PHCC-San Antonio Chapter

Commercial Fleet & Accessory Showcase March 10, 2016 (Thursday)

Freeman Coliseum- Exposition Hall 2 3201 E Houston, San Antonio, TX 78219 Gate A (West Gate) Entrance/Along Railroad Tracks www.phcc-sanantonio.org Plumbing, Heating, Cooling Contractors Association-San Antonio : Heidi Trimble, Executive Director PHCC-San Antonio [email protected] Office: (210) 824-7422 Fax: 210-824-1531 Physical & Mailing Address: 10103 Broadway, San Antonio, TX 78217

Expo Hall at Freeman Coliseum & Security Anna Harrier, Events Director [email protected] or (210) 226-1177 x 284 3201 East Houston Street San Antonio, TX 78219

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EXHIBITOR KIT ACKNOWLEDGEMENT NOTICE: FLEET DEALERS and VENDOR EXHIBITORS PHCC-San Antonio is serious about its responsibility that Exhibitors and the Public are legally protected and adequately insured at all PHCC-San Antonio managed events. Accordingly, all documents listed below must be executed, mailed and in the possession of PHCC-San Antonio, before Dealers or Exhibitors will be permitted to occupy their booths or assigned vehicle space.

PLEASE RETURN THE FOLLOWING DOCUMENTS to the PHCC-San Antonio offices no later than Monday, March 7, 2016 1. Signed Hold harmless and Indemnity Agreement 2. Insurance Certificate, properly completed to industry standard and specifications 3. Signed exhibitor kit acknowledgement (this form) indicating that you are in receipt of, have read, agree and will abide by all PHCC-San Antonio rules and regulations contained in Exhibitor Kit,or as announced or provided in other form by PHCC-San Antonio.

Signed:

Print Name:

Company: Phone: Mail to:

Date: Email:

PHCC-San Antonio 10103 Broadway San Antonio, TX 78217 Questions: (210) 824-7422

Fax to: (210) 824-1531 (no cover sheet required) Email to: [email protected]

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EXHIBITOR Requirements:

□ Return Insurance Indemnification agreement and insurance certificate to PHCCSan Antonio Office by Monday, March 7, 2016. (see page 4-5 in this packet)

□ Minimum $50 gift card & a vendor provided RECEPTACLE AT BOOTH

is requested to receive visitor business cards. The Gift cards will be raffled throughout the show by PHCC.

□ Follow the Time Schedule of Exhibit Move-In to set up vehicle/booths. will need to be ready for inspection by Fire Marshall by 1 pm.

All vendors

□ ADDITIONAL FIRE REGULATIONS FOR INSIDE VEHICLES Fire Department regulations are listed separately in this packet. Please read all regulations carefully. THERE WILL BE A REPRESENTATIVE NEAR THE PARKING LOT ENTRANCE GATE AS YOU ENTER OFF OF HOUSTON STREET. PLEASE STOP SO THAT FUEL LEVELS CAN BE CHECKED PRIOR TO ENTERING THE PARKING LOT AREA.

□ Vendors will need to park in designated EXHIBITOR parking area after unloading. □ Exhibitors Register & Pick up Exhibitor Badges at registration table at 2 pm on March 10, 2016.

Each exhibitor is allotted 2 employees working show per exhibit, badges for these two individuals will be provided. Additional representatives attending the show will need to register and pay $15 pp at registration table prior to show beginning at 3 pm.

□ No beer or liquor may be brought into the Facility property. MOVE-OUT The 2016 PHCC-San Antonio Fleet & Accessory Showcase will officially close at 7:00 PM on Thursday, March 10, 2016. Unit move-out will commence as soon as the overhead freight door areas are cleared. Early teardown of displays is strictly prohibited. UNITS MUST BE REMOVED FROM HALLS BY 10:30 PM, MARCH 10, 2016.

