Exhibit B
Guidelines and Restrictions
Failure to abide by the following Fort Worth Alliance Air Show Guidelines and Restrictions may result in the termination of this agreement and the removal of participation from the Fort Worth Alliance Air Show site and may forfeit rights to be included as a PARTICIPANT in current air show event, or any subsequent or future events.
PARTICIPANT shall abide by the following guidelines:
a. TITLE/CHALET/LODGE/FRIDAY EVENT: PARTICIPANT with a chalet area will include set up and tear down of area and rental items such as: tent, guest tables with standard vinyl table covers, guest chairs and one sign designating PARTICIPANT area. PARTICIPANT package does not include catering.
b. CATERING: PARTICIPANT is responsible for coordinating catering through events exclusive caterer, Spectrum Events. Catering is subject to additional fees.
For catering arrangements, contact:
Spectrum Events
Ms. Melanie Parker
281-363-0900 ext. 239
c. EXHIBIT SPACE: PARTICIPANT with exhibit space has purchased ramp space only. PARTICIPANT is responsible for providing requirements needed such as electrical, table(s), chair(s), tent(s), signage, etc. Any additional items needed must be arranged through the SITE. Exhibit must be manned at all times and never left unattended. Exhibit must be properly secured and in good condition. Tents must be strong and sturdy enough to withstand excessive windy conditions. Nothing may penetrate the concrete ramp. It is recommended all tents be secured with water barrels. Refer to Section i regarding tent and water barrel rental.
d. AIRCRAFT: PARTICIPANTS with display aircraft will be provided a designated parking area based on logistic and operational requirements. Aircraft must arrive the afternoon of Thursday, October 4 or Friday, October 5 by 8 AM. Aircraft must depart Sunday after the gates close at 5 PM. Most aircraft will not be able to start up and taxi. Due to the amount of activity during breakdown on the ramp, PARTICIPANT will be required to hand walk their aircraft to the south end of the ramp where aircraft will be departing. PRODUCER will not assist in wing walking.
PARTICIPANT must obtain a PPR number from PRODUCER for approval to fly into Fort Worth Alliance Airport.
e. SET UP AND INSTALLATION/RESTOCK: Chalet/Lodge areas will be installed and set during the week of the show. Exhibit row will be installed and accessible Friday, October 5. PARTICIPANT will be allowed to access ramp during the ramp access hours below.
Ramp Access Hours:
× Friday, October 5, 2012 12 PM – 6 PM
× Saturday, October 6, 2012 6 AM – 8 AM and 6 PM – 7 PM
× Sunday, October 7, 2012 6 AM – 8 AM and 6 PM – 7 PM
Vehicle access to the ramp is limited. PARTICIPANTS that require access to the ramp during Ramp Access Hours must submit names of individuals, date and approximate arrival time in the Ramp Access section during registration through the SITE. Ramp Access submittal is due by September 17, 2012. Failure to do so will delay access to the ramp.
Larger exhibits may be allowed as early as Wednesday or Thursday the week of the event with advance coordination through PRODUCER. Exact set up time of your area will be subject to large military aircraft arrivals and may not be able to be positioned until such aircraft have been placed. We cannot control all military aircraft arrival times as they change frequently due to military operations. Vehicle access to the ramp must be approved in advance by the PRODUCER by completing the Ramp Access section during registration through the SITE.
f. VEHICLE RAMP ACCESS: To access the ramp, check-in at the Delivery Check-In, shown in Attachment 2, to obtain a ramp pass. The use of personal vehicles (golf carts, mini-bikes, bicycles, etc.) will not be allowed to remain on or at PARTICIPANT area during the day. If PARTICIPANT requires the use of a vehicle in their area during show hours, PARTICIPANT must notify PRODUCER upon execution of this agreement. The vehicle must be displayed within PARTICIPANT area.
g. VEHICLE RAMP ACCESS RULES: Speed limit is 6 mph while on airport grounds. Aircraft and pedestrians always have the right of way- stop and yield to aircraft and pedestrians.
