1. art and entertainment
2. shows and events
3. fair

DIS COUNTE D
FOR
LODGING
VENDORS,
ACCOMODATIONS
CLINICIANS
&
ATTEND EES
We have arranged for discounted rooms at two local hotels for participants of EquiFest 2015.
Reservations should be made directly with the hotel via phone or email.
To get the EquiFest discount you MUST use the code “EquiFest15” when booking your room.
Regular Rate:
EquiFest Rate:
$59.99
$53.99
MUST use the code “EquiFest15”
Regular Rate:
$104.00
EquiFest Rate: $79.00
MUST use the code “EquiFest15”
RED ROOF INN Buffalo–Hamburg #055
5370 Camp Road Hamburg, NY 14075 US
716-648-7222
EM: i0055@redroof.com
QUALITY INN
5440 Camp Road, Hamburg, NY, US, 14075
716-649-0500
EM: qinn.ny505@choicehotels.com
Red Roof Inn Buffalo - Hamburg is now
100% Smoke-Free and Newly Renovated
with Free WiFi and flat screen TVs in all
rooms. Located near Fairgrounds Gaming
and Raceway, Hilbert College, Ralph Wilson
Stadium and the Pedaling History Bicycling
Museum.
We are minutes from Downtown Buffalo,
the Fairgrounds and Ralph Wilson Stadium.
A number of restaurants are in the immediate
area. Our on-site full-service restaurant
serves dinner daily. Hideaway's Lounge is
also on-site.
Our amenities include:
Free wireless high-speed Internet access
Free weekday newspaper
Free local calls and free parking
Free coffee
On-site exercise room.
Our guest rooms are furnished with
refrigerators, coffee makers, hair dryers,
irons, ironing boards and cable television
with free HBO. Laundry facilities and valet
cleaning service is available on-site.
REGISTRATION~AGREEMENT
WNY EquiFest 2015
Hamburg Fairgrounds, 5600 McKinley Parkway, Hamburg, NY 14075
NOW 2 DAYS!
Sat Mar 14
Registration Deadline:
February 10, 2015
Late registrations are subject
to a $30 surcharge
10:00am – 5:00pm
Western Chapter
NYS Horse Council
Sun Mar 15
WCNYSHC.org
WNYEquiFest.com
10:00am – 4:00pm
2 HEATED Buildings
The NEW Agriculture Discovery Center & The Showplex
VEND OR
R EGI STR A TI ON
PLEASE PRINT
Company Name _____________________________________________________________________________________________________________
As it will appear in the program and our web site
Primary Contact _______________________________________________________ Email ________________________________________________
Address______________________________________________________________
____________________________________________________________________
If you’d like a link on our website, www.WNYEquiFest.com,
please give us your web address:
City____________________ State____ Zip__________ Phone____ __________
Website ______________________________________________
•Reservations are accepted and assigned on a first-paid/first reserved basis.
•All Display Spaces include: one 8’ table w/vinyl cover, cloth skirt, 2 chairs.
•Booths also include: 10’x10’ space (approximately) with 8' back drape.
•Floor Spaces include: 8’ table w/vinyl cover, cloth skirt, 2 chairs
WCNYSHC assumes no liability for any damage/loss exhibitor/vendor incurs at the Facility
If a weather-related cancellation becomes necessary, notice will be posted on WCNYSHC.org.
•Exhibit Load In/Set Up: Please set up fully on Friday.
All “Load-In” doors will be open Fri., 2pm - 8pm. *refer to floorplan
Only Front Entry Doors will be open for Vendors Sat. & Sun., 8am
•Vendors not set up by 9:30 am Sat. will forfeit their space(s)
•Tear Down/Removal: Sun. 4pm - 7pm. NOTE: Displays
MUST remain ass embl ed until 5 pm Sat. & 4 pm Sun.
Vendors may request a specific Table/Booth location - indicate in BLUE BOX below
Assignments are based on availability and made on a ‘first-paid’ basis. Once assigned, Booth and Table locations cannot be changed.
The PRELIMINARY floorplan provided will be updated continually. We cannot guarantee vacant spaces are still available at any given time.
*Electrical access is available at most locations, but if you need electric you must bring a long extension cord.
