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'The Same Love, Same Rights’ ™ LGBTQ+ Wedding Expo
presented by RainbowWeddingNetwork.com

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Exhibitor Application & Preliminary Set-Up Details

About the Event Producers

RainbowWeddingNetwork.com was launched 25 years ago as the first wedding gift registry specifically for the LGBTQ+ community.  Our website also provides professional planning tips, engagement announcements, social networking and the most extensive directory on the internet of screened, gay-friendly businesses of all kinds. Over 6000 businesses are members of RainbowWeddingNetwork.com!
 
Since 2003, RainbowWeddingNetwork has produced over 350 in-person LGBTQ+ Wedding Events across the country, in cities such as Atlanta, San Francisco, Boston, Seattle, Providence, Hartford, Tampa, Denver, Philadelphia, Washington DC, Los Angeles, Las Vegas, NYC and more.  Our event calendar is dynamic and new dates are always being added:  Our team produces on average 22 events per year!  Our expos have a reputation of providing an atmosphere of elegance, fun and wonderful information to the couples who attend, as well as an exciting opportunity for wedding professionals to meet face-to-face with well qualified new clients!
 
 
Contact Information:
 
Main Office:  
828-203-3796, 9am-5pm EST
P.O. Box 328
Fair Haven, VT 05743
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www.RainbowWeddingNetwork.com / www.SameLoveSameRights.com 

Important Exhibitor Information

Payment and Application Deadlines:
 
In order to secure your placement as an exhibitor or sponsor of the Expo, both this digital application and payment must be received.  If we do not have a copy of your e-signed application on file, your participation will not be secured. 
 
Booth Space Information: The footprint of your exhibitor booth space is either Standard (8’ x 6’) or Premium (16’ x 6’ OR app. 12’ x 12’).  Standard includes one banquet table covered with linens (or metallic tabletop w/scuba skirt) and 2 chairs; Premium includes the option of up to 2 banquet tables and up to 4 chairs. Free-standing backdrops will be acceptable provided they require no attachments to the walls, floor or ceiling, and they do not infringe on your neighbor’s allotted space.  There is no pipe & drape at this event.  Electrical access is limited at this event and must be reserved in advance.  Exhibitors are responsible for providing their own extension cord and power strip.  (Note:  Electrical access is automatically included with all Premium Booth Spaces.)
 
*** The exhibitor acknowledges and agrees to only utilize such space contained within the confines of its booth. The exhibitor acknowledges and agrees that they are strictly prohibited from “canvassing” or otherwise roaming the event in any effort to further promote services or merchandise.
 
*** The exhibitor acknowledges that amplified sound and loud noise from the booth is prohibited.
 
 
Set Up and Tear down: Unless otherwise notified…  Exhibitors may begin setting up their booth space at 10:00am the day-of the Expo.     *** All set up must be completed by 12:15 PM*** No Tear Down Before 3:30 PM.
 
Exhibitors agree to clean up their assigned spaces at the end of the event and remove any items brought by their organization/business.
 
Placement and location of display booths is at the sole discretion of the event producer. 
 
Raffle Giveaways: Your company is welcome to offer a Raffle Item for our collective giveaways during the Expo; however, it is not required.  If you would like to participate, it is a wonderful way to share a brief intro about your business services directly with the attending couples.  Keep in mind, raffle items should be a tangible item such as a gift basket of goodies, a free engagement portrait session, or a gift certificate or gift card...  Some package upgrades may be permissible, however, please do not offer “Show Specials” or highly specific “Incentives to Purchase” as Raffle Items – those are appropriate for you to offer at your individual booth throughout the event.  (Show Specials and Incentives to Purchase include items such as “20% off any package rental” or “Additional Hour of Use when booking our photobooth.”  If you have questions about our Raffles, let us know.  And if you are interested in participating with our Raffle, please complete the Giveaway Form at the end of this application.  THANK YOU!
 
Ongoing Contact from RainbowWeddingNetwork.com:
 
After purchasing your event booth, you should have received a copy of your receipt by email.  After that, you may not hear from us until app. 2 weeks prior to the event date: at that time you will receive an email with final load in information.  Keep in mind, email correspondence from us may be routed to your spam folder!  Please check your email server’s spam filter or junk folder routinely, or give our office a call if you feel there’s been a lapse in communication!  We’re happy to answer your questions!
 
