Why Exhibit at the KYC Boat & Leisure Show?

The KYC Boat & Leisure Show has seen some exciting growth in the past few years and exhibitors continue to report significant sales results from every Show. We are now the largest boat show between Vancouver and Calgary and in the past have attracted close to 15,000 visits over the two days. In spite of extreme cold, rain and even a snowstorm the last two years, we continued to attract half our normal crowds – a testament to the popularity of this long-running event.

Who comes to our show? In 2008, we surveyed 200 show-goers and another 155 in 2009 and learned that:

• 57% of our visitors are male and 43% female.
  
• More than half (54%) are between the ages of 40 and 59 while those in the 60+ bracket (21%) are almost matched by those aged 30-39 years (15%).
  
• While almost two-thirds (61%) reside in Kelowna, West Kelowna represented 16% while attendance from the north and south ends of the valley constituted 10% and 5% respectively. We are working hard to attract a larger audience representing the whole Okanagan valley.
  
• 30% of the attendees at our 2009 show reported household incomes of over $100,000 while another 28% have incomes over $75,000. Put another way, almost two-thirds of our attendees have real disposable income.
  
• 60% of our participants over the past two years already owned boats, but almost two-thirds (61%) of those who didn’t said they were planning to buy one within an average of a year and a half. If you do the math, it works out that, in the past two years, an average of 1,342 attendees said they were planning to buy a boat by 2011.
  
• If you are concerned about missing potential customers who don’t like walking the docks, don’t worry! All but 7% visit the docks to take in the exhibits of the floating show.

All of our exhibitors will be listed on our website (see the “Who’s Exhibiting” tab at the top of this page) and if you have a website, we will include that information on our list at no charge. Exhibitors will also be listed in our site guide at the Show.

Look at the Value!
Why should you become an exhibitor? It’s really quite simple – our Club mandate is to promote public enjoyment of boating and other leisure activities, so our costs are kept extremely low and we pass these savings on. Since most of our spaces still cost only $250 for the two-day show, you can reach 15,000 potential customers for just 1½ cents per person!

How to become an Exhibitor
If you would like to exhibit at the Boat & Leisure Show, the first thing you need to do is complete your application forms and mail it to us, along with your full payment, as soon as possible. Most of our spaces are pre-booked by previous exhibitors and we are committed to giving our long-time supporters priority on their spaces.

1.Download the Exhibitor Information Sheet and read it carefully as it includes specific information about the Show and our Show policies. You agree to these policies and rules when you submit your signed application form.

2.Download the applicable Exhibitor forms as shown below.

Exhibitor Forms Required:

New/Used Boat Exhibitor (In-Water dealers only)

• For Information Only – Exhibitor Application Instructions
  
• FORM A – Application for Space (required form)
  
• FORM B – Indemnity Form (required form)
  
• FORM C – Boat Dealer In-Water New/Used Display Description Form (required form)
  
• For Information Only – Sample of Certificate of Insurance Form

Broker/Private Boat Sales – Used (In-Water only):

• For Information Only – Exhibitor Application Instructions
  
• FORM D – Broker/Private Boat(s) Sales (Used) Slip Application Form (required form)
  
• FORM B – Indemnity Form (required form)
  
• For Information Only – Sample of Certificate of Insurance Form

All Other Exhibitors:

• For Information Only – Exhibitor Application Instructions
  
• FORM A – Application for Space (required form)
  
• FORM B – Indemnity Form (required form)
  
• For Information Only – Sample of Certificate of Insurance Form
  
• Showtime Event & Display Order Forms (Furniture & Accessories, Audio Visual Equipment, Electrical Services and Materials Handling)
  
• Avalon Event Rentals (Tent Order Forms) NOTE: Any exhibitor supplying their own tent is required, by the City of Kelowna, to ensure that it is anchored with either water barrels or sand bags. If you DO NOT have these, arrangements will be made to get them for you and all costs will be passed on to you.

