NASRDS Rules & Regulations
The purpose of these rules & regulations is to provide convention personnel handling vendor booths, a set of general procedures and suggestions. It also gives vendors setting up at the National Square Dance Convention an established set of rules to follow in the operation of their booth. Although some items may not be applicable because of unique facilities or other special considerations, the guidelines cover most situations, which are likely to occur with regard to vendors. These Rules and Regulations are not intended to replace the Guidelines, which are provided by the National Executive Committee, but to supplement and clarify NASRDS position on some items. These Rules and Regulations do not replace the Booth Contract or any items stipulated by the contract at the National Convention.
A. BOOTH VICE-CHAIRMAN
The Vendor Booth Vice-Chairman should attend the two prior National Conventions and develop a working relationship with the Booth Vice-Chairman of the prior conventions and with NASRDS Executive Committee. The Booth Chairman should prepare a layout sheet of the booth area. It should show booth locations, adjacent dancing areas, traffic flows, exhibit, loading and unloading areas. The layout should note different levels, lighting, etc. This information will be very helpful to the vendor in preparing for selecting, loading, unloading, set-up and operation of the booth. The finalized booth layout must be reviewed and signed-off by the local Fire Marshall. Once booth selection has started, the layout of the vendor area and its location must remain the same and become part of the booth contract unless changed by the Fire Marshall or convention center requirements.
B. NUMBER OF BOOTHS
The vendor booth area for a National shall be governed by the National Convention Guidelines. Traditionally, booth spaces are 10’ x 10’ with a 2’ storage aisle way located directly behind the booth. These dimensions may vary year to year as per local regulations.
C. VENDOR BOOTH SELECTION
National Convention booth selection is based upon the seniority list maintained by NASRDS. Booth selection is made at the previous convention beginning as early as Wednesday prior to the start of the convention. A maximum of six (6) booth spaces per vendor is allowed. The spaces must be adjacent (end booths on back-to back rows are considered adjacent). There shall be no center of row walk through or zig/zag configurations allowed. If there are booth spaces remaining after sign-up at the convention, the Booth Vice-Chairman contacts the other suppliers on the seniority list in seniority sequence until all spaces are taken. Once the seniority list is exhausted and new members are accepted they, the new members can only be sold a number of booths equal to the number of successive booths that were available at the time the seniority list was exhausted. This is done to be fair to those on the seniority list who have already purchased booths, but were limited by the quantity of booths available at the time of purchase. This situation, but not limited to, can arise because of cancellations, change of ownership or when other mitigating circumstances occur.
D. BOOTH CANCELLATION
Cancellation of a booth by a vendor or refusing a booth space when offered prior to March 1st will remove the supplier from the seniority exhibiting list. Only by reapplying to NASRDS on NASRDS Form 1, Membership Application, can the supplier be returned to the bottom of the exhibiting seniority list.;
E. THE SENIORITY SYSTEM
The seniority list for exhibitor booth space at the National Square Dance Convention is maintained by the National Association of Square and Round Dance Suppliers (NASRDS). The updated list is given to the Exhibitor Booth Vice-Chairperson of the upcoming National Convention. The Booth Vice-Chairperson uses the list to determine the order in which exhibitor booth space is offered at their convention. The seniority list is based upon “consecutive” years of exhibiting at the National Convention by a business. Should a business refuse a booth when offered, cancel their booth space, or fail to occupy their booth space, the business will be placed on the bottom (non-exhibiting) portion of the seniority list until that business requests to be added back to the bottom of the exhibiting list.
An exception to this rule is that if a business is offered a booth after March 1 of the year in which the convention is held, the business may refuse the booth and ask to keep their position on the list. This exception is to assure that a business has at least three months to plan and prepare for exhibiting.
Seniority belongs to the business and not to the individual(s) currently owning the business. If a business is sold, the seniority goes with the business. The business under the new owners is recognized only on a probationary basis for two years (see the NASRDS Transfer of Seniority form 2 for further details). If a business is split-up or a major part of the business is sold off, the owner must decide which part of the business will retain the seniority position. An individual (or couple) may only have one business with a seniority position. Should a business which is already on the seniority list purchase a business with a higher seniority position, the lower of the two seniorities, would be dropped, and the business retain the higher seniority.
A business may change its name on the seniority list by requesting that the NASRDS Secretary-Treasurer make the change using NASRDS Form 3. The actual change will take three years to complete. The first year is will read “Old Name/New Name (1),” the second year “New Name/Old Name (2),” the third year “New Name”.
Once the seniority list is exhausted and new members are accepted they, the new members can only be sold a number of booths equal to the number of successive booths that were available at the time the seniority list was exhausted. This is done to be fair to those on the seniority list who have already purchased booths, but were limited by the quantity of booths available at the time of purchase. This situation can arise because of cancellations, but not limited to, change of ownership or when other mitigating circumstances occur.
Any change of address or phone number should be given to the NASRDS Secretary-Treasurer as soon as possible using NASRDS Form 1. The information on the seniority list is continuously updated. Copies of updated lists are forwarded to upcoming Exhibitor Booth Vice-Chairperson; their contact with the exhibitors is dependent upon the accuracy of the list.
To be added to the seniority list, a business should contact NASRDS Secretary-Treasurer. NASRDS will provide the business with a NASRDS Membership Application, NASRDS Form 1, and the NASRDS Rules & Regulations for Vendors at the National Square Dance Convention.
Any business with a seniority position is subject to loss or reduction of their seniority for violations of the booth contract, NEC Exhibitor Guidelines, NASRDS Rules & Regulations for Vendors at the National Square Dance Convention or any other illegal or unethical behavior. Loss or reduction of seniority is at the discretion of NASRDS with the concurrence of the NEC. Appeals by the business of any change in their seniority position should be made in writing to the NASRDS Executive Board, c/o the Secretary-Treasurer.
