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The Official Site of Minor League Baseball

2018 Trade Show - Rules


2018 BTS Rules and Regulations

1. PURPOSE

The Baseball Trade Show is organized by Professional Baseball Promotion Corp. ("Organizer"), a subsidiary of The National Association of Professional Baseball Leagues, Inc. ("NAPBL" or "Minor League Baseball"). The purpose of the Baseball Trade Show is to complement the Baseball Winter Meetings by allowing individuals and businesses ("exhibitors") to display and demonstrate products and services that support Minor League Baseball and Major League Baseball.

2. ELIGIBILITY

The Baseball Trade Show exhibit area is open to all companies whose products or services relate to or are used by the baseball industry. Organizer reserves the right in its sole discretion to reject any application for exhibit space including, without limitation, those submitted by applicants whose product or service Organizer believes are not suitable for the Baseball Trade Show.

3. ATTENDANCE

The Baseball Trade Show is NOT open to the general public. Each exhibiting company will receive three (3) name badges per one hundred (100) square feet of exhibit space. Exhibitor name badges are to be used by exhibiting company personnel only. Additional name badges can be purchased for company personnel for seventy-five dollars ($75) each.

4. USE OF LIKENESS

Exhibitor irrevocably consents to Organizer and Organizer's employees, agents, and personnel using the likenesses of exhibitor and exhibitor's employees, agents, personnel, invitees, and guests for purposes including, without limitation, Organizer's operation of the Baseball Winter Meetings and Baseball Trade Show, publicity, marketing, and promotion of the Baseball Winter Meetings and Baseball Trade Show, and Organizer's other programs. Exhibitor understands and agrees that the likenesses may be copied and distributed by various methods, including, without limitation, photography, video, television, websites, brochures, email advertisements, magazines, newspapers, and social media. Exhibitor understands that, although Organizer will endeavor in good faith to use the likenesses in accordance with standards of good judgment, Organizer cannot warranty or guarantee that any further dissemination of the likenesses will be subject to Organizer's control. Accordingly, exhibitor, on behalf of itself and all of its employees, agents, personnel, invitees, and guests, releases Organizer from any and all claims and liability related to the likenesses or the dissemination thereof.

5. LOGOS AND TRADEMARKS

Only exhibitors who possess an appropriate license may use the logo or trademark of a Minor League Baseball or Major League Baseball organization. Failure to possess a license may result in the seizure of infringing goods and materials. The Baseball Trade Show and Baseball Winter Meetings logos and trademarks may only be used with prior written permission. Exhibitors may apply for a one-time license to use the 2018 Baseball Trade Show logos and trademarks on promotional materials or products for the duration of the Baseball Trade Show. There is no fee for this license. Baseball Winter Meetings logos and trademarks are available only to sponsors. Please contact Organizer to have a Graphic Request Form sent to you.

The names and logos of Mandalay Corp. d/b/a Mandalay Bay Resort & Casino ("Hotel") are exclusively property of the Hotel. Any unauthorized use of these names and logos is prohibited.

6. MUSIC, PHOTOGRAPHS, AND COPYRIGHTED MATERIAL

Each exhibitor is solely responsible for obtaining any necessary licenses and/or permits to use music, photographs, or other copyrighted, trademarked, or proprietary material in exhibitor's booth or display including, without limitation, any fees due to ASCAP, BMI, SESAC, or other fees or royalties. Organizer is not responsible for any violation or infringement.

7. PAYMENT, CANCELLATION, AND REFUND

Payment is due with application. Exhibitor agrees that should exhibitor fail to pay all or any part of the applicable trade show fees and/or other consideration, then exhibitor shall indemnify NAPBL and Organizer for all costs including, but not limited to, court costs and reasonable attorneys' fees incurred by NAPBL and Organizer in collecting such unpaid consideration.

