Terms and Conditions for The 2023 Energy Fair
A. Once a registration form has been submitted, at least a 50% non-refundable deposit must be submitted within 10 days. If paying by check, please postmark your check within 10 days of registration. Failure to pay or postmark within ten days will result in the cancellation of your registration.
B. NEW: Payment MUST be received by February 15, 2023 to receive the early bird rate. If payment has not been received, balance due will be updated to the regular rate.
C. NEW: Any exhibitor who has not paid in full by Thursday, June 22, 2023 will not be allowed to set up their display.
D. Cancellations: Exhibitors must notify Energy Fair management in writing by March 15, 2023 in order to receive a 50% refund. All cancellations received after will not receive a refund. Those who register after the date listed will have 10 business days after they receive their confirmation to cancel and still receive a 50% refund. No exceptions will be made.
E. No refunds will be given to no-show exhibitors.
F. All non-profit registrations received will need to include a 501(c)(3) number. If this is not provided your organization will not qualify for the non-profit rate. There will be no exceptions to this rule.
G. It is mutually understood and agreed that any changes to the terms of this contract are not valid unless they are made in writing and signed by both parties.
H. NO pets (unless training or trained for service) are allowed anywhere on the parking areas, fairgrounds, or campground. Fair management has the right to contact the Portage County animal control office to have animals removed from any area of the Fair.
I. 2 Day exhibitors will be required to keep their booths open during exhibit hours from 9:00 a.m. to 5:00 p.m. Friday and Saturday. 3 Day exhibitors will be required to keep their booths open during exhibit hours from 9:00 a.m. to 5:00 p.m. Friday and Saturday, and 9:00 a.m. to 3:00 p.m. Sunday. If Energy Fair management notices any exhibitor has left before these times, this exhibitor may not be invited to set up at future Energy Fairs.
J. Exhibitors must have at least one person at their exhibit at all times while the Fair is open to the public.
K. Exhibits must be confined to the exhibitor’s assigned space and in NO case may extend to any other part of the grounds.
L. Exhibitors must keep their exhibit space neat and clean, taking every precaution against possible injury to visitors, guests, or employees.
M. Each exhibitor is responsible for the clean up of his or her exhibit area. If this is not done, clean up charges will be imposed.
N. All packaging material used to ship your products will have a designated storage area at the fairgrounds so that you can re-use the packaging material when shipping back your product. Please utilize this option. The location of this area will be provided at a later date. Please label all packaging that you wish to reclaim. Packaging that is not labeled is available for all exhibitors to use. If your packaging material is not salvageable after shipment is received at The Energy Fair, please take this material to the recycling/garbage/cardboard area.
O. Sharing exhibit space with another company is not permitted, violators will be asked to leave the fairgrounds.
P. If an exhibitor is setup in the wrong space, he or she agrees to move to the correct location at his or her own expense and without protest. Further, he or she agrees to pay any contracted parties for the transfer of any installed equipment or tent, unless the contractor failed to follow his or her instructions.
Q. Sound devices are subject to approval of the MREA and if allowed, must be controlled so as not to interfere with other exhibitors or workshop presentations. The privilege for use of such sound devices may be revoked at any time by fair management. The Energy Fair does not allow exhibitors to run engines or make noise in their exhibit booths that will interfere with other exhibitors.
R. Neither the MREA nor any officers, board members and/or staff members will be responsible for the safety of the property of exhibitors from theft, damages by fire, water, storm, vandalism, or other causes, but will take responsible precautions to protect the exhibitors from such loss.
S. If liability or property damage insurance is desired, the exhibitor should obtain it. MREA strongly recommends that, in addition to other insurance, exhibitors obtain public liability insurance to protect against possible claims arising out of the exhibit and The Energy Fair.
T. Halogen lighting usage for exhibit booths is not permitted at The Energy Fair.
U. Plastic bags may NOT be given out as promotional items.
V. Smoking is prohibited in booths, workshop tents, and buildings.
W. Exhibitors may not park in The Energy Fair parking area near the Entrance Gate unless a handicapped window tag is displayed in the vehicle; there is a designated public parking area for all exhibitor vehicles. Exhibitors that do not follow this requirement may run the risk of having their vehicle towed to the appropriate parking area. This rule is non-negotiable.
X. The decision of the MREA Executive Director or his representative(s), in their official capacities, must be accepted as final in any disagreement.
Y. The MREA reserves the right to refuse, stop, relocate, or remove from The Energy Fair any exhibitor or their representative and/or exhibit, performing any act or practice which, in the opinion of MREA, is illegal, objectionable, interferes with the performance of other exhibitors, creates a health, safety, or fire hazard, or violates any rules stated herein.
Z. All exhibitors are expected to conduct themselves in a professional manner and according to the rules of this agreement. Any unruly conduct, refusal to follow rules, or use of foul language to Energy Fair patrons or personnel will be considered grounds for expulsion from the event. Such exhibitors will not be invited to return to subsequent holdings of this event.
AA. The MREA provides an opportunity for both exhibitors and the public to benefit from the purpose of The Energy Fair. It is our policy to protect the environment and respect all participants in this event. We must insist that exhibitors provide the same protection for the environment and respect for all participants including fellow exhibitors. MREA retains the right to remove any exhibitor and his or her exhibit from the event if the exhibitor does not comply with all written rules and regulations as stated above.
BB. Exhibitors shall comply with laws, rules and regulations, and codes of the state of Wisconsin, Portage County, and of the MREA.
CC. Political Exhibitors at The Energy Fair are prohibited from directly supporting any political campaign on behalf of (or in opposition to) any candidate for elective public office in coordination with the MREA name, logo, or program branding of any kind. Exhibitors are prohibited from fundraising for political candidates or parties during The Energy Fair. Exhibitors will also not engage in hate speech or promote discrimination against individuals or groups based on their race, religion, gender orientation, or nationality. This includes conversations while exhibiting, exhibit materials, and all information for circulation. Violation of this policy will result in the immediate removal of your exhibit without reimbursement. Exhibit opportunities at the Fair are open to all political parties, movements, and candidates on an equal bases; however, we will not tolerate political activity that pretends to have the endorsement of the MREA or that is hateful or discriminatory in nature. Exhibits should be informational in nature and not be for the purposes of fundraising from attendees of The Energy Fair.