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Reno Rodeo Commercial Vendor Information Click here for Commercial Vendor Handbook Click here for Commercial Vendor Application Click here for: 2006 Audience Summary Survey by EventCorp Click here for all Commercial Vendor Applications and Forms Welcome to the 2010 Reno Rodeo. We partner with you in welcoming our fans to the Reno Rodeo and to ensure that their Reno Rodeo experience is pleasant and entertaining. Please join us in providing the best ever customer service to all our patrons. We look forward to having your business or organization as an integral part of the Reno Rodeo. If you have any questions please email us at This e-mail address is being protected from spam bots, you need JavaScript enabled to view it or call 775-813-7819. Please try to find your answer in this Handbook then email us before calling. We receive hundreds of calls a week and may not be able to respond efficiently, but we will get back to you. Best regards, INSTRUCTIONS FOR RETURNING VENDORS You must complete the Application for Reconsideration for the 2010 Reno Rodeo. Once the Application for Reconsideration is turned in you must then receive an invitation to return to the Reno Rodeo in 2010. A lease signed with the Reno Rodeo for booth space is good for one Rodeo only. A new invitation and lease must be received each year. An Application for Reconsideration can be found in this Handbook, it will be mailed to you or you may download the Application for Reconsideration at www.RenoRodeo.com. Your Application must be complete and include a $200.00 deposit on your space. You may use the Credit Card Form included in this handbook or make your check out to Reno Rodeo Association. INSTRUCTIONS FOR NEW APPLICANTS You must complete the 2010 Commercial Vendor Application to be placed on the waiting list for booth space. Please complete the application and return it with a $50.00 non-refundable application fee (using either the Credit Card Form included with this Handbook or by including a check made out to the Reno Rodeo Association) and pictures. The 2010 Commercial Vendor Application can be found in this Handbook and it can be downloaded at www.RenoRodeo.com. Failure to submit the $50.00 application fee, include photos or fill out the form completely will cause your application to be denied. Decisions on new applications will be made by April 1, 2010. Do not call the Reno Rodeo office regarding the status of your application before April 1, 2010 and do not call with questions regarding exhibiting before you are accepted into the Reno Rodeo. You will be contacted as soon as the Reno Rodeo knows whether they have space for you and whether they will accept your application. 2010 DUE DATES AND SHOW TIMELINE The following information is due to the Reno Rodeo on or before the specified dates to RRA, c/o Exhibit Hall Committee, 190 W. Huffaker Lane, Suite 401, Reno, Nevada 89511, email This e-mail address is being protected from spam bots, you need JavaScript enabled to view it or fax to 775-201-6052. If you mail the requested information the Reno Rodeo will go off of the post mark date in assessing compliance with the deadlines. Date What is Due EXHIBIT SPACE INDOOR ARENA EXHIBIT HALL OUTSIDE EXHIBITS EXCLUSIVITY OF PRODUCTS SALES TAX AND BUSINESS LICENSE FEE There is an additional $100.00 fee for all vendors that do not have a Reno Nevada Business License. The following rules have been established to date: BASIC RULES 1. Disregard of any rule by the exhibitor forfeits all monies, rights and privileges. 2. PLEASE NOTE that the logo of the Reno Rodeo and the Double R Marketplace are Registered Trademarks and MAY NOT be used, under any circumstances, without PRIOR WRITTEN PERMISSION from the Reno Rodeo Association. 3. Vendors are bound by the terms of the contract, incorporating this Handbook, that they sign to secure exhibit space. Vendors are under strict supervision of the Reno Rodeo Association and its Vendors Committee agents. 4. If your booth will be gathering names, addresses and phone numbers from visitors, please take care not to represent yourself as being from or with the Reno Rodeo Association when you contact them later. 5. If you receive an exhibit space at the 2010 Reno Rodeo you are not guaranteed a space at subsequent Rodeos. 6. You are required to operate your booth during all hours posted for the location of your booth. If you do not have someone operating your booth during all such hours you will not be invited back to the Reno Rodeo the following year. 7. The vendor shall not assign or sublet space or any part thereof without the express permission of management. Booth space is ONLY to be used by the entity and for the products approved by management. Signage for any other entity than the one stated on the contract is not allowed. 8. Smoking is prohibited in booths or inside the buildings. 