TERMS AND CONDITIONS: Virginia, Maryland & Delaware Association of Electric Cooperatives (“VMDAEC”) sponsors the Gaff-n-Go 2024 Expo (“Expo”). Exhibitors shall comply with the terms and conditions stated herein.

 

EXPO HOURS:

FRIDAY – 9:00 a.m. – 2:00 p.m.                       SATURDAY – 7:30 a.m. – 2:00 p.m.

*Note: Doors will open at 9:00 a.m. on Friday but people will be walking around the outside expo before that.

 

SET-UP/TAKE-DOWN:

  1. Set-up:            Thursday, May 16th– 8:00 a.m. – 5:00 p.m.
    • Indoor booths – 1:00 p.m. – 5:00 p.m. Friday, May 17th– 7:00 a.m. – 8:00 a.m. Saturday, May 18th (Outdoor only) – by 7:15 a.m.
  2. Take-down:    Friday, May 17th(Indoor Only) – 2:00 p.m.

(Friday AND Saturday exhibitors: security will be onsite Friday night to guard your booths)

Saturday, May 18th– 2:00 p.m.

 

SOLICITATION: While we look forward to all who join us at the Gaff-n-Go Rodeo and its associated events, and we value our sponsors very, very much, we insist that all sponsors and exhibitors abide by the following Code of Conduct: (i) conduct yourself professionally, treating all with respect and courtesy, (ii) obey all laws and event policies, (iii) do not solicit any Gaff-n-Go participant, attendee, or visitor for employment or membership in any organization during the event, (iv) report any harassing, intimidating, offensive, threatening, violent, drunken, unsafe, or other behavior which violates this Code of Conduct to VMDAEC management at any time. VMDAEC reserves the right to enforce this policy by asking violators to depart the event, without refund, and by barring violators from participation in future events.

Sponsorships and expo space may be approved, denied, or reassigned locations at any time by VMDAEC in its sole discretion.

 

BOOTH DISPLAYS: No displays shall be permitted which interfere with the use, or impede access to other exhibitor space, or free use of the aisle/pathways. This includes Rodeo Drive and Co-op Circle.

Within your booth space is the only location exhibitors may use to display their products and/or services, without the prior written consent of VMDAEC. Additionally, space rented in/at the expo facility is the only location exhibitors may distribute their literature and/or other materials, without the prior written consent of VMDAEC.

Exhibitors are not permitted to hold events or individual appointments with expo attendees that conflict with events scheduled by VMDAEC.

The location of exhibitor booths may be moved at the discretion of VMDAEC.

OUTDOOR EXPO: Only specialty vehicles may be parked in your exhibit space. Specialty vehicles must fit in the 10’ x 20’ (10’ x 10’ for Friday Only exhibitors) exhibit space and must be approved by VMDAEC. Table and chair orders were taken at the time of registration. Onsite requests may not be honored. ($10/table, $5/chair, exact cash only). Tents will not be provided. No equipment may be taken from other areas of the Farm Bureau Center/Meadow Event Park.

Security will be provided on the grounds overnight on Friday.

 

EXHIBITOR’S DISPLAY: Exhibitor’s space must be fully staffed and operational during the expo dates and times. Additionally, exhibitors are prohibited from dismantling or packing up their display or other materials in their space, in preparation for removal, prior to the official closing time of the expo.

 

DAMAGES TO THE EXPO PROPERTY: Exhibitor is strictly liable for any and all damages caused to the expo facility by exhibitor, exhibitor’s personnel, or exhibitor’s subcontractors. Absolutely nothing can be posted, tacked, nailed, screwed, or otherwise attached to the columns, walls, floors, ceiling, furniture, or other properties of the expo property.

 

FOOD AND BEVERAGE: Small snacks, candy and water may be given out. Lunch tickets will be provided to each booth in the exhibitor packet for redemption at the food trucks or concessions. The food trucks and concessions will be open for additional purchases. (Friday exhibitors = 2 tickets for Friday; Friday AND Saturday exhibitors = 2 tickets for Friday and 2 tickets for Saturday)

 

STRICTLY PROHIBITED: No alcoholic beverages are allowed on the property. Smoking and vaping are not allowed in any buildings. No firearms are allowed on the grounds.

 

REMOVAL OF DISPLAY OR ITEMS: Exhibitors are responsible for keeping their exhibit space clean and presentable during the entire expo. Exhibitors may not remove any display materials, merchandise, or miscellaneous materials from the exhibit areas during expo hours, without the prior consent of VMDAEC.

All exhibitor displays or materials left in the booths after the expo without instructions will be packed and shipped or discarded at the sole discretion of VMDAEC and all charges will be at the exhibitor’s expense.

PUBLICATIONS: Every effort is made to ensure the accuracy of exhibitor listings. The exhibitor agrees to hold VMDAEC harmless for any errors or omissions in directory information.

 

NO GUARANTEE OF RESULTS: VMDAEC does not warrant or guarantee any particular results of the expo, nor does it guarantee a particular number of attendees or exhibitors.

CANCELLING OR DOWNSIZING BOOTH SPACE: Exhibitors are not allowed to assign or sublet their expo space, even if it is empty. If you must cancel your expo space, you are responsible for your full space costs, even if you do not use it.

 

ELECTRICITY: Electricity orders were taken at the time of registration. Onsite requests may not be honored. ($50, exact cash only).

 

EXPO SIGNAGE: If you have a space in the Exhibition Hall, a sign will be provided for your booth. Unless otherwise advised, the company name on your reservation form will appear on the sign. Any changes should be sent to Brandon Burton, bburton@vmdaec.com.

WI-FI: Wi-Fi will be provided. Instructions will be given onsite.

 

DOOR PRIZES: Throughout the Expo, door prizes will be awarded to the registered competitors.

  1. If you would like to offer a door prize, please bring that item with you to the Expo. You may bring multiple items.
  2. At the expo, in your exhibitor packets, you will have a sheet to fill out with information about the prize, along with instructions on where to hand it in. As the prizes are drawn, the winners will be directed back to your booth to collect the prize.
  3. Competitors will be eligible for the door prizes by having an Expo Vendor card signed by someone from each booth. This ensures good traffic for exhibitors!

 

T-SHIRT CONTEST: Competitors/teams bring rodeo t-shirts each year to submit in our annual t-shirt contest. Exhibitors will be the judges. Your exhibitor packets will have information on the rules and how to vote.