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2020 Home Show Topsfield at the Topsfield FairgroundsCoolidge Hall & The Trade Center, Topsfield, MA
April 24 - 26, 2020
Dear Exhibitor,
Welcome to the 2020 Home Show at the Topsfield Fairgrounds. We hope that your participation will prove to be a productive and rewarding business experience. In an effort to help your company prepare in advance and avoid any last minute surprises, we have provided you with this exhibitor information manual. It is intended for those whose responsibility it is to arrange the shipping, set- up and/or display details of your company's exhibit.
Please take the time to review this exhibitor manual thoroughly. Included in this packet is information on exhibitor setup/move-out, event hours, shipping instructions, order forms, key contact information, etc. Also included is a checklist of important deadlines in order to save you time and money.
All booths are required to be carpeted. This is mandatory for all exhibitors. You may supply your own carpet (or adequate floor covering) or order it through Capital Convention Contractors. We DO NOT provide carpeting for this event.
Electricity can be purchased in advance at a discounted rate through Capital Convention (order form attached as well as available on line). If ordering electrical, please note that all exhibitors are responsible for providing their own extension cords and power strips if required.
We suggest that you share this information with all parties involved in your display, from pre-show planning and installation to dismantling. Please do not hesitate to contact us directly with any questions at (508) 823-0389.
Sincerely,
Rich Castiglione Show Director [email protected]
2020 Home Show Topsfield Quick Facts DeadlinesSHOW HOURS:Friday, April 24th Saturday, April 25th Sunday, April 26th
1:00 pm - 7:00 pm 11:00 am - 7:00 pm 11:00 am - 5:00 pm
MOVE-IN: 10:00 am - 7:00 pm **Must be set-up byThursday, April 23rd
Friday, April 24th 8:00 am - 12:00 pm Noon on Friday!
**All items must be removed MOVE-OUT: Sunday, April 26th 5:00 pm - 10:00 pm from exhibit hall by 10pm Sunday!
SHOW MANAGEMENT:Castle EventsPhone: (508) 823-038918 Juniper Hill Drive
Contacts:Rich Castiglione - President & CEO
E-Mail: [email protected] Castiglione - Vice President
E-Mail: [email protected] Pulsifer - Sales Director
E-Mail: [email protected] Mastroianni - Operations Manager
E-Mail: [email protected]
Raynham, MA 02767Fax: (508) 822-1292www.HomeShowTopsfield.comExhibitor Service Contractors:Capital Convention Contractors(Freight,Electrical, Labor, Carpet, Furniture, etc.) **Carpeting is required for this event and Phone: (877) 335-3700 must be provided at exhibitor's expense.Fax: (508) 481-1150 Exhibiting companies may provide their E-Mail: [email protected] own or order through Capital Conventions.
Advanced Discount Orders to be sent to
Capital Conventions by Friday, April 10th
Deadline!
www.CapitalConventions.comExhibitor Registration:
Due by Friday, April 10th to
Castle Events!
Each exhibiting company will receive (5) Exhibitor Badges to be reused throughout the duration of the event. Please advise workers to return badges to exhibitor registration when their shift is over so they can be redistributed to your next crew. Exhibitor Badges are transferable between employees.
Please return your completed Exhibitor Badge Order Form by Friday, April 10th to Jeanne Castiglione at [email protected] or by fax to (508) 822-1292.
Advanced Discount Orders to be sent to
Capital Conventions by Friday, April 10th
Deadline!
ELECTRICAL - CAPITAL CONVENTION CONTRACTORS(See Contact info for Capital Convention above)
Electrical Order Form & Credit Card Authorization Form is available in this manual and online at www.HomeShowTopsfield.com in the Capital Convention Manual.
**Exhibitors are responsible for supplying their own extension cords and power strips.** Advanced Discount Orders to be sent to Capital Convention by Friday, April 10th Deadline!
