Show Rules

Indoor Shows On-Snow Demos Passport Security System


By submitting show contract and deposit each exhibitor agrees to read and abide by all the show rules outlined below. If you have questions about any of the rules, please contact the WWSRA office: info@wwsra.com.

Indoor Show Rules

  1. Admission to WWSRA Markets are restricted to registered exhibitors and buyers and all admitted must wear a badge.
  2. Exhibitors are responsible for seeing that all associates, assistants, principals, and guests observe the show rules. Penalties for rule violations will be charged to the exhibitor who contracted for the show space.
  3. All space assignments are made by the WWSRA Show Director. When requested by an exhibitor, every effort will be made to re-assign the same space in subsequent years. The member number is generally used for assigning booth space, but assignment location decisions can be made at the Director’s discretion for the betterment of the show. No exhibitor may sublet space, but may share space if arrangements are made through show management. An exhibitor may give up a portion of his space and retain a hold on it for one year, provided it has been his/her assigned space for at least three years. Member priority only applies when contracts are submitted by show deadline and show deposits and final balances are paid by deadlines. 
  4. Show space must be ready for the official opening of the show and must be staffed by WWSRA members until the official closing of the show, unless specific permission had been granted by show management.
  5. No Shows: An exhibitor who does not use the space for which he/she contracted is considered a no-show and must pay a $50 penalty in addition to their complete show costs and will lose priority on that space for future shows.
  6. No exhibitor shall close or dismantle his/her exhibit before the official close of the show. Early closing due to emergencies may be arranged and approved only by show management. Exhibitors who break down early will pay a minimum fine of $250.
  7. Principals of firms represented may attend only by invitation of a member and must register for each show
  8. WWSRA Markets and Demos are designed to be working shows for the overall good of the Association and its members. Exhibitors, principals, or employees shall not subvert the drawing power of the whole group by allowing or promoting any off-site social or business activity during show hours (Drawing attendees away from show grounds: $200 minimum fine).
  9. No member, principal or employee may contact retailers in the show area unless they are registered as exhibitors for that show.
  10. Winter and active sports products must occupy at least 50% of the display space in each booth and all products must be represented by the member who contracted the space.
  11. Exhibits are to be designed to draw customers into the booth and must not create congestion or hazardous conditions in aisles or doorways. Noise levels shall be kept low. Loud music is not allowed and audio sales presentations must be at levels acceptable to neighboring exhibitors.
  12. Local fire regulations must be strictly adhered to.
  13. All loss of equipment or damage to rooms or furnishings will be charged to the room where it occurs. Exhibitor is responsible for returning the room to its original condition except for the removal of trash at the end of the show.
  14. There shall be no soliciting of business in hallways, doorways or aisles. Retailers must be free to shop the shows without being hassled by over-zealous sales people.
  15. Entering another exhibitor's show space without an invitation is strictly prohibited.
  16. No alcoholic beverages may be served by any exhibitor in any showroom.
  17. Late payments are subject to a $25 late fee.

Violators of any of these rules will be subject to a maximum fine of $500.00 and/or expulsion from the show and/or membership.

Product Exclusion List

At least 50% of each exhibitor's products on display must be winter and/or active sports items. It is the intent that the events emphasize the sale of winter sport, outdoor & active sports products; but reps who also have contra-seasonal lines may show them provided they follow these rules.

The following items are excluded:
  • Motorized vehicles
  • Records, stereo equipment, cameras and computers
  • Non-winter, outdoor or active sports gift items
Booths and rooms are subject to inspection by WWSRA committees to ensure compliance. Failure to remove any product from an exhibit area after being directed to do so will result in a maximum fine of $500.00 and/or expulsion from the show and/or membership.

