed, in Show Management’s sole discretion, to interfere with other exhibits or be in conflict with show policy. Show Management reserves the right to require reduced volume levels of any sound equipment or P.A. system, or to remove the equipment, even if previously consented to, if it is deemed to be interfering with another exhibit space, or is being used in conflict with show policy.
18. MOVE-OUT
a. Exhibitors must remove all portions of their exhibit immediately following the move-out.
b. If portions of the exhibition area are not vacated by exhibitor at the end the show, Show Management is authorized to remove from said area at the expense of Exhibitor property of any kind or description which may be then occupying any part of the exhibition area. Show Management shall not be liable for any damages or loss which may be sustained by reason of such removal and Show Management shall be expressly released from any and all claims for damages, expenses or costs of any kind.
19. SPECIFIC RULES FOR EXHIBITORS WITH VEHICLES:
a. PRIOR TO THE SHOW: Every manufacturer’s Team Captain or authorized representative must sign a space confirmation, which includes a financial commitment on their dealership’s, the participating dealerships’ or the manufacturer’s behalf. For billing purposes, a show bill can be divided and billed directly to the participants or the manufacturer, but ENYCAR must be notified and a financial commitment form must be signed by all parties. When the financial commitment forms are signed and provided to ENYCAR, this relieves the Team Captain’s dealership of having full responsibility for payment in cases where another payor is involved. Vehicle exhibitors, other than dealerships or manufacturers, must also sign an exhibitor booth contract.
b. MOVE-IN/DURING SHOW
i. Each exhibitor is allowed to include one “manufacturer-certified, pre-owned vehicle” in the show (within their space allocation), which must be clearly marked as such.
ii. All vehicles will enter and exit from the designated area only and must remain in place for the duration of the show.
iii. All drivers must carry picture identification and all vehicles are subject to search.
iv. Armor-All or similar type protectant product use is absolutely prohibited. These products cannot easily be removed from the floor and can pose a serious liability risk.
v. Vehicles must enter with and maintain less than 1/4 tank of gas or 5 gallons of fuel, whichever is less. There will be a minimum charge of $50 per vehicle for any vehicle that shows up with more than ¼ tank of gas and ENYCAR will not guarantee re-entry if a vehicle must be pulled from the move-in schedule in order to use up fuel, and there is no refund available for the space.
vi. After vehicle entry and placement, every vehicle's battery must be disconnected, the cable taped to avoid contact and the hood left open for a fire safety officer to inspect. Exhibitors are responsible for bringing their own tools to do this. Labor charges will apply if the exhibitor fails to do this or viii., below.
vii. Fire safety officials will be present for the duration of move-in to ensure compliance with fire safety rules.
viii. All gas caps must be either locked or taped.
ix. An extra set of keys for every vehicle will be collected from the first driver of each manufacturer during move-in. If the only sets available are the ones in the vehicles, a driver’s license will be collected and returned upon receipt of all car keys for that manufacturer.
x. All show vehicles will be opened at the start of each day of the show, and will remain open until show closing, even if exhibitor staff are not present. This provides consumers the “show” they attend for - to see the vehicles, inside and out. Keys to the vehicles may be obtained for temporary use from the Association booth during show hours. A driver's license or something of equivalent value will be held until all the keys are returned.
xi. ***THIS IS A NON-SELLING EVENT AND THE DEPARTMENT OF MOTOR VEHICLES REQUIRES THAT ALL VEHICLE CONTRACTS AND DEALS BE NEGOTIATED AND SIGNED AT THE DEALERSHIP LOCATION. DEPOSITS SHOULD NOT BE ACCEPTED AT THE SHOW LOCATION. (Note that “off-premise sales” require a permit and the 3-day cancellation rule would be in effect.)
xii. Because this show is a manufacturer show, no license plates, banners, balloons, etc. may be displayed naming a specific dealership, even if only one dealership is representing a linemake. This applies also to certified used vehicles. Exhibitor staff are allowed to hand out business cards, brochures or additional informational materials on an individual basis to consumers, but they may not be placed on the vehicles.
c. VEHICLE CLEANING: ENYCAR will provide general maintenance of exterior vehicle appearance during the show, but all vehicles must enter the
show in proper, clean condition and/or be detailed by the exhibitor for the
start of the show. Exhibitor may waive exterior vehicle maintenance of appearance if the exhibitor desires to maintain its own vehicles, but there will be no deduction in exhibit space fees.