828-203-3796, 9am-5pm EST
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Important:  Within a week after the event date, you will be emailed the attendee list.  If you do not receive this list, please check your spam filter or give our office a call.
 
**You are not authorized to share or re-sell the attendee list.   Members of the LGBTQ+ community still encounter discrimination and threats of physical violence; we sincerely appreciate your integrity with regard to privacy and safety issues for our couples.  Thank you.
Please include http:// or https:// before your website address or the form will not accept your entry.
No Alcohol

Food Permit Info: If you are handing out food samples, at some locations you will be asked to provide a copy of your permit info and/or COI. In certain locales you may also be required to obtain a special permit, which may involve additional fees. Feel free to contact us for more info. If your company is exhibiting at the event, and selling products and/or offering food or beverage, you are responsible for having knowledge of and being in compliance with all laws, ordinances and regulations pertaining to licensing, sales tax, and health codes. EXHIBITORS MAY NOT OFFER ALCOHOLIC BEVERAGES OF ANY KIND AT THIS EVENT.

In certain locales you may also be required to obtain a special permit, which may involve additional fees.
 


Reminder: Standard Booth Footprint (8’ x 6’)

Premium Booth Footprint (16’ x 6’ OR app. 12’ x 12’)

We do not set up pipe and drape for our events.

Will you need your table, linen and chairs at the event?
Please choose one: *

Raffle Giveaways (OPTIONAL)

Giveaway
By signing below, I am agreeing to these terms:
 
    • I understand that, as an exhibitor, there is no obligation to provide a Giveaway; participation is my option.
    • I agree to provide the giveaway item or gift certificate to RWN staff (at the Registration Table) prior to the giveaways being announced at the Expo (app 2:00pm) so that the gift is available to present to the winner/s.
    • I agree that the giveaway winner/s will be selected by RWN staff during the afternoon of the Expo and that I will have no direct involvement with choosing the winner/s.
    • I further agree that any exchange of giveaway items or services will be solely my company’s responsibility & that it is not expected that RWN will be obligated in any way to fulfill the terms of my giveaway item/services. Should the winner/s of my giveaway have any questions or dis-satisfactions with the item/services that my company has offered, such issues will remain my company’s responsibility & I hereby release RWN from any & all liabilities resulting from such issues. I understand that providing a giveaway in no way guarantees profitability to me or my company.


Important Note: Please do not offer “Show Specials” or highly specific “Incentives to Purchase” as Raffle Items – those are appropriate for you to offer at your individual booth throughout the event.

For Use by Event Sponsors Only

All Event Sponsors Please Complete This Section
Sponsorship

If your company has paid for inclusion on the event page of RainbowWeddingNetwork.com as an event sponsor... Please provide a company logo (no larger than 10mb in size) and url to which you would like this logo linked.

Please include http:// or https:// before your website address or the form will not accept your entry.

Statement of Liability

I have read the complete Instructions on this Event Application and Terms & Conditions of reserving a booth space at RainbowWeddingNetwork’s Wedding Expo. By signing and submitting this agreement I, the Exhibitor, agree to abide by all terms and requirements as set forth by such Instructions and Terms & Conditions. The following Terms & Conditions are copied from the Online Sign-up page, for your reference:
 
 
Exhibitor Booth Size and Dimensions
 
I hereby acknowledge that by registering for this event I am reserving an exhibitor space with set dimensions.  I understand that I must confine all my display and exhibitor materials to this space.  Standard Exhibitor Booth Space: 8' x 6' footprint includes a banquet table with linen and 2 chairs.  Premium Exhibitor Booth Space: EITHER 16’ in width x 6’ in depth (wallspace) OR a corner space (wall) with footprint of approximately 12’ x 12’. Premium Space includes complimentary electric access and optional 2 banquet tables with linens and optional 4 chairs.
 
I understand that as an exhibitor and/or sponsor of the event, myself and my staff are strictly prohibited from “canvassing” or otherwise roaming the event in any effort to further promote services or merchandise.
 
I further acknowledge that amplified sound and loud noise from the booth is prohibited.
 
Electric Availability
 
I understand that a limited number of exhibitor booths with electric access have been made available for this event. 
 
I further understand that in order to utilize this service the day-of I must reserve an electric connection in advance and pay any applicable fees.  I hereby acknowledge that electric access will only be made available to me under these conditions.  I also understand that I am responsible for providing my own drop cord and power strip.  (Electric access is included and complimentary with Premium Exhibitor Booth Spaces.)
 
