NM Black Expo: a Cultural Experience for All New Mexicans!

EXHIBITOR PACKET

NM Black Expo: A Cultural Experience For All New Mexicans!

Empowering Our Community! August 25-27, 2016 • Albuquerque, NM •

Albuquerque Convention Center

The New Mexico Black Expo is a GREAT VENUE to

obtain results from your marketing dollars!

The New Mexico Black Expo (NMBE) is set to become the largest African American marketingtradeshow in New Mexico! Each year this dynamic event continues to grow at mind-boggling rates, and has become a highly-anticipated annual event throughout the state of New Mexico!

Small business owners, healthcare providers, educators, technology professionals, performing artists and community organizations are discovering that becoming an exhibitor at the New Mexico Black Expo is a phenomenal, and affordable way to reach consumers over one weekend.

This MARKETING opportunity allows you to:

Raise brand awareness

Increase product loyalty

Generate highly qualified sales leads

Cultivate and strengthen customer relations

Build relationships

Network, schedule client meetings, and allow product testing

Establish contacts in a variety of agencies from across the state

Enjoy an intimate and focused exhibitor experience

Generate on-the-spot revenue through direct sales to your target market

Build a follow-up database of attendees, which could potentially translate into sales and/or partnerships after the NMBE

The New Mexico Office of African American Affairs and the New Mexico Black Expo Volunteer Steering Committee are committed to providing each of our exhibitors the best experience possible, and this means growing our audience – which translates into growing your market for potential sales and visibility at the Black Expo. We look forward to working with you to maximize your Black Expo experience and to attract the relationships and revenue that your products and services command!

Reserve your booth today before they are all gone! Don’t miss out on INCREASED MARKETINGAND POTENTIAL SALES!

NM Black Expo Steering Committee New Mexico Office of African American Affairs Contact: Beverly Jordan, Executive Assistant (505) 383-6220

BENEFITS

Each New Mexico Black Expo Exhibitor Receives …

Two (2) vendor badges for people working the booth

One (1) 8’ long table with tablecloth (black)

Two (2) folding chairs

One (1) centrally located trash containerfor all vendors

Tents to provide shading

One (1) booth identification tent card

Listing on the New Mexico Black Expo website business directory leading up to the Saturday’s resource fair, August 27, 1pm to 9pm at Albuquerque Convention Center

Business and Food Exhibitors’fees include complimentary admission for two (2) to the Business Owners and Elected Officials Luncheon on Friday, August 26th, 12 Noon, at Embassy Suites 1000 Woodward Pl NE, Albuquerque, NM 87102(505) 245-7100.

Additional Affordable Ways to Increase Your Exposure at the Expo!

Give-A-Ways will ensure an increased number of attendees encounter your brand or logo. Attendees walking away with your company logo and information will, in essence, become walking billboards for your company

Creative booth design will attract increased number of visitors to explore your product

Consistent interaction with attendees will help to further increase product and brand visibility

NOTE: NMBE attendees are passionate and focused. They are exceptionally interested in celebrating the arts, culture, entertainment, and businesses that characterize the unique African American cultural experience

Share your participation in NMBE on your company website, FB, Twitter, and other social networking sites

Announce your participation to your company’s employees and encourage them to attend and bring their families and friends

These AMAZING exposure opportunities are limited, so act FAST!

Contact us at NMBlackExpo.com, or 505-383-6222to begin increasing your exposure today!

BASIC INFORMATION

Location:Albuquerque Convention Center

Career Fair: Thursday, August 25th, 8:00am – 2:00pm, African American Performing Arts

Economic Empowerment Day: Friday, August 26th, 11:30am-2:00pm, Embassy Suites

Resource Fair: Saturday, August 27th, 3:00pm-9:00pm, Albuquerque Civic Plaza

Booth Set-up: Career Fair only - Thursday, August 25th –7:30am to 8:00am

Business Exhibitors - Saturday, August 27th- 12:00 to2:00pm

Informational Vendors – Saturday, August 27th – 12:00 to 1:00pm

Food Vendors – Saturday, August 27th – set-up time10:00am to 1:30pm

Booths must be set-up no later than 30 minutes before the open/start time. All unused products must be stored away and out of walk areas. There willbe no setting-up allowed afterthe event start timeseach day.

