I wish to apply for the following: (Click on Venue Map below for details)
Type	Description	Size	Location	Super Savings Early Bird	Early Bird	Regular
1.	Sponsor	10’ X 10’ and larger	Gathering Place, Courtyard, Village	Contact us
2.	Prime Showcase - Corner	10’ X 10’	The Gathering Place	$900	$1,013	$1,125
3.	Prime Showcase	10’ X 10’	The Gathering Place	$750	$844	$938
4.	Standard Showcase - Corner	10’ X 10’	The Village	$550	$619	$688
5.	Standard Showcase	10’ X 10’	The Village	$450	$506	$563
6.	Promotional Table**	8’ X 4’	Pathways	$250	$281	$313
7.	Body Worker	8’ X 8’	Japanese Garden	$225	$253	$281
8.	Non-Profit Table**	8’ X 4’	The Village	$175	$197	$219
9.	Farm Exhibit**	10’ X 10’	The Village	$100	$113	$125
Custom: For other size or multiple exhibit spaces please advise        10.
**Fees for Promotional Tables, Body Workers, Non-Profits and Farms are subsidized by festival sponsors. Only local farms, small businesses and non-profit groups of limited financial ability are eligible. These applications will undergo additional screening. Thank you to LEVEL GROUND TRADING and LIFESTYLE MARKETS for supporting this subsidy program. Please choose your preferred location(s) and insert the Item Number(s)listed above.    *1st Choice  1 2 3 4 5 6 7 8 9 10        2nd choice 1 2 3 4 5 6 7 8 9 10        3rd choice 1 2 3 4 5 6 7 8 9 10

You will be added to the Final Exhibit Selection List in the order in which we receive your deposit payment. Final Exhibit Selection will take place after the registration deadline.

Your Exhibit Fee includes:

• Exhibit Space;
• Name placement* in festival program, and website;
• Online listing in Organic Islands Directory;
• and Festival Orientation and Networking Event.

2. Order Rental Services

• The festival is an outdoor event. We recommend tents or canopies for Showcase Booths and Garden Umbrellas for Tables.
• If you are bringing a tent it must fit within the allotted space. For example, some tents are 10x10 at the top but are wider at the bottom. Tents found to go outside the alloted space will be removed or charged for the extra space.
• These rental rates are preliminary and subject to change. Prices do NOT include GST.
• Final confirmation of rates and orders will occur by May 1st or earlier.
• Deadline for final confirmation and payment of your rental order: May 31st. After this date, we will do our best but cannot guarantee your order can be changed or fulfilled.

Rental Services - 2008 Prices (SUBJECT TO CHANGE)
Electricity $50 Yes	Extension Cord $10-$20* Yes	Tent Rental $70-$210/ea** Quantity:	9' Umbrella Rental $50/ea*** Quantity:	Table Rental $20/ea Quantity:	Chair Rental $5/ea Quantity:
Please advise below if you require additional services not listed above. *EXTENSION CORDS: The Village $20 (requires 100' cord); Gathering Place: $10 **TENTS:8x8: $70; 10x10 Pop-up: $135; 10x10 Marquee: $210 Click on tent to see photo (example only). Let us know in the box below which tent you want. MARQUEE ONLY: Please advise if you would like walls (solid or windowed) @ $35/side NOTE: Marquee tent rentals *may* require weights at an additional cost; you will be notified first if this is the case. ***UMBRELLAS: You might get a different covering instead. ELECTRICITY: Please write your power needs: WHAT you will be plugging in (eg, a laptop, a freezer), and: 1)Volts (required); 2)Watts (required); 3)amps (preferred) *BE SPECIFIC* We are using a solar power generator and batteries this year so it's super-important -- You can find power info on the item in question, usually in a description area.