All notices of cancellation must be received in writing. If exhibitor's written notice of cancellation is received on or before September 1, 2018, Organizer will retain fifty percent (50%) of the total exhibit space fee as liquidated damages and refund the remainder. If exhibitor's written notice of cancellation is received on or after September 2, 2018, exhibitor forfeits entire exhibit space fee as liquidated damages. Upon receipt of exhibitor's written notice of cancellation, Organizer may reassign the canceled space without obligation to exhibitor. Receipt of an exhibit space application, or negotiation of the applicable exhibit space fee payment instrument, does not constitute an acceptance of an application. If an application is rejected, Organizer will refund the total exhibit space fee to the applicant.

In the event that the Baseball Trade Show is canceled or postponed, or Organizer is unable to perform for any reason whatsoever, including as a result of force majeure, exhibitor's sole and exclusive remedy shall be a refund of all monies paid to Organizer for the total exhibit space fee. Organizer shall not be liable to exhibitor, or any of exhibitor's officers, employees, representatives, guests, agents, or independent contractors for any other costs or expenses incurred as a result of the event being canceled or postponed, including, without limitation, transportation, hotel, and shipping expenses and lost profits.

8. SUBLETTING OF EXHIBIT SPACE

Exhibitor may NOT assign, sublet, or apportion to any other entity or individual all or any part of the exhibit space allocated and may not advertise or display goods or services other than those produced or sold by exhibitor in its regular course of business.

9. INSTALLATION AND DISMANTLING OF EXHIBITS

Exhibitor agrees to the following rules regarding the installing and dismantling of its exhibit:

A. INSTALLATION. If the installation of any exhibit (i) has not started by 9:00 a.m. on Monday, December 10, 2018, or (ii) appears like it will not be completed by 12:00 p.m. on Monday, December 10, 2018, Organizer may (a) order the exhibit to be installed, or (b) deem exhibitor to have canceled its reservation of exhibit space. If the exhibit is ordered to be installed, exhibitor will be billed for and be responsible to pay all costs and expenses associated with such installation. If exhibitor is deemed to have canceled its reservation of exhibit space, exhibitor forfeits the entire space fee as liquidated damages and Organizer may reassign the exhibit space without any obligation to exhibitor. All exhibits must be fully operational by 12:00 p.m. on Monday, December 10, 2018. After this time, no installation work will be permitted without special permission from Organizer. Please refer to the Exhibitor Service Kit for more information on exhibitor installation and Nevada labor laws.

B. DISMANTLING. Early dismantling of exhibits is prohibited. Any exhibitor dismantling its exhibit prior to 12:00 p.m. on Wednesday, December 12, 2018, will be penalized with respect to future Baseball Trade Shows. Specific penalties will include deductions in priority points or ineligibility to exhibit at future shows. Dismantling of all exhibits must be completed prior to 12:00 p.m. on Thursday, December 13, 2018. If the dismantling of any exhibit (i) has not started by 10:00 a.m. on Thursday, December 13, 2018, or (ii) appears like it will not be completed by 12:00 p.m. on Thursday, December 13, 2018, then Organizer may order the exhibit to be dismantled. In such event, exhibitor will be billed for and be responsible for paying all costs and expenses associated therewith. Exhibitor must adhere to all local union guidelines.

C. VENDOR SERVICES. Organizer will forward an Exhibitor Service Kit via email to each registered exhibitor. The Exhibitor Service Kit will list the names, addresses, and phone numbers of the official service vendors that will be available to provide various services to exhibitors including, without limitation, exhibit installation and dismantling services. Exhibitors are responsible for communicating with, supervising, and compensating the official vendors for their services.

10. BOOTHS AND EXHIBIT SPACE

A. BOOTH ACCESSIBILITY. All exhibitors must comply with of the Americans With Disabilities Act ("ADA"). Exhibitor (i) warrants and represents that its exhibit at the Baseball Trade Show will be accessible to all individuals in accordance with the ADA and (ii) agrees that any alleged violation of the ADA or comparable state law will be an Indemnified Event for which exhibitor agrees to provide indemnification as set forth in Sections 14 and 15.

