General Rules & Regulations (ADDENDUM #1)
Rev 7/06/05
General Planning and Building Information:
The Phil Long Expo Center is a non-smoking facility.
Heating, ventilation, cooling and full house lighting is provided only
during show hours.
A final agenda is due thirty (30) days before the event.
Changes made within five (5) days of the event are subject to reset fees.
Licensee or an authorized representative must be on site when exhibitors
and/or attendees occupy leased space.
Helium balloons and special effect machines require prior written approval
by the Phil Long Expo Center
Use of adhesive products, nails, tacks, pins, etc. on any surface in the
facility is not allowed.
Licensee must return the facility to the condition in which it was received,
with the exception of normal wear and tear.
Additional fees are assessed for the disposal of excess refuse or display
materials left on site.
Costs for damages to the facility or for extensive clean up of the facility
are billed to the Licensee.
Exhibit Hall Rental Guidelines:
Charged at the Maximum Rental rate per show day , not to exceed 20¢ per square foot of leased space. Use of the Entire Main (excluding the Atrium) is a single rate per day, not based on square feet. Move in and move out: One (1) move-in day or move-out day may be booked at no charge for each show days booked, not to exceed two (2) days at no charge. Show days can not be considered a no charge date for move in or out. All other move in and move out days charged at .07 cents and may not exceed the total number of show days. If the Licensee uses additional days for move-in or move-out which are not listed in the Agreement, the Licensee agrees to pay the Phil Long Expo Center, LLC a minimum of 10% more than the daily rental rate. A full Expo day is defined during regular Phil Long Expo Center, LLC business hours of 9:00 am to 5:00 pm MST, excluding actual open event hours. Additional hours for Move-in and/or Move-out will be charged at the .07 per sq. ft. pro-rated per hours scheduled.
Partial rental rates will be determined on an individual bases taking the following into consideration.
Peak Time Period: January 15 - June 15,
September 8 - December 15
Shoulder Time Period: June 16 - September 7
Off-Peak Time Period: December 16 - January 14
Easter, Labor Day, Passover, Rosh Hashanah, Memorial Day, Yom Kippur,
Independence Day, Thanksgiving
Additional Factors Considered: Food and Beverage Revenue to the Phil Long
Expo Center, Future Business Potential, Multiple Bookings Same Year, Need
Pattern.
Exhibits and Floor Plans
The Phil Long Expo Center display space and concession areas are not considered exhibit space. Exhibit floor plans must first be approved by Phil Long Expo Management. Licensees are cautioned not to sell exhibit space until approval of the floor plan in an effort to avoid costly changes involving exhibitions. An exhibitor list in numerical (booth) order, is required so prompt service may be provided to exhibitors. Events for the show or sale of firearms require approval. Phil Long Expo Center personnel are not allowed inside exhibit booth space for purposes of cleaning.
Catering and Concessions
Concessions, alcoholic beverage and catering services are exclusive to our in-house food and beverage service. Please advise your exhibitor’s that outside food and drink are not allowed in the building.
Audio Visual
A public address system is available at no charge during event hours.
All other equipment needs will be supplied by Phil Long Expo Center, Expo Services, 719-867-1650.
Utilities
Utilities services (electrical, water & drain, gas, compressed air and
telephone services) are exclusive to The Phil Long Expo Center and ordered
through Phil Long Expo Center.
Credit is not given for utility and/or labor services ordered and not used.
Security
Unarmed security is an exclusive service to the Phil Long Expo Center.
Final determination of the number and type of personnel required for an
event is made by the Phil Long Expo Center. Credit is not given for security
services ordered and not used.
Freight and Deliveries
A Freight and Delivery Request Form must be completed for the Phil Long Expo Center to accept or store freight packages for exhibitors. The Phil Long Expo Center is not responsible for any damages or loss of packages. The freight may also be shipped to and received by the Licensee during the leased period specified on the contract.
Equipment Rate
Contact Phil Long Expo Center, Expo Services, 719-867-1650.
Waste Management Service Fees
Pallet Disposal $25 per pallet
Waste Disposal Service $350 per show service (required)
General Labor and Security Service Fees
General Labor $18 per hour, Parking lot attendants $18 per hour, Box Office Personnel $18 per hour, Security Personnel $23 per hour (Required over night).
Exclusive Services
Catering, Concessions, Box Office, Parking Lot Attendants, Security, Decorating, Utilities (telephone, electric,
water, compressed air, technical services)
Date Requests
A completed Phil Long Expo Center rental application (ADDENDUM #2), a
request for date(s) does not guarantee the date(s) will be contracted.