F. BOOTH TRANSFER RULES
Booth transfer shall proceed over three conventions;
First year: booth name shall be displayed as “Original Member/ New Member (1).”
Second year: booth name shall be displayed as “New Member/ Original Member (2).”
Third year: booth name shall be displayed as, “New Member.”
The new booth owner shall maintain the “look and feel of the original owners shop” until the end of the second transition year.
During this transition, the new booth owner is in a probationary period until the conclusion of the annual membership meeting in the third transition year. All seniority shall remain with the original booth owner until the end of the probationary period. During the probationary, period any default or violation of by-laws on the part of the new booth owner seniority shall return to the original booth owner
E. VENDOR HOTEL
A vendor hotel for the National Convention should be designated as early as possible. The hotel should be within easy walking distance of the convention facility or have dedicated vendor transportation. Vendor packets (including ribbons, badges, etc.) should be available at the door during early move-in on Tuesday. Packets not picked up on Tuesday should be available at the unloading door on Wednesday morning.
F. SET-UP OF BOOTHS
Early move-in and unloading may be scheduled on Tuesday. Set-up is completed by 3:00 PM on Wednesday. Only vendors and convention booth personnel will be allowed in the vendor area after move-in is underway. No one will be allowed in the booth area on set-up days except during the official set-up hours, other than security.
G. HOSPITALITY ROOM
A vendor hospitality room and an area for sign-up for the next convention should be provided adjacent to the booth area. The hospitality room should be named and be for vendor booth personnel and the booth committee workers.
H. CONVENTION BANK
A convention "bank" for change should be available two times daily (once in the morning at opening time and once in the evening hours). Thursday morning before opening of the convention is an important time for change.
I. OPERATION OF BOOTHS
Booths must be manned during open hours. Hours of operation are 10:00 A.M. to 10:00 P.M. A one (1) hour break period, taken at the discretion of the vendor, shall be allowed during open hours each day. Booths will not be closed before the designated closing time. Booths closed during operating hours will result in automatic removal from the NASRDS seniority list and automatic forfeiture of space contracted for at the next convention. No vehicles or large movements of merchandise in or out of the booth area will be allowed during open hours. Restocking of booths should take place in the hour prior to the opening of the booths.
1. No advertising outside the designated booth space will be allowed except for ads in convention program book or donated door prizes. No flashing lights or amplifiers/loud speakers (except for calling/cueing equipment which must kept at a reasonable volume) are allowed.
2. The booth operation must be maintained within the designated booth dimensions. Vendors must not place signs, mannequins, other products or equipment outside the specified area. A maximum height of ten feet must be maintained. No activity should take place in the aisles (no fashion shows, exhibitions, handout of literature in the aisles, etc.). Business is to be conducted within the booth in a professional manner.
3. Although the pricing of items is the responsibility of the vendor, whatever prices are established at the start of the convention, they are to be maintained throughout the convention. Cutting prices during the event is not fair to those who purchased items earlier. All items "for sale" must be "priced" at the start of the convention.
4. It is the responsibility of the vendor to determine what items will be offered for sale in his/her booth. However, sub-standard, shoddy, poor quality or misrepresented items will not be tolerated.
5. Sharing or subleasing booth space by two or more separate businesses will not be allowed. This is unfair to other vendors who are on the established waiting lists for booth spaces. All merchandise must be sold by the vendor who contracted for the booth space.
6. Violation to the above restrictions will result in:
(a) First (1st) documented offense -- warning by NASRDS Official or NEC Booth Advisor
(b) Second documented offense -- probation for two years
(c) Third documented offense -- automatic removal from the NASRDS Seniority list and forfeit of booth space contracted for at the next convention.
Signs directing dancers to the vendor areas will be provided by the convention. Announcements in the dance areas telling dancers how to get to the vendor area are helpful to both the dancers and the vendors. The Vendor Booth Chairman should coordinate these services.
Time should be allowed for booth tear down and load-out on Saturday night after the closing of the booths. Additional time will be allowed on Sunday for vendors to load-out. No early teardown will be allowed. The Booth Chairman should be on hand during tear down and load-out.
The Booth Chairman should provide vendors with a map of the area near the facility in advance of the event. The map should show the location of facility, its relationship to major streets and highways, and an indication of expressway exits. One-way streets near the facility should be clearly marked. Appropriate parking areas and areas for RV's should be indicated.
N. NASRDS MEETING
A room with sound system accommodating about 50 people for the annual NASRDS meeting is needed for the Wednesday prior to the convention. This room should be close to the booth area. This meeting is held at 3:00 P.M. and sign-up for the following year should end in conjunction with this meeting to allow all booth personnel to attend.
O. SERVICES PROVIDED
Each vendor booth must include, at no extra charge, one table, two chairs, one waste basket, two convention registrations, exhibitor (vendor) ribbons (or other identification) and a sign with the name of the exhibitor (vendor) showing the booth number(s). Electricity should be provided or made available at a reasonable charge, if required. When booth spaces are adjacent to each other at the rear, some type of curtain or other divider will be installed. Free parking should be provided for vendor vehicles and/or trailers as close to the booth area as possible. Overnight RV parking (not necessarily hook-ups) for vendors will be provided in the immediate area. These arrangements will be made in advance by the Booth Chairman with the facility management.
Violations of these established NASRDS Rules and Regulations or the National Convention Guidelines or other unethical practices by vendors will be reported to NASRDS by the Vendor Booth Vice-Chairman. Such violations will lead to loss of seniority or other disciplinary actions. NASRDS and the National Executive Committee will work together to assure that such action is fair, appropriate and effective.
These NASRDS Rules and Regulations are not to replace or to be confused with the National Convention Guidelines.