h. TEAR DOWN: PARTICIPANT will expedite dismantling of exhibit area or removal of any personal items brought into PARTICIPANT area immediately after show ends at 5 pm on Sunday, October 7. No driving on the ramp is allowed until 6 PM with proper vehicle credential. All trailers, tents and exhibits must vacate the ramp by 7 PM Sunday, October 7 as the ramp area becomes an active airfield. Area must be free of trash and placed in trash receptacles upon vacancy.
i. HOURS OF OPERATION: Main and VIP Gates are open to the public from 9 AM – 5 PM Saturday, October 6 and Sunday, October 7. Support Gate is accessible to support guests* with proper credentials. Support Gate operation hours are:
× Friday, October 5, 2012 12 PM – 6 PM
× Saturday, October 6, 2012 6 AM – 7 PM
× Sunday, October 7, 2012 6 AM – 7 PM
*Support groups such as: exhibitors, vendors, volunteers, performers, static, first aid, security and fire department personnel supporting the production of the event.
j. PEDESTRIAN AND VEHICLE CREDENTIALS: Credentials will be mandatory Friday, October 5 through Sunday, October 7. Wristbands will be used for pedestrian access through the support gate as show in Attachment 1. Parking credentials will be issued for vehicle ramp access through the support gate. Upon request, PARTICIPANT will be issued one temporary parking credential, upon request. To reduce vehicle activity on the ramp and for the safety of aircraft operations and pedestrians, temporary parking credentials are limited. Passenger vehicles will not be allowed to park at PARTICIPANT area during event. Vehicles must be parked in the assigned parking lot located at the south end of the ramp defined as Lot 10 in Attachment 2. Exhibit PARTICIPANT’S will be issued parking credentials described below, based on exhibit size. All other PARTICIPANT’S refer to your sponsorship package for allocation.
Exhibit Parking Credential Allocation:
Up to 10x20 3 total
20x20 to 30x30 5 total
40x40 7 total
80x30 9 total
100x80 11 total
Larger spaces contact PRODUCER
Credentials are not day specific. Credentials will be distributed in advance of the event. A limited number of additional parking and wristband credentials are available and can be purchased through the SITE.
k. ADDITIONAL GUEST PARKING PASSES/PROGRAMS/ADS: Any items not included in your PARTICIPANT benefits package such as additional parking passes, event program ad or program packs can be purchased through the SITE.
l. RENTALS: For continuity of appearance, PRODUCER has contracted with preferred vendors for equipment rentals. This allows PRODUCER the ability to manage delivery and pick up of rentals in a timely manner upon the PARTICIPANT’S request and reduces the number of outside vendors on the ramp as a safety precaution. Rented items are subject to additional fees. Available rental items include but are not limited to:
× TENTS/TABLES/CHAIRS/DECOR: If PARTICIPANT elects to rent tent(s), table(s), and chair(s) or coordinate decor, arrangements can be placed through the SITE. If PARTICIPANT elects to provide personal logo branded exhibit tent, PRODUCER must be notified 60 days in advance. Each structure and/or visual aid must be pre approved in advance by PRODUCER.
× GENERATOR(s): PARTICIPANT may supply their own generator. Rental arrangements can be placed through the SITE.
× ELECTRICITY: Power is NOT supplied. Power to PARTICIPANT’S occupying a chalet is provided to power the beverage units and restroom facilities only. If power is needed for other usage, PARTICIPANT must supply own generator which must be approved by PRODUCER or rental arrangements can be placed through the SITE.
m. NOISE DEVICE: No voice amplifiers of any kind are permitted. Sound level of TV, radio or stereo must be kept to the confines of the PARTICIPANT area.
n. SUBLETTING OF SPACE: ASSIGNMENT OF APPLICATION/CONTRACT IS PROHIBITED. PARTICIPANT shall not sublet PARTICIPANT area in whole or part. In no event shall PARTICIPANT grant to any person or entity permission to share PARTICIPANT area. PARTICIPANT shall not assign this agreement.
