Load-In Info

 

Download 2019 Tax Form Here

Vendor/exhibitor set-up:

Friday, Nov 1st, 1 p.m. to 7:30 p.m.; Saturday, Nov 2nd, 6 a.m. to 8:30 a.m.; “Swappers Corner” vendors set up Saturday, Nov 2nd at 8:30 a.m.

ALL vendors/exhibitors must register at vendor check-in before proceeding to booth spaces.  Only vendors/exhibitors wearing wristbands will be allowed into the building.

Vehicles will be allowed on the floor for unloading FRIDAY ONLY. No vehicles will be allowed in the building on Saturday until the show closes. The building will be locked overnight and armed security will be on-site at all times, however, the organizers of VeloSwap are not responsible for the security of property at any time.

All spaces and booths must be paid in full or you will not be allowed to occupy your space.

Please send any outstanding payment immediately. Any spaces not occupied or paid for by 8 a.m. on Saturday will be considered “no-shows” and will be avail­able for walk-in vendors. No refunds will be given for unoccupied spaces. Open space will be sold on a first-come, first-serve basis dur­ing set-up hours, depending on availability.

Tear down:

Vendors must stay until VeloSwap closes at 4 p.m. Once the public is out of the hall, we will allow vehicles onto the floor for load-out. The Bicycle Recycle Program will be set up outside VeloSwap to accept donations.

Vendor/exhibitor categories and materials:

Skirting, curtains, booth enclosures and car­peting are NOT provided, except as indicated below. Vendors may bring their own.

Individual vendor spaces: 10′x10’ space, one 8′ un-skirted table and one chair

Club, nonprofit, sales rep, retailer vendor spaces: 10′x10’ space, one 8′ un-skirted table and two chairs

Manufacturer: 10′x10′ space, one 8′ un-skirted table and two chairs

Additional materials are available in advance through VeloSwap — please call 303-245-2180 to order:

  • 8′ un-skirted table: $25 each
  • Chairs: $5 each
  • Additional Vendor passes: $20 each

Vendor/exhibitor passes:

Wristbands will be assigned to all vendors and exhibitors and will be your pass to VeloSwap. WRISTBANDS ARE NON-TRANSFERABLE AND MUST BE WORN AT ALL TIMES WHILE ON THE SWAP FLOOR, INCLUDING DURING SET-UP AND PUBLIC HOURS. NO ONE WILL BE ADMITTED INTO THE BUILDING WITHOUT A WRISTBAND. NO EXCEPTIONS.

Individual booths are allowed one wristband per 10′x10′ space; club, nonprofit, sales rep, manufacturer and retail booths are allowed two wristbands per 10′x10′ space.

Additional wrist­bands may be purchased for $20 each at vendor/exhibitor check-in. There is a $20 replacement fee for each lost wristband—no exceptions. Please note that wristbands are for people working your space at VeloSwap, not for “friends” who want to get into the event early.

Parking:

Parking passes are not included. The National Western Complex will oversee parking.

Bike testing:

For safety reasons, bike riding is not allowed inside the National Western Complex except in the specially designated “Bike Test Area.” Please use discretion in allowing bikes to be tested, and remember that VeloSwap and the National Western Complex are not responsible for damage, theft, injury or other loss.

Questions:

Please call VeloSwap at 303-245-2180 or e-mail icoenen@pocketoutdoormedia.com

Sales tax:

Download 2018 Tax Form Here

Colorado law requires all vendors to collect 7.65% sales tax on all sales made at VeloSwap. As a ven­dor, you are responsible for keeping track of your sales and collecting the 7.65% sales tax.

You may pay your tax under VeloSwap’s special sales event tax license. A VeloSwap sales tax payment form is enclosed in this packet. Forms are also available at vendor check-in. Complete the form and attach a check payable to “Bicycle Colorado” for the appropriate tax amount. Drop off the form and your check at vendor check-in at the end of the day. We will forward all pay­ments to the Colorado Department of Revenue and the City and County of Denver.

NOTE: The organizers of VeloSwap are required by law to provide the Colorado Department of Revenue and the City and County of Denver with names and addresses of all vendors selling mer­chandise. If you do not pay under Bicycle Colorado’s tax license, the State assumes you will apply for a special events license on your own.

Veloswap rules and regulations:

Exhibit booths and Vendors’ merchandise (including tables and chairs) must be displayed within a 10′x10′ area. Fire code prohibits any tables or bikes extending into the aisles. If you display signs on your table, please do not use staples, thumbtacks, push-pins or any other means that might damage the tables. The post­ing of banners, signs or other decorations on National Western Complex property (including interior walls) is prohibited.

Defined Terms. The term “Event” means Veloswap scheduled to be held on November 2, 2019 (the “Event Dates”) at the National Western Complex (the “Event Facility”). The Event is owned, produced and managed by Veloswap d/b/a/ Pocket Outdoor Media, Inc. As used herein, the term “Veloswap” means, collectively, Veloswap d/b/a/ Pocket Outdoor Media, Inc. and each of its officers, directors, shareholders, agent, affiliates, divisions, representatives, employees and assigns, unless the context requires otherwise. The term “Vendor” means, collectively, (i) the company or person that applied for exhibit booth space rental and agreed to enter into this contract upon acceptance by Veloswap in the manner stated below and (ii) each of its officers, directors, shareholders, employees, personnel, contractors, agents, representatives and/or invitees, as applicable.

Contract Acceptance. This contract shall become binding and effective upon completed registration for a vendor booth at Veloswap.

Food & Beverages. No food or beverage sales are permitted.No alcohol or other intoxicants are permitted. Vendor may not distribute any food or beverages from its booth or elsewhere except with express advance written permission from Veloswap.