3. Order Directory Listings and Advertising

Be sure your green marketing message is seen! by over 210,000 people

$100 -- I would like to purchase a Business Listing in the Festival Feature. Includes: name, address, phone/fax, email, web address, 25 word description. Published in Times Colonist (210,000 readers) and distributed to selected retailers and to festival attendees.

from $270 -- Advertise in the Times Colonist Festival Feature Info and Rates

Free -- Online Business Listing (Name, Address, Email, Web site, Phone, Product/service description) in the online directory

4. Order Sponsor/Partner Benefits

5. Eligibility to Exhibit

• Organic Reseller (certified organic products)
• Organic Certified farm/business (indicate certifying agency)
• Natural (non-GMO, additive/preservative free) - If other, please provide additional information and reasons for inclusion in festival
• Ethical/Fair Trade
• Local/Sustainable
• Health/Allergy Care
• Eco-Friendly/Recycling
• Other

6. What samples/tasters are you planning to provide?

• You must disclose what product samples or tasters you plan to provide. Food samples must be certified organic or natural (non-gmo and chemical free). Please type "will advise later" if not known now.
• You must obtain approval by the local health authority for food samples/tasters or for food sold.
• The health authority form will be posted on web site 6 - 8 weeks prior to festival.
• We require local health authority approval 4 weeks prior to festival.
• Some restrictions on food sales apply.

Samples/Tasters

7. Your Business Profile

Name of person in charge of exhibit at festival, to whom instructions will be sent:
Job Title *
Telephone *	Mobile
First Name *	Last Name *
Email:

50% desposit required to reserve booking. 100% in advance for exhibit fees $220 and under. Deposit (or entire fee if under $220) must be paid before any price-saving deadline to qualify for discount. After May 1, 100% exhibit fee payable. We will contact you by email regarding your payment arrangements. For more information phone: (250) 658-8148.

Before submitting your Application please read and agree to the Terms below. (NOTE: YOU WILL FIND THE "SUBMIT" BUTTON BELOW THESE TERMS)

Agreement to Terms is required to exhibit at festival (PLEASE READ ALL TERMS):

1. Definitions in these Terms:
   • a) “Agreement” refers to the collection of Terms herein.

   • b) “Exhibitor” refers to any person or organization that purchases exhibit space at the 4th Annual Organic Islands Festival and Sustainability Expo. “Exhibitor” includes all employees and authorized representatives of such, and any “co-exhibitor” and any employees and authorized representatives of such.

   • c) “Application” refers to the “Exhibitor Application”, the application process for all Exhibitors.

   • d) “Festival” refers to the Organic Islands Festival and Sustainability Expo 2008.

   • e) “Organizer” refers to Organic Islands Promotions Ltd. and its employees, agents, and volunteer staff.

   • f) “Management” refers to the employees and authorized representatives of Organic Islands Promotions Ltd.

   • g) “Contract” refers to the contract between the Exhibitor and Organizer once Exhibitor has submitted the Application and Organizer has accepted the Exhibitor.

   
   

2. The purpose of the 4th Annual Organic Islands Festival and Sustainability Expo is to promote the sale and use of organic, natural (non-GMO, chemical free), and sustainable products and complementary goods and services. Exhibits must be consistent with this purpose and must adhere to the following standards:
   • a) All Exhibitors must promote the marketing of organic/natural products and/or related products or services. For example, organic resellers (Certified Organic products), Certified Organic farm/business, natural food/drink (non-GMO, additive/preservative free), ethical/fair trade, local/sustainable, health/allergy care, eco-friendly/recycling.

   • b) No Exhibitor shall discourage or promote the limitation, use, distribution, or marketing of any organic/natural product or related product or service.

   • c) Exhibitors may encourage or advance their own products, equipment or services. However, Exhibitors shall not unfairly criticize the products or methods of any other Exhibitor.

   • d) No Exhibitor shall directly or indirectly promote or advertise any idea or product that is inconsistent with the stated purpose of this Festival.

   • e) No Exhibitor shall infringe the copyrights, trademarks, or other intellectual property of any third person or unfairly compete with other exhibits.

   • f) No exhibit shall have an undesirable or unreasonable deleterious effect upon another’s exhibit.

   • g) The Organizer reserves the right to prohibit or remove any exhibit which, in its sole discretion, detracts from the general character of the Festival as a whole, or consists of products or services inconsistent with the purpose of the Festival. The right to prohibit includes, but is not limited to such persons, things, conduct, printed matter or anything of a character which the Organizer, in its sole discretion, determines objectionable.