Exhibit DatesTimes: Thursday, August 25th from 8:00am – 2:00 (Career Fair)

Saturday, August 27th from 3:00pm – 9:00pm

Tear-down: Thursday, August 26th, anytime after 2:00pm

Saturday, August 27th,anytime after 9:00pm

Booth Dimensions:10’x10’ forasingle space – selling vendors

6’ table for informational vendors

Payment Requirements: Only exhibitors who sell food or product will incur booth costs

Booth Package:

Two (2) vendor badges for people working the booth

One (1) 6 foot long table with tablecloth (black)

Two (2) folding chairs

One (1) trash container (central to all vendors)

Tents to provide shading

One (1) booth identification tent card

Listing on the New Mexico Black Expo website business directory leading up to the Saturday’s resource fair

Business and Food Exhibitors’ fee includes complimentary admission for two (2) to the Business Owners and Elected Officials Luncheon on Friday, August 26th, 12 Noon at the Embassy Suites(pre-register at: or mail to:

Creative Encores, LLC

Event Management Specialist

P O Box 53036

Albuquerque NM 87153-3036

The décor/design of booth is the sole responsibility of exhibitor.

NMBEEXHIBITOR AGREEMENT

EXHIBITORCONTACT INFO

DesiredBoothName _

Contact Name: ______Phone Number:______

Email Address:______

(Majority of communication will be done via email)

Small Business/Individual
Non-Profit Organization
Government Agency
Corporate Exhibitor

Make checks payable to:

Creative Encores

New Mexico Black Expo

PO Box 53036

Albuquerque, NM 87153

No cash payments accepted, if paying by credit card utilize the form enclosed or

go to

OAAASTAFFUSEONLY

DateReceived:______Received By:______

BoothAssignment:______

TERMS AND CONDITIONS –PLEASE KEEP FOR YOUR RECORDS

This Agreement is made and entered into by and between the State of New Mexico via NM Office of African American Affairs, hereinafter referred to as the “OAAA,” and the New Mexico Black Expo Exhibitor, hereinafter referred to as “Exhibitor”. Thetermsandconditionsoutlined hereinhave been establishedfor themutualbenefitandprotection ofallExhibitors,Visitors,Expo Organizers, the New Mexico Office of African American Affairs and State of New Mexicoandmay notbemodified unlessbywritingsigned byboth parties.This Agreement is for non-paying exhibitorsand/or the purchase ofanexhibitorbooth (product and food sales)space. By the signature below, the Exhibitoragreesto thesetermsandconditionsasanintegralpartof thisbindingcontract.

1. ExpoBooking:Toreserveaspace at theNew Mexico BlackExpo(NMBE),a signedagreementand100% of the boothfee(if applicable)isrequired. Uponreceiptof the agreementandpayment,agreementwill bereviewed; and uponapproval,paymentwillholdspace.Paymentmust be received in full with the agreement, or reservationmay beforfeited.

1. Payments:Checks,money orders,MasterCard,Visa,American Express, Discoverand PayPal are acceptableformsof payment. Pursuant to Paragraph 8 of this agreement, payments received are non-refundable and non-transferable. Full payment is due with contract by July 22, 2016 at 5:00pm. No cash payments accepted, if paying by credit card, utilize the form enclosed or go to Make checks payable to:

Creative Encores, New Mexico Black Expo (PO Box 53036, Albuquerque, NM 87153)

1. ExhibitSpace:Distribution ofexhibitor space will be assigned and priority given uponreceiptofpaymentandagreement. Allboothspace assignmentsare at thesole discretionofNMBE,howeverNMBEwill considerall requests in order of submittal.Sharing ofexhibitspace oruse ofdisplay by unauthorized or third partiesisprohibited without prior approval 45 days before event.

1. Licenses, Insurance,Permits:Exhibitorsarefullyresponsiblefor obtaining alllicenses,insurance orpermitsrequired andadheringto all applicablelaws,ordinances,andstatutes. Permitsinclude,but are notlimitedto,asalestaxpermit, aswellashealth permitsforanyvendor selling,displaying or samplingfood.Contact Agency for exceptions.

1. Limitation on Liability: Exhibitor expresslyreleasesNMBE (OAAA)from anyliability and waivesa)anyandalldemands,claims, andcausesofaction inlaw orin equity, relatedto anydefect,deficiency, failure orimpairmentofutilitiesorotherfacilities,including water,heating,electricity,ventilation, refrigeration,orothermechanical systemsfailure; b)theconduct,negligence or claimsofanyexhibitororattendee;andc)anyfire,flood, strike,terroristattack, weatherorother, forcemajeurebeyondcontrolofNMBE (OAAA).

1. No Guarantee ofResults:NMBE (OAAA)doesnotwarrantorguarantee any particular results of the Expo,nordoesitguaranteea particularnumberofattendeesorexhibitors.

