2009 VALKARIA AIR FEST (VAF 2009) Sponsor / Exhibitor / Vendor Application 90024110 ***** Application Deadline is February 18, 2009 ***** Saturday February 21, 2009 8:00 AM - 6:30 PM Valkaria Airport (X-59) Valkaria, Florida Website: ValkariaAirFest.org Email: Info@ ValkariaAirFest.org The Valkaria Aviation Association is the Producer of the Valkaria Air Fest VAA is a 501(c)3 Non-Profit Organization. Please read the entire application thoroughly before filling it out completely. Company/Organization Name _____________________________________________________ Contact Name __________________________________________________________________ Title _________________________________________________________________________ Address _______________________________________________________________________ City ____________________________________ State ________ ZIP ________________ Phone ( ) __________________ Cell Phone ( ) __________________ Fax ( ) __________________ Email _________________________________________________________________________ Website _______________________________________________________________________ Select One: _____ Sponsor - The level of Sponsorship may amend this application. (Please obtain the "Sponsorship Opportunities" document from our website or contact the VAA representative listed in this document to learn about Sponsorship levels and options.) _____ Exhibitor - I will not be selling anything at the Air Fest _____ Vendor - I will be selling item(s) at the Air Fest. If you checked Exhibitor or Vendor, please list the item(s) you wish to exhibit or sell (or attach a list): _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ 1. DISPLAY SPACE: Sponsor / Exhibitor / Vendor spaces are 10' x 10' and guarantee a SPACE only. Tables/Chairs are available for a nominal fee. If your display requires more than 10' x 10', please list your additional requirements below or include a photograph and/or footprint of your requested layout. ________________________________________________________________________________ 2. ELECTRICITY: Electricity is available on the airfield. If your display must have electricity, please indicate below. You will be contacted by the VAA in advance; however we cannot guarantee that we will be able to provide you with electricity. If you would like to bring a generator, please indicate below. _____ We need electricity for our display _____ We wish to bring a generator for our display 3. AIRCRAFT DISPLAYS: Aircraft Sponsors / Exhibitors / Vendors are entitled to two (2) aircraft, each additional aircraft will be $100.00. 4. SPACE ASSIGNMENTS: You will receive your space assignment when you arrive at Check-In on Friday, Feb. 20th or Sat, Feb. 21st. You MUST be set up by 7:45 AM Saturday. Gates open to the public at 8:00 AM. 5. PAYMENT INFORMATION: The base rate includes: a 10'x 10' space, 2 admission tickets, and 2 Exhibitor/Vendor parking passes. Please indicate applicable rate plus any desired options: RATES: Standard / Non-Profit _____ Payment received by Jan. 21st: $150.00 / $80.00 _____ Payment received by Feb. 4th: $175.00 / $90.00 _____ Payment received after Feb. 4th: $200.00 / $100.00 OPTIONS: _____ a. One 8' Table & Two Chairs - add $20.00 (Must be ordered by Feb. 18th) _____ b. Advance tickets $8.00 each when purchased prior to Feb. 14th, otherwise $10.00 at the gate. Ticket quantity _____ x $8.00 ea. = $__________ TOTAL DUE: $_______________ (Include a and b if applicable) 6. INSURANCE: Sponsors / Exhibitors / Vendors must have in effect, liability insurance of no less than $250,000. You must provide the VAA with a "Certificate of Insurance" naming "The Valkaria Aviation Association (VAA)", "Valkaria Airport / Brevard County Board of County Commissioners", and "The Town of Grant-Valkaria" as a certificate holder. 7. NON-PROFIT ORGANIZATIONS: Non-Profit Exhibitors/Vendors must include proof of 501(c)3 status with application. 8. RELEASE FROM LIABILITY: Sponsor / Exhibitor / Vendor acknowledges that the VAA nor the Valkaria Airport, nor its officers, agents, employees or representatives, shall be liable or responsible for any injury to the undersigned, their employees, guests, or invitees for any injury, damage or loss that may occur during the Valkaria Air Fest or while Sponsor / Exhibitor / Vendor is in transit to or from the Air Fest. 9. OTHER: Sponsor / Exhibitor / Vendor shall comply with any and all applicable state, local or municipal regulations, laws and ordinances, including but not limited to health, fire, electrical and revenue regulations. Sponsor / Exhibitor / Vendor shall collect and remit all sales taxes, if required by Florida law. Page 2 10. MANAGEMENT'S LIABILITY: Neither the VAA nor Valkaria Airport, nor its officers, agents, employees or representatives, shall be liable or responsible for any event beyond its reasonable control such as or acts of God, weather delays or government restrictions. 