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IMPORTANT EXHIBITOR INFORMATION
American Le Mans Monterey, May 9th - 11th

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PLEASE READ CAREFULLY

Dear Valued Exhibitor:

Thank you for participating as an exhibitor at the 2013 American Le Mans Monterey, May 11th & 12th at Mazda Raceway Laguna Seca featuring the American Le Mans Series, IMSA GT3 Cup Challenge by Yokohama, Cooper Tire Prototype Lites Championship and Mazda MX-5 Cup.

Areas of most importance as an exhibitor: PARKING, RESTOCKING HOURS, EXHIBITOR DOCUMENT FULFILLMENTS AND EXHIBITOR CHECK-IN HOURS. 

Exhibitor Check-In (located at entrance into Yamaha Marketplace):

  • Wednesday, May 8th – 7 a.m. – 6 p.m.

All exhibitors must check in at the Exhibitor Services booth to pick up admission tickets, parking passes, any ordered table or chairs, as well as space assignments to ensure that it has not been changed. 

If you arrive after 6:00 p.m. on Wednesday, May 8th you may pick up your admission tickets and parking passes at Will-Call located at Embassy Suites – Seaside; they will be open at 7:00 a.m. on Thursday, May 11th.

All exhibitor packets must be signed for.

**Your space must be paid in full and have all required documents prior to arrival in order to receive your packet.  You will not be allowed to set up until all requirements are fulfilled. **

Exhibitor Services Hours (located in the First Aid building in the center of the Yamaha Marketplace):

  • Wednesday, May 8th – Saturday, May 11th, 7 a.m. to 6 p.m.

Parking:
Vehicles will be allowed to park in exhibitor parking located in the Yamaha Marketplace.

Restocking Hours:

  • Thursday, May 9th – Saturday, May 11th,: 7 a.m. to 8 a.m. and 5 p.m. to 6 p.m.

These are the ONLY times in which you are allowed to bring your vehicle to your exhibitor space. After these hours all vehicles that are not on display must be parked appropriately in the exhibitor parking area.

All exhibitors are required to be set up and ready for operation starting at 8:00 a.m. on Thursday, May 9th and must remain open during the operation hours, 8:00 a.m. and 5:00 p.m. Thursday, May 9th to Saturday, May 11th.

Vehicles on Displays:
All vehicles on display MUST STAY within your display area for the entire duration of the event. There will be no riding or moving of display vehicles to and from your display area.  Display vehicles must be removed upon event closing Saturday, May 11th after 6:00 p.m. THIS WILL BE STRICTLY ENFORCED.  Any violation may result in expulsion from the park, exclusion from future events and forfeiture of all fees paid.  After the construction of your display is complete an inspector will tag the vehicles on display upon approval.

TRAILER EXHIBITORS:
If you are a trailer exhibitor, please check in with Exhibitor Services and they will give you special instructions before you park into your spot.

POWER
If you have requested power please make sure you bring at least a 100 ft. extension cord.  We will not have any to loan out. If you need additional power above and beyond what you have ordered, please contact us with specific requests. We will supply you with an additional order form to fill out.  All orders are due NOW.

AGREEMENT REMINDERS:

DISPLAYS:
All exhibitors’ display and equipment must remain completely within the confines of your exhibitor space provided during the hours of 8:00 a.m. and 5:00 p.m. Thursday, May 9th through Saturday, May 12th.  Violators extending outside of their space shall have their rental space revoked and there will be NO REFUNDS issued.  Exhibitors are prohibited from storing inventory or garbage anywhere outside of their tent structures.

Exhibitors shall leave their back and sidewalls intact during operating hours.

GIVEAWAYS
Exhibitor shall not giveaway or handout any t-shirts or hats during the event.  NO EXCEPTIONS!  Any violation may result in confiscation of product(s), expulsion from the park, exclusion from future events and forfeiture of all fees paid.  This includes a gift with purchase.