B. BOOTH FLOOR PLAN, CONSTRUCTION, AND ARRANGEMENT. (i) General. No portion of any exhibit may extend beyond the assigned exhibit space. The placement of equipment must be done to avoid blocking the visibility of neighboring exhibitors. All exposed parts of a display must be finished so as not to appear unsightly or objectionable. All exhibit fixtures, especially portable or "pop-up" booths, must be erected in a manner to withstand normal contact or vibration due to outside forces such as the movement of fork lifts, heavy machinery, and other similar types of equipment and contact by attendees, cleaners, laborers, neighboring exhibitors, other exhibitors, and other persons. The use of shelves or racks for product or literature display should be used with fixtures designed to support such loading. (ii) Storage of Excess Literature and Product. The storage of excess literature, product, or packing materials and cases behind the exhibit space back drape is strictly prohibited. A limited supply of literature and/or product may be stored within the booth area so long as these materials do not block access to the utility service or appear unsightly from the aisle. (iii) Floor Plan. All dimensions and locations on the floor plan are believed, but not warranted, to be accurate. Organizer reserves the right to make modifications as it deems necessary in Organizer's sole discretion or as needed to comply with law or regulation. (iv) In-Line (Standard) and Corner Booths. In-line (standard) booths are booths with an aisle on one (1) side and other exhibit space on three (3) sides. Corner booths are booths with an aisle on two (2) sides and other exhibit space on two (2) sides. All exhibit fixtures, components, identification signs, and other display materials in the front half of in-line and corner booths are restricted to a maximum height of four feet (4') and in the back half of the booths are restricted to a maximum height of eight feet (8'). (v) Perimeter Booth. Perimeter booths are booths with an aisle on one (1) side, other exhibitors on two (2) sides, and the outside perimeter of the exhibition area on the remaining side. All exhibit fixtures, components, identification signs, and other display materials in the front half of the booth are restricted to a maximum height of four feet (4') and in the back half of the booth are restricted to a maximum height of sixteen feet (16'). (vi) End-Cap Booth. End-cap booths are booths with aisles on three (3) sides and exhibit space on one (1) side. All exhibit fixtures, components, identification signs, and other display materials are restricted to a maximum height of eight feet (8') in the back half of the booth within five feet (5') of the two (2) side aisles and are restricted to a maximum height of four feet (4') in the remaining space. (vii) Island Booth. Island booths are booths with aisles on all four (4) sides. All exhibit fixtures, components, identification signs, and other display materials are restricted to a maximum height of sixteen feet (16'). (viii) Canopies, False Ceilings, and Umbrellas. Canopies, false ceilings, and umbrellas will be permitted to a height that corresponds to the height regulation for the type of booth space allocated. For example, no part of a canopy for an in-line (standard) booth may exceed eight feet (8'). Canopies and false ceilings may extend out to the aisle line and up to the booth line on each side of exhibitor's booth space provided that support structures do not exceed three inches (3") in width when placed (i) within ten feet (10') of an adjoining exhibit or (ii) within five feet (5') of an aisle (since adjoining exhibitors are entitled to the same reasonable sight line from the aisles as they would expect if they were adjacent to an exhibitor without a canopy or false ceiling). Exhibitors installing a canopy or false ceiling shall be responsible for checking and ensuring that the canopy or false ceiling meets or exceeds all applicable codes, rules, regulations, and ordinances (e.g., fire code, safety code, and building code). Any part of an exhibit that fails to meet all such codes, rules, regulations, and ordinances will either be modified or removed. Exhibitor will be solely responsible for the costs and expenses of such modification or removal. (ix) Hanging Signs. All hanging signs must be approved in advance by Organizer and coordinated with PSAV to hang the sign. Any part of an exhibit that fails to meet all such codes, rules, regulations, and ordinances will be modified or removed so that the exhibit meets all such requirements. Exhibitor will be solely responsible for the costs and expenses of such modification or removal. (x) Acceptability of Booth Design and Demonstrations. All exhibits must be designed and operated in a manner that is acceptable to Organizer. Organizer reserves the right to require immediate withdrawal, expulsion, or cessation of any conduct that the Organizer deems unacceptable. Product and service sampling are acceptable within exhibitor's booth space so as not to interfere with attendee traffic in the aisles. Exhibitors are not permitted to hand out, distribute, or display their product or services or hand out material at any site at the Baseball Trade Show or Baseball Winter Meetings other than exhibitor's own booth without prior approval from Organizer. Violations include, but are not limited to, placing brochures on display tables, handing out material at the trade show entrance, mascot and entertainment acts performing in the aisles or in open areas, or promotional items being distributed around the exhibit hall other than at exhibitor's own booth. Noise levels from demonstrations, sound systems, and other devices must not interfere with others. Organizer may limit the use of any sound, light, or other device by exhibitor. (xi) Food and Beverage Sampling. Food and beverage sampling is allowed. Exhibitors must adhere to the Hotel sampling policy and keep their sampling size to two (2) ounces or less. (xii) Care of Exhibit Space. Exhibitor must, at exhibitor's sole cost and expense, maintain the booth space and exhibit in a neat, clean, orderly, and safe manner. Each exhibitor must provide a representative at all times within the exhibit space during the open hours. (xiii) No Suitcasing. Any attendee who is observed to be soliciting business in the aisles or other public spaces, in another company's booth, or in violation of any portion of the Baseball Trade Show Rules and Regulations will be asked to leave immediately and may be banned from future shows. (xiv) Character of Booths. Exhibitors shall not display products or services, or engage in any activity, that Organizer, in its sole and absolute discretion, deems offensive or distasteful.

