VENDOR REGISTRATION INFORMATION...Evergreen is hosting a 2-day Mountain Bike Festival (Event) at Duthie Hill Park on 06/13/2020 and 06/14/2020. Exhibitorhas signed an event Exhibitorhas

VENDOR REGISTRATION INFORMATION

2020

HOW: CONNECT WITH OUR COMMUNITY

• Direct promotion to Evergreen’s 51,000+ mountain biking followersvia Email, Facebook and Instagram.

• Opportunities for logo placement, brand recognition and sponsorship.

• Sell product, and/or provide coupons or special discounts to attendees.

WHEN: JUNE 13 & 14, 2020

WHERE: DUTHIE HILL MOUNTAIN BIKE PARKThis world-class trail system was built by Evergreen in conjunctionwith King County Parks. It has perfect terrain for record levels of demos.

• Vendor mall in the clearing• Guided rides• Bike demos• Jump jam huck fest• Pump track competition• Food trucks• Beer garden

• Bike skills and repairs• Mini-clinics• DJ/MC both days• Raffles throughout the day

*Events subject to change

WAYS TO PARTICIPATE IN THE FESTIVAL:

1. Buy a space: Bring your demo fleet, pro athlete, product launch, orshop staff and set up your brand or business for success.

2. Be a Sponsor: Connect your brand or business to the biggest MTBevent in the Northwest. Provide financial support, a grand prize forthe raffle, or host a special event. We will work with you to activateyour brand and connect you with thousands of MTB riders!

ALL MONEY RAISED GOES TO

HELP THE NONPROFIT

EVERGREEN MOUNTAIN BIKE ALLIANCE MAKE

WASHINGTON THE BEST PLACE TO RIDE

THROUGH ADVOCACY, TRAIL WORK,

AND RIDER EDUCATION.

2020 FESTIVAL EVENTS TO INCLUDE*:

EVERGREEN MOUNTAIN BIKE FESTIVAL2020 SPONSOR INFORMATION

OVERVIEWWHO:• Anyone looking to connect their brand or business tothousands of passionate MTB riders of all ages and abilities.• Companies at the forefront of MTB design and developmentinterested in massive exposure in one of biggest outdoor marketsin the United States.• Anybody looking to build stoke around their business/brandand the sport of mountain biking, building trails and riding withfriends and family.

WHAT: LARGEST MTB DEMO EVENT IN WATwo days of non-stop opportunities to connect your brand with passionate riders of all ages and abilities through demos, special contests, raffles and high fives!60+ VENDORS + 5,000+ ATTENDEES

All sponsors and vendors are encouraged to mail your items to the office early as we often post pictures of exciting product and build stoke for the event. Day-of’s can bring their product to the Festival and drop it off first thing in the morning at the clearing shelter. Donated product may be used in our raffle, as prizes in the competitions and events, or as give-aways. Any product not used during the Festival will be kept and used at future Evergreen events.

EARLY BIRD DEADLINE IS MARCH 31ST, 2020 - Booth space rates increase by $100 on April 1st!

*Non Profit booth rate is $100 for 10x10 – Early Bird Rate increase does not apply.*Booth spaces of each size are limited.

PLEASE NOTE:

VENDOR SPACES 20x40’ 20x30’ 20x20’ 10x30’ 10x20’ 10x10’

SPACE COST $770 $680 $638 $578 $495 $385

(WHOLESALE) PRODUCT

AMOUNT$500 $450 $400 $350 $300 $250

• All spaces include listing on Festival Website and in the Festival Program.• All goods and donated product are listed in wholesale prices! • Donations mailed to the office will have greater exposure for your brand through social media and stoke posts—

get them to us as soon as possible!

SPACES

Have questions about sponsorship or vendor booth options? Contact Patrick Walker at [email protected] or 509.668.2626


PRODUCT DONATIONS:

• Registration for this event is not complete until payment is received, vendor agreement signed and all requested documents (insurance, tent certification, vendor agreement) are received. Incomplete registrations may be canceled without refund if not complete by 6/1/2020.

• All vendor spaces will be assigned by Evergreen Staff. Don’t worry– there are no bad spaces!

• Food may not be prepared for or served to festival participant consumption unless approved and a Washington State food service permit is obtained.

• Only one business per space. If you are a shop planning on sharing with a manufacturer or vice versa, email Patrick Walker for approval.

• Evergreen is not liable for any incidents related to vendor products at this event. Vendors are required to have general liability insurance, waivers, and certificate of flame-retardant tents.

• Vendors, companies, or demo facilitators may not allow any festival participant without an Evergreen Mountain Bike Festival wristband access to demo bikes or gear.