d. VEHICLE MOVE OUT
i. Each dealership and exhibitor vehicle company must report to the show information booth 30-45 minutes before move-out to sign for and obtain their keys. They must also leave an emergency phone number for the completion of the move out in the event of any problems.
ii. Team Captains and vehicle exhibitors must make arrangements to have all vehicles removed immediately following the close of the show. Any vehicles left at the show facility will be removed at the owner’s expense and/or could be subject to excess parking costs.
iii. There will be a minimum charge of $50 per vehicle for staffing expenses for any exhibitor who is not ready to move vehicles out by the move-out time. This includes having drivers, keys and tools for reconnecting batteries. Vehicles that are not removed in a timely fashion will be moved to a parking lot at the exhibitor’s expense and ENYCAR will not be responsible for any tickets, parking, or towing fees.
20. ADDITIONAL SPECIFICS FOR THE TIMES UNION CENTER FACILITY:
a. Exhibitor booths all have a draped background.
b. Vehicle space- It is up to each exhibitor to decide the number of vehicles and display items to include in their display area. We recommend that approximately 200-300 square feet be allotted per vehicle to allow enough room to open all doors and pass around each vehicle.
c. Carpet is included in all exhibitor space, unless an exhibitor declines the use of carpet, which must be communicated to ENYCAR at least 30 days prior to the event.
d. Helium balloons are not allowed at all in the Arena.
e. Ceiling and Door Restrictions:
Arena Floor: Displays (including the transport crate) or vehicles must fit through the Arena Back entrance – 20’ wide x 14’ high
Ceiling restrictions: 25’ high limit
Exhibition
Hall: Displays (including the transport crate) or vehicles must fit through the Exhibition Hall doorways – 7’ 10” wide x 7’ 9” high
Ceiling restrictions: 11’ 3” (outside edge of ex. hall) & 9’ 4“ (inside edge of the hall under the seats of the Arena); some areas have 20’ ceiling on inside of space (must get through 9’ 4“ space first).
Concourse
Level: Displays (including the transport crate) or vehicles must fit
through the Parking garage – 6’ 4” high and Quad 3 doors –
10’ 6” wide x 7’ 9” high
Displays may also be transported through the freight
elevator – 12’ deep, 8’ wide x 7’ 9” high
Ceiling restrictions: 20’, except in the 2 areas located
directly adjacent to the stairs leading up and down from the
Arena (12’ 6’ there)
21. ADDITIONAL SPECIFICS FOR THE EMPIRE STATE PLAZA FACILITY:
a. Although we encourage exhibitors to decorate their booth space with lighted manufacturer signs, kiosks, turntables, banners, etc., no forklifts are allowed on the concourse floor.
b. Each vehicle must have a dropcloth under the engine and a carpet square under each tire upon placement in the Concourse, which the Association will provide during move-in. The dropcloths should not be taped to the floor. In the event of inclement weather, you should consider bringing towels to wipe down the vehicles.
c. If any tape will be used on the floor for any installation (carpet for example), it must be pre-approved from the Plaza Manager’s Office in order to avoid taking the finish off of the floor. Electrical cords should not be run across walkways, and must be covered by mats in any location where people might walk (not just taped down).
d. Electric jacks or dollies can be used and some are available from O.G.S. if prior arrangements are made. There is no storage available for crates or similar display boxes at the Plaza. Displays must be dropped off and these items removed from the Plaza. Since 110 and 220 volt electrical outlets are available for use in certain areas, you need to contact the ENYCAR office for your electrical requirements.
e. Banners, backdrops, or similar type items cannot be hung from artwork, pillars or other Plaza construction.
f. Ceiling and door restrictions:
Move-In Bus Terminal Tunnel Entrance: 11’6” high
Move-In Concourse Elephant Doors: 9' wide by 10’ high
Concourse Ceiling (in most areas): 11' 6” high
All Four Gallery Entrances & N and S End Entrances:
7’ wide by 7’4” high
A 10 foot walkway must be maintained from the bus terminal to the Cafeteria.
For more information, contact Kim Perrella at 518-452-0584, ext. 202. | 
