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2017 Exhibitor Application & Contract
Join the DEAR Texas/Lone Star Book Festival as we celebrate our first Annual Festival to be held in and around Texas, with our second annual event held in Dallas on October 7 & 8, 2017. The DEAR Texas/Lone Star Book Festival celebrates authors and their contributions to the culture of literacy, ideas, and imagination. The two day Festival is an opportunity to spotlight the best that Texas has to offer in the field of Writing, Publishing and Book Stores. The event is free and open to the public, bringing books to life through author readings, innovative panel discussions, demonstrations, and book signings. Advertised and promoted nationally. The Festival offers exhibitors a great opportunity to showcase their products and/or services to a large audience of book lovers while raising money for various literature programs within the state of Texas.
EXHIBITOR BOOTH OPTIONS:$300 Texas Assoc. of Authors Member
Special No Frills Half Booth - $125 - No Name on Website, No Advertising, Nothing but half a table for you to sell your books during the two day event.
If you are a non-profit, please enclose a copy of your organization’s 501(C) 3 status certificate
with your application and payment.
Standard Exhibitor Booth & Non-profit Booth Fee Includes:
100 square foot covered booth (10’x10’)
One 6’ covered/skirted table with 2 chairs
One I.D. sign in booth
One parking pass (where available)
One exhibitor listing in Festival publication
One exhibitor listing on Festival website
Access to electricity
*Pricing timeline breakdown on next page.
Standard exhibitor booth pricing timeline breakdown:
Early Registration $100 Discounted Fee for TxAuthor Members: Prior to May 1, 2017
Early Registration $150 Discounted Fee Non TxAuthor Members: Prior to May 1, 2017
Standard Registration Fee: May 2-September 15, 2017
Cancellation Fee: 50% through July 2, 2017
No refunds or cancellations after 9/1/2017
The DEAR Texas/Lone Star Book Festival will take place rain or shine. Refunds will not be
issued due to inclement weather.
Contact Person ________________________________Title _______________________________
Social Security # or Fed Tax ID # Booth renters may be required to show proof.
City __________________________________________ State _______ Zip __________________
Mobile _____________________Phone ___________________ Fax _______________________
E-mail _____________________________________Website _______________________________
Please check your category:
□ publisher □ national bookstore chain □ non-profit organization □ author
□ independent press/literary magazine □ independent bookstore □ other ___________________
Description of business/organization:
Company/Person name(s) to appear on sign:
LSBF Application for booth rental space may be altered, changed, or cancelled at any time by the discretion of the book festival directors. Any and all changes to the application will be posted on the web site within 48 hours of alteration.
LSBF is accepting deposits on booth space until April 1, 2017. A minimum deposit of $50 must be made at time of application. The deposit is NON-REFUNDABLE. Balance of payment must be paid out no less then monthly from date of initial deposit, with full balance paid by Sept 15, 2017.
Ø Please reserve a total of _____ booth(s)
$ ___________ TxAuthor Member Booth fee
$ ___________ Additional booth(s)
$ ___________ Booth Fee
$ ___________ Total fees (Discounts if any will be applied at time of billing)
Please bill me for the _____ Full amount Due after September 1 - NO REFUNDS WILL BE ISSUED
□ PayPal Invoice □ Check/Money Order enclosed (made payable to DEAR Texas)
For Security Purposes, we will send you a PayPal invoice you can pay with your credit card or PayPal account.
T-Shirt size: ___________
Please view the attached page for the current booth assignments and open spaces:
*Special Location Requests: ________________________________________________________
* This does not guarantee your location. Booths are assigned on a first-come, first-served basis, with
some emphasis on seniority. Booth assignments are made at the sole discretion of the TBF. Please be
advised that booth space is limited and sells out quickly. Exhibitors are encouraged to submit their
application with payment as soon as possible.
By executing this application, I acknowledge receipt of and agreement to be bound by the terms and
conditions set forth in this application and in the DEAR Texas/Lone Star Book Festival Exhibitor
Booth Contract Terms and Conditions.
Signature __________________________________________ Date ________________
Print Name ________________________________________ Title _________________
Mail completed Application form (Page 1-3) with full payment to:
DEAR Texas/Lone Star Book Festival
ATTN: Exhibitor Director
1712 E Riverside Dr., 56
Austin, TX 78741
Once your application has been approved by Alan, credit card payment may be taken over the phone
by or 512-210-0568 if chosen to leave credit card section blank.
The DEAR Texas/Lone Star Book Festival will not accept cash as form of payment.
Dear Texas, Inc., is the parent organization that is hosting and producing the Lone Star Book Festival. Dear Texas, Inc is a Texas not for profit corporation and is a 501.c.3 from the IRS.
DEAR Texas/Lone Star Book Festival
Exhibitor Booth Contract Terms and Conditions
“LSBF”, the DEAR Texas/Lone Star Book Festival, a Texas non-profit corporation, will host its annual Festival the weekend of October 7 & 8, 2017, in Dallas, Texas. LSBF shall have the power to interpret and enforce these terms and conditions governing exhibitors. All matters and questions not covered by these terms and conditions shall be subject to the final judgment and decision of LSBF. This exhibitor booth contract, when properly executed and payment has been made in full, shall be a binding agreement between the two parties.