Upon receipt of the application (ADDENDUM #2) if available, your dates will
be penciled in giving you the first right of refusal. When your dates are
challenged, you will be notified in writing via fax or email. Upon
notification a 48 hour grace period will be extended to complete a License
Agreement. When the 48 hour deadline is reached the dates will be reserved
or released. The Phil Long Expo Center will consider no response as a
release of date or dates.
An Executed Agreement is recorded upon the receipt of a Contract signed by
the Licensee with the appropriate deposits and countersigned by the Phil
Long Expo Center.
The Phil Long Expo Center does not have a date or like and kind protection
policy.
Event Classification 70/30 Regulation
To protect the integrity of all events, current, future and proposed, held in the Phil Long Expo Center, it is of the up most importance to stay within the event classification approved by the Phil Long Expo Center when your date request (Addendum #2) is accepted. The event, as identified on page one of this agreement (Advertised Name of Event) must clearly demonstrate no less than 70% of total occupied exhibition space within the approved classification. A $12,000.00 penalty will be due and payable to the Phil Long Expo Center, for damages, if found to be in violation of the 70/30 Regulation. The Phil Long Expo Center also has the right to cancel any future events in accordance with any violation of this 70/30 Classification.
General Information
A written, Executed Contract is the agreement that commits specific date(s) and specific space(s) for a specific event as indicated in the License Agreement under “Advertised Name of Event“. Changes to the Contract must be mutually agreed upon and amended. Booking Applicants are cautioned not to sell space, advertise, or promote the event without an Executed Contract. The Phil Long Expo Center shall assume no responsibility or liability for any such promotion(s).
The Licensee, upon entering into a properly Executed Contract, agrees with the terms thereof, the payment of any required deposits, the contractual obligation to pay rental fees, equipment and service charges and any other required guarantee of payment without restriction.
A Contract Day will be determined by each individual event and by the information submitted on the Date Request Form (Addendum # 2).
Changes to the initial room set are assessed labor fees plus the cost of the additional equipment requested. Approximately 12 sq. ft. per electrical box needed, will be added, no charge to total sq. ft. set up. Phil Long Expo Center may utilize any un-leased space, (110,000 sq. ft. minus leased space, minus electrical no charge sq. ft.) unobstructed, within the Phil Long Expo Center for any purpose including display or sales.
Deposit(s)
The following non-refundable deposits are due and payable in cash, check, money order or cashier’s check. Two years out $800.00 per date retainer. At one (1) year fifteen percent (15%) of the total contract rental amount less any paid retainer. Under one (1) year, but not less than 8 months twenty five percent (25%) of the total contract rental amount. Second Deposit: 50% of balance half way. At thirty (30) days, the balance of the contract rental amount. Four (4) months or under 100% due and payable with contract.
A signed and dated agreement with a deposit must be received within 30 days of the contract date. Non compliance will release subjected dates into open inventory and agreement will be null and void.
Initial ________
Insurance
Insurance is required for all events. A certificate of insurance reflecting
the following limits must be submitted to the Phil Long Expo Center thirty
(30) days prior to the first move in day.
Liability - $1 million commercial general; $50,000 fire legal; $500,000
comprehensive auto (auto related)
The Phil Long Expo Center, LLC must be listed as additional insured.
Licensee must provide a Certificate of Insurance from a company with an A.M.
Best rating of no less than a B+ and in good standing with the State Board
of Insurance.
Fire Requirements
All event floor plans require the Phil Long Expo Center approval.
Aisle ways and exits may not be blocked.
Covered displays in excess of 100 square feet require a fire extinguisher.
Covered displays exceeding 300 square feet or multilevel displays must meet
specific regulations.
Open flames are not permitted in the facility.
Toxic or hazardous materials are subject to immediate removal if the
required information is not received and Fire Marshal instructions are not
followed. All costs associated with safe handling of materials, including
insurance, are the responsibility of the Licensee.
Sales Tax
The City of Colorado Springs Sales Tax Division requires the Phil Long Expo Center to have on file copies of exhibitors’ sales tax licenses for the state and city. Collection and submission to the Phil Long Expo Center prior to event closing of such documentations is the responsibility of the Licensee. See www.revenue.state.co.us for Colorado State and Use Forms.
Cancellation
Non-compliance with contractual obligations is grounds for cancellation. In
the event of cancellation, Phil Long Expo Center may retain all deposits
previously collected to cover cost of services rendered prior to
cancellation.
Cancellation of space (partial or total) by the Licensee within six (6)
months of the event causes Licensee to be liable for full rental on canceled
space.
Invoice
The balance, if any, owed the Phil Long Expo Center is due and payable at
the time the invoice is presented.
It is understood that my signature and initial on this document indicates my
understanding and acceptance of the General Rules and Regulations of the
Phil Long Expo Center.
_____________________________________________________________________________________
Signature Date
Initial ________
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