Festival logo

Winds on the Prairie – Organ Festival 2007
A Convention of the American Guild of Organists, Region VI
The Cornhusker Marriott Hotel, Lincoln, Nebraska
June 18 – 21, 2007
 
The Cornhusker Marriott Hotel
333 South 13th Street
Lincoln, Nebraska 68508
Telephone 1-800-793-7474 or (402) 474-7474
Fax (402) 474-1847
 
General Regulations for Exhibitors

Application for Exhibit Space
Applications for exhibit space must be made in writing with the Exhibitor Contract form. One form will be included in each exhibitor invitation packet. Exhibitor Contract forms will also be available on the “Winds on the Prairie – Organ Festival 2007" webpage , which may be printed and mailed to “Winds on the Prairie” – Organ Festival 2007, P.O. Box 80523, Lincoln, Nebraska 68501 by DECEMBER 15, 2006.

Payment
Payment must be made in United States currency. An Exhibitor Contract will be deemed complete only when full payment has been received.

Exhibit Booths
Exhibit booths will be assigned on a first come, first served basis. No booth will be assigned without a completed Exhibitor Contract form and payment in full. Booth assignments will be made in the order of the date and time of the postmark on the submitted application.

Each booth will consist of one (1) 8 ft. by 10 ft. pipe and drape booth, one (1) 8’ x 3’ skirted table, two (2) chairs, one (1) waste basket, a power strip and one (1) 7” by 44” one line exhibitor identification sign. Pricing for available configurations is as follows:

1 - $250 2 - $475 3 - $700 4 - $925 5 - $1,150

Booth prices will be reduced 10% when acquired with a demonstration room.

Demonstration Rooms
Demonstration rooms will be assigned on a first come, first served basis. No room will be assigned without a completed Exhibitor Contract form and a 50% deposit. Room assignments, based on applicant’s preference, will be made in the order of the date and time of the postmark on the submitted application. *Please note under “Set-up / Break-down” that times are different for demonstration rooms.
Demonstration rooms are available for the following one time fee:

Demonstration Rooms
Hawthorne$1,600 (duration *note check-in and check-out)
Ivanhoe$1,200 (duration *note check-in and check-out)
Arbor$1,600 (duration *note check-in and check-out)

Final balance will be due upon notification of demonstration room assignment.

Each demonstration room will include two (2) chairs and one (1) wastebasket. Signs placed in hallways close to the room will identify demonstration rooms.

Registration Packet Enclosures
Organizations wishing to distribute brochures or flyers can have them included in each convention registrant’s packet for a flat fee of $35. Send your brochure or flyer plus $35 fee to “Winds on the Prairie–Organ Festival 2007 Registration Packet Enclosures,” c/o Mark Miller & Paul Lytle, P.O. Box 80523, Lincoln, Nebraska 68508 no later than May 15, 2007.

Complimentary Registration and Program Book Advertising Discount
Each exhibitor renting a booth will receive one complimentary convention registration per booth. Each exhibitor renting a demonstration room will receive (2) complimentary registrations. Complimentary registrations do not include the convention transportation package. Each exhibitor renting a booth or demonstration room will be offered a ten percent (10%) discount on a full-page advertisement in the “Winds on the Prairie” – Organ Festival 2007 Program Book. Contact James Lytton, (jlytton@att.net) for ad placement and pricing.

Set-Up
Exhibit Booth space set-up will be Monday, June 18, 2007, 8:00 am to 12:00 Noon. Demonstration room set-up can begin at 7:00 pm Monday evening, June 18, 2007. Breakdown for individual demonstration rooms is different. Please be sure to read and understand these time differences.

NOTE: Equipment move-in using the hotel freight elevator will be available for the duration of the convention. Please ask hotel banquet staff for assistance. For special needs, contact Scott Snavely, Convention Services Manager.


Break-Down
Exhibit spaces must be vacated by 12:00 Noon on Thursday, June 21, 2007.

Demonstration room break-down must be completed no later than the times specified. The hotel has these rooms booked immediately following.

Hawthorne and Arbor demonstration rooms must be vacated by 11:30pm Wednesday, June 20, 2007.
Ivanhoe demonstration room must be vacated by 12:00 noon Thursday, June 21, 2007.

NOTE: Equipment move-out using the hotel freight elevator will be available for the duration of the convention. Please ask hotel banquet staff for assistance. For special needs, contact Scott Snavely, Convention Services Manager.

Exhibit Hours
Monday, June 1812:00 Noon to 6:00 pm9:30 to 11:30 pm
Tuesday, June 197:00 am to 5:00 pm9:30 to 11:30 pm
Wednesday, June 207:00 am to 5:00 pm10:00 to 11:30 pm

The exhibits will close permanently at 11:30 PM on Wednesday, June 20.
*Please note the special set-up and break-down times for the three demonstration rooms. These times are different.

Decorating Company
AAA Rental Services will be providing equipment and services for exhibitors during the convention. Contact information concerning the services provided by AAA Rentals and the Cornhusker Marriott will be available upon receipt of contract and payment.