Applications and Eligibility
Application for booth space must be made solely through the 2017 Exhibitor Application & Contract. LSBF reserves the right to determine the eligibility of any exhibit for inclusion in the Festival. The acceptance of a booth does not carry LSBF’s endorsement of the exhibitor’s books, merchandise, or service. LSBF reserves the absolute right to require the modification or removal of any exhibit that, in LSBF’s sole and unreviewable discretion, is not in character with the event.
Agreement to Conditions
Each exhibitor, for itself and its employees, agrees to abide by these terms and conditions and agrees that the sole and final authority over the event shall belong to LSBF.
Assignment of Space
Booth assignments will be made, in LSBF’s sole and unreviewable discretion, on a first-come, first-served basis, taking into consideration the date an application and payment are received, the amount of space requested, and special needs and compatibility of exhibitors. LSBF reserves the absolute right, in accordance with its sole and unreviewable discretion to arrange the floor plan and locate the assigned space for booths.
Booth Equipment and Electricity
LSBF will provide booths within large exhibitors’ tents erected at the Austin Statesman Event Parking Lot. Each booth will be equipped with 3’ tall wings, one 6’ table and 2 folding chairs.
Social Media Promotion
Booth renter agrees to promote their attendance and the event beginning no less than 60 days prior to the event, and at least no less than 12 times up to the event dates, and at least three times during the event. Social Media refers to use of Twitter tweets, Facebook postings, Instagram images and any other Social Media source the exhibitor uses.
Optional Services and Equipment
LSBF has selected AZTEC Rentals to serve as an independent contractor to provide services and equipment to exhibitors. Complete information concerning equipment and services that the exhibitor may purchase or rent will be included in the exhibitor’s kit that each exhibitor will receive in late September. Aztec Rentals will maintain an exhibitor’s service center on site to facilitate service requests from exhibitors.
As a courtesy to 501 (C) 3 non-profit organizations, the Lone Star Book Festival is offering the following options: Non-Profit Booth: $400 in the exhibitor tents. These spaces are limited.
Care of Exhibit Space
LSBF will arrange for cleaning of aisles and removal of trash daily. The exhibitor will keep its booth space in good, safe and working order. Exhibitors shall not place anything in the aisles during exhibit open hours. The Exhibit area is a non-smoking area; smoking is NOT allowed in any Exhibitor tents, or within 15’ of any LSBF tents or structures.
Operating and Vacating Hours
The exhibitor will maintain and operate booths between 10 a.m. and 5 p.m. on Saturday, October 7, 2017 and between 11 a.m. and 5 p.m. on Sunday, October 8, 2017. The exhibitor will remove all contents of booths no earlier than 5 p.m. and no later than 7 p.m. on Sunday, October 8, 2017 except for boxed materials to be shipped at the exhibitor’s cost arranged prior to the Festival. The exhibitor agrees that no Festival titles shall be sold. Other titles by Festival authors are permitted. Any exhibitor who has not occupied the booth or table space by 10:00 a.m. Saturday, September 24, forfeits the use of that space, with no refund available.
Subletting of Space
The exhibitor shall not assign or sublet any space allotted to it and shall not advertise or display goods other than those sold by such exhibitor in the regular course of its business. The space assigned to the exhibitor is for its own exclusive use and may be used only for the display and sale of its goods and services.
Cancellation and Refund Policy
All cancellations must be made in writing to LSBF. 50% refunds will be honored on cancellations received by or before 5:00 p.m. on Friday, September 15, 2017. No refunds will be given after Friday, September 15, 2017. No refunds will be given on initial deposits as stated above.
The exhibitor assumes the risk of loss and all liability for any damages, liability, or expenses, arising from, out of or by reason of the exhibitor’s occupancy and use of the exhibition premises, or any part thereof. The exhibitor shall at all times protect, indemnify, save, and keep harmless LSBF from any damage, liability, or expense arising from or out of any loss or injury to any property or person, including the exhibitor, its agents, sponsors, employees, and business invitees, which arise from or out of or by reason of the exhibitor’s occupancy and use of the exhibition premises or any part thereof. The exhibitor is encouraged to insure itself against property loss or damage and against liability for personal injury at its own expense.
TBF will furnish security on a 24-hour basis, but the furnishing of security shall not be deemed to imply any liability or acceptance of responsibility on the part of LSBF, its volunteers, or representatives, or to modify in any way the assumption of risk and release provided for above. All property of the exhibitor will remain under the exhibitor’s custody and control at all times.
If sales or orders are taken at your booth, a Texas Sales Tax Permit is required. The permit can be obtained free of charge by calling the Comptroller’s Office at 800-252-5555 or by accessing their online application and information web site at http://comptroller.texas.gov/taxpermit/
Application is subject to change without notice.