   
   

3. Application Process:
   • a) The person submitting the Application on behalf of the Exhibitor agrees that they have full authority to do so, and is solely responsible and liable for payment in the event that they do not have said authority.

   • b) Exhibitor has read and understood the “Registration Procedures”, found at http://www.organicislands.ca/festival/regproc.php, before submitting its application.

   • c) By submitting the Application, the Exhibitor agrees to all the Terms set herein.

   • d) The Organizer reserves the right to refuse the Application of any party whose product, service, or proposed exhibit is not in keeping with the character of the Festival, or for any other reason it deems fit.

   
   

4. Exhibit Space:
   • a) Exhibitor agrees to make payment for space as outlined on the Application. If payments for space are not made when due, the Organizer may, at its sole discretion, re-allocate space allotted to the Exhibitor, or cancel its Registration.

   • b) The Organizer shall have full power to determine in every respect the allocation of area and position of space, including, but not limited to, moving the Exhibitor from their chosen site to one at an equivalent price point.

   • c) Exhibitor shall occupy the space allotted to him in accordance with the setup procedures outlined in an Exhibitors Kit, which will be available 4 to 6 weeks prior to the Festival. In the case of default, from any cause whatever, the Organizer shall have the right to re-let or otherwise deal with this space. Subletting of exhibit space is not permitted without prior permission. An extra fee may be charged.

   • d) Showcases: Showcase booths are permitted to use up to two (2) additional feet in front of their exhibit space so long as it does not interfere with other exhibit spaces or traffic flow. Management reserves the right to limit any showcase to its 10x10 space for any reason whatsoever.

   • e) You must notify the Organizer in writing if you wish to share your exhibit space with other individuals or organizations not listed on your application form. An additional charge may apply. Such organization(s) or individual(s) will be required to complete a separate exhibitor application form.

   • f) Exhibitor is responsible for the cost and erection of tents, tables, counters, or other contrivances for displaying goods and for all support services including, but not limited to, such matters as cleaning, electricity, plumbing, and hauling. Rental of certain services and items can be arranged as laid out in the Application.

   • g) Exhibit price does not include furnishings. Booth furnishings are the responsibility of the Exhibitor.

   • h) All materials used for the building, decorating, draping or covering of booths and/or stands must be non-flammable, or rendered so by being immersed in a fire-proofing solution.

   • i) WASTE MANAGEMENT. Exhibitor is expected to minimize waste, use recycled/recyclable and biodegradeable items if possible, and is responsible for garbage produced, such as via product samples. Exhibitor shall take away and dispose of garbage, cardboard, and other waste material produced as a result of its operations, and place in the appropriate disposal containers. No recyclable or biodegradeable items are to be thrown in the garbage. Please take a moment to read further details on our waste policy.

   • j) Leaving items on-site before/after the Festival. Exhibitor is not to leave its items on-site prior to the appointed set-up time or after the appointed take-down time. Leaving items on-site outside the appointed times may result in fines and administrative fees.

   • k) HANDLING Charges: If you require the Organizer to receive a delivery on your behalf prior to your arrival a handling charge may apply. Prior notice of any deliveries must be given or an additional administration fee will apply.

   
   

5. Placing Rental Orders.
   • Upon registration, Exhibitor may request rental items as offered on the Registration page. Confirmation will take place at the dates set therein. On or around May 1, an email will be sent to all Exhibitors with their order and pricing. Unless a change is requested in writing before final confirmation (May 31), Exhibitor is assumed to be ordering those items as indicated in its initial registration and to pay for those items.

   • Organizer reserves the right to take a security deposit or keep a valid credit card on file in lieu.

   • If a rental item is not returned during takedown, Exhibitor is responsible for all resulting charges and will be given an additional $50 administration fee.

   
   

6. Prior to the opening of the Festival, the Organizer will provide the Exhibitor with a list of terms for participating in the Festival. Exhibitor agrees to adhere to these, and any other, terms that may be issued from time to time by the Organizer.