Food, Beverage & Retail Sales
 
Note: For in-person events produced by RainbowWeddingNetwork, Exhibitors may not offer alcoholic samples of any kind.  Food vendors (for in-person events) - Please note that you may be required to provide further documentation to hand out food samples at this event. In some locales, you may also be required to obtain a special permit, which may involve additional fees. Contact our staff with any questions at 828-203-3796. Please also note there will be no kitchen access at this event.
 
If your company is exhibiting at the event, and selling products, you are responsible for having knowledge of and being in compliance with all laws and ordinances pertaining to licensing, sales tax, and other applicable regulations.
 
Exhibitor Participation
 
After reserving a booth space at the upcoming Expo (whether an in-person or virtual event,) please know that if you choose not to participate the day-of the Expo you will not receive the rsvp/attendee list or couples' contact information.
 
General Statement of Liability

By submitting this application I hereby agree that neither myself nor any staffperson of the company I represent will discriminate in any way against any potential client or customer based on race, gender, or sexual orientation. I further agree that Artistic Ventures, Inc. / RainbowWeddingNetwork.com / SameLoveSameRights.com has the right to discontinue my advertisement/s with RainbowWeddingNetwork.com and my exhibitor participation at their LGBTQ+ Wedding Expo/s should it be found that I have breached this agreement.
 
The Exhibitor accepts full responsibility regarding business conducted at the LGBTQ+ Wedding & Family Expo. The assigned booth space is to be used solely by the Exhibitor named on this event application. Exhibitor will not sublet or assign any portion of booth space without written consent from the event producer. Tangible or virtual/digital business cards, flyers, brochures, signage, photos, magazines, or any other items promoting a company/product not named on this contract, will not be allowed in the booth or any other area of the expo. If this occurs, Exhibitor will be charged a minimum additional fee of $150.
 
If registering for an in-person expo, the Exhibitor is entirely responsible for their booth space and shall not affix to the walls, windows, ceilings, or floors of the venue any signs or display items, nor use tape, nails or any other adhesive-type materials on the building's surfaces. Exhibitor agrees to reimburse host facility, and/or the event producer, for any loss or damage to premises or equipment occurring in the Exhibitor's assigned booth space or throughout the venue or venue’s exterior premises that is caused by the exhibitor or exhibitor’s agents or employees.
 
The Exhibitor hereby acknowledges that Artistic Ventures, Inc. / RainbowWeddingNetwork.com assumes no tax liability for merchandise sold at their booth space, and that the exhibitor’s company is solely responsible for any and all sales tax due on merchandise sold at their booth. Exhibitors who distribute food or beverage samples at the expo agree that they are solely responsible for retaining proper permits for such distribution, and they agree to indemnify and save harmless the event producer/s and host site for any health or allergy issues to attendees caused by the sampling of such food or beverage items.
 
The Exhibitor, its Representatives, Employees, Agents and Volunteers agree to indemnify and save harmless Artistic Ventures, Inc. and RainbowWeddingNetwork.com, the host site, the event and the event producers, management and its employees and beneficiaries from any and all claims, causes of action and suits accruing or resulting from any damage, injury or loss to any persons, including but not limited to persons to whom the exhibitor may be liable under Worker’s Compensation Law and the exhibitor him/herself. Exhibitor also accepts and acknowledges that Artistic Ventures, Inc./ RainbowWeddingNetwork.com makes no guarantees concerning the event outcome, total attendance, or profitability.
 
Refund Policy: Payment for Exhibitor participation is a fee that is non-refundable. Should the expo be canceled due to conditions beyond the control of the event producer (for reasons including but not limited to weather, fire, strikes, protests, COVID-19, pandemics, terrorism or acts of God) the expo will be rescheduled, however refunds will not be guaranteed if the exhibitor’s company is unable to attend due to a conflict of scheduling availability. No reimbursements will be made to the Exhibitor due to a loss of revenue should such rescheduling occur. The event producer shall not be liable for any damage or expenses incurred by exhibitors if the expo is delayed or canceled. There are no exceptions.
 
By submitting payment and digitally signing this application, I agree to all terms outlined above and further agree that this is a one-time, nonrefundable fee for online, print or expo exhibitor marketing services with Artistic Ventures, Inc. / RainbowWeddingNetwork.com / SameLoveSameRights, with the understanding that this fee is for advertisement services only and that there is no guarantee of direct business referrals.
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