Electrical Service
The Cornhusker Marriott Hotel is responsible for providing electrical services for Exhibit Booths and Demonstration Rooms. If your booth or demonstration room will require electrical service other than provided, please contact Scott Snavely, Convention Services Manager. He may be contacted directly at 402-479-8228 or via e-mail: ssnavely@thecornhusker.com

Storage, Shipping and Equipment Moving
Exhibitors needing storage prior to the convention should contact the Cornhusker Marriott Hotel directly. The hotel does not charge to receive your shipment or to store your boxes as long as the display does not arrive at the hotel more than seven (7) days prior to the set-up day. Exhibitors will be permitted to move their equipment and materials into the exhibit and demonstration spaces. See notes about using hotel freight elevator during set-up and break-down periods.

Security
Security will be provided by “Winds on the Prairie” – Organ Festival 2007 in cooperation with the Cornhusker Marriott Hotel. Each exhibitor is solely responsible for his/her own exhibit materials and should insure against loss or damage. All property of an exhibitor is understood to remain in his/her care, custody, and control in transit to or from or within the confines of the exhibit area. To maintain necessary security, all exhibitors must close their exhibits promptly and vacate the exhibit areas at the closing times of each day. The cooperation of the exhibitors in this matter is crucial to controlled operation of exhibits. The Cornhusker Marriott Hotel provides in-house security and surveillance cameras. There will be a security guard posted from the close of exhibits until reopening. The exhibit area is open to the public at all times. We encourage you to cover your items when the exhibits are closed or unattended.

Sound
Demonstration rooms are available for those companies intending to demonstrate musical instruments. There will be no audio demonstration of sound producing instruments in the Exhibit Hall. Sound producing equipment used at an exhibitor’s booth in the Exhibit Hall must be equipped with earphones. This rule will be enforced. Audio equipment, such as VCR’s and CD players, which are a part of the exhibitor’s presentation, may be used. Sound levels, in any case, must be kept to a reasonable minimum as determined by the Exhibits Committee. Exhibitors will comply with the requests of the Exhibits Committee to limit the volume of sound. Please be considerate of your fellow exhibitors.

Food
Except for personal consumption, all food and beverage must be provided by the Cornhusker Marriott Hotel. Arrangements for special food and beverage requirements can be made through the Hotel Housing Committee, William Smith, Chair (E-mail:vinogarlic@aol.com).

Nebraska State Sales Taxes
You are not required by law to be licensed for Nebraska State Sales Tax collection (if you are an out state vendor). However, resident businesses of Nebraska are required to have a valid sales tax permit. Vendors are required to obtain a sales tax reporting form which may be obtained online at or by telephoning Pat Kreifels, (Revenue Agent) at 1-800-877-339-0631 ext. 5719, 402-471-5719 direct, or tax payer assistance line at 1-800-742-7474 and requesting Nebraska Tax Application Form Twenty. The sales tax rate in Lincoln is currently 7%.

Liability and Insurance
Neither the AGO (National and/or the Lincoln Chapter), the Cornhusker Marriott Hotel, AAA Rental, nor any of their officers, agents, or representatives will be responsible for any injury, loss, or damages that may occur to the exhibitor or to any property from theft, damage by fire, accident, or any other causes whatsoever. The above parties will use reasonable care to protect the exhibitors from such loss. The exhibitor, upon signing the Exhibitor Contract, releases the aforementioned from any and all claims from such loss, damage, or injury. Exhibitors desiring insurance coverage for their persons and property should obtain advance coverage with their own insurance carriers at their own expense.

Indemnification
Exhibitor agrees to indemnify and hold harmless American Guild of Organists, Region VI from liability, injury, damage or costs to persons or property attributable to the Exhibitor, its agents, employees and business invitees arising from Exhibitor’s use or occupancy of the Exhibit Booths, Demonstration Rooms, Atrium Exhibit Hall, lower level Lobby and other areas of Cornhusker Marriott Hotel in connection with the “Winds on the Prairie” -- Organ Festival 2007 convention scheduled for June 18-21. Exhibitor also agrees to comply with all applicable laws and ordinances.

Cancellations
Cancellations must be made in writing to the Exhibits Committee. If notification is received on or before April 1, 2007, all exhibit fees, less a service fee of $75, will be refunded. Failure to occupy exhibit space does not release the exhibitor from the obligation to pay for full cost of any and all space rentals. In the event of flood, fire, strikes, riots, civil commotion, or other uncontrollable circumstances which would render the exhibit areas unfit or unavailable for use within ten (10) days prior to the opening date of the exhibits, fifty percent (50%) of the money paid, less a non-refundable service fee of $75, will be refunded.

Regulations and Contract
These General Regulations become part of the Exhibitor Contract. The Guild respectfully asks the full cooperation of the exhibitors in their observance for the greater good of all those exhibiting. Items not covered in these rules and regulations are subject to the decision of the Exhibits Committee, its Chair, or the Convention Coordinator.

The Exhibitor Contract shall be governed by and construed in accordance with the Laws of the State of Nebraska and the city of Lincoln, and all action for enforcement, construction, modification, termination, or otherwise shall be filed in the courts thereof.