   
   

7. While participating in the Festival, Exhibitor agrees to comply with all applicable municipal, provincial and federal laws. Exhibitor agrees to indemnify the Organizer against any claim, action, or loss occasioned by any breach thereof.

   
   

8. Limitation of Liability:
   • a) Liability insurance of no less than $1,000,000 property damage and personal injury, along with theft and casualty insurance in an amount equal to the value of Exhibitor’s property is recommended. Acquisition of said insurance, along with securing of their property, is the responsibility of the Exhibitor.

   • b) In no event shall the Organizer be responsible for any loss of or damage to Exhibitor property occasioned by theft or other insurable casualty. Liability of the Exhibitor includes, but is not limited to, any damage caused to paths, roads, plants, tents, and structures or to other Exhibitor’s property. The Organizer assumes no risk; and by the acceptance of this Agreement, the Exhibitor expressly releases the Organizer of and from any and all liability for any damage, injury or loss to any person or goods which may arise from the rental and occupation of said space by Exhibitor, and agrees to hold and save the Organizer harmless of and from any loss or damage (including but not limited to attorney’s fees and other similar costs of defending claims or law suits brought against the Organizer) by reason thereof.

   • c) The Exhibitor’s duty to hold and save the Organizer harmless hereunder shall not be affected by any contention that the Organizer was negligent, and that such negligence was a contributing or proximate cause of the damage, injury or loss in question, unless and until a court of competent in a matter involving third party liability finds that the Organizer was guilty of negligence greater than that of the Exhibitors and that the Organizer’s negligence proximately caused the damage, injury or loss in question.

   • d) In no event shall the Exhibitor have any claim for damages of any kind against the Organizer in respect to any loss or damage, direct or consequential, because of the prevention, postponement, or abandonment of the Festival, by reason of any of the events referred to in sub-Term “c” (above), or otherwise if for any reason beyond the Organizer’s control the Festival facility becomes wholly or partially unavailable for the holding of the Festival; and, in such an event, the Organizer shall be entitled to retain all sums paid by Exhibitors or such part thereof as the Organizer shall consider necessary. If, in the opinion of the Organizer, by re-arrangement or postponement of the period of the Festival, or by substitution of another facility, or in any other reasonable manner, the Festival can be carried through, this Contract shall be binding upon the parties, except as to the size and position of exhibit space, which the Organizer may modify as it deems necessary under the circumstances.

   • e) The liability of Organizer to Exhibitor for all claims relating to the Festival or this Application, in contract, tort, or otherwise, shall not exceed the amount of the fees paid to Organizer by Exhibitor in connection with this Application. In no event shall Organizer be liable to Exhibitor for any consequential, indirect, special or incidental damages, even if Organizer has been advised of the possibility of such potential loss or damage. The forgoing limitation of liability and exclusion of certain damages shall apply regardless of the success or effectiveness of other remedies.

   
   

9. Exhibitor agrees to confine all selling and promotional activity to the space allotted by this Contract and not to distribute printed matter or materials of any nature in the aisles, entrances, or exits.

   
   

10. Admission passes will be required for the personnel of the Exhibitor. Exhibitors will not be admitted to the exhibit facility without such passes. The Organizer reserves the right to limit the number of passes issued to any Exhibitor. The Organizer will provide further details about passes in the Exhibitors Kit, which will be posted on the web site 4 to 6 weeks prior to the event.

    
    

11. The right to distribute and/or sell any article of food or drink is held by catering concessionaires authorized by the Organizer. No Exhibitor may sell, give away, or distribute any such article without explicit approval from the Organizer. The foregoing should not be construed to prevent the Exhibitor from distributing product samples. Guidelines for approval include:

    • a) On the Application, Exhibitor must disclose what product samples or tasters Exhibitor plans to provide. Food samples must contain certified organic or natural (non-GMO and chemical free) ingredients.

    • b) You must obtain approval by the local health authority for food samples/tasters or for food sold.

    • c) The health authority form will be posted on web site 6 - 8 weeks prior to Festival.