9. No food, beverage or merchandise (balloons, visors, sunglasses, T-shirts, etc.) sold by other vendors may be given away on the grounds. Such acts conflict with concession rights held by others. 10. Placing advertising material on or in automobiles on the Rodeo grounds is specifically prohibited and no such permission will be granted under any circumstance. 11. Vendors shall comply with the law, rules, regulations and codes of the State of Nevada, Washoe county, City of Reno and the Reno Rodeo, including but not limited to Workers’ Compensation, insurance, health and safety, fire, construction and utilities. 12. All exhibitors are expected to conduct themselves in a professional manner according to the rules of this handbook. Any unruly conduct, refusal to follow rules or use of foul language to Rodeo patrons or Rodeo personnel will be considered grounds for expulsion from the Rodeo. Such exhibitors will not be permitted to return to future Rodeos. 13. Scalping of credential by vendors, their agents, family members or any other person will result in immediate expulsion with no refund and the vendor will not be allowed to return to future Rodeos. BOOTH DESIGN RULES 14. The Reno Rodeo has a western theme for each exhibitor to aspire to. The western theme adds immensely to the atmosphere of the exhibit buildings. 15. Balloons are NOT ALLOWED in either of the exhibit buildings. 16. The Fire Marshall strictly prohibits the use of hay / straw bales in indoor halls. Artificial hay and straw bales that pass fire codes are allowed. 17. You are advised to have materials used in the construction of you booth flameproofed or treated with a flameproof solution. To be safe, it would be advisable to have a fire extinguisher in your booth at all times. 18. All extension cords used in your booth for any reason must be heavy duty grounded cord to meet local fire codes. 19. PIPE AND DRAPE IS NOT PROVIDED BY RENO RODEO. All decorations, tables, chairs, display cases, etc. must be supplied by the exhibitor and meet all applicable rules. All exhibits are for the space only, no shelters/canopies are provided by the Reno Rodeo. PRODUCT DISPLAY RESTRICTIONS 20. There are restrictions on displaying and selling certain products at the Reno Rodeo, namely NO denim Jeans. Please be sure to fully identify the type and quality of the products in your application and obtain approval from the MANAGEMENT for each and every item. 21. “Discount”, “Free Drawing”, “Clearance”, or “Sale” signs cannot be displayed at any time. You may use the wording “Rodeo Special”; otherwise any other such sign must be approved by the Exhibitors Committee Chair. 22. Sound devices, including but not limited to loud speakers, organs, pianos and radios, are subject to approval by management. If allowed, the music must be controlled so as not to interfere with others and may not be used in the Western Hall at any time. The privilege for use of such sound devices may be revoked at any time. 23. Vendors may request the approval of management to change the list of articles, products and/or services up to May 1, 2010. Change requests must be in writing. 24. No copyrighted merchandise may be displayed or offered for sale without proper authorization. Management reserves the right to request a vendor remove a product for suspicion of copyright infringement. 25. Management reserves the right to prohibit any merchandise that, in management’s sole judgment, is highly controversial or that may detract from the general character of Reno Rodeo. Management reserves the right to remove any of such exhibits. 26. All merchandise MUST be displayed and stored within the marked boundaries of the assigned exhibit space. 27. Demonstrations must be held within booth space and must not restrict traffic flow in the aisle. 28. Solicitation of funds for any political educational or charitable corporation or association or any other corporation, association, group are prohibited. INSURANCE REQUIREMENTS 29. All exhibitors must either provide a proof of insurance certificate for a minimum $1,000,000 (one million dollars) in liability, indemnifying the “Reno Rodeo Association and the Reno Livestock Event Center” at “1350 N. Wells Avenue, Reno, Nevada 89512” for “June 14, 2010 through June 28, 2010”, or purchase liability insurance from the Reno Rodeo Association. DEMONSTRATION OF INSURANCE MUST BE DELIVERED TO OR PURCHASED FROM THE RENO RODEO ASSOCIATION PRIOR TO MAY 1, 2010. Proof of insurance may be faxed to 775-201-6052 or mailed to RRA c/o Kim Surratt, 190 W. Huffaker Lane, Suite 401, Reno, Nevada 89511. 30. If you plan to purchase insurance from the Reno Rodeo Association, the cost for coverage is $100.00 for the first 10X10 and $40.00 for each additional 10X10, so if you have a 10X30 space your insurance would cost $180.00 ($100 + $40 + $40). 