2020 Home Show Topsfield Quick Facts DeadlinesTemporary Food Service Permit:If you are planning on handing out any food samples, please complete the Town of Topsfield Temporary Food Service Application and mail with a $50.00 check made payable to "Town of Topsfield", to Castle Events, 18 Juniper Hill Drive, Raynham, MA 02767 by Friday, March 20th to avoid any late fees.
Due by Friday, March 20th to Castle Events!
Due by Friday, April 10th to
Castle Events!
Vendor Tax ID Form:The Mass Department of Revenue requires a list of all exhibitor's Tax ID Information upon the conclusion of the event.
Please return your completed Vendor Tax ID Form by Friday, April 10th to Jeanne Castiglione at [email protected] or by fax to (508) 822-1292.
EXHIBITOR REGISTRATION
Exhibitor Registration & Badges
Enclosed you will find an order form for your company exhibitor badges. Each exhibiting company will receive (5) Exhibitor Badges to be reused throughout the duration of the event. Please advise workers to returnbadges to exhibitor registration when their shift is over so they can be redistributed to your next crew. ExhibitorBadges are transferable between employees.
Exhibitor Badges are only to be worn by employees of the company renting booth space and working in the booth during their designated shift. Official Exhibitor (Show) Badges are the only forms of identification that will allow you entry onto the show floor. Individual company badges or identification is not acceptable. This policy is necessary to increase security and deter theft.
Please complete the attached Exhibitor Badge Order Form (event’s employee list) and return to Jeanne Castiglione via E-Mail - [email protected] or Fax at (508) 822-1292 no later than Friday, April 10th. All exhibitors are required to submit badge forms/ staff list prior to the event. Changes can be made at the Exhibitor Registration Desk if needed.
Badges can be picked up at Exhibitor Registration, outside of the on-site show office, beginning Friday, April 24th to exhibiting companies that are paid in full.
2020 Home Show Topsfield Fairgrounds - Exhibitor Badge Order Form APRIL 24 - 26, 2020
Contact Name: Booth #:Phone: Booth Size:
Company Name:
Please Complete and Return By Friday, April 10, 2020.
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E-Mail: [email protected]: (508) 822-1292Mail: Home Show Topsfield Fairgrounds 18 Juniper Hill Drive Raynham, MA 02767
Please complete form and return to: 1) Badges are only to be worn by employees of the company renting boothspace and working in the booth. Badges are not to be given to non-workingpersonnel. Guests and family members of exhibitors must use guest ticketsfor show entry. 2) Guest Passes: Five (5) free admission passes are available per ExhibitCompany and can be picked-up at Exhibitor Registration in the Main Lobbybeginning at event setup.**EXHIBITING COMPANY MUST HAVE RETURNED A COMPLETED ANDSIGNED CONTRACT AND BE PAID-IN-FULL IN ORDER TO RECEIVEEXHIBITOR BADGES & GUEST PASSES.**
13)6) 14)7)
*(5) Exhibitor Badges Available per Company; Please return at end of shift!!*
15)
Show Management reserves the right to limit the number of Exhibitor Badges to each exhibiting company.
1) All booth personnel must wear an Exhibitor Badge during the duration of the show. Five (5) badges will be distributed per company. Badges WILL NOT bemailed prior to the show and can be picked up at Exhibitor Registration on-site starting Friday, April 24th.2) Badges must be picked up individually at the Exhibitor Registration Desk located at the Main Entrance. Your staff members will be asked to show acompany ID or business card.3) Please advise workers to return badges to exhibitor registration when their shift is over so they can be redistributed to your next crew. Once these badgesare gone, anyone requesting a badge will be treated as an attendee and charged an admission fee.