WWSRA On-Snow Demo Show Rules

  1. Admission to WWSRA On-Snow Demos is restricted to registered exhibitors and buyers. All admitted must wear credentials.
  2. Exhibitors are responsible for ensuring that all attendees observe the On-Snow Demo rules. Penalties for rule violations will be charged to the exhibitors who contracted the show space.
  3. All space assignments are made by the WWSRA Show Director. When requested by an exhibitor, every effort will be made to re-assign the same space as in subsequent years. Priority numbers will be used in assigning new space or in areas revised to improve the show or the traffic flow. No exhibitor may sublet a portion of his/her space, but may share space only if the arrangements are made by the office. An exhibitor may give up a portion of his space and retain a hold on it for one year, provided it has been his/her assigned space for at least three years.
  4. All vans, equipment, reps and their assistants must setup and work within the boundaries of his/her assigned space.
  5. Exhibit space must be ready for the official opening of the show and must be staffed by WWSRA members until the official closing of the show, unless specific permission had been granted by show management.
  6. No-shows. An exhibitor who does not use the space for which he/she is contracted is considered a no-show and must pay a $50 penalty in addition to their complete show costs and will lose priority on that space for future shows.
  7. Early Closure. No exhibitor shall close or dismantle his/her exhibit before the official close of the show. Early closing due to emergencies may be arranged and approved only by show management (Minimum $250 fine).
  8. WWSRA On-Snow Demos are designed to be working shows for the overall good of the Association and its members. Exhibitor, principals, or employees shall not subvert the drawing power of the whole group by allowing or promoting any social or business activity that does not benefit all of the participants of the On-Snow Demo. Move-in, move-out hours and WWSRA welcome parties are considered a part of this exclusion.
  9. No member, principal or employee may contact retailers in the show area unless they are registered as exhibitors for that show.
  10. All products exhibited in the On-Snow Demo must be represented by the member who contracted the space.
  11. All product banners must be kept within the designated area with binding banners only in the binding adjustment area. Be sure to bring your own equipment for hanging your banners.
  12. Exhibits are to be designed to draw customers into the assigned space and must not create congestion or hazardous conditions in aisles or entryways. Noise levels shall be kept low. Loud music is not allowed and audio sales presentations must be at levels acceptable to neighboring exhibitors.
  13. Fire Hazard. Local fire regulations must be strictly adhered to. Every exhibitor must have a fire extinguisher somewhere in their exhibit space. Any exhibitor using pressurized gas containers (butane, propane, etc.) must have their fire extinguisher visible and easily accessible in case of an emergency.
  14. All loss of equipment or damage to rooms or furnishings will be charged to the exhibitors where it occurs. Exhibitors are responsible for returning the area to its original condition, all trash must be removed at the end of the On-Snow Demo.
  15. There shall be no soliciting of business in hallways, doorways, aisles or walkways. Retailers must be free to shop the On-Snow Demo without being hassled by over-zealous sales people.
  16. There will be absolutely no cooking in the exhibit area by On-Snow Demo participants as it is in conflict with the regional concessionaire and is a health risk.
  17. No alcoholic beverages may be served to attendees during On-Snow Demo exhibit hours.
  18. No dogs or any other pets are allowed inside the On-Snow Demo demo/exhibit areas.
  19. Violators of any of these rules will be subject to a maximum fine of $500.00 and/or expulsion from the show and/or membership. Booths and rooms are subject to inspection by WWSRA officials to ensure compliance.
  20. Late payments are subject to a $25 late fee.
     

Passport Security System

The "Passport Security System" is designed to speed up demo turn around time and help control the theft of equipment. Please read the information below and make sure you understand the outlined procedures.
  • All qualified registrants for the On-Snow Demo will receive a Name Badge and three Passport Cards. Passport Cards are pre-numbered, then recorded in a WWSRA master file by each individual retailer's name and shop. The Passport numbers correspond with the individual's Badge number. Each retailer must be registered and wearing their own Name Badge and corresponding Passport Cards to participate. The Name Badge and Passport Cards fit into a plastic holder which hangs around the neck. Name Badges and Passport Cards are non-transferable. Lift tickets are not part of the Passport System and must be purchased separately.
  • The Passport System is designed so that each individual retailer presents a Passport Card each time Boots, Skis, Snowboards or Accessories are checked out from a rep to demo. One Passport Card is for Skis and/or Snowboards, one is for Boots, and one is for Accessories.
  • Each time a retailer wants to demo a product, he/she must give the rep the appropriate Passport Card. The rep will keep the Passport Card until the retailer returns the item. The retailer's Passport Card will be returned at that time. This procedure continues with each product demoed.
  • The Reps will check to make sure the Passport Card number matches the number on the Retailer's Badge. If the numbers do not match, something has gone wrong along the way, and we no longer have any way of tracking that number, the retailer or your equipment!
  • Each rep will probably have several passports at one time. It is very important that each rep keeps the Passports organized so that no Passports are lost and that each Passport is returned to the correct retailer when the demo item is returned.
  • If the retailer loses a Passport Card (or forgets to bring them), he/she will be charged a $5 replacement fee. If a REP loses the Passport for the retailer because of negligence, that rep puts him/herself, as well as all the other reps, at risk for loss of equipment.
  • The key to the success of this system is that everyone must implement it with care at all times. Reps that issue demo equipment to an individual without the appropriate Name Badge, or who are negligent in keeping track of Passport Cards properly, risk loss of equipment for themselves and others. WWSRA cannot police the use of the Name Badges and Passports Cards once they are issued. We offer this security system to you for your own protection, and it is your responsibility to help make it work!

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