11. All must read, initial and follow the Sponsor/Exhibitor/Vendor Rules. _______________________________________________________________________________ Signature of Sponsor / Exhibitor / Vendor ____________________________________________________________ __________________ Print Name and Company or Organization (if applicable) Date PRE-SUBMISSION CHECKLIST: _____ Sign and date the Application _____ Initial the Sponsor / Exhibitor / Vendor Rules _____ Enclose Certificate of Insurance listing named insured _____ Enclose Florida sales tax number and Agriculture or Hotel / Restaurant number (if applicable) _____ NPO's enclose 501(c)3 certificate _____ Enclose payment made payable to VAA (check or money order only) We will contact you once we receive your application package. SEND COMPLETED APPLICATION TO: Valkaria Aviation Association Attn: Joe Cross / LeRoy Rotgers 2880 Greenbrooke Street Valkaria, FL 32950 If you have any questions about these forms or about participating in the Valkaria Air Fest, please feel free to contact: Joe Cross - VAA Director (321) 914-3410 jcross@scgusa.com LeRoy Rotgers - VAF Chairperson (321) 508-3515 rotgers1@msn.com ---------------------------------------------------- 2009 Valkaria Air Fest Sponsor / Exhibitor / Vendor Rules Please read all of the Sponsor / Exhibitor / Vendor Rules and initial on Page 4 before signing the Application Form. 1. CHECK-IN: All Sponsors / Exhibitors / Vendors must check in at the "Registration" tent upon entering the show grounds. Setup times for booths are Friday, Feb. 20th from 3 PM - 6 PM and Saturday, Feb. 21st from 6 AM - 7:45 AM. No movement of vehicles will be allowed on the airfield after 7:45 AM on Saturday - NO EXCEPTIONS! 2. SALES TAX: Sponsor / Exhibitor / Vendor shall collect and remit all applicable sales tax if required by Florida law. 3. DISPLAY AREA: Sponsor / Exhibitor / Vendor shall confine its exhibit to its own space. Any questions concerning allowable areas for distribution shall be determined at the discretion of the VAA. No part of a Sponsor/ Exhibitor/Vendor display may interfere in any way with other Sponsors / Exhibitors / Vendors, or reach beyond the limits of the rented space. No vehicles are to be parked in the Sponsor / Exhibitor / Vendor space without the express consent of the VAA. 4. DISPLAY ATTENDANCE & APPEARANCE: Sponsor / Exhibitor / Vendor booths or display areas shall be manned at all times during the Air Fest hours, and shall be kept neat, attractive and free of debris or other safety hazards at all times. 5. SECURITY AND LIABILITY FOR LOSSES: The VAA will provide overnight security, however, will not be held liable for any loss/damage to equipment or property. 6. ADMISSIONS: Each Sponsor / Exhibitor / Vendor will be provided with Two (2) Admission Tickets to allow employees/booth personnel admission to the event. Sponsor / Exhibitor / Vendor entry tickets are for the sole use of the SPONSORS / EXHIBITORS / VENDORS. These tickets are not for resale. If you have more than (2) people working in your booth, you must purchase additional tickets. Tickets are $8.00 each when purchased by Feb. 14th. After that date, you will be responsible for purchasing the tickets at the gate for $10.00 each. Every person must have a ticket to be admitted into the Air Fest. (Will-Call is available). 7. VEHICLES: Each Sponsor / Exhibitor / Vendor will receive two (2) Sponsor / Exhibitor / Vendor parking passes. Each parking pass will allow you to park one vehicle in the Sponsor / Exhibitor / Vendor parking area. Due to limited Sponsor / Exhibitor / Vendor parking, all additional vehicles must park in General Parking. Tickets and parking passes are not required for set-up on Friday afternoon. 8. PROHIBITED ITEMS: The show management reserves the right to limit any items from being sold, distributed, used, or displayed that may cause potential danger to the aircraft or spectators. NO HELIUM BALLOONS are allowed at the Air Fest. 9. FOOD / BEVERAGE GIVEAWAYS: No food or beverage items may be used as give-away items without prior approval of the VAA. 10. GIVEAWAYS: The VAA must approve all giveaways no later than Feb. 14th. 11. ELECTRICAL GENERATORS: Use of a generator must have VAA approval no later than Feb. 14th. __________ Initial that you have read these rules THANK YOU FOR YOUR UNDERSTANDING AND YOUR PARTICIPATION! The Valkaria Aviation Association and the management of the Valkaria Airport looks forward to working with you!