11. IDENTIFICATION AND SECURITY

All exhibitor personnel must wear an official Baseball Trade Show name badge whenever they are on the exhibition floor (regardless of whether the 2018 Baseball Trade Show is open to attendees or not). Anyone not wearing an identification badge will be prohibited from entering or be asked to leave the premises. As a precaution, to ensure maximum-security, after-hours work will not be permitted in the exhibit hall. Exhibitors must take provisions for safeguarding their goods, materials, equipment, and displays. Although Organizer will provide 24-hour perimeter security throughout the Baseball Trade Show exhibition period (including installation and dismantling periods), the furnishing of such service shall not be construed as an assumption of any obligation or duty by either Organizer or the Hotel with respect to the protection of exhibitor's property (or other property located within exhibitor's booth), which shall always be deemed to remain in the sole possession and custody of exhibitor. Under no circumstances will either Organizer, NAPBL, or the Hotel, or any person or entity related to them, be held responsible for any lost, damaged, or stolen property.

12. SALE OF GOODS AND SERVICES

Exhibitor is solely responsible (i) for obtaining any licenses, permits, or approvals required under local or state law applicable to its activity at the Baseball Trade Show, (ii) for obtaining any tax identification numbers, and (iii) for paying all taxes, license fees, or other charges that shall become due to any governmental authority in connection therewith. All sales must be conducted within the confines of the booth and comply with all applicable federal, state, and local laws and regulations.

13. FIRE AND SAFETY REGULATIONS

All fire and safety regulations will be strictly enforced. Each exhibitor assumes responsibility for compliance with such regulations. All decorations and booth equipment must be fire resistant and electrical wiring must meet all safety requirements of the official service contractor. Affidavits attesting to compliance with fire department regulations must be submitted upon request. Combustible material shall not be stored in the exhibit area.

All product demonstrations involving any moving and potentially hazardous machines, displays, or parts (e.g., batting machines) must have hazard barriers to prevent accidental injury to attendees or other exhibitors. Demonstrations must always be supervised by exhibitor personnel who can stop the demonstration in the event of an emergency.