3.Mail or email these to our office as soon as possible, along with your payment in full (or you could also fax them and then call the office with your VISA or MasterCard payment information).

4.The Application Kit also includes the Application Instructions to help ensure you do not inadvertently miss any important information.

5.Full payment must be submitted with your application as spaces will be assigned on a first come-first served basis.
There are no exceptions to this policy.

Site Maps
There are different areas devoted to the 2010 Show. To view the overall show layout in relation to the streets and lake, click on this Site Map. Our Water Show is held in the Club basin on both the north and south sides of the main dock. Water-based exhibitors have access to 20’, 25’ and 30’ slips with varying beam/width requirements.

The north docks primarily host the boat exhibitors while the south docks host oversize houseboats and a selection of used boats from brokers and private sellers. We have found over the years that offering used boats helps to attract potential buyers and increases interest in the new boats, much like the retail automotive industry tends to mix new and used lots in the same area in order to increase traffic.

The main Yacht Club parking lot to the north of the Clubhouse is the premier display area as it is centrally located to all the activities and displays. It has also been used the longest and most of the spaces are pre-booked by long-term supporters each year. For our 2010 show, we are again utilizing the City Hall parking lot across the street, due to the development of the south lot into Jim Stuart Park.

New this year is the opportunity to book ‘sheltered’ exhibit space complete with: pipe and drape, electrical service consisting of 120 volt, 750 watt service (1 duplex outlet) and table and two chairs. Everything you need to set up an 8’ x 10’ booth. Check out the Tent Exhibit Layout to pick your space. Act quickly as there are a limited number of spaces available!

2010 Price List - (prices do not include GST)

NOTE: Any exhibitors supplying their own tent are required, by the City, to ensure that it is anchored with either water barrels or sand bags. If you DO NOT have these, we can make arrangements to get them for you and all costs will be passed on to you.

Marquee Tents:
Exhibitors requiring a tent for their exhibit area are requested to complete and forward the Avalon Event Rentals form as soon as possible.

Furniture & Accessories/Audio Visual Equipment/Electrical Services and Materials Handling:
We are pleased to have contracted the services of Showtime Event and Display who will be supplying any of the above noted items. In the past, we have supplied a limited amount of electrical hookups to our exhibitors at no-charge. Now, in order to comply with the City of Kelowna’s requirements, we must obtain an electrical permit and have an Electrician on-site during the course of the show. What this means to you, as an exhibitor requiring electricity, is that you will now have to complete the Electrical Services Order Form which you will find in the Showtime Event package.

Exhibitor Information:

Application Instructions:

Applications and full payment must be received by the KYC as early as possible as space will be assigned on a first come-first serviced basis.

Do’s and Don’ts of the Show and the Club:

• When in the basin, dead slow, 3 knots, no waves or wake.
  
• No hats are to be worn in the Club.
  
• Alcoholic beverages are only allowed in designated areas.
  
• Non members of the Yacht Club must sign our guest book.
  
• Exhibitor signs are only allowed in the contracted area.
  
• No vehicles will be allowed to stay in the exhibition lot.
  
• Absolutely NO fueling in the basin at any time.
  
• No boat repairs in the Yacht Club basin – NO power tools or paint brushes.
  
• Do not obstruct any exit wharves or exit walkways.

Space Rental:
Exhibit space will be assigned on a first-come, first-served basis.

Security:
24 hour security will be provided on the docks and in the parking lots from Friday at 6:00pm through to Sunday at 5:00pm.

Risk:
All property used or exhibited is at the risk of the exhibitor. The Kelowna Yacht Club will not assume any responsibility for the safety of exhibits against theft, robbery, fire, and accidents or for any matter or thing whatsoever.