WCNYSHC reserves the right to make changes to the layout without notice.
BOOTH(S)
Single: 10x10 o $210
XLarge*:10x15 o $300
Double: 10x20 o $380
Triple: 10x30 o $555
FLOOR SPACE tables
TABLE(S)
HCMembers tables needed
1000sqft: o$225 lnone l1
1 Space: o $115 o $75 lnone l1
lnone l1
2 Spaces: o $210 o $150 lnone l1 l2 l3 2000sqft: o$510 lnone l1
lnone l1 l2
3 Spaces: o $310 o $225 lnone l1 l2 l3 Outside: o$150
lnone l1 l2 l3
Other: o Call for pricing
*Only limited XLarge Booths are available in the Showplex
tables needed
lnone l1
1st Choice___________
2nd Choice __________
3rd Choice __________
o Electric Access*
This agreement constitutes your contract with the Western Chapter, NY State Horse Council (WCNYSHC) for exhibit space at the EquiFest Horse Expo
at the Showplex, Hamburg, NY. Your space is reserved following receipt of the completed Registration Agreement, Waiver Form and payment in full.
I have read the Exhibitor Rules & Regs and Exhibit Agreement fully and understand/agree to abide by all terms/conditions.
Signature _____________________________________________________________
Date ____________________________
Please complete & include Waiver Form
~EQUIFEST PROMOTIONAL OPPORTUNITIES~
PR O M O
O PPS
PROGRAM ADS
Ad deadline is February 10, 2015
Art should be in black & white* (grayscale) PDF, eps, jpg or ti f f format.
*The Program is printed in black & white, but we will accept color art.
Email art to: tlwolf4156@gmail.com
PROGRAM ADS
1/8 page H (2.0”w
1/4 page H (2.5”w
1/4 page W (5.0”w
1/2 page W (5.0”w
full page H (5.0”w
EXHIBITOR AWARENESS AUCTION
Vendors are invited to donate an item for our drawing. You benefit by the exposure 3 ways:
-your item(s) displayed in a high traffic area near the EquiFest booth
-your your table location identified so shoppers can easily find you
-your brochures or business cards displayed alongside your item if you choose
Items can be brought to the Western Chapter Booth in the Showplex before the show starts.
x
x
x
x
x
2.5”h)
4.0”h)
2.0”h)
4.0”h)
8.0”h)
o
o
o
o
o
.
$ 15
$ 30
$ 30
$ 60
$120
I will donate:
____________________
____________________
________________________________________________________________________Display
Make check payable to WCNYSHC, mail w/Registration & Waiver to:
______________________________________________________________
EquiFest c/o Mary Szarek, 281 Edgewood Ave, Buffalo, NY 14223
FMI: Mary 716-837-3761,
info@wnyHorse.info
Space Total: $ _________
Program Ad Total: $ _________
w
_________________________________________________________ T O TA L E NC L O SE D: $ _________w
WAIVER FORM
WNY EquiFest 2015
All vendors, exhibitors or demonstrators must sign this waiver and return to Management with their registration.
Name of Event: WNY EquiFest
Location of Show/Venue: Showplex, Hamburg Fairgrounds, 5600 McKinley Parkway, Hamburg, NY 14075
Date of Show: March 14-15, 2015
By participating in the above named EquiFest as a vendor, exhibitor or demonstrator,
I, _________________________________________________________________
of (name of exhibitor/business) _______________________________________________ agree to the following:
1. INDEMNIFICATION - I shall indemnify and hold harmless the Western Chapter New York State Horse Council
(WCNYSHC), their officers, directors, representatives, agents, servants and employees (Management), and the
Venue, its officers, directors, representatives, agents, servants and employees from and against any and all c laims,
personal injuries, damages, losses and expenses including consequential damages and attorney’s fees arising out
of or resulting from my activities or the activities of my officers, contractors, licensees, agents, servants, employees,
guests, invitees or visitors which directly or indirectly cause any injury, damage or loss to myself or to any other
person.