General Exhibitor Information Move-In Information
Thursday, April 23rd Friday, April 24th
10:00 AM – 7:00 PM 8:00 AM – 12:00 PM
Capital Convention Contractors General Info
Address: Phone: (877) 335-3700 153 Northboro Road - Suite 6 Fax: (508) 481-1150Southborough, MA 01772 E-Mail: [email protected] (Exhibitor Service Manual available on line at www.HomeShowTopsfield.com)
• For Advanced Shipments to Warehouse: All freight shipments must be shipped prepaid and received to theCapital Conventions Warehouse no later than April 17, 2020. A late charge will apply if orders forAdvanced Shipping are received AFTER this date. Advanced Shipping Warehouse address below:
• For Direct Shipping to Show Site: DO NOT ship exhibit materials direct to show site to arrive prior to April23 - 24, 2020. You MUST designate your shipment for arrival during exhibitor set-up date only and label yourmaterials c/o CAPITAL CONVENTION CONTRACTORS. Show site address below:
To: Exhibitor Name / Booth #For: Home Show at Topsfield Capital Convention Contractors c/o Topsfield Fairgrounds 207 Boston Street Topsfield, MA 001983
• Capital Convention Contractors Advanced Order Deadline: Advanced orders must be paid-in-full andreceived with payment no later than Friday, April 10th. They must have a major credit card on file toprocess your orders! Complete the Credit Card Authorization Form in its entirety with correct information.Capital Exhibitor Order Forms must be returned to their office and can be faxed directly to (508) 481-1150.
• Order Forms and the Capital Convention Exhibitor Services Manual can be found online atwww.HomeShowTopsfield.com under Exhibitor Move-In Info.
To: Exhibitor Name / Booth #For: Home Show at Topsfield c/o Capital Convention Contractors 153 Northboro Road - Suite 6 Southborough, MA 01772
Event Move-In FAQ’s • Carpeting (or adequate floor covering) is required in all booths and NOT provided. In fairness to all exhibitors,
please adhere to this policy.
• Please be sure to place any necessary electric or other exhibitor services orders prior to arrival (forms can befound in the Capital Convention Manual).
• Exhibitors are responsible for providing their own extension cords and power strips for this event if electric isrequired and ordered!
• The facility requires that the official material handling contractor, Capital, off-load all equipment and displaymaterials for ALL common carrier and van line trucks.
• Exhibitors are allowed to perform their own material handling provided they meet the following criteria:
o Exhibitors may load/unload uncrated materials from a mini-van, car, pick-up truck or box truck ownedby the exhibiting company.
o Exhibitors may use only hand-operated equipment, which they have provided; two-wheeled dolliesand four-wheeled flat carts are permitted.
o Exhibitors choosing to handle their own materials are responsible for their own storage during theevent.
Move-Out Information Sunday, April 26th 5:00 PM – 10:00 PM
PLEASE NOTE: MOVE-OUT DOES NOT BEGIN UNTIL 5:00 PM ON SUNDAY. It is unfair to attendees who have paid to visit to find that some of the exhibits have already packed up and is ready to leave. Exhibitors breaking down early will be penalized (i.e. loss of exhibit space location for the following year’s show).
• All exhibit material MUST be removed by 10:00 PM on Sunday, April 26th.
Booth Guidelines The Home Show Topsfield utilizes the CUBIC CONTENT RULE in regard to booth construction. Exhibitors are allowed to build their booth to the maximum height of 8’. These are the guidelines that we believe are fairest to all exhibitors. Any exceptions need to be approved in advance by Show Management.
NOTE: All exposed areas of the exhibit must have finished surfaces including back and sides. Graphics, logos or print facing into another booth will not be allowed. Any part of any booth needing a finished surface at 6:00 p.m. the day prior to show opening will be draped at the expense of the exhibitor. Show Management will determine whether such drape is needed.
Security Advisory/ Insurance Coverage Security Service
While guard service will be provided by Castle Events around the clock, it is the responsibility of each exhibitor to take whatever precautions he/she deems necessary to prevent loss or damage. If you have items to lock up during non-show hours, please use our storage room that is available free of charge. For more information, contact the show office during show hours. Castle Events assumes no liability or responsibility for any loss or theft. Therefore, it is incumbent upon exhibitors to provide their own insurance coverage.