Move-in & Move-out hours:

• On the Water – exhibitors can start moving in on Thursday after 9:00am and move out in a timely fashion after the show on Sunday. No exceptions. Any other arrangements must be approved by the Moorage Manager – Brent Fennell.
• Yacht Club Dryland – exhibitors can start moving in on Friday after 4:00pm and must move out by 9:00pm Sunday night. There is no security on Sunday night and the city of Kelowna requires the use of the parking lot for 7:00am on Monday morning. Exhibitors must leave spaces clean and tidy.
• City Hall Dryland – exhibitors can start moving in on Friday after 6:00pm and must move out by 9:00pm Sunday night. There is no security on Sunday night and the city of Kelowna requires the use of the parking lot for 7:00am on Monday morning. Exhibitors must leave spaces clean and tidy.
• Inside Tent Exhibitors – Due to the length of time to set up the tent and pipe and drape, move-in may begin as early at 6:00am Saturday, May 1st, 2010. All exhibits must be completely set-up prior to the show start of 10:00am.
• Boat Trailer Storage is for out-of-town exhibitors ONLY. NO repairs or maintenance is to be carried out in the trailer storage yard. All boat trailers must be removed from the storage site no later than 9:00pm on Sunday, May 2nd, 2010.

Show Dates and Times:

• Friday – April 30th move-in times, see above
  
• Saturday – May 1st 10:00am to 5:00pm
  
• Sunday – May 2nd 10:00am to 5:00pm

Office Hours:

• Friday – April 30th 9:00am to 7:00pm
  
• Saturday – May 1st 9:00am to 5:00pm
  
• Sunday – May 2nd 9:00am to 5:00pm

2010 Boat Show Committee:

Permissible Exhibits:
Show management reserves the right to determine the eligibility of any company or product for inclusion in the show. Exhibitor agrees that KYC (Kelowna Yacht Club hereinafter known as KYC) may remove any exhibits that it determines are of disruptive, objectionable or inappropriate nature.

Display Characteristics:
Dimensions of all exhibit areas are believed to be accurately stated on the plans. If there is a discrepancy or error, KYC will make every effort to correct the situation once it is brought to our attention.

Late Arrivals:
Exhibitors arriving for set-up after the times noted above can be relocated to any locations specified by KYC or, if no alternative is available, may be required to forfeit their show participation rights.

Staffing of Exhibits:
Exhibits must be staffed during all show hours.
Exhibit removal prior to Sunday close of the show is strictly forbidden. Exhibitors that do not comply with these regulations will not be offered renewal of their space in the following year’s show.

Payment for Space:
Exhibitors must submit all required forms and be paid in full before they are assigned space in the show.
Space assignments and notifications will begin the week of March 1st, 2010. Please be patient as we always try to accommodate everyone’s needs, and this may require some ‘juggling’.

Cancellations and Cutbacks:
Should the exhibitor wish to cancel this contract or reduce the total amount of space(s), the KYC will refund all payments received only if written notice of the request for cancellations is received by the KYC before the contract is signed and accepted.

• Once a contract has been countersigned, written notice of a cutback or cancellation must be sent to the KYC. A credit of funds received prior to that date will be used according to the following formula:
  
• 75% credit – 91 days or more prior to opening day.
  
• 50% credit – 90 days or less prior to opening day.
  
• 25% credit – 60 days or less prior to opening day.
  
• No credit – 30 days or less prior to opening day.
  

For all exhibitors requesting a space reduction, the KYC reserves the right to relocate the exhibit or reconfigure it.

Subleasing:
Exhibitors may not sublease their space. Sublease in this use includes renting, sharing, donating or any way allowing another company or person to display or advertise in an exhibitor’s space. Non-exhibiting firms may not place stickers, placards, or other signs anywhere in the show.

Liability Insurance
All Exhibitors shall provide the KYC with a Certificate of Liability Insurance for $2,000,000, with the KYC and the City of Kelowna included as Additional Insureds. If the Exhibitor engages in on-the-water activities, the coverage must extend to cover those activities.