INFRINGEMENTS
All exhibits to be displayed and products to be sold must be listed on this application, as well as the selling price of each item.  Exhibitor agrees not to sell, display or give away any of the following: gasoline/racing fuel, beverages of any kind, or any items containing any part of the event title and event date or the words “Laguna Seca”.  No merchandise will infringe on the trademark, trade name, service mark, service name, copyright, or other proprietary right of any other person.  All merchandise must be licensed.

Exhibitor shall provide upon demand, written evidence in a form satisfactory to Grand-Am and SCRAMP in its absolute discretion that all goods or services that are sold or offered for sale under or with a trademark, brand name or brand logo or other commercial name or logo other than those belonging to the person or organization offering such goods or services for sale, are being sold with the express authority of the person(s) or company(ies) that have full rights (in so far as can be reasonably ascertained) to such trademark, brand name, brand logo, commercial name or logo referred to.  In the event that ALMS and/or SCRAMP shall not be so satisfied by the evidence produced or in the event that the person or company concerned fails for any reason to produce such evidence in compliance with this clause, ALMS and/or SCRAMP will procure the relevant goods or services, be withdrawn from sale immediately and removed from the raceway forthwith and without limiting the foregoing, Exhibitor warrants its products to be of a pleasing and safe nature and its sale or display of it is in accordance with the laws of California.  Vendor agrees to hold harmless the Sports Car Racing Association of the Monterey Peninsula; the County of Monterey, its officers, agents and employees; and Mazda Motor of America, Inc., d.b.a. Mazda North American Operations, its parent, subsidiary or affiliated companies, or its or their officers, directors and employees from all claims arising from injury or damage by vendor or vendor’s products.

ASSIGN, SUBLET OR SHARE
Exhibitor shall NOT assign, sublet, share or apportion the whole or any part of the rented space allotted without the prior written consent of SCRAMP. Any violation may result in expulsion from the park, exclusion from future events and forfeiture of all fees paid. If SCRAMP approves request, the exhibitor must operate under one resale permit.


The County of Monterey has put a great deal of time and resources into beautifying the lawn area.  We ask that everyone in and around that area please abide by the following guidelines:
1. Driving of any vehicle or motorcycle will not be permitted on the lawn area.
2. No forklifts, trucks, or other construction equipment is allowed on the lawn area.
3. ALL motorcycles on display must have a protective platform between the motorcycle and the lawn.  Vendors not using platforms will not be able to display on the lawn and will be charged damage fees to repair any lawn destructions.
Please forward this information to anyone you hire to install your display.

Salinas Rural Fire district requests that we pass along the additional following guidelines:
1. Batteries: Batteries shall be disconnected in an approved manner. (Section 2505.2.2)
2. Fueling: Vehicles or equipment shall not be fueled or defueled within the display area. (Section 2505.2.3.1)
3. Quantity Limit: Fuel in the fuel tank shall not exceed one quarter of the tank capacity or 5 gallons-whichever is less. (Section 2505.2.3.2)
4. Inspection: Fuel system will be inspected for leaks. (Section 2505.2.3.3)
5. Closure: Fuel-tank openings shall be locked and sealed to prevent the escape of vapors (Section 2505.2.3.4)
6. Location: The location of vehicles or equipment shall not obstruct or block means of egress, or be outside of your designated space. (Section 2505.2.4)

ADDITIONAL INFORMATION:
Exhibitor will NOT be allowed to have any displays outside of your rented space; this includes display vehicles, motorcycles, display cases and/or any items.  Upon leaving Mazda Raceway Laguna Seca, if your area is left with any boxes or trash you will be charged a $500.00 cleanup fee.  If you need help in disposing large amounts of trash please see Exhibitor Services for assistance.

All exhibitors are required to be set up and ready for operation starting at 8:00 a.m. on Thursday, May 9th and must remain open during the operation hours, 8:00 a.m. and 5:00 p.m. Thursday, May 9th through. Saturday, May 11th.

MOVE OUT:
All exhibitors must be moved out by Sunday, May 12th at Noon.

Thank you again for your participation. If there is anything that we can do for you to make your experience better, please don’t hesitate to give us a call.

Sincerely,
Connor Michael Barr    
Business Development Manager   
(831) 277-5581
Connor@MazdaRaceway.com

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