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Bug Fair Consent Form

 

 

BUG FAIR 2019- EXHIBITOR AKNOWLEDGEMENT OF AGREEMENT
I acknowledge and agree to the following, each of which is a condition to my participation in the Bug Fair as outlined below in the "Regulations Pertaining to Bug Fair 2019":
  • I will sell or display only material for which I have all required valid and current permits and I will provide the Museum or any regulatory governmental agency, a copy of all such permits on request.
  • I will abide by all Museum regulations, including the specific regulations concerning the Bug Fair, described in detail below.
  • The Museum will have the sole right to designate the location for my exhibit, booth, or table.
  • I understand that the Bug Fair is an educational program of the Museum and that the Museum fully cooperates with the United States Fish and Wildlife Service, the United States Department of Agriculture, the California Department of Food and Agriculture and other regulatory bodies. The Museum will provide information on Bug Fair participants to those bodies upon request and will encourage the inspection of the Bug Fair by those bodies.
  • I understand that this reservation does not guarantee me a spot at Bug Fair until I have received a confirmation from Museum Staff.

REGULATIONS PERTAINING TO BUG FAIR 2019


1. EXHIBITOR CATEGORIZATION
  • (a) EDUCATIONAL EXHIBITORS
  • ONLY the following groups will be considered as educational exhibitors:
  • 1) governmental agencies
  • 2) accredited educational institutions
  • 3) non-profit societies
  • 4) researchers

Under no circumstances will educational exhibitors be allowed to conduct commercial (for profit) business of any kind. This includes any for profit transaction and any advertisement of service for payment. Educational exhibitors conducting any type of commercial business will be cause for removal from the Bug Fair, since educational exhibitors are given a greatly reduced rate of entry. Soliciting any type of for profit business (direct or indirect) will not be tolerated. Only information on and sale of memberships for non-profit organizations is exempt.

  • (b) COMMERCIAL EXHIBITORS
  • You are a commercial exhibitor if:
  • 1) financial transactions occur at your exhibit
  • 2) items of any kind are for sale at your exhibit
  • 3) you receive "for profit" payment for services you advertise at your exhibit

All commercial exhibitors are considered vendors by Bug Fair organizers and as such, rates of entry are not reduced no matter how educational you deem your exhibit to be. Even in cases where the product itself may be of an educational nature (i.e. you provide outreach programs), if there is a payment for service, then you are considered a vendor. No exceptions! If you are not registered as a commercial exhibitor and you are discovered conducting any type of business you will be asked to leave the premises.

2. EXHIBITOR PLACEMENT AND FEES
  • (a) EDUCATIONAL EXHIBITORS
  • All exhibitors deemed as educational will be placed in the Grand Foyer of the Museum with specific location determined by the event organizers. Exhibitors in the Grand Foyer may request no more than two tables at a cost of $25 per table. Only exhibitors deemed as educational will be given space in the Grand Foyer.
  • .
  • (b) COMMERCIAL EXHIBITORS
  • All exhibitors deemed as commercial vendors will be placed in either the North American Mammal Hall or African Mammal Hall of the Museum with specific location determined by the event organizers. No spaces are reserved for commercial vendors in the Grand Foyer. Commercial vendors may obtain up to a maximum of four tables. The cost per table is $200. No percentage of vendor sales during the event will be claimed by the Museum.