Arrival of Exhibit Material/ Setup It is recommended that adequate personnel be present at the booth to receive shipments and take inventory. Remember that merchandise shipped in advance to the official drayage contractor will be delivered on the first day of installation. While setting up booths which contain small, easily stolen articles, use of individual booth safeguards should be made, i.e., chaining of items, show cases, covering with tarps and locking containers. Private guards are also available on a rental basis from the service contractor.
DO NOT PUT ANY ARTICLES OF VALUE IN A CRATE OR CARTON DESIGNATED FOR "EMPTY STORAGE."
Duration of Event
Booth personnel should be in attendance at least 1 hour prior to Show opening & should remain during all Show hours. BOOTHS MUST BE STAFFED DURING ALL SHOW HOURS. Special safeguards should be exercised with regard to personal items such as handbags, wallets, coats and attaché cases. At the close of the Show each evening, booth personnel should remain until the public has been cleared from the floor and the booth has been secured for the evening.
Dismantling Period
If you are hand carrying your merchandise out of the building, you must have proper exhibitor identification. Dismantling and/or merchandise removal cannot begin prior to the official closing of the show. Note: Exhibitors dismantling early will be prohibited from exhibiting in future Castle Events shows.
It must be stressed that exhibitor personnel must remain with merchandise until it is removed from the exhibit floor. Each outbound carton or crate must be properly labeled or tagged for shipment. Castle Events assumes no liability or responsibility for any loss or theft; therefore, it is incumbent upon exhibitors to provide their own insurance coverage.
Insurance You are advised to update your regular company insurance to fit your needs at the Show (extra territorial coverage, theft, public liability, and property damage). Castle Events as well as organizations and individuals employed by or associated with the Show are not responsible for injury or damage that may occur to an exhibitor, his/her employees or agents, nor the safety of any exhibit or property against robbery, fire, accident or other destructive causes.
Vendor/Contractor Licenses & Permits
Federal Tax Identification Numbers According to the Massachusetts Department of Revenue, all vendors selling direct to the public must apply for registration on line with MassTaxConnect at the following: https://mtc.dor.state.ma.us/mtc/_/
All exhibitors selling merchandise on the Show floor are required to provide a Federal Identification Number if a business or Social Security number if an individual to Show Management prior to setting up at the show. The Massachusetts Department of Revenue requires that Show Management maintain a complete file of the information for any exhibitor selling product/merchandise or services on the show floor. That number required is simply the number you or your company uses to file Massachusetts or Federal Income tax.
Each exhibitor must be able to present a FID or SS number on site to comply with State requirements. If you have any questions please visit www.mass.gov/dor or call the Department of Revenue Customer Service Office at (617) 887-6367. The responsibility is yours to comply with state codes.
Temporary Food Service Permit If you are planning on handing out any food sample, the below food permit must be filled out and sent back to Castle Events by Friday, March 20th, with a check for $50.00 made payable to the "Town of Topsfield" to avoid a late fee. Form is available on the next 4 pages of this manual. Please mail form with payment by Friday, March 20, 2020 to avoid a late fee to:
Castle Events 18 Juniper Hill Drive Raynham, MA 02767
Home Improvement Contractor License The Commonwealth of Massachusetts requires all residential home improvement contractors to register with the Office of Consumer Affairs and Business Regulation before soliciting or conducting business in the state. All advertising must contain your registration number. In addition, the company may operate only under the name provided at the time of registration. Unregistered contractors face criminal penalties of up to $5,000 or two years in jail or both, plus civil penalties.
Castle Events requires that a sign be posted at each booth indicating their current HIC registration number. The application to register/renew can be found on line at www.mass.gov/renewHIC. We suggest that the application along with two money orders or certified checks (one for the $150.00 registration fee or $100.00 renewal fee if applicable, and one for the appropriate one-time payment to the Guaranty Fund) be delivered in person to the Office of Consumer Affairs, 10 Park Plaza, Suite 5170, Boston, MA 02116 to receive card immediately or, mail in application/apply on line to receive registration card in 1-2 weeks.