14. LIABILITY

EXHIBITOR ASSUMES ALL RISK AND RESPONSIBILITY RELATED TO ITS ATTENDANCE AT THE BASEBALL TRADE SHOW. EXHIBITOR AGREES THAT ORGANIZER, NAPBL, AND HOTEL, AND ALL OF THEIR RESPECTIVE SHAREHOLDERS, MEMBERS, PARTNERS, SUBSIDIARIES, PARENTS, AFFILIATED ENTITIES, DIRECTORS, OFFICERS, EMPLOYEES, REPRESENTATIVES, AGENTS, CONTRACTORS, SUBCONTRACTORS, AND ATTORNEYS SHALL NOT BE LIABLE TO ANY ENTITY OR INDIVIDUAL FOR ANY CLAIMS, SUITS, CAUSES OF ACTION, LOSSES, DAMAGES, GOVERNMENTAL CHARGES OR FINES, COSTS, EXPENSES (INCLUDING ATTORNEYS' FEES), OR INJURIES TO PERSONS OR PROPERTY ARISING OUT OF OR RELATING TO: (I) THE EXHIBIT OR PROPERTY OF EXHIBITOR; (II) THE USE OR OCCUPANCY OF THE EXHIBIT BOOTH SPACE AND CONVENTION PREMISES BY EXHIBITOR OR ANY OF EXHIBITOR'S OFFICERS, EMPLOYEES, REPRESENTATIVES, GUESTS, AGENTS, OR INDEPENDENT CONTRACTORS; (III) ANY NEGLIGENT, INTENTIONAL, OR OTHER ACT OR OMISSION OF EXHIBITOR OR ANY OF EXHIBITOR'S OFFICERS, EMPLOYEES, REPRESENTATIVES, GUESTS, AGENTS, OR INDEPENDENT CONTRACTORS; (IV) ANY VIOLATION OF LAW, CODE, REGULATION, ORDINANCE, INSTRUCTION, GUIDELINE, OR OTHER RULE, INCLUDING, WITHOUT LIMITATION, THESE RULES, BY EXHIBITOR OR ANY OF EXHIBITOR'S OFFICERS, EMPLOYEES, REPRESENTATIVES, GUESTS, AGENTS, OR INDEPENDENT CONTRACTORS; (V) ANY ACTUAL OR CLAIMED INFRINGEMENT OF ANY COPYRIGHT, TRADEMARK, PATENT, TRADE SECRET, OR PRIVILEGES BY EXHIBITOR OR ANY OF EXHIBITOR'S OFFICERS, EMPLOYEES, REPRESENTATIVES, GUESTS, AGENTS, OR INDEPENDENT CONTRACTORS; OR (VI) ANY PRODUCT OR SERVICE OF EXHIBITOR. SUBPARAGRAPHS (I) THROUGH (VI), ABOVE, ARE HEREINAFTER REFERRED TO AS AN "INDEMNIFIED EVENT." NEITHER ORGANIZER, NAPBL, NOR HOTEL MAINTAIN INSURANCE COVERING EXHIBITOR'S PROPERTY. IT IS THE SOLE RESPONSIBILITY OF EXHIBITOR TO OBTAIN BUSINESS INTERRUPTION AND PROPERTY DAMAGE INSURANCE INSURING ANY LOSSES BY EXHIBITOR.

15. INDEMNIFICATION

EXHIBITOR AGREES TO INDEMNIFY, DEFEND, AND HOLD HARMLESS ORGANIZER, NAPBL, AND HOTEL, AND ALL OF THEIR RESPECTIVE SHAREHOLDERS, MEMBERS, SUBSIDIARIES, AFFILIATED ENTITIES, DIRECTORS, OFFICERS, EMPLOYEES, AGENTS, AND ATTORNEYS FROM AND AGAINST ANY AND ALL CLAIMS, THREATS, DAMAGES, INJURY, LOSSES, LIABILITY, SUITS, ACTIONS, DEMANDS, JUDGMENTS, PROCEEDINGS (WHETHER LEGAL, EQUITABLE, ADMINISTRATIVE, OR OTHERWISE), AND COSTS AND EXPENSES (INCLUDING, WITHOUT LIMITATION, REASONABLE ATTORNEYS' FEES AND EXPENSES) RELATING TO OR ARISING IN WHOLE OR IN PART FROM AN INDEMNIFIED EVENT.