2. ATTORNEY’S FEES – If a civil action arises between the parties out of this agreement or to enforce any of its
provisions, the losing party shall pay the attorney’s fees of the prevailing party as the trial court may determine to
be reasonable and, if an appeal is taken from any judgment of the trial court, the losing party shall pay reasonable
attorney’s fees of the prevailing party on appeal.
3. LICENSES – I shall be responsible to obtain any and all licenses or permits required for the exhibit; and in the
event I fail to obtain any required licenses or permits, and I am cited for such violation, I shall be solely
responsible for any and all fines arising from such citations.
4. ASSIGNMENT – Management (WCNYSHC) may sell, assign, or transfer any or all of its rights, benefits,
privileges, obligations or duties under this agreement.
5. RULES AND REGULATIONS – Management and Venue reserve the right to impose reasonable rules and
regulations governing the operation or conduct of the Exhibitor and/or event.
I agree to report any and all injuries immediately to WCHYSHC Management.
________________________________________________________
Signature of authorized officer of organization
Printed name _____________________________________________
________________ 20___
Date
10 x 15
B14 B15 B16
B17 B18
B19 B20
B21 B22
2x8 B24
B23
C39 C40
C41 C42
C43 C44
C45 C46
10 x 15
C47
B13
B31 B30 B29 B28 B27 B26
B12
B11
C48
Horse
Council
B32 B33 B34 B35 B36 B37
C49
B10
10 x 15
C50
10 x 15
B9
B8
B7
B6
B5
B4
B3
10 x 15
B2
C58 C57 C56 C55 C54 C53 C52 C51
Auction
>
>
Auction
F
R
O
N
T
E
N
T
R
A
N
C
E
MAIN ARENA
>
>
FOOD
FOOD
SHOWPLEX
BARN 9
DISCOVERY CENTER
^
^
^
RAMP
DOWN
MILKABLE
MABLE
Bleachers 15x5
1
E
N
T
R
A
N
C
E
33 x 31
DEMO
RING
F48
2
>
>
Horsing Around
Family Corral
F26
F27 F30
F31 F34
F25
F28 F29
F32 F33
THEATER
COMBINE
FARM FOCUS
PRELIMINARY
FLOORPLAN
SUBJECT TO CHANGE
WITHOUT NOTICE
COACH
BLACKSMITH
E4
E5
E8
E9
E12
E3
E6
E7
E10 E11
F38
F39
F46
F37
F40
E45
F36
F41
E24
F35
F42
E23
E13
E20
E21
E14
E19
E22
E15
E18
E23
E16
E17
E24
FOOD COURT
Exhibitor Rules and Regulations
A. Display Regulations:
D. Insurance and Legal Issues:
1. Exhibitors shall have at least one attendant at their booth at all times while the WNY EquiFest
(herein referred to as “Show”) is open to the general public.
1. Neither WCNYSHC Management nor the Venue shall be responsible for loss or damage
occurring to the exhibit or sustained by the Exhibitor from any cause.
2. Loud sound displays or flashing light displays are not permitted.
2. INDEMNIFICATION–Exhibitor shall indemnify and hold harmless WCNYSHC and the Venue,
their officers, directors, representatives, agents, servants and employees from and against any
and all claims, personal injuries, damages, losses and expenses including attorney’s fees arising
out of or resulting from the activities of the Exhibitor, or the officers, contractors, licensees,
agents, servants, employees, guests, invitees or visitors of Exhibitor.
3. Aerial displays must be safely anchored within the exhibit area. Displays over 8’ in height must
be masked where the display is visible over a neighboring exhibitor’s area.
Displays must be confined to actual rented space, with no elements extending into the aisle.
4. Displays cannot block neighboring areas. Display elements over 3’ high must be set back 3’
from the aisle. Raw plywood, cardboard, or other structural material must be painted or
appropriately covered if visible from another booth.
5. Exhibitors shall not deface floors, walls, or columns of the facility, including the booth
equipment provided and/or rented for the Show. DO NOT hang items from walls. Exhibitors will
be liable for any damage resulting from displays hanging from walls for backdrape and will be
billed for necessary repairs.
6 Exhibitors shall use care not to disrupt the flow of traffic in front of areas. Demonstrations that
tend to attract large gatherings in the aisles in front of areas are prohibited.
