Terms and conditions

Vendors, Exhibitors and Car displays

Timing and procedures

MALL DISPLAYS (cars + sponsor areas) non-ICE Palace

ALL displays will be loaded Thursday evening for display on Friday and Saturday. All cars must be loaded at 9:30 p.m on Thursday July 18th. ALL cars will be placed on supplied pads. Any cars wanting stanchions must be prepared to bring their own. ALL displays are subject to West Edmonton Mall Common area Polices (outlined below).

** ALL CARS STAGING will meet at 8:00 p.m in front of Starlight Casino for photos.

  • all cars must be full of fuel. All caps must be locked or secured with tape.
  • Cars must not have oil drips
  • All keys must be turned into Raczer staff
  • No car will be removed or started at anytime.

We encourage car owners to provide information on their cars and clubs.

ICE PALACE VENDORS

Staging FRIDAY – Cars and Canopies – 9:30 p.m – 12:00 a.m ** ALL CARS STAGING AT 8:00 p.m in front of Starlight Casino for photos.

Staging SATURDAY – PRODUCT ONLY – 7:00 a.m – 9:30 a.m

SHOW TIMES – SATURDAY – 10:00 a.m – 9:00 p.m

West Edmonton Mall has overnight security to ensure canopies/booths and cars can remain in Ice Palace. All Car and Canopy staging will take place on Friday night. All products can be placed either Friday Night of Saturday but for security purposes we encourage setting out products on Saturday morning. Raczer assumes no responsibility for product losses.

  • all cars must be full of fuel. All caps must be locked or secured with tape.
  • Cars must not have oil drips
  • All keys must be turned into Raczer staff
  • No car will be removed or started at anytime.

ALL canopies must be of high quality and standards with no hand written signage or posters permitted. Must be fitting for a world class venue. Raczer reserves the right to remove any signage with poor quality. Subject to general terms- all  below.

Tear Down – Tear down and removal of canopies will start after closing on Saturday. All vendors will depart ICE PALACE at 10:00 p.m.

** ALL TIMING SUBJECT TO CHANGE

**Subject to terms below.

EXTERNAL VENDORS

Vendor Staging Saturday – 7:00 a.m – 10:00 a.m

Individual Car staging 8:00 a.m – 10:30 a.m

SHOW TIMES – SATURDAY – 11:00 a.m – 5:00 p.m

** ALL CARS ARE welcome to stay past 5:00 p.m for gala and festivities. ALL Vendor canopies must be torn down by 6:30 p.m and removed.

** ALL TIMING SUBJECT TO CHANGE

VEHICLES: In order to ensure a safe departure, all “individual” vehicles must be removed first.

GARBAGE: All booths are responsible for their own trash and recycling.

General Terms and Conditions – ALL

• All “external” exhibitors and vendors must:
• Have a canopy to participate; or otherwise agreed in writing. All booth arrangements shall conform in all respects to the dimensions and height requirements as specified by producer.

All exhibits shall be arranged so as not to obstruct the general view or access to surrounding displays, aisles, or public space within the exhibit facilities. If you require end of the aisle space, there is an additional charge and must be contracted in advance.
• Ensure canopies are in good order and looking professional
• Ensure overnight canopies are properly weighted on the legs to prevent wind from taking canopy.
• Remove all garbage from site daily
• Ensure that all displays are professionally produced and present an appearance befitting a first-class venue. Hand-drawn signage is not permitted
• Do their best to enjoy the event and participate in the theme and show community spirit.
• Must adhere to all onsite rules.
• No exhibitor may leave the site prior to the event closing times.
• All external exhibitors requiring power must supply their own power cords.
• Are responsible for any damages that may occur.
• Raczer shall designate the areas, entrances and times at which loading, unloading and moving of the Displays can occur.
• The Exhibitor shall be responsible for removing the Displays after the Event Period, or upon notice at the Exhibitor’s sole cost and expense.
• The Exhibitor shall pay to Raczer, on demand, the cost of any repairs or work necessary to restore the Location to the physical condition in which the Location was before the Event was conducted.
• If the Displays are not removed from the Location at the termination of the Event Period, West Edmonton Mall may cause the Displays to be removed, at the Exhibitor’s sole cost and expense.
Space Requirements:
Your rental space is for the space only. You will be responsible for electricity, tables, chairs, lights, drapes, stanchions, or any other equipment you might require for your booth.

Selling Restrictions:
The management of Raczer reserves the right to determine all materials sold. Selling weapons of any kind (i.e. guns, knives, tasers, etc.) is strictly prohibited. A detailed list of items sold shall be provided to Raczer no later than 3 weeks prior to the event.

Trademarks:
Certain trademarks and copyrights are the property of Raczer Media  Inc. and its divisions and or partners and cannot be reproduced in any manner or any merchandise, souvenir items or apparel by anyone other than Raczer Media Inc. or its divisions. Examples include: Raczer’s Hooked on Cars, Raczer.com, RZR, RACZER, HOOKED or any other logo or label.

Demonstrations & Merchandise:
No demonstrations or solicitations shall be permitted outside of the exhibitors assigned space. Distribution of any printed matter, samples or other articles shall be restricted to within the confines of the exhibitor’s booth. Exhibitors shall not have or operate any display that is the source of objectionable, or interfering with surrounding displays, including signs, lights, volume of noise, and costuming of exhibit personnel. Producer or appointed representative has the final authority. Only those products listed on the contract will be eligible for sales or samples.

Property Damage:
Nothing shall be tacked, nailed, screwed or otherwise attached to drapes, columns, walls, floors or other parts of building or furniture.

Move-In:
All booths must be at the show venues during the scheduled move-in times, however, this time will vary from show to show and it is the responsibility of the vendor to verify the time for each event. Space will not be held past scheduled move-in times unless prior arrangements are made with show management.

Move-Out:
Move-out will begin promptly after the end of show time on Saturday evening. No one will be allowed to tear down or leave the building until that time unless permission is obtained from the producer. All exhibitors must be cleared from the building facilities no later than Sunday morning at 9:00 a.m, unless permission to stay has been obtained from Raczer. Departure times are listed in specific areas.

Show Hours:
Exhibitors will be allowed into the space one hour prior to opening on Saturday. Timing is subject to change at Raczer’s discretion

Garbage:
Please keep your booth area neat. Garbage should be cleaned up prior leaving each night and at the end of the show.

Sub-Contracting Space:
Sub-contracting of space is absolutely prohibited.

Live Animals:
No animals of any kind are permitted.

Compliance:
Exhibitor assumes all responsibility for compliance with all pertinent ordinances, regulations and codes of duly authorized local and federal governing bodies concerning fire, safety, health, together with the rules and regulations of the operators and or owners of the property wherein the shows are held.

Liability:
Neither Raczer Media Inc., its divisions, partners, affiliates, their officers, agents, employees, their families, and other representatives shall be held liable for, and the same are hereby released from accountability for any damages, loss, harm or injury to the person(s) or property of the applicant or any of the officers, agents, employees, their families, and other representatives, resulting from theft, fire, water, accident, or any other cause.

Cancellation:

Any cancellation must be given four weeks prior to the opening day of the show. Phone calls will be accepted with a follow-up letter forthcoming from the exhibitor. If any event is canceled less than two weeks from the opening day, deposits are forfeited. In the event that exhibitor fails to make a show and does not notify the show management, exhibitor will be canceled from any future show.

Notifications:

All show related notifications should be sent to hooked@raczer.com