3. DISPLAYING EXHIBITS
  • (a) GENERAL INFORMATION
  • The 33rd annual Bug Fair will be held on site at the Natural History Museum of Los Angeles County on Saturday, May 18th and Sunday May 19th 2019. The Natural History Museum is located at 900 Exposition Boulevard in Los Angeles, just south of the 10 and 110 freeway interchange, between the Los Angeles Coliseum and the USC campus.
  • .
  • (b) DISPLAY SET UP
  • There are two times assigned for the set up of displays. All exhibitors must set up displays during these times. Displays may be erected on Friday between 5 PM and 9:00 PM. Exhibitors arriving before 5 PM on Friday will not be permitted to set up early and will be asked to wait. Exhibitors arriving after 9:00 PM will not be permitted to enter the building. Please ensure that you give yourself enough time to set up your display. All exhibitors must exit the building by 9:00 PM. Displays may also be erected on Saturday between 7 AM and 9 AM. Exhibitors arriving before 7 AM on Saturday will not be permitted to set up early. All exhibitors must have completed their set up by 9:00 AM. ANY ADDITIONAL LOAD-IN ON SUNDAY MUST BE REQUESTED IN ADVANCE AND APPROVED BY MUSUEM STAFF.
  • .
  • (c) UNLOADING EXHIBITS
  • Exhibit items are to be unloaded at the ramp on the west side of the Museum or through the Museum’s south doors. Entrance to the West Ramp is located off Bill Robertson Lane, which runs along the west side of the Museum. When not loading or unloading, all exhibitors must park in the designated parking location determined by event organizers.
  • .
  • (d) MUSEUM ENTRY AND EXHIBIT PLACEMENT
  • Only exhibitors that have registered and have submitted payment will be allowed to set up displays. Upon arrival at the Museum, a staff member will greet you at the West Ramp and provide each exhibitor who has submitted a complete and accepted application online with an entry packet. This packet will contain Bug Fair information and the placement of your exhibit. The location of each exhibit is non-negotiable. NO registration forms or fees will be accepted at the door. No exceptions! Staff members will be on hand to guide exhibitors to their locations, however, it is the responsibility of the exhibitor to transport all display materials to the appropriate tables and set up the display. Vendors are encouraged to bring their own carts.
  • .
  • (e) EXHIBIT PARTICULARS
  • Chairs and tables (3' X 8') will be provided as requested to each exhibitor. Tables will be covered with table cloths (unless requested otherwise) and metal frame or cloth back-drops may be provided. Exhibitors may replace tablecloths with a covering of their own choice and may hang banners and printed material on the backdrops where provided. The Museum reserves the right to disallow display of any material considered inappropriate for the Museum's audience. Under no circumstance can material be hung on the walls of the Museum. The Museum will ensure that the exhibit areas are well lit and, within the limits of the Museum's system, will supply electrical outlets to exhibitors wishing additional power.
    It is the exhibitor's responsibility to bring any additional lighting and any extension cords that they deem necessary. The Museum does NOT supply extension cords!
  • .
  • (f) DURING THE BUG FAIR
  • It is the responsibility of each exhibitor to ensure that displays are attended while the event is open to the public at all times. It is not the Museum's responsibility to protect against damage to delicate items, nor is it the Museum's responsibility to ensure that valuable items are safeguarded. By agreeing to participate in the Bug Fair, exhibitors hold the Museum harmless from damage or losses, and must look to their own insurance for recovery of any damage or loss.
  • .
  • (g) DISPLAY TAKE DOWN
  • All registered exhibitors are asked to delay the take down of their displays until 5 PM on Sunday. It is up to each exhibitor to ensure no items are left in the Museum. It is also the responsibility of exhibitors to completely dismantle and remove their entire exhibit. Leaving behind temporary units for display purposes will not be tolerated. Failure to remove display items (without permission of Museum staff) or leaving early may result in the declination of future registration applications to the Bug Fair. All exhibits must be dismantled and removed from the premises by Sunday evening. Any material still at the Museum after Sunday evening will be disposed of by the Museum and charged to the exhibitor unless prior approval has been granted in special cases. No exceptions!