• Evergreen Mountain Bike Alliance has the exclusive right to refuse inclusion of any company for any reason.

• All requested gear and product donation amounts are listed at wholesale values and are due no later than June 13th. o Product donations are used for fundraising purposes. Fewer high value items are preferred to a higher quantity of low

value items (t-shirts, hats, bottles). o If issuing gift certificates, ensure the expiration date is at least 1 year from the festival date.

• King County does not allow the use of eMTBs within Duthie Hill Park. E-bikes may be displayed, but not ridden within the park.

• This Festival is a rain or shine event, so come prepared. No refunds will be given for any reason unless otherwise negotiated with Festival planners beforehand.

• Overnight Details: your items MUST be secured and locked. Security will be provided, but items must be secured within reason.

3/31/20 EARLY BIRD RATE DEADLINE Booth space rates increase by $100 on April 1st! Your booth request must be postmarked no later than end of day March 31st 2020 to qualify for the discounted rate shown in the table above.

4/1/20 LOGOS NEEDED Please email copies of your logo in color AND b/w in both high res (300 dpi minimum or EPS or AI file) and low res jpg formats by April 1st 2020 to [email protected]. Logos received later may not be included in all promotional materials as listed.

6/12/20 EARLY SET UP Friday Load-In will be available, please let us know if you would prefer this. Security will be provided overnight (5pm-8am), however you are responsible for securing your space. NO CAMPING all vehicles will need to be left unattended or removed by 6pm.

6/13-14/20 SETUP & FESTIVALSaturday – Final vendor load-in begins at 6:00am. Festival hours 9:00am - 5:00pm.Sunday – Festival hours 9:00am - 4:00pm. Load out 4:30pm - 6:00pm.

IMPORTANT INFORMATION

CRITICAL DATES

Questions? Contact Patrick Walker at [email protected] or 509.668.2626


FESTIVAL LOCATION


DUTHIE HILL PARK, ISSAQUAH, WASHINGTON

EXHIBITOR CONTRACT

This Contract is between EVERGREEN MOUNTAIN BIKE ALLIANCE (“Evergreen”) and ______________________________(“Exhibitor”) for the 2020 Evergreen Mountain Bike Festival (“Festival”) to be held at Duthie Hill Mountain Bike Park on June 13-14, 2020.

Evergreen is hosting a 2-day Mountain Bike Festival (Event) at Duthie Hill Park on 06/13/2020 and 06/14/2020. Exhibitorhas signed an event Registration Form and has been granted permission to exhibit at said Event.

Exhibitor agrees to the following Event Terms and Waiver:

1. Exhibitor Booth Space and Fee: Exhibitor agrees to Expo booth location and booth fee as indicated and agreed to in the attached signed Registration Form.

2. Event and Expo Area Access: Exhibitor shall have access to the Expo area located within Duthie Hill Park’s central clearing, beginning 6:00am Saturday June 13, 2020, for the purpose of setting up Exhibitor station, goods, and other necessary displays. Access gates will be locked at 9:00 AM on June 13, 2020, after which no further vehicle site access will be permitted.

Any vehicles within the Festival grounds after gates are locked must remain at the festival throughout the entirety of the Festival. There will be no gate access for vehicles or booth setup in the morning of June 14, 2020.

If applicable: Vendors with Exhibit trailers/Sprinters/RVs and demo fleets (trailers will remain in expo area) are allowed to access the Expo space on Friday, June 12th. Exhibitor will contact Patrick Walker at 509.668.2626 or [email protected], prior to May 1, 2020 to be granted early set up access and receive detailed set-up and unloading instructions.

If applicable: One day participants may dismantle booths no earlier than 5:00 PM on June 13, 2020. One-day booths must be dismantled and removed from the Festival grounds no later than 6:30 PM on June 13, 2020.

3. Booth Operations: Booth set-up must be complete by 8:45am on both event days. At least one Exhibitor representative must remain at booth location to assist Expo guests during all expo hours, 9am to 5pm on Saturday, June 13, 2020 and 9am to 5pm on Sunday June 14, 2020.

4. Exhibitor Cleanup and Breakdown: Exhibitors may dismantle booths no earlier than 4:00 PM on June 14, 2020. Booths must be dismantled and removed from the Festival grounds no later than 6:00 PM. ALL BOOTH DISPLAYS, TABLES AND GOODS MUST BE RE-MOVED AND CLEANED UP BY 6PM ON SUNDAY, JUNE 14TH, AFTER WHICH TIME GATES WILL BE LOCKED AND EXIT ACCESS CAN ONLY BE GRANTED BY A KING COUNTY PARKS REPRESENTATIVE THE FOLLOWING DAY. Exhibitor agrees to “leave no trace”; all rub-bish must be cleaned up and taken with Exhibitor or neatly disposed of using the Event’s central garbage bins.