31. You will not be allowed to move in unless Proof of Insurance has been previously supplied or purchased – NO EXCEPTIONS. SECURITY 32. The Reno Rodeo Association will exercise precaution to help ensure that your exhibit and products are safe while at the Reno Rodeo and provide limited security 24-hours a day. Security will begin at 8:00 a.m. the Tuesday before the first performance, and end at Noon on the Sunday after the last performance. Even though security will be provided around the clock, you - THE VENDOR - are responsible for your booths at all times. The Reno Rodeo Association does not assume responsibility for stolen products, displays, etc. DRAYAGE 33. The Reno Rodeo Association office WILL NOT accept delivery of your exhibit. If merchandise must be shipped in advance the Reno Rodeo Association WILL NOT accept delivery of your exhibit any earlier than the Tuesday before the first performance. Please make the appropriate arrangements with your shipper or a local warehouse for storage, with a delivery date set after your representatives are available to receive shipments. 34. Deliveries made during the Reno Rodeo should use the following physical address and Name of Exhibitor, Booth Name and Booth Number DO NOT SHIP ANY ITEMS / MATERIALS FOR DELIVERY PRIOR TO THE TUESDAY BEFORE THE FIRST RODEO PERFORMANCE! WE DO NOT ACCEPT C.O.D. DELIVERIES NOR DO WE HOLD CHECKS/CASH TO PAY FOR SUCH. A trailer will be made available to accept deliveries. These deliveries must be signed for in order to pick them up between the hours of 9:00 AM and 4:00 PM ONLY at the Reno Rodeo office in the South East corner of the grounds. If you do not make it to the Reno Rodeo office between these hours you will have to wait until the next day to receive your package. Reno Rodeo will not deliver your packages directly to your booth. You must go to the Reno Rodeo main office to pick them up yourself. 35. The Reno Rodeo is not responsible for freight delivered to the vendor office or grounds, freight delivered to your assigned space, notification that merchandise has been delivered or for lost or damaged merchandise. TELEPHONE SERVICE 36. Reno Rodeo does not provide you with phone service. If you need telephone or internet service in your booth, please contact the Livestock Event Center for such services. PARKING 37. Parking passes are always in short supply and so are the available parking spaces. Thus, you will be limited to TWO (2) parking pass for the duration of the Reno Rodeo. These parking passes are for vehicles only. Due to the limited amount of vendor parking, additional parking permits will not be provided. 38. Do not contact the Reno Rodeo Association office for additional parking passes. The Reno Rodeo Association office DOES NOT HAVE them. 39. Vendor parking passes are good for the north parking lot for vehicles without trailers only. Vendors may park stock trucks and trailers in assigned areas only. No trailer parking will be allowed on the rodeo grounds. Trailer parking will be available offsite. You will receive additional parking information upon moving into your booth. 40. Overnight sleeping is not allowed anywhere on the grounds. 41. The Reno Rodeo reserves the right to close parking lots if they become full. Parking is limited, and permits DO NOT guarantee access to the Reno Rodeo grounds. 42. If you need information on RV parking, please contact on the following campgrounds: Reno RV Park ELECTRICITY 43. Electrical power is provided to the booths. 110 volts is normal and 220 volts is possible. If 220 volts or other special electrical requirements are needed, please contact the Exhibit Hall Committee. STATE SALES TAX 44. Nevada Sales Tax must be charged on all retail sales of merchandise. You either must have a Reno Nevada Business Tax I. D. Number or pay the sales tax at the end of the Reno Rodeo. If you do not have a Reno Business License you will be assessed an extra $100 fee upon checking into the Reno Rodeo. 45. You will be provided a Tax Packet containing a Nevada State Sales Tax form, payment instructions and payment envelope. Management will collect the completed forms, along with your tax payment, on the last Saturday at the end of the night. Checks should be made to the Nevada Department of Taxation. Per the Nevada Department of Taxation, you may not turn in or mail your sales tax and/or the packet on your own. 46. Please note, if you do not complete your sales tax packet and/or submit your payment to Reno Rodeo on the last Saturday before the end of the Rodeo you will not be invited back to Reno Rodeo. 47. If you do not sell products in your booth or you are a nonprofit you still have to complete a packet for the Nevada Department of Taxation. Exhibitors who are sales and use tax exempt must attach a Nevada Department of Taxation letter of exemption with the application. 