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QCCA Expo Center Exhibitor Contract for 2025 Spring Craft Show

Event Dates: March 29-30, 2025

Location: QCCA Expo Center, Rock Island, IL

Agreement Overview

This contract is between the Quad Cities Conservation Alliance (QCCA) and the undersigned exhibitor (“Exhibitor”) for participation in the 2025 QCCA Spring Craft Show. By signing, the Exhibitor agrees to comply with the terms outlined below.


1. Space Reservation and Terms

  • All exhibitors must complete and sign this contract to reserve booth space.

  • Cancellation Rights: The QCCA reserves the right to cancel this contract at any time with a full refund. Exhibitors have no further recourse if the contract is canceled by the QCCA.


2. Booth Fees

  • Standard Booth (10’x10’): $125; additional booths: $100 each.

  • Booth Amenities: Available upon request, see order form for prices.

 

3. Installation & Removal

  • All exhibitors must be checked in by 8:30 AM, March 29, 2025.

  • Booths must be ready for show open by 10:00 AM. No exhibits may be installed after this time.

  • Exhibitors will NOT begin tear down before show closing is announced.

  • All booths will be torn down by 7:00 PM, March 30, 2025.


4. Show Hours

  • Saturday, March 29: 10 AM - 5 PM

  • Sunday, March 30: 10 AM - 4 PM


5. Booth Specifications and Guidelines

  • Dimensions: Each booth is approximately 10 ft. x 10 ft. with an 8-ft. backdrop.

  • Restrictions: No decor, signage, or lighting may extend beyond booth limits or obstruct aisles without QCCA’s prior approval. Exhibitors may not create visual barriers that block neighboring displays. Stapling or pinning objects to the drapes is prohibited. No fuel, compressed gas (including gas-filled balloons) or flammable materials are permitted. The QCCA reserves the right to prohibit any materials deemed inappropriate.

  • Exhibitors must provide safe, approved electrical cords and meet all fire code requirements.

  • Damages caused by the exhibitor are the exhibitor's responsibility.

  • Exhibits must be staffed during show hours. Badges are for booth staff only.

  • Four badges per 10’x10’ booth; additional badges or replacements will be $4 each.

 

6. Product Requirements

  • All items offered for sale at this craft fair must be handcrafted by the vendor. For the purposes of this agreement, "handcrafted" refers to items that are primarily created or significantly altered by the vendor using personal skill, creativity, and manual techniques. Commercially manufactured, mass-produced, or imported items are strictly prohibited.

  • Vendors are required to ensure their offerings align with this policy. The craft fair organizers reserve the right to review and approve all items and may request the removal of any items that do not meet this standard.

7. Animal Policy

For the safety and comfort of all attendees, animals are not permitted at the craft show, with the exception of service animals as defined by the Americans with Disabilities Act (ADA). Service animals must be individually trained to perform tasks directly related to their handler's disability.


8. Payment Terms

  • Deposit: $100 per booth or 25% of bulk space fee, non-refundable.

  • Final Payment: Due March 27, 2025.

  • Insurance Requirements: The QCCA may require a Certificate of Insurance listing the QCCA as co-insured by March 27, 2025.


9. Subletting and Assignment

Booth space may not be sublet or reassigned without the QCCA’s written consent.


10. Media Policy

No unauthorized photography, recordings, or broadcasting from the show are permitted without the QCCA’s prior written consent.

 

11. Parking

Exhibitors may not park cars or trucks in the QCCA lot during the show. Parking is available in the Mid-American lot on 5th Ave., with bus service provided one hour before and after the show daily. Handicapped vehicles with proper tags are exempt. RVs and 5th wheels are prohibited in both lots. Contact the QCCA for trailer parking instructions. The QCCA assumes no liability for damage to vehicles or trailers.

 

12. Changes and Modifications

QCCA may amend the terms of this contract as necessary for show management. Amendments will be communicated to exhibitors.

 

13. Contact Information and Notices

  • All checks should be made payable to the QCCA.

  • The official mailing address of the QCCA for contract submission and notices is as follows:

Robert Junker, Show Director

QCCA Expo Center, 2621 4th Ave, Rock Island, IL 61201

Tel: 309-788-5912

Email: rjunker@qccaexpocenter.com


14. Jurisdiction

This agreement shall be governed by Illinois law, excluding its conflict of law rules, with jurisdiction and venue in the

Illinois District Court for Rock Island County, Illinois.


15. Indemnification

Exhibitor agrees to indemnify and hold the QCCA harmless from any liability, claims, or expenses (including attorney fees) arising from the exhibitor's actions or participation in the show.

 

16. Cancellations

Cancellations within seven days of setup or no-shows will result in forfeiture of all fees.

 

17. Agreement and Acceptance

This contract is the complete agreement between the parties and may only be amended in writing signed by both parties. The exhibitor’s signature constitutes an offer to contract. The QCCA’s signature constitutes acceptance, making the agreement binding.

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