o. SOLICITATION OF BUSINESS-RESTRICTIONS: If PARTICIPANT elects to exhibit, solicitation will be confined to the exhibit area and to those persons or firms who are bona fide exhibitors by virtue of paying for exhibit space and being party to this agreement. PARTICIPANT shall not conduct business outside PARTICIPANT’S assigned exhibit space and no distribution or solicitation from aisles is permitted.
p. DÉCOR: PARTICIPANT will be allowed to personally customize chalet and/or exhibit with décor at PARTICIPANTS expense. All décor shall be confined to area footprint only. PARTICIPANTS with chalet area may contact PRODUCERS exclusive caterer to coordinate décor arrangements.
q. SIGNAGE: No display, stand or signage will be permitted beyond PARTICIPANT area. All signage must be professional and attractive, no home-made signs allowed. PARTICIPANT’S with chalet areas defined with a cyclone fence line will be allowed to place signage on fence line as long as front view of sign is facing inward toward PARTICIPANT area, subject to PRODUCER advance approval.
r. PETS: Animals of any kind are not permitted on the ramp.
s. ATTIRE: All employees of PARTICIPANT will be dressed in clean uniforms, all of a standard color, and will conduct themselves in an orderly, courteous, and sanitary manner at all times.
t. SECURITY: Event ramp is secured with 24 hour security. PARTICIPANTS shall assume full responsibility for the security of their assets.
u. SAFETY: No smoking, explosives, inflammables or other dangerous items will be allowed on the ramp. Decorations and tents must be flame resistant. All PARTICIPANTS with exhibit tents are required to have a 2A10BC fire extinguisher in their booth.
v. WARBIRD ORGANIZATIONS: We encourage the participation of warbird and vintage aircraft displays. In recognition of their fundraising efforts via novelty sales to promote and underwrite their participation, each participating warbird aircraft may install one small location next to their aircraft in order to sell retail items only pertaining to their aircraft. Any other aviation merchandise or convenience sundries are considered contractual conflicts and violations. Funds obtained from donations, tours, and cockpit photos are permitted.
w. MILITARY RECRUITEMENT AND RESERVES: We salute and encourage the important participation of various military entities at our show and recognize the primary participation is to promote awareness and opportunity. Any selling or offering of free water or other various beverages are considered contractual conflicts and violations. Free promotional items are acceptable such as plastic bags, posters, calendars, postcards, literature and key chains. Examples of free items that create a contract violation are clothing, hats and any drinking vessels or bottles.
x. MILITARY STATIC DISPLAYS: We proudly salute and encourage any Armed Forces event static display participation. Under current DoD policy, any military personnel are prohibited from selling any merchandise at civilian air shows. No military static display squadron merchandise should be given away for free unless authorized by Alliance Aviation Management, LTD. No beverage or food related items should be sold or given away by military static display participants.
y. DONATIONS: Certified 501c3 organizations or bona fide government agency will be allowed to accept but not progressively pursue donations.
z. SALES AND PROMOTIONS: PARTICIPANTS with exhibits will not be allowed to sell or giveaway items within exhibit area that conflict with merchandise concession sales. Items must be of limited quantity and approved by PRODUCER 60 days prior to the event by submitting a list of items through the SITE. Giveaway items to PARTICIPANT’S chalet guests are allowed in PARTICIPANT chalet areas only.
aa. DISPUTES: All disputes, arising from any cause, among PARTICIPANTS, shall be settled by PRODUCER, whose decision shall be final. PRODUCER further reserves the right to discontinue any exhibit which is in violation of these conditions, and all rules governing PRODUCER. All points not covered here are subject to decision by PRODUCER.
bb. OTHER RESTRICTIONS:
× No selling or offering free bottled water or soft drinks.
× Hand grenades, fake or real guns and other weapons are restricted from being sold. You do not want the bomb squad, FBI or other security surrounding you.
× No food, drinks, coolers portable awnings/tents, alcoholic beverages, pets, bicycles, firearms, skate boards, scooters or in-line skates allowed on air show grounds.
× Helium filled objects of any kind are not permitted on the Air Show grounds.