7. The dispensing of any alcoholic beverages from any booth is prohibited.
8. Exhibitors wishing to sell food or beverages must obtain prior approval from the Show.
9. Exhibitors are responsible for the cleaning and maintenance of their areas and must keep the
display fully assembled and in presentable condition at all times during the show.
10. All displays shall conform to the Venue’s & Fire Marshall’s inspection requirements. Display
materials shall be nonflammable or flame retardant. Exhibitor is responsible for familiarizing
themselves with such city ordinances, regulations, and Fire Marshall instructions.
11. Propane or Helium tanks or other highly flammable or potentially explosive materials are
prohibited inside the Venue.
12. Exhibitors shall not assign or sublet any part of their assigned space; nor may two or more
unrelated companies share a single space or combine their reservations.
13. Balloons are permitted to be used as booth décor however are not permitted to be distributed
to attendees.
3. ATTORNEY’S FEES–If a civil action arises between the parties out of this agreement or to
enforce any of its provisions, the losing party shall pay the attorney’s fees of the prevailing party
as trial court may adjudge reasonable and if an appeal is taken from any judgment of the trial
court, the losing party shall pay the amount the appellate court shall adjudge reasonable as the
prevailing party’s attorney’s fees on appeal.
4. LICENSES–Exhibitor shall be responsible to obtain any/all licenses required for the exhibit.
5. ASSIGNMENT–Management (WCNYSHC) may sell, assign, or transfer any or all of its rights,
benefits, privileges, obligations or duties under this agreement.
6. RULES AND REGULATIONS–Management and Venue reserve the right to impose
reasonable rules and regulations governing the operation or conduct of the Exhibitor.
E. Show Times:
1. Show times are Saturday March 14 from 10:00am to 5:00pm and Sunday March 15 from
10:00am to 4:00pm. Only main doors will be open for Vendors Saturday and Sunday at 8:00am.
2. If an Exhibitor fails to occupy space assigned for the Show by 8:30am each day of the
show, or fails to comply in any other respect with the terms set forth for the Show, the Show
reserves the right to use such space in any manner whatsoever, without releasing the Exhibitor
from the financial obligation agreed upon when the Exhibitor’s reservation was accepted, from
infraction of these Guidelines and Regulations, or from any other financial obligations incurred
through the Exhibitor’s anticipated occupancy in the Show.
E. Set Up/Tear Down:
1. Installation and Booth/Table Set up will be Friday, March 13 from 2:00pm to 6:00pm
14. It is the sole responsibility of the Exhibitor to hold proper permits and a sales tax license for
operation in New York and likewise to report sales made at the show in accordance to New York
state tax rules and regulations.
2. Dismantle/Tear Down begin at 4:00pm on Sunday and must be complete prior to 7:00pm
Exhibitors shall keep their displays and products fully assembled until the end of the
show. Please don’t pack up early!
15. Electricity–All electrical connections shall be equipped with Electrical Ground Conductor.
Exhibitors needing electricity are encouraged to bring a 50’ UL rated extension cord and their
own power strip.
3. If an Exhibitor fails to remove any item from the Exhibit Halls or Venue property by 8:00pm on
Sunday WCNYSHC in its sole discretion will remove the item. WCNYSHC & Venue are not
responsible for any loss or damage that may occur to any item during this process. It is the
Exhibitors responsibility to reimburse WCNYSHC a removal fee of $100 plus any cost associated
with the removal and/or storage of the item, prior to the WCNYSHC releasing the item to the
Exhibitor.
16. RUNNING OF ENGINES-Oil, gas or gasoline engines may be operated only with the consent
of the Management and must conform to City Ordinances, Regulations and Fire Marshall
instructions. Exhibitor is responsible for familiarizing themselves with such city ordinances,
regulations, and Fire Marshall instructions.
17. INSTALLATIONS–Any special carpentry, wiring, electrical or other work, gas, steam, water
and drainage connection shall be installed at Exhibitor’s expense, and in accordance with the
building, Venue and Management’s direction. Plans for any installations must be approved in
writing at least 30 days before the Expo date by the Venue and Management.
F. OTHER:
1. Booth assignments are not considered secured and the contract binding until the booth
reservation form, waiver from and full payment has been received by show management.