If you have questions about the registration process, please call the Home Improvement Contractor Hotline at (617) 973-8788 or visit them on line at: http://www.mass.gov/ocabr/
Exhibitor/Vendor Federal Tax ID Form The Massachusetts Department of Revenue encourages your enterprising activities and likewise encourages your responsible tax payments on behalf of such business sales. All exhibitors selling merchandise on the Show floor are required to provide a Federal Identification Number if a business or Social Security number if an individual. Therefore, please complete and mail, e-mail, or fax, the following form by Friday, April 10th, to the address below:
HOME SHOW TOPSFIELD FAIRGROUNDSCastle Events 18 Juniper Hill Drive Raynham, MA 02767 Phone: (508) 823-0389 Fax: (508) 822-1292 E-Mail: [email protected]
Vendor Name______________________________________Federal Tax ID #____________________________
Address_________________________________________________HIC # ______________________________
City___________________________________ State___________________ Zip Code____________________
Contact Name_______________________________________ Phone #_________________________________
EXHIBITORS/VENDORS WITH NO MASSACHUSETTS TAX ID NUMBER Whether you are an out-of-state or and In-State Vendor, you are REQUIRED to be properly registered with the Massachusetts Department of Revenue (MGL 64H, S7). Therefore, secure from the Mass. Dept. of Revenue as noted below the proper tax forms.
Your tax registration certificate (card) or copy thereof, showing your tax certificate number must be displayed on site [MGL 62C, S7A (d)].
A tax return of your gross sales accompanied by your tax payment must be forwarded to the Mass. Dept. of Revenue by the 20th of the following month of your show participation. The Commonwealth can demand, at its discretion, your tax due payment at the close of any show if the commissioner feels the collection of any tax due will be jeopardized by delay (MGL 62C, S29). Your failure to collect and pay taxes due and keep records can initiate a criminal action [MGL 62C, S73 (b)].
Massachusetts Department of Revenue Customer Service Office 100 Cambridge Street Boston, MA 02114 Main: (617) 887-6367 Toll-Free in MA: (800) 392-6089 www.mass.gov/dor
Home Show Topsfield Topsfield Fairgrounds Topsfield, MA April 24-26, 2020
*****All pricing is for the duration of the show, not per day*******
Note:All exhibitors are responsible for their own
extension cords and power strips.
QTY DESCRIPTION Advance Price Floor Price Amount
120 VOLTS 0-500 Watts (5 AMPS) $65.00 $80.00
500-1000 Watts (10 AMPS) $75.00 $90.00
1001-1500 Watts (15 AMPS) $85.00 $100.00
1501-2000 Watts (20 AMPS) $95.00 $110.00
ELECTRICAL ORDER FORM
Advance Order Price Deadline: April 10, 2020
SUB TOTAL $ . MA TAX 6.25 % $ . GRAND TOTAL $ .
ADVANCE DISCOUNT ORDER PAYMENT MUST BE RECEIVED by April 12, 2019.
� No credit will be issued on items ordered and placed in your booth, either unused or after the close of the show. There is a 50% cancellation charge for orders cancelled at show-site.
� The undersigned is responsible for all items ordered and for its condition at close of show.
PLEASE COMPLETE THE FOLLOWING INFORMATION ON EACH ORDER SHEET. I have read and understand the Liability and Insurance Bulletin included in this packet and as stated on the enclosed sheets.