SCHEDULE OF EXHIBIT OPERATIONS PROJECT PHASE DECORATOR SET UP OF ACCESSORY BOOTHS VEHICLES ARRIVE/ BEGIN SETUP CATERER SETUP ACCESSORY BOOTH SETUP FIRE MARSHALL INSPECT ALL BOOTHS VENDORS CHECK-IN / BADGE PICKUP FLEET SHOW OPENS TO VISITORS REMOVAL OF ALL BOOTHS FROM HALL

TIME_____________ 7 am - 9 am 8 am - 10 am 10 am 11 am - 1pm 1 pm - 2 pm 2 pm 3 pm - 7 pm 7:30 pm - 10:30 pm 3

INSURANCE AGREEMENT 2016 PHCC-San Antonio Commercial Fleet & Accessory Showcase March 10, 2016 @ Freeman Coliseum Expo Hall 2 PARAGRAPH 1. EXHIBITORS SHALL AGREE TO INDEMNIFY THE FOLLOWING:

Associated Plumbing, Heating, Cooling Contractors of San Antonio, Inc. (dba PHCC-San Antonio) and save them harmless from and against any and all claims, damages, actions, judgments, decrees, penalties and/or liability and expense in connection with loss of life, bodily and/or personal injury, and/or damaged property arising out of or from the use and occupancy by EXHIBITOR of the premises or any part thereof, or any other part of the Exposition Hall at the Freeman Coliseum entire tract, whether occasioned whole or in part by an act, omission, negligence, or any reason whatsoever, of the EXHIBITOR, its sub-exhibitors, etc. The EXHIBITOR also agrees to hold the above-named in this paragraph harmless and not responsible whatsoever for loss, theft, burglary, robbery, damage, fire, etc. to any and all possessions, personal property, property of any kind, including equipment, supplies, prizes, merchandise, exhibits, etc. of the EXHIBITOR or any of its sub-exhibitors, sub-contractors, employees, promoters, agents, guests, invitees, contractors, etc. The above-named in this paragraph shall have the right to post and maintain on the premises the notice of nonresponsibility under the laws of Texas. PARAGRAPH 2. Not later than March 7, 2016, EXHIBITOR must provide a Certificate of Insurance covering the exhibit/activity at all times during the period of use of the Exposition Hall at the Freeman Coliseum, and same is to include: 1. Comprehensive General Liability Insurance coverage with limits of $1,000,000 - Combined single Limit - covering Bodily Injury, Personal Injury, Property Damage, and include Contractual Liability, Independent Contractors Coverage (if any), and Product and completed Operations Liability. 2. Certificate of Insurance must name the following as Additional insured: Associated Plumbing, Heating,Cooling Contractors of San Antonio, Inc. (PHCC-San Antonio) 3. Where applicable EXHIBITOR shall carry Worker’s Compensation and shall indicate this coverage on the Certificate of Insurance. Certificate must note that ten (10) days written notice of cancellation of insurance or material change will be given to the PHCC-San Antonio, given by Certified Mail/Return Receipt requested. Representative (Print and Sign) _____________________________

Firm Name (Print Name) ____________________

Date

Return this form to the PHCC-San Antonio office-10103 Broadway, San Antonio ,TX 78217 FAX to:(210) 824-1531

Email to: [email protected]

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Sample Certificate of Liability Insurance This form should name PHCC-San Antonio additionally insured for each EAC firm being utilized. Note: The EAC must maintain at least $1 million in employer’s liability, general liability, automobile liability and workers compensation as required in the state the exposition is located. ACORD

CERTIFICATE OF LIABILITY INSURANCE

PRODUCER ABC Insurance Agency 1234 Broker Lane New York, NY 12345 Attn: Joe Smith (123) 456-7890 Fax: (987) 654-3210

DATE (mm/dd/yyyy)

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE

INSURED Company Name, Inc 1234 Corporate Lane New York, NY 12345 Attn: Tom Johnson Phone: (124) 569-2943 Fax: (124) 569-8274

INSURER A: Hartford Insurance Company of Texas INSURER B: Aetna Casualty & Surety Company INSURER C: Royal Insurance Company INSURER D: INSURER E:

COVERAGE'S THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUES TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT TERM OF CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR A