18. All exhibits must comply with city ordinances, tax regulations and Fire Marshall rules &
regulations. For any information contact The Fire Marshall’s office or tax revenue office.
2. All matters and questions not covered by these regulations are subject to the decision of the
WCNYSHC who may amend these rules and regulations at any time. All amendments that may
be made shall be equally binding upon publication to all parties affected by them as the original
regulations.
19. Storage– Fire Marshall Regulations prohibit the storage of boxes, crates, packing materials,
etc, and not over one day’s supply of literature at your display. Exhibitor must arrange for storage
of empty crates, etc. at own expense.
3. WCNYSHC reserves the right to modify the floor plan at any time and alter locations of
exhibitors or booths or show activities, without notice, to present a more successful show if
deemed in the best interest of the show.
B. Unethical Practices:
4. WCNYSHC has the right to contact vendor via phone, mail or e-mail to provide information for
future events and other promotions that they handle/offer.
1. Exhibitors must remain within their contracted area space.
2. Samples, pamphlets, publications, and any other promotional material may be distributed by
an Exhibitor only from within his/her area(s).
3. Unethical or inappropriate conduct, or infractions of these Guidelines and Regulations by an
Exhibitor or by an Exhibitor’s representative(s), may result in dismissal from Show. In such an
event, it is specifically understood by the Exhibitor that no refund will be made, and that no
demand for redress will be honored from the Exhibitor, the Exhibitor’s representative, or any
agent for the Exhibitor. Exhibitor expressly waves his right to sue in the event he is dismissed
from the show for unethical or inappropriate conduct, or violation of these Guidelines and Regs.
C. Security:
1. Exhibitors are urged to remove valuable property from the premises during non-exhibit hours
of the Show. The Show, WCNYSHC and Venue are not responsible for lost or stolen property.
2. Exhibitors shall use the designated exhibitor parking lot during exhibit hours.
G. COMPLETE AGREEMENT
This agreement contains all the terms and conditions agreed on by the parties hereto, and no
other agreements, oral or otherwise, regarding the subject matter of this contract shall be
deemed to exist or to bind any of the parties hereto. This agreement shall be construed in
accordance with the laws of the state of New York. Exhibitor specifically consents to Venue in
Erie County for any disputes arising under this agreement.
H. RIGHTS OF THE MANAGEMENT IF EVENT IS NOT HELD
WCNYSHC Management shall not be liable for any damages or expense incurred by Exhibitors
in the event the Show is delayed, interrupted or not held as scheduled; and if, for any reason
beyond the control of the Management, the Show is not held, Management may retain so much
of the amount paid by Exhibitors as is necessary to defray expenses already incurred by the
Management in producing the show.
WNY EquiFest ~ March 15, 2015
Sponsor ship & Promot io nal Opportun it ies
Promote yourself at the area’s Premier Equine Exposition and Equestrian Gathering
SPONSORSHIP LEVELS
Grand
Blue
Red
Yellow
White
iChampion iiRibbon iiRibbon iiRibbon iiRibbon
$5,000
$2,000
$1,000
$500
$200
“Presenting Sponsor” with Top Billing
on all promotional materials i.e.:
“WNY EquiFest Presented by Your Co
✔
Featured on all promotional materials
✔
Product
Sponsor
3000 attendees
Pink
iiRibbon
$100
Green
iiRibbon
$50
EquiFest Benefactor
Your donation is appreciated
The WCNYSHC is a 501c(3) corp
1
1
✔
✔
✔
Listed on all promotional materials
✔
✔
1
Featured on selected show signage
Your banner displayed at the show ring
1
✔
✔
✔
✔
✔
✔
1
Prime Exhibit Table on the Arena Floor
OR a Booth on the Vendor Floor
1
✔
✔
✔
✔
✔
✔
20% discount on a Vendor Booth
✔
✔
20% discount on a Vendor Table
1
1
Featured in the event program with a:
full page ad, 5 x 8
✔
✔
.