5. Cancellation Policy: Cancellations must be received in writing to [email protected], prior to April 15, 2020. Cancellations submitted after this date will not be refunded, including cancellations for failure to perform Exhibitor’s obligations under this contract. Cancellations made on or before the dates below will be refunded as follows:

6. Certificates of Insurance: Exhibitors are required to provide proof of general liability coverage from an insurance company in good standing with minimum policy requirements of $1,000,000 per occurrence and $2,000,000 in all, and must provide Certificates of Insurance naming “Evergreen Mountain Bike Alliance” and “King County Parks” as additional insureds. Certificates of Insurance must be received prior May 15, 2020 and may be sent to Patrick Walker at [email protected]. Failure to provide cer-tificates of additional insured by May 15 will result in cancellation of the Exhibitor’s reservation with no refund pursuant to item 5 above. EVERGREEN WILL NOT BE LIABLE FOR LOSS OR DAMAGE TO THE PROPERTY FROM THEFT, FIRE, ACCIDENT, OR ANY OTHER CAUSE BEYOND ITS CONTROL.

7. Booth Layout and Location: Evergreen may, at its discretion, modify the Festival layout and Booth locations. Such location and layout modifications will be made solely at Evergreen’s discretion. Evergreen will endeavor to modify the event layout with as little disruption as reasonably possible.

NOTICE OF CANCELLATION RECEIVED BYApril 15, 2020April 30, 2020May 31, 2020

% OF FEE REFUNDED100%50%0%

Exhibitor Contract Evergreen Mountain Bike Festival - 2020 1


8. Utilities: There is no electricity or water at the Event. Exhibitors requiring electricity must provide their own generator(s), and those generators shall not unreasonably disrupt the Festival or other Exhibitors due to noise or exhaust. Evergreen reserves the right to require generators be moved or turned off during certain times for the enjoyment of the Festival guests and other Exhibitors.

9. Food and Non-Alcoholic Beverages: Food and refreshments will be provided by outside vendors or Festival management. Exhibitors are allowed to vend packaged food and beverage samples, but Exhibitors may not prepare food on site. Exhibitors may bring their own food for consumption by the Exhibitor’s staff.

10. Alcoholic Beverages: No alcoholic beverages are permitted at, around, or near Exibitor booths. Exhibitors as well as participants are prohibited from bringing outside alcohol into the Festival. A fenced-in beer garden with an Event sponsor vendor will be set up in the main Expo area.

11. Vacancy: Exhibitor’s reserved space will be held until 8:30 AM on June 13, 2020. In the event the Exhibitor’s reserved space is vacant at that time, Evergreen reserves the right to fill the reserved space with another Exhibitor.

12. Subletting: Exhibitors are prohibited from subletting space or sharing a space with another entity without express written permission of Evergreen. If an Exhibitor wishes to sublet, please contact Patrick Walker. Subletting may be allowed at the sole discretion of Evergreen.

13. Fire, Safety, and Health Regulations: Exhibitor is required to follow local fire, safety, and health regulations and ensure that it’s exhibit and activities meet those regulations. Furthermore, Exhibitor must make reasonable efforts to ensure its exhibits are free from fire, safe-ty, and health hazards.

14. Reasonable Precautions to Safeguard Property: Evergreen will take reasonable precautions to safeguard Exhibitor’s property. On-site security shall be provided overnight from approximately 7 PM until approximately 7AM on June 13-14, 2020. Leaving merchandise unlocked and unattended in any area is not recommended.

15. Inability to Perform: If Evergreen is prevented from holding the Event for any reason, or if it cannot permit the exhibitor to occupy his or her space for any reason including, but not limited to, strikes, civil disobedience or natural disasters, Evergreen’s only obligation will be to refund the registration fee paid by the Exhibitor. Evergreen shall have no further obligation to the exhibitor.

16. Waiver of Liability, Assumption of Risk, and Indemnity: Exhibitor shall agree to all 15 terms above and to the following Waiver of Liability, Assumption of Risk, and Indemnity statement:

(“Exhibitor”) agrees to hold harmless and indemnify Evergreen Mountain Bike Alliance and King County and its owners, agents, and employees, for any and all loss or damage Exhibitor owners, employees, volunteers and/or anyone affiliated with above said Exhibitor that may cause to person or property while engaged in bike-related activities. This includes, but is not limited to, any and all claims for personal injury, death and/or property damage that may arise while participating in equipment and product demonstrations, group rides and other activities, and sampling regardless of whether such loss or damage be caused to Exhibitor owners, employees, volunteers or anyone affiliated to Exhibitor, or to others.