Company Name Contact Person Booth #
Address City/State/Zip Signature
Phone ( ) Fax ( ) Email address
If you have any questions, please feel free to contact Exhibitor Services at the number below. EMAIL, MAIL OR FAX FORM TO:
Capital Convention Contractors ∙153 Northboro Rd ∙ Suite 6 ∙ Southborough, MA 01772 Phone 877-335-3700 ∙ Fax 508-481-1150 ∙ Email [email protected]
Home Show Topsfield Topsfield Fairgrounds Topsfield, MA April 24-26, 2020
IMPORTANT: PLEASE PROVIDE YOUR BOOTH REPRESENTATIVE WITH A COPY OF THIS CREDIT CARD AUTHORIZATION FORM TO AVOID ANY MISUNDERSTANDING.
NO SERVICES WILL BE RENDERED UNTIL THIS DOCUMENT IS COMPLETED, SIGNED AND RETURNED TO CAPITAL
CREDIT CARD AUTHORIZATION FORM
Exhibitor Booth #
Credit Card Billing Address City State Zip Code Contact Person Email Phone ( ) Fax ( ) Credit Card Number Expiration CVV*
/ *(3 digit MC/Visa 4 digit Amex)
Card Holder Name (please print) Signature Cardholder hereby authorizes Capital to charge credit card described herein for all charges incurred by Exhibitor and has read, understands and agrees to all forms in the exhibitor manual and agrees to pay all charges as described in the Cardholder Agreement. All estimated charges must be paid in ADVANCE, and a valid credit card must be on file with Capital authorizing payment for modified and/or additional charges. All charges must be paid by the end of the show.
ADVANCE FLOOR ORDERS: All orders require advance payment for initial estimate of charges for services AND a VALID CREDIT CARD with proper authorization be provided to Capital. You may prepay with a company check, but a credit card is required by Capital to ensure any unexpected charges, such as additional freight, clean-up cost, etc. that are paid at the time the show closes. THIRD PARTY ORDERS: If you choose to contract work to a Display or Exhibit House/company and/or require services from Capital, the payment information presented above shall apply. Capital must be notified, in writing, from exhibiting company or any other Display or Exhibit Company involved in the set-up or dismantle of exhibits. DRAYAGE TO WAREHOUSE OR SHOW SITE AND/OR LABOR: Capital’s Payment Policy must be adhered to by exhibitor prior to any freight being shipped to Capital. All charges for freight, assembling, disassembling, shipping, handling and any other must be prepaid. If adjustments or additional charges are required at Show Close, they will be charged to the enclosed Credit Card provided, unless Exhibitor disputes charges in writing. Capital is not responsible for any damage or loss of your freight; please secure round trip insurance from your company insurance carrier. ALL CHARGES: All charges/costs requested by Exhibitor MUST be PAID IN FULL before services are rendered, and any adjustment and/or additional charges must be paid by Show Close. Such costs will be charged to Exhibitor’s credit card provided unless prior arrangements have been made. All Checks must be drawn on a US bank, and there will be a minimum charge for each NSF check written to Capital. Declined credit cards are subject to a $35.00 service fee. ADJUSTMENTS: Exhibitors are responsible for ensuring services rendered as ordered prior to Show Opening. All requests for adjustments must be made on site prior to the Show Closing. Capital will not be responsible for adjustments after the Show Closes unless prior arrangements have been made in writing to Capital. SALES TAX: Applicable city, county and state taxes will apply. If any Exhibitor is exempt from paying sales tax, it is the Exhibitor’s responsibility to provide Capital with its tax exempt certificate prior to the Show Opening. COLLECTION POLICY: In the event this contract is turned over to an attorney for collection or dispute, Capital will be entitled to reasonable attorney fees.
CREDIT CARD BILLING INFORMATION
CREDIT CARD PAYMENT POLICY
If you have any questions, please feel free to contact Exhibitor Services at the number below. EMAIL, MAIL OR FAX FORM TO:
Capital Convention Contractors ∙153 Northboro Rd ∙ Suite 6 ∙ Southborough, MA 01772 Phone 877-335-3700 ∙ Fax 508-481-1150 ∙ Email [email protected]
WE ACCEPT: American Express VISA MasterCard