48. Vendors with a Nevada State Tax Permit must complete a return, however, will be permitted to pay the taxes with their regular monthly or quarterly return. EXHIBITOR BADGES 49. At the time of check-in, you will receive two (2) vendor badges. A limited number of additional badges will be available from the Exhibit Hall committee at check-in. The badges are for those who will be working in your booth. They are not for friends and family that simply want free access to the Rodeo. You will be penalized for abuse of the badge system. 51. Do not contact the Reno Rodeo Association office for additional exhibitor badges. The Reno Rodeo Association office DOES NOT HAVE these items. MOVE-IN AND MOVE-OUT SCHEDULES 52. Check in will be on Tuesday, June 15, 2010 and Wednesday, June 16, 2009 from 8:00 AM to 5:00 PM each day. The vendor committee agents will be available during those days and times to assist you with your move-in needs and providing other valuable information services. 53. You must check in before you will be allowed to move in and set up your booth. Check in will be in the office located at the East end of the Western Hall (Indoor Arena). Do not check in at the Reno Rodeo Association office. Vehicles will not be allowed in the exhibit halls after Wednesday so plan to arrive early enough to allow time to unload Tuesday and Wednesday. 54. Should a vendor set up in the wrong booth space, they agree to move to the proper location at their own expense and without protest, this also includes transfer of any installed decorations. 55. All booths must be ready or business no later than 5:00 PM on Wednesday, June 16, 2010. Vehicles will be permitted on the grounds and in buildings during set up for unloading only. Management reserves the right to demand the removal of vehicles from any area. No vehicles will be allowed on the grounds after 5:00 PM on Wednesday, June 16, 2010 or while the Rodeo grounds are open to the public. 56. You are required to attend to your exhibit until one hour after the end of the Rodeo performance on Saturday, June 26, 2010. YOU MAY NOT BEGIN PACKING OR REMOVING YOUR BOOTH UNTIL ONE HOUR AFTER THE END OF THE RODEO PEFORMANCE. You will have until noon on the following Monday to remove your exhibit. At the end of the Rodeo, each vendor is responsible for the cleanup of his/her exhibit area. Any articles or materials not removed from the grounds by noon on Monday will become the sole property of the Reno Rodeo. The Reno Rodeo reserves the right to dispose of such property in any manner it may deem in the best interest of the Rodeo. HOURS OF OPERATION FOR BOOTHS 57. Even though there will be 24-hour security exhibitors must be present (in their assigned booth area) during business hours to assure absolute security. 58. The Reno Rodeo will advertise to the public that shopping is available from 11:30 AM until 7:30 PM each day of the Rodeo, except for the first Thursday when the grounds will open at 4:00 PM. 58. The hours of operation for the outside exhibits, exhibit hall and indoor arena will be different. 59. For the first Thursday, all vendors must be open from 4:00 PM until 7:30 PM. The two buildings will not be locked to the public until one hour after the end of the Rodeo Performance. 60. Outside Exhibitors must be open from 4:00 PM until 7:30 PM on all weekdays of the event and from 12:00 PM until 7:30 PM on each weekend day of the event. All vendors are welcome to open earlier and stay later. Please keep in mind that the carnival is operated until midnight each night. 61. Indoor Arena Exhibitors must be open from 11:30 AM until 7:30 PM every day of the event. All vendors are welcome to open earlier and stay later. Please keep in mind that most of the day events begin by 8:00 AM and the doors to the Indoor Arena will not be locked until one hour after the end of the Rodeo Performance. 62. The Exhibit Hall Exhibitors must operate their booths from 4:00 PM until 7:30 PM for the first Thursday and Friday of the event. For the weekends and the Monday and Tuesday of the event the Exhibit Hall Exhibitors must operate their booths from 11:30 AM until 7:30 PM. The remaining week days will have a mandatory operation of 4:00 PM until 7:30 PM. Please keep in mind, that these are the mandatory minimum hours. The Exhibit Hall will be unlocked at 11:30 AM each day for any vendor that wishes to operate their booth at that time. In addition, please keep in mind that the advertisements to the public show the vendor hours at 11:30 AM until 7:30 PM each day. All vendors are welcome to open earlier and stay later. The doors to the Exhibit Hall will not be locked until one hour after the end of the Rodeo Performance. 63. All commercial exhibitors must operate during the stated hours. FAILURE TO DO SO WILL RESULT IN FORFEITURE OF FUTURE INVITATIONS TO EXHIBIT AT RENO RODEO. REFUND AND CANCELLATION POLICY 59. Vendors canceling a space once payment has been made will be entitled to refunds of any money deposited as follows: A cancelation before March 1 = a 75% refund A cancelation between March 2 & May 1 = a 50% refund A cancelation between May 2 & May 31 = a 25% refund Any cancelation’s after June 1 = 0% refund |