Assumption of Risks. Releases. Vendor expressly assumes all risks associated with, resulting from or arising in connection with Vendor’s participation or presence at the Event, including, without limitation, all risks of theft, loss, harm, damage or injury to or of any person (including death), property, business or profits of Vendor, whether caused by negligence, intentional act, accident, act of God or otherwise. Vendor has sole responsibility for its property and any theft, damage or other loss to such property (whether or not stored in any courtesy storage area), including any subrogation claims by its insurer. Neither VeloSwap, d/b/a/ Pocket Outdoor Media, Inc., Bicycle Colorado, the organizers of VeloSwap, nor the National Western Complex accepts responsibility, nor is a bailment created, for property delivered by or to Vendor. Neither VeloSwap, d/b/a/ Pocket Outdoor Media, Inc., Bicycle Colorado, the organizers of VeloSwap, nor the National Western Complex shall be liable for, and Vendor hereby releases all of them from, and covenants not to sue any of them with respect to, any and all risks, losses, damages and liabilities whether described in this paragraph or not.

Assignment of Space. Vendor space shall be assigned by Veloswap in its sole discretion, made on a first-come, first-serve basis for the Event and for the Event Dates only. That assignment does not imply that similar spaces will be assigned for future Events. Veloswap reserves the right to change the floor plan or to move an Vendor to another booth location prior to or during the Event for any or no reason. Veloswap reserves the right to determine the eligibility of any company or product for inclusion in the Event. Veloswap further reserves the right to add, alter or delete from the Event’s floor plan at any time in its sole discretion. Booth sharing is not allowed, this means only the registered exhibitor shall exhibit in that booth.

Booth Assignment. Veloswap will attempt to honor all booth placement requests if application and payment are made within stipulated time limit. However, Veloswap reserves the right to make alternative placement. Offers made as to location of space are current policy and not a guarantee. Veloswap shall be the final authority in assigning space.

Booth Sharing. Booth sharing is prohibited. Only one exhibitor per booth, unless approved in writing by Veloswap.

Badges. All Vendor personnel are required to wear appropriate wristbands provided by Veloswap at all times during the Event.

Move In. All vendors/exhibitors must register at vendor check-in before proceeding to booth spaces.  All vendors/exhibitors may be checked in at vendor check-in on November 1, 2019. Move-in is from 1:00 PM-7:30 PM on November 1, 2019 and from 6:00 AM – 8:30 AM on November 2, 2019. Vehicles will be allowed on the floor for unloading FRIDAY ONLY. No vehicles will be allowed in the building on Saturday until the show closes. Only vendors/exhibitors wearing wristbands will be allowed into the building. All spaces and booths must be paid in full or you will not be allowed to occupy your space. All vendors/exhibitors must be set up and ready by conclusion of move-in. (Times subject to change). Vendors not checking in by 8:00 AM on Saturday will forfeit exhibit space, which can then be reassigned by Veloswap. No refunds will be given for unoccupied spaces. Open space will be sold on a first-come, first-serve basis dur­ing set-up hours, depending on availability.

Move Out. All booth spaced must remain intact until 4:00 PM on November 2, 2019. At that time, vendors may begin packing. Once the public is out of the hall, we will allow vehicles onto the floor for load-out. The Bicycle Recycle Program will be set up outside VeloSwap to accept donations.

Cancellation by Vendor/Exhibitor. If Vendor desires to cancel this contract, Vendor may only do so by giving notice thereof in writing sent to Veloswap with evidence of receipt. In such case, Vendor will continue to be liable for 100% of the total exhibit fee unless the written notice of cancellation is received by Veloswap no later than 30 days prior to the opening date of the Event. If written notice of cancellation is received 30 or more days before the opening date of the Event, Vendor will be liable for 50% of the total booth fee. Because these dates are related to the Event Dates and not to the date of this contract, these dates shall apply regardless of the date on which this contract is executed. This amount is considered to be liquidated and agreed upon damages for the losses Veloswap will suffer as a result of Vendor’s cancellation. Veloswap reserves the right to treat Vendor’s downsizing of booth space as cancellation of the original contract and an offer to purchase new booth space. Vendor may be required to move to a new location if it requests a downsizing of space.

No-Show Policy. If Vendor, through circumstances beyond control, is delayed in arrival or setup, Vendor must notify the VeloSwap Staff. Non-notification will result in resale of space, and no refunds will be made.

NO DOGS ALLOWED. We love your four-legged friends but per National Western Requirements, there are no dogs allowed at VeloSwap.

Helium balloons. Helium balloons are not allowed at the National Western Complex. Vendors may be charged a fine to remove helium balloons from the building.

Swap Floor Rules and Test Riding. Bicycling, skating, skateboarding or other means of propulsion will not be permitted on the Swap floor. A special area has been set up for test-riding of bicycles. Use this area at your own risk and remember that no security is provided.

Conduct. The organizers reserve the right to expel any VeloSwap participant whose conduct endangers or inconveniences other partici­pants.

Vendors are encouraged to accept cash only. Acceptance of checks or the extensions of credit are at the sole discretion of sellers. Vendors are responsible for bringing their own cash bank and for making change.

Promotional Materials and Distribution of Literature. Distribution of literature on the National Western Complex premises is subject to the approval of the organizer.

Photography and Video Recording – The Event may be recorded, and videos, photographs and other recordings may be taken, where you may be captured participating in the Event. You agree to the publication of such photographs, videos, recordings, and/or likenesses of you (whether edited, adapted, modified or copied) and their use by us and those authorized by us, without prior notice or compensation, in any way which we may see fit now or in the future including but not limited to film, digital and print publications, future events and publicity. You acknowledge that we have the full right to sell and/or profit from the commercial use of such photographs, motion pictures, recordings, and/or likenesses of you.