I hereby release Evergreen Mountain Bike Alliance and King County and all its owners, agents and employees from any and all liability for damage and personal injury to anyone affiliated with Exhibitor property resulting from their own acts of negligence. I understand that Evergreen Mountain Bike Alliance and King County and its owners, agents and employees are not responsible for the consequences of their own negligence, that is, their failure to use reasonable care in any way in the operation of this event and for any date(s) that Exhibitor is on the property preparing or cleaning up from the event. I acknowledge that Exhibitor freely and expressly assumes and accepts any and all risks of property damage, personal injury or death to owners, employees, volunteers, and/or any other affiliates of Exhibitor. I understand that there are inherent and other risks involved in the sport of biking, and injuries are a common and ordinary occurrence of the sport, and Exhibitor freely and voluntarily assumes those risks.

Any product and equipment demonstrations, food vending and sampling, that are scheduled at this event will be performed as an Exhibitor service where the intent is to promote Exhibitor products and services. I also agree that all athletes that are participating in the demonstrations and sampling, group rides, and other activities are employees and/or affiliates of Exhibitor accepts sole responsibility for their actions. I have read the above paragraphs and fully understand them. I clearly requested clarification for all items to my satisfaction.

I agree that there have been no warranties, expressed or implied, which have been made to me which extend beyond the description outlined on this form. I, the undersigned, acknowledge that I have carefully read this agreement and release of liability and I understand its contents. I understand that my signature below expressly waives any rights I may have to sue Evergreen Mountain Bike Alliance and King County for injuries and damages.

For any questions regarding these terms, please call or email Patrick Walker:[email protected] or 509.668.2626

Exhibitor Contract Evergreen Mountain Bike Festival - 2020 2


PHONE:

EMAIL:

WEBSITE:

I WILL BE SELLING PRODUCT AT THE FESTIVAL

EXHIBITOR INFORMATION

FULL PAYMENT IS REQUIRED WITH APPLICATION TO RESERVE YOUR SPACE.Payments and product donations can be mailed to:

Evergreen Mountain Bike Alliance438 NE 72ND St.Seattle, WA 98115

Credit card payments can be accepted via phone to: Patrick Walker at 509.668.2626

COMPANY NAME:

CONTACT PERSON:

COMPANY ADDRESS:

CITY: STATE: ZIP:

I WILL BE DEMOING PRODUCT AT THE FESTIVAL

APPLICANT SIGNATURE: DATE:

SPONSORSHIP OPPORTUNITIES

SPACES*Rates increase by $100 after April 1 Early Bird Deadline.

Your location within the venue will be determined by Evergreen Staff and communicated to you prior to load in.

20’x40’ ($770 + $500 product) 20’x20’ ($638 + $400 product) 10’x20’ ($495 + $300 product)

*Donations mailed prior to May 1, 2020 allow us to highlight your brand contributions in our online and print media.

*CERTIFICATE OF INSURANCE: All vendors at Evergreen Mountain Bike Festival must have a certificate of insurance. Evergreen Mountain Bike Alliance must be added as an additional insured to all demo vendor insurance.


REGISTRATION

YES, I’D LIKE TO LEARN MORE ABOUT HOW I CAN SPONSOR THE EVERGREEN MOUNTAIN BIKE FESTIVAL.

We offer custom sponsorship packages to ensure great partnerships.

20’x30’ ($680 + $450 product) 10’x30’ ($578 + $350 product) 10’x10’ ($385 + $250 product)

EXHIBITOR CONTRACT

REGISTRATIONCHECK LIST

Space selected and paid for at www.evergreenmtbfestival.com/spaces

Completed and emailed Registration Form.

Emailed copy of Certificate of Insurance (naming Evergreen and King County Parks as Additional Insured)

Emailed copy of tent Certificate of Flame Retardant Material (Found on tags or manufacturer website.)

Completed and emailed Exhibitor Agreement

I AGREE I HAVE FULLY READ AND INFORMED MYSELF OF THE CONTENTS OF THIS EXHIBITOR CONTRACT AND AGREE TO ITS TERMS.

EXHIBITOR:

EXHIBITOR REPRESENTATIVE NAME:

SIGNATURE:

DATE:


Documents

VENDOR REGISTRATION INFORMATION...Evergreen is hosting a 2-day Mountain Bike Festival (Event) at Duthie Hill Park on 06/13/2020 and 06/14/2020. Exhibitorhas signed an event Exhibitorhas