4. MATERIAL EXHIBITED
  • (a) LIVE ARTHROPODS
  • All live arthropods sold to visitors must be accompanied by free written information about their care and labeled with the arthropod’s common and scientific name. Care information need not be in the form of actual physical handouts but can be posted and displayed for customers to read and record. Links to websites that describe arthropod care are also acceptable. Live arthropods that are considered agricultural pests by the USDA and are not native to the state of California cannot be sold at Bug Fair. Under the authority of the Plant Protection and Honeybee Acts, a Plant Protection and Quarantine (PPQ) 526 permit is required for the importation, interstate movement and environmental release of plant pests /plant feeding insects like butterflies and moths. Venders who attempt to sell non Californian live Lepidoptera will be reported to the USDA and all illegal species confiscated per the Museum’s permit obligations. Exhibitors are responsible for knowing which species are regulated and require the possession of appropriate permit documentation. For more information see http://www.aphis.usda.gov/plant_health/permits/organism/index.shtml. For permit questions contact: pest.permits@aphis.usda.gov
  • .
  • (b) DEAD ARTHROPODS
  • All preserved specimens offered for sale or trade should be accompanied by name and locality information if they have been collected, whether they are intended for scientific use or not. Exhibitors displaying specimens deemed by the Museum to be of absolutely no scientific value can be asked to remove these items from view. Any further attempt to display these items will result in ejection from the Bug Fair. Local, city, county, state and federal agencies regulate the collection or sale of some arthropods. Exhibitors are responsible for knowing which species or areas are covered by specific regulations and are required to have in their possession, appropriate documentation. Failure to provide necessary permits will result in removal from the premises.
  • .
  • (c) APPROPRIATE ITEMS
  • Only arthropods and their close invertebrate relatives may be exhibited and sold at Bug Fair. NO EXCEPTIONS!! Items that are not necessarily associated with arthropods are allowable, so long as they do not include specimens or parts of specimens that are not of arthropod origin. Be sure to check with Bug Fair organizers to ensure that products you plan to exhibit or sell will be allowed BEFORE you arrive at the event and make sure that you have read the section on inappropriate items below.
  • .
  • (d) INAPPROPRIATE ITEMS
  • The Natural History Museum has identified items that are inappropriate for sale on its premises. These include antiquities, fossils of any kind, ivory, coral, shells, shark teeth, products made (in part or in whole) from protected, rare, threatened or endangered species or items in which wild-caught biological specimens are used solely for decoration. ***PLEASE NOTE*** The Museum has banned the display and sale of ALL vertebrates during Bug Fair. This includes all fish, amphibians, reptiles, birds and mammals. If you have items that meet these criteria as part of your business, you are NOT allowed to bring them to this event. No exceptions! Only arthropods and their close invertebrate relatives (including annelids and certain mollusks) may be displayed or sold. Exhibitors engaged in the sale of any of these items will be asked to remove these items from view. Any further attempt to display or sell these items will result in ejection from the Bug Fair and no refund will be provided. Be sure that you know the origin of the arthropods (or parts of the arthropods) before you apply. If you have any questions about the items you plan to sell at the Bug Fair, please ask before you apply.
  • .
  • (e) PERMIT INFORMATION
  • Questions pertaining to the acquisition and trade of endangered species should be made to your local Division of Law Enforcement, US Department of Fish and Wildlife Service (USFWS). Questions pertaining to the acquisition, importation and transportation of live arthropods should be made to the Special Permits and Regulations section of California Department of Food and Agriculture (CDFA) and United States Department of Agriculture (USDA). The Museum will be happy to refer exhibitors to governmental agencies to ensure that only legally obtained material is exhibited, but the Museum will not provide permit information and has no authority to issue permits of any kind.


5. REGISTRATION
  • (a) EXHIBITOR APPLICATION FORM
  • Fill out the online application form in full. Incomplete and illegible forms will not be accepted. Be sure to describe your exhibit in the notes section and to list the number of exhibit staff planning to work your table(s). Exhibitors that misrepresent their display on the application form will be asked to leave the Bug Fair.
  • .
  • (b) ACKNOWLEDGEMENT OF REGULATIONS
  • All exhibitors must acknowledge that they are aware of all regulations pertaining to Bug Fair 2019 by clicking the acknowledgement of agreement box required before beginning their online application.
  • .
  • (c) APPLICATION AND FEES
  • All applications and fees will be processed through the online ticketing system for the 2019 Bug Fair. If you are unsure whether you are an educational or commercial exhibitor under Bug Fair regulations, please contact Gabe Sjoberg at 213-763-3433.


6. INQUIRIES
  • If you have any questions or concerns, please contact Gabrielle Sjoberg (Program Manager, Education and Programs) at 213-763-3433 or email at gsjoberg@nhm.org. We look forward to seeing you in May!