Indemnification:
The Exhibitor, without regard to assignment, lease, sublease or dealer occupancy shall indemnify, hold harmless, defend and reimburse the Kelowna Yacht Club and their Board of Directors, members, agents and employees, and each of them (“indemnitees”) from all losses, claims, liability, damage, actions, judgements recovered from or assessed against above named indemnitees, plus expenses (including, without limitation, attorney’s fees and expenses) (i) from the breach by Exhibitor and/or its Contractors, their directors, officers, employees, agents or Exhibitor’s contractors, or any of them, of any representation or covenant set forth herein (ii) for any injury to or death of any persons, or any loss of, through theft or otherwise, or damage to, property arising in any way in connection with the use and enjoyment of Exhibitor, or any other person or entity, with the permission, express or implied, of Exhibitor of the space, equipment or the show space; (iii) arising from the use of equipment, devices furnished to or used by the Exhibitor, or other person in connection with the show, or the use of the space. Such indemnification shall not be effective if damage or injury results solely from the gross negligence or willful misconduct of the show sponsor, the Kelowna Yacht Club or any of their directors or members.

Acts of God:
The KYC shall have no liability whatsoever for any matter or thing resulting from strikes, lock-outs, fire, acts of terrorism or war, or other acts of God; except that if Exhibitor’s show space has not been made available to Exhibitor, the KYC shall return to Exhibitor payments made by Exhibitor after deducting there-from a pro-rata share of expenses incurred with said show.

Copyrights:
Exhibitor hereby assumes all responsibility for, and all costs and expenses arising from Exhibitor’s or Exhibitor’s agents or employees incorporation or use during the Event of any music, written material, dramatic rights, inventions, devices or similar items that are the subject of any copyright, trademark, patent, franchise or other contractual or statutory protection. Exhibitor agrees to indemnify, defend and hold harmless the KYC and its directors, officers, members and employees from any claims, damages, costs or expenses, including, without limitations, attorneys’ fees and expenses, incurred by any of them that arise out of or in connection with such incorporation of use.

Amendments:
The KYC has full power in the interpretation and enforcement of all terms, rules and regulations and full power to establish other rules and regulations considered necessary for the proper conduct of the Show. Exhibitor agrees to comply with all such terms, rules and regulations. Failure to comply with such terms, rules and regulations shall entitle the KYC to terminate KYC’s obligations under this contract and remove Exhibitor from the show.
Exhibitor agrees to comply with all pertinent laws, codes and regulations of municipal or other authorities which affect the show space. No failure by KYC to enforce or any delay in the enforcement of any rights or power by KYC shall impair any right, power or remedy that KYC may have under this contract.

Indemnity Agreement:
An Indemnity Agreement must be completed, signed and dated by the exhibitor, and returned, with full payment to the KYC in order to confirm your space.

Liability Insurance (sample blank form is included):
The KYC Boat and Leisure Show takes place on land leased from the City of Kelowna, who requires that each Exhibitor must carry Comprehensive Liability Coverage with minimum limits of at least $2,000,000 per occurrence, and that the City of Kelowna and the Kelowna Yacht Club be included as Additional Insureds to the Exhibitor’s liability policy. Confirmation of this coverage must be provided by a Certificate of Liability Insurance to be prepared by the exhibitor’s insurance broker and filed with the KYC or its’ broker at least 30 days prior to the show.

The policy must contain a Cross Liability Clause.

If the Exhibitor engages in on-the-water activities, the liability coverage must extend to ensure those activities.

Exhibitors should give these insurance requirements to their insurance broker immediately, and request that their broker prepare the necessary Insurance Certificate, and forward it , along with your Application for Space to:

Kelowna Yacht Club
1414 Water Street
Kelowna, BC V1Y 1J1
Phone: 250-762-3310
Fax: 250-763-9960

Please provide your Insurance Brokers name and phone number where indicated on the application. Insurance Brokers or exhibitors can contact Geoff Sutherland directly, at 250-869-3810, for further information concerning this insurance requirement. If you do not carry liability insurance, please contact Geoff Sutherland directly to discuss the purchase of a short term liability policy.

We look forward to seeing you at the 2010 Kelowna Yacht Club Boat and Leisure Show.