    • d) The Organizer requires local health authority final approval 4 weeks prior to Festival.

    
    

12. The Organizer accepts no responsibility for breakdown or failure of any of the services provided for, or in connection with, the Festival.

    
    

13. The Organizer reserves the right to refuse any person, including any employee of an Exhibitor, admission to the Festival at their discretion.

    
    

14. As an accommodation to Exhibitor, Organizer will list Exhibitor in a Festival program prepared and distributed in connection with said Festival. Any additional advertising is extra. Organizer shall have no liability to Exhibitor for any errors or omissions contained in such Festival program.

    
    

15. Withdrawing from the Festival. Without prejudice to the rights and remedies of the Organizer in respect to any breach of the Contract on the part of the Exhibitor, the Organizer may at its discretion allow the Exhibitor to withdraw from the Festival subject to the following conditions:
    • a) The Exhibitor must give written notice 45 days in advance of the first day of the Festival to the Organizers that the Exhibitor desires to withdraw. If the Organizer allows such withdrawal, it will notify the Exhibitor of its decision in writing;

    • b) Any such notification by the Organizer to the Exhibitor will constitute a cancellation of the Contract subject to the payment by the Exhibitor to the Organizer for administration purposes in the amount of $150, which payment shall be deducted from any payments remitted by the Exhibitor to the Organizer;

    • c) Upon payment of such amount to the Organizer by the Exhibitor, the Contract shall be cancelled and neither party shall have any further claim against the other.

    
    

16. Approval of this Contract is at the discretion of Organizer. Approval may be withheld, among other reasons for: (1) Poor credit history, including but not limited to past due amounts owing to Organizer; and (2) Violations of Terms of Contract provisions in any previous Event conducted by Organizer or its affiliates.

    
    

17. The Organizer reserves the right to alter, add to, or amend any of these Terms. Should any question arise, whether or not provided for in these Terms, the decision of the Organizer shall be final. No alteration, addition, amendment or waiver to or of, these Terms shall operate to release any Exhibitor from this Contract.

    
    

18. This Agreement may be terminated by Organizer at any time on the breach of any of the conditions by the Exhibitor, or breach by the Exhibitor of any other contract it may have with Organizer or its affiliates, including failure to make payments when due pursuant to any such contract, and thereupon all Exhibitor’s rights hereunder shall cease and terminate, and any payments made by it on account hereof prior to said termination shall be retained by Organizer as liquidated damages for such breach, and the Organizer may thereupon resell said space.

    
    

19. Termination of Exhibit:
    • a) In the event that the premises in which the Festival is to be conducted shall become, in the sole discretion of Management, unfit for occupancy, or in the event the holding of the Festival or the performance of Management under the Contract are substantially or materially interfered with by virtue of any cause or causes not reasonably within the control of Management, the Festival may be terminated or moved to another appropriate location at the sole discretion of Management. Management shall not be responsible for delays, damage, loss, increased costs or other unfavorable conditions arising by virtue of cause or causes not reasonably within the control of Management.

    • b) If Management terminates this Contract and/or the Festival (or any part thereof), then Management may retain such part of an Exhibitor’s rental fee as shall be required to recompense Management for the expenses incurred up to the time such contingency shall have occurred and there shall be no further liability on the part of either party to the other. For purposes hereof, "cause or causes not reasonably within the control of Management" shall include, but not be limited to: fire, casualty, flood, epidemic, earthquake, explosion, accident, blockade embargo, inclement weather, hurricane, tornado, governmental restraints, declaration of public emergency, strike, lockout, boycott or other labor disturbance, technical or other personnel failure, local, Provincial, or Federal, ordinances, rules, orders, decrees, or regulations and/or any Act of God.

    
    

20. Logo Rights

    Exhibitor is not to use in its promotional material logos, brand identities, and copyrighted material used by Organic Islands Promotions Ltd. in relation to the Organic Islands Festival and Sustainability Expo without express consent from Management. This is no way meant to prevent the Exhibitor from promoting its participation in the Festival.

    
    

    By submitting my Application I understand and agree to these Terms.




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