TYPE OF INSURANCE GENERAL LIABILITY COMMERCIAL GENERAL LIABILITY CLAIMS MADE OCCUR

POLICY NUMBER 000P98298-AI1

POLICY EFFECTIVE DATE (MM/DD/YYYY) 01/01/09

01/01/10

GENERAL AGGREGATE LIMIT APPLIES PER POLICY PROJECT LOC

B

AUTOMOBILE ANY AUTO

LIABILITY

SKLS-029499S

LIMITS

POLICY EXPIRATION ATE (MM/DD/YYYY)

01/01/09

EACH OCCURRENCE

$1,000,000

FIRE DAMAGE (Any one fire)

$ 50,000

MED EXP (Any one person)

$ 5,000

PERSONAL & ADV INJURY

$1,000,000

GENERAL AGGREGATE

$2,000,000

PRODUCTS-COMP/OP AGG

$2,000,000

COMBINED SINGLE LIMIT

$1,000,000

01/01/10

ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON-OWNED AUTOS

(Ea accident) BODILY INJURY

$

(Per person) BODILY INJURY

$

(Per accident)

GARAGE LIABILITY ANY AUTO

PROPERTY DAMAGE

$

AUTO ONLY-EA ACCIDENT

$

OTHER THAN

$1,000,000

$ $

A

UMBRELLA/EXCESS LIABILITY OCCUR CLAIMS MADE DEDUCTIBLE RETENTION

XL1234567

01/01/09

01/01/10

EACH OCCURRENCE

$1,000,000

AGGREGATE

$1,000,000 $ $ $

C

D

WORKERS COMPENSATION AND EMPLOYERS' LIABILITY

OTHER Professional Liability

A4145-SS-PJ37

01/01/09

000P98298-AI1

01/01/10

01/01/09

01/01/10

WC STATUEORY LIMITS

OTHER

E.L. EACH ACCIDENT

$1,000,000

E.L. DISEASE-EA EMPLOYEE

$1,000,000

E.L. DISEASE -POLICY LIMIT

$1,000,000

Each Occurrence & Aggregate

$1,000,000 $3,000,000

DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS CERTIFICATE HOLDER PHCC-San Antonio 10103 Broadway San Antonio, TX 78217 Re: 2016 Commercial Fleet & Accessory Showcase

    

X

ADDITIONAL INSURED; INSURER LETTER: X

CANCELLATION

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OF REPRESENTATIONS. AUTHORIZED REPRESENTATIVE John Smith, CIC

PRODUCER: Insurance Agent / Broker who issues certificate. NAME OF INSURED: Must be the legal name of contracting party. TYPES OF INSURANCE: Must include types required by contract. FORM OF COVERAGE: Must be "occurrence" from of coverage. NAME ADDITIONAL INSURED'S: Superior Expo Services (Official Service Provider), Show Management, Show and Facility as additional insured's on a primary and non- contributory basis.

 CERTIFICATE HOLDER: Must be Superior Expo Services  POLICY EFFECTIVE DATE: Must be prior to or coincidental with the first day of Exhibitor Move-In.

 POLICY EXPIRATION DATE: Must be on or after the last day of Exhibitor MoveOut.

 LIMITS OF INSURANCE: Must be the same or greater than required by contract.  NOTICE OF CANCELLATION: 30 days notice must be provided.  AUTHORIZED REPRESENTATIVE: Must be signed (not stamped) by an authorized representative of Producer.

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ADDITIONAL FIRE REGULATIONS FOR INSIDE VEHICLES Fire Department regulations are listed separately in packet. Please read all regulations carefully. Each exhibitor is responsible for observing the regulations listed. There are NO EXCEPTIONS. If you have any questions or problems, Show Management will assist you. 1.

State of Texas Fire Regulations requires that all units requiring fuel have only sufficient quantity to permit the placement and removal of the unit from the exhibit hall. Sufficient is defined as 1/4 of a tank for gasoline and 1/4 of a tank for diesel.

2.

All vehicle fuel tanks must be taped and sealed once inside units are in place.

3.

All vehicle battery cables must be disconnected and taped once inside units are in place.

4.

All propane fuel tanks must be removed unless they have never been used.

5.

Units with butane/propane tanks filled or partially filled must be totally purged or remove the tank from the unit.

6.

All exhibit aisles must be a minimum of eight (8) feet clear and unobstructed of steps and decorations (NO EXCEPTIONS).

7.