1. Indemnification:Exhibitorsdisplay andexhibitproperty at theirownrisk.NMBE (OAAA)doesnotassume anyresponsibilityforlossordamagetoExhibitorsproperty. NMBE (OAAA)willnotbe held accountablefor theinjury ofany person attending anevent,or foranydamagessuffered byExhibitororitsofficers,agents,employees,orinviteesasaresultofanycause whatsoever. Exhibitor shallindemnify andholdNMBE (OAAA),its parent, subsidiaries,affiliates, sponsors,andtheir respective officers,directors,agentsand employeesharmlessfrom anysuitorclaim arising outofany action or failureto actbytheExhibitor. Exhibitor shallbeliableforany and alldamagescaused byExhibitor tothe event building’sgrounds,landscaping, floors, walls,columns,orany otherpartof the building,or tothechattels andfixturesof the provided space orany other Exhibitororperson orentity having property at the events premises.Exhibitors are advisedto obtaininsurancecoverage for thisrisk.

1. Cancellation:OAAAreservestheright tocancel thiseventatanytime prior tothe date of the eventwithrefund ofallamountspaid by participantsto OAAA inconnection withthisAgreement. Otherwise allpaymentsare non-refundable.

1. Booth Guidelines: Exhibitorsmay not:a.) utilizeloud oroffensiveexhibits,subject to NMBE’sdiscretion,b.) blockaisles,solicitingcustomersinthe aisles orhandingmaterialsoutinthe aislesisprohibited, c.) utilize displaysthat are not contained within exhibitor’sboothspace. If displaysextend beyondtheconfinesof the booth and eitherblockor obstructan adjoining boothoneitherside,exhibitormay be askedto alterdisplay at the discretion of NMBE, d.)viewof immediate neighborsmay not be obstructed via draping, theconstruction ofa wall,highshelving,orany other type ofimposingstructure.Exhibitorsmustalsocomply with all requirementsofvenue provider.Allexhibitsmust remain assembled andstaffedthroughout exhibithoursuntil the officialclosingtime.Ifan exhibitor does not occupyspacecontractedfororshouldexhibitor’s display ormaterialsnotarrive,exhibitor shallnotberelieved of the obligation ofpayingfull rental chargeforspace. Ifnotoccupied bythetimesetfor completion of theinstallation of the displays, suchspacemay bereallocated or reassigned. Exhibitor responsible for power cords/extension cords.

1. Alternative Dates and Location:NMBE (OAAA)reservestheright,uponreasonablenoticetotheExhibitor, tosubstitute alternate datesand/or facilities other than those originally plannedfora particularevent.

1. Marketing Release:Exhibitor,also hereby grantsNMBE (OAAA)permissionto use Exhibitors’name and/orlogosforpromotional purposesinconnection withthe Expoand/orother eventsproducedby NMBE (OAAA). Thispermissionshallextendto photographsoftheExhibitor’sBooth.

RETURNTHIS PAGE WITH EXHIBITOR AGREEMENT, AND PAYMENT OR CREDIT CARD AUTHORIZATION

to Creative Encores, New Mexico Black Expo, P O Box 53036, Albuq NM 87153

Signatures for Exhibitor Terms and Conditions

With the signature below, Exhibitor agrees to the terms and conditions herein. Without two signatures, this Agreement is not considered fully executed.

______

Exhibitor Authorized SignatureDate: ______

______

Print Exhibitor Name

______

NMBE (OAAA) Authorized SignatureDate: ______

BOOTH DESCRIPTION

NAME OF BOOTH: ______

Please state what type of product or foods you intend to sell or what type of informational material/brochures will be presented:

______

CREDIT CARD AUTHORIZATION FORM

I ,doherebyauthorize the processing ofmy paymentforservices rendered via the credit card listed below.

PLEASE PRINT CLEARLY

Name on Credit Card: ______

Type ofCredit Card: M/C Visa Discover

Credit Card Number: ______

3 Digit CVV SecurityCode:

(Thisislocatedon the back of the cardafter the ccnumber)

ExpirationDate: ______

Amount Charged: $ ______

(Look for Creative Encores to appear on your credit card statement, should you choose that option)

I furtheragree to pay theabove total amount,according tocardissueragreement and understandthatallexhibitor space purchases arefinalandnon-refundable.

Authorizing Signature: ______

Date: ______

Billing Phone Number: ______

Billing Address of Credit Card:

Address______City______State______Zip ______

Confirmation/Approval Number: ______

Revised 02/04/16