1/2 page ad, 5 x 4 a $60 value
✔
✔
1/4 page ad, 5 x 2, 2.5 x 4, a $30 value
✔
1/8 page ad, 2 x 5.5”, a $15 value
✔
✔
Listing in the Program
1
Recognized often via PA system
1
✔
✔
✔
✔
✔
✔
✔
✔
1
Receive a list of exhibitors & attendees
1
1
Individualized perks as negotiated
✔
1
1
PROGRAM ADS
Ad deadline is February 1, 2015
Art should be in black & white (grayscale)* PDF, eps, jpg or ti f f format.
*The Program is printed in black & white, but we will accept color art.
Email art to: tlwolf4156@gmail.com
EXHIBITOR AWARENESS AUCT ION
1
PROGRAM ADS
1/8 page H (2.0”w
1/4 page H (2.5”w
1/4 page W (5.0”w
1/2 page W (5.0”w
full page H (5.0”w
x
x
x
x
x
2.5”h)
4.0”h)
2.0”h)
4.0”h)
8.0”h)
o
o
o
o
o
$ 15
$ 30
$ 30
$ 60
$120
Vendor/exhibitors are invited to donate an item for our drawing. You benefit by the exposure 3 ways:
-your item(s) displayed in a high traffic area near the EquiFest booth
-your item(s) accompanied by signage indicating your table location, so shoppers can easily find you
-your brochures or business cards are displayed alongside your item if you choose
Items can be brought to the EquiFest booth during set-up on Saturday or Sunday morning before the show starts.
If none of our sponsorship levels meet your promotional goals/budget we will be happy to work with you to develop a
program to meet your requirements. Please contact: Peter Tarnawskyj: (716) 655-1796, tarnawskyjp@prodigy.net
Barb Cunningham: (716) 735-3529, barbcunningham11@gmail.com
Thank You
New York State Horse Council, Inc
2015 Membership Form
www.nyshc.org
Memberships are for the calendar year Jan. 1-Dec. 31
Please Print Legibly
Please check one:
Name of Member # 1________________________________________ Renewal
New Membership
Name of Member #2 (if Family membership) _____________________________________________________
Club/Business/Farm Name ____________________________________________________________________
Mailing Address ____________________________________________________________________________
City_______________________________________________ State____ Zip Code______ County _________
Phone (_____) ____________ E-Mail___________________________________________________________
Website_____________________________ Volunteer Availability/Interests____________________________
Please check the NYSHC Chapter you wish to join. A portion of your dues is transferred to that chapter for their activities.
___ General Membership (no chapter affiliation) ___ Palisades (Rockland County) ___ Ulster County
___ Cattaraugus/Chautauqua Counties
___ Putnam County
___ Westchester County
___ Orange County
___ Sullivan County
___ Western NY (Erie/Niagara Counties)
Please check age of Primary Member for Vintage Equestrian Program records
____Under 21
____21-29
____30-49
____50-62
Memberships with Insurance
____63+
*Only the Individual and Family memberships include $1,000,000 liability policy
*_____Individual with Insurance
$55
*_____Family membership with Insurance $75 (2 adults & children up to age 18)
*_____Life membership, first year
$500 includes insurance 1st yr.
*_____Subsequent years, insurance only $20
Memberships without Insurance
______Individual
______Family membership
______Youth – (thru age 20)
without insurance
without insurance
without insurance
$35
$55
$10
For the memberships below we are offering a web link or advertisement on our website.
Please check which you want. Insurance is not available with these.
______Commercial/Business
no insurance, no web link or advertisement
______Commercial/Business
no insurance, includes web link or advertisement
______Association/Club/Farm
no insurance, no web link or advertisement
______Association/Club/Farm no insurance, includes web link or advertisement
$50
$75
$50
$75
• All memberships include one newsletter from NYSHC quarterly either in hardcopy or by e-mail.
• All memberships include one vote at the General Meeting
Make check payable to: New York State Horse Council Note: There will be a $25 charge for checks returned for NSF
NYSHC is a 501(c)3 non-profit organization registered with the NYS Attorney General Charities Bureau
Mail this completed form and check to:
Questions:
Membership Chair
Address
City, State, Zip
Phone: 716-735-3529
E-mail: barbcunningham11@gmail.com
Barb Cunningham
3021 Johnson Creek Rd
Middleport, NY 14105