16. INSURANCE

Each exhibitor must at its sole expense, procure and maintain a Commercial General Liability insurance policy in the amount of at least one million dollars ($1,000,000) per occurrence and three million dollars ($3,000,000) in the aggregate. Such insurance shall be primary and not require contribution from any of the additional insureds' other insurance coverages and shall afford immediate defense and indemnification, as named additional insureds, to The National Association of Professional Baseball Leagues, Inc., Professional Baseball Promotion Corp., and Mandalay Corp. to the limit of not less than one million dollars ($1,000,000) per occurrence and three million dollars ($3,000,000) in the aggregate. The insurance policy is due with exhibitor's application. Each insurance policy required by these rules shall contain the following provisions:

o The insurance policy shall at least begin at 12:01 a.m. on Sunday, December 9, 2018 and shall not be cancelled before 11:59 p.m. on Thursday, December 13, 2018, or until thirty (30) days after prior written notice has been given to General Counsel, Minor League Baseball, 9550 16th Street North, St. Petersburg, FL 33716.

o The Commercial General Liability policy described above shall include the following additional insured endorsement language: "The National Association of Professional Baseball Leagues, Inc., Professional Baseball Promotion Corp., and Mandalay Corp., and each of their respective officers, directors, shareholders, members, agents, and employees are named as additional insureds."

o Workers' compensation insurance as required by law.

o Exhibitors who do not currently have Commercial General Liability insurance can purchase coverage through K&K Insurance. Please fill out Part 4 of the Booth Space Application. Forms will be provided once registration has been accepted.

o Exhibitors must provide Organizer with a Certificate of Insurance evidencing such coverage when submitting the Baseball Trade Show exhibit booth application or purchase insurance coverage through the booth space application. Booth applications will not be processed until proof of insurance is received. Failure to provide evidence of insurance coverage will result in exhibitor losing the ability to exhibit and forfeiture of any deposit as decided by Organizer in its sole discretion. If your current insurance policy expires before the show dates, please send your current policy with this application and submit a new policy when it renews.

17. ALCOHOLIC BEVERAGES

Exhibitors may not sell, serve, or otherwise distribute alcoholic beverages at the Baseball Trade Show without prior written approval of Organizer.

18. VIOLATIONS

Exhibitor agrees to adhere to and abide by all applicable laws, codes, ordinances, terms, conditions, rules, and regulations including, without limitation, the rules and regulations outlined herein, in the Exhibitor Service Kit, and in the Hotel rules and regulations as each may be supplemented or amended. The intent of these rules and regulations is to make the 2018 Baseball Trade Show a safe, enjoyable, and productive event for attendees and exhibitors alike. Any violation of these rules and regulations by exhibitor (or exhibitor's officers, employees, representatives, agents, or independent contractors) may subject exhibitor, at the option and discretion of Organizer, to punitive action, including, without limitation, (i) immediate expulsion of exhibitor or the offending individual, (ii) forfeiture of all moneys paid to Organizer, and (iii) loss of exhibiting privileges during the Baseball Trade Show and/or at future Baseball Trade Shows. Upon evidence of any violation, Organizer may re-enter and take possession of the booth space allocated to exhibitor, and Organizer may remove all persons and property therein at exhibitor's risk. Exhibitor shall pay and be responsible for all costs, expenses, and damages resulting from the violations of these rules including, without limitation, any costs or expenses associated with dismantling exhibitor's exhibit, cleaning up exhibitor's booth space, lost profits, and transportation and lodging expenses.

19. REBATES

Organizer will receive a room rebate in the amount of ten dollars ($10) per room night from Hotel. The rebate will help offset the costs of putting on the Baseball Winter Meetings, Baseball Trade Show, and related events.

20. CLAIMS ABOUT PRODUCTS AND SERVICES

Exhibitors' product and service claims are not verified by anyone associated with the Baseball Trade Show. Products shown may not be approved for on-field and/or player use.

21. VENUE AND CHOICE OF LAW

Any dispute, controversy, or claim arising out of the Baseball Trade Show shall be adjudicated in state or federal courts located in St. Petersburg or Tampa, Florida. These rules and regulations shall be governed by the laws of the state of Florida.

22. GENERAL

Organizer cannot guarantee any financial gain to exhibitors exhibiting at this event and any attendees of the event. All issues not covered by these rules and regulations are subject to the sole and absolute discretion of Organizer. These rules and regulations may be amended at any time by Organizer, and all amendments thereto are binding on the parties affected by them upon notice thereof.

 

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