To avoid electrical problems, do not turn on air conditioners or heaters.

8.

No supplemental lighting should be used in the units other than lights permanently installed in the units.

9.

Please provide flooring protection in the event there is leakage/spills from vehicles. It is the responsibility of the vendor for cleanup.

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VENDOR MOVE-IN INFORMATION A.

VEHICLE booth exhibits may start move in on Thursday, March 10, 2016 , from 8 am - 10 am.

B.

Vehicle booths are 16 x 25 spaces with 1 (6') table, 1 table covering, and 2 chairs. No pipe and drape for vehicle booths provided.

C.

ACCESSORY booth exhibits may start move in on Thursday, March 10, 2016 from 11 am - 1pm.

D.

Accessory Booths are 10' x 10' with 8' high back drape and 2 - 36" high side divider drapes. NOTE: by order of the fire marshal, nothing may be attached to this drape. The exhibit booth is not carpeted. The booth will contain 1 (6') table, 1 tablecovering, and 2 chairs.

E.

The maximum height of the ACCESSORY booth back wall in the supplier area is eight (8) feet. No signage will be provided for your booth. Side rail dividers may not exceed a height of three (3) feet for a distance of three (3) feet from the aisle.

F.

All booths must face a numbered aisle. All booths must maintain their original shape with no alterations or removal of side rails with exception to bulk display booths. All changes to booths must be approved by Show Management.

G.

All booth set-ups must be completed by 1 pm on Thursday, March 10, 2016 ready for Fire Marshall inspection.

H.

INSTALLATION AND REMOVAL OF EXHIBITS - GENERAL No exhibitor shall use nails, tacks, brads, staples, screws, bolts, glue, paste, gummed tape or other fastening or anchoring devises of any kind or nature whatsoever in or on the floors, walls, columns, doors, windows, ceilings or any other part of the building or grounds. No exhibitor shall fasten any wire, rope, string, or thread to any part of the building or grounds for displaying signs, advertising literature or merchandise without first securing permission from the Show Management. All necessary electrical, gas, steam, water or drainage outlets and services required by the exhibitor shall be at exhibitor’s expense and installed only by contractors approved by Show Management or the exhibit facility for those purposes.

I.

The Exposition Hall will not accept advanced freight shipments for exhibitors.

J.

Electricity is only available to vendors that specified the need for electricity when committing to this show.

K.

No pets or animals are allowed into the Facility property.

L.

Please practice good housekeeping and keep clean the premises and booth area including the aisles, corridors, stairways, yard, and vendor parking area.

M.

Aisle Integrity:All exhibitor products and display materials, except carpeting, must be confined to the actual limits of their assigned areas. Due to fire regulations, no units or any part of the unit including steps, slide-outs, mirrors and tail pipes may extend into the aisles or other exhibit display areas. No landscaping material, tables, chairs, signs, steps or other materials may extend into aisles. No part of the exhibitor's products, display materials or carpet may extend into another exhibitor's display area.

N.

Due to fire regulations, aisle integrity must be maintained for all exhibitors at the show as set forth. When measuring units for your display area, it is necessary to measure from the forward most protrusion to the aft most protrusion; i.e., including bumpers, ladders, tail pipes, mirrors, awnings, hitches, etc. Any unit or display materials not conforming to the area within the exhibitor's display will be removed from the facility.

O.

NOISE AND USE OF SOUND DEVICES Use of sound slides, sound motion pictures, or other sound-making devices must receive prior approval from Show Management. Bands and discos are strictly prohibited. Approved sound-making devices must be maintained at a conversational level to avoid interference with neighboring exhibitors and when found objectionable, will be prohibited. No construction work will be permitted during show hours when the show is open.

P.

FOOD SERVICE OFFERED BY EXHIBITORS Exhibitors are not allowed to offer food and/or beverages in their booth areas. Any food and/or beverages offered by exhibitor must have prior Show Management approval. Any exhibitor wishing to cook on the premises must have prior Show Management and approval from the Bexar County Community Arenas in advance.

Q.

PHCC and Freeman Colliseum Expo Hall reserves the right to restrict the use of displays or display material which in show management's judgment are controversial or do not conform to Show Rules & Regulations.

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