2022 Ancillary/Affiliate Meeting Space Request Agreement

Potato Expo 2022 Ancillary/Affiliate Meeting Space Request Agreement
Organizations wishing to hold group functions in conjunction with the Potato Expo 2022, January 5 - 6 in Anaheim must first obtain meeting space from the Potato Expo. Space is reserved on a first-come, first-served basis in the order applications were received. Please submit one application for each meeting room requested along with Affiliate Agreement.

The function will be assigned from the designated facilities contracted within the Potato Expo block where the Potato Expo has space on hold. These facilities are instructed not to assign meeting space to affiliate organizations unless approval has been received from the Potato Expo. The affiliate organization and/or its agents will work directly with the assigned facility's convention service manager to coordinate arrangements pertaining to the proposed event.

It is the responsibility of the organizers hosting events to make sure that those events comply with the guidelines regulated by the Potato Expo. Such events must be approved in advance by the Potato Expo, and are subject to the following Terms and Conditions of use:

1. Meetings/Functions may be conducted during the following hours outlined below:

Monday, Jan. 3	Tuesday, Jan. 4	Wednesday, Jan. 5	Thursday, Jan. 6	Friday, Jan. 7
		6:00am-11:00am	6:00am-9:00am
All Day	All Day	6:30pm-10:00pm	6:30pm-10:00pm	All Day

2. Affiliate social events may NOT conflict with the Potato Expo’s educational programming or trade show. Events that would take place during these hours are conflicts, and space will not be assigned.

3. Once space is approved, an email confirming your space will be sent along with the facility information and the name of the facility convention service manager contact that will work directly with the organizer to finalize the meeting/function arrangements.

4. Any and all costs for services levied by the assigned facility (including but not limited to meeting space rental, catering, audio visual, etc.) or other contracted vendors associated with the affiliate organization and/or its agents meeting/function are the sole responsibility of the organizer. The Potato Expo is not responsible for payment of any services connected with the event.

5. Organizations will be notified via email when their application has been received. All groups will be notified in mid-October of meeting space approval and assigned facility placement. Please do not contact the Potato Expo by phone or email prior to mid-October.

6. Potato Expo reserves the right to accept, reject or condition acceptance, based on Potato Expo's sole discretion, for any reason, which need not be disclosed to the organization. All outstanding obligations to Potato Expo by the organization, including payment of all debts must be fulfilled prior to space assignment.

STATEMENT OF AGREEMENT (Fields marked with * are REQUIRED)

This application form is used to apply for function space approval. You will receive an e-mail confirmation from Potato Expo show management regarding your application.
Please enter your initials to confirm that you have read and agree to with the State of Agreement *
CONTACT INFORMATION (Fields marked with * are REQUIRED)
Ancillary/Affiliate Contact Person *
Organization/Institution/Company Name *
Address *

Street Address

Street Address Line 2

City State / Province

Postal / Zip Code
Email
example@example.com
Phone Number

Area Code Phone Number
Onsite Phone Number (if different)

Area Code Phone Number
MEETING/FUNCTION SPECIFICATIONS
Meeting/Function Name *
Meeting Function - Description/Purpose *
Meeting Start Date *

Month Day Year
Date
Meeting Start Time *

: Hour Minutes AM/PM Option
Meeting End Date *

Month Day Year
Date
Meeting End Time *

: Hour Minutes AM/PM Option
Expected Number of Attendees *
Meeting/Function Space Set *

Conference Hollow Square U-Shape Banquet Rounds Classroom/Schoolroom Theatre Reception
Type of Event *
If other, please list type here
Have you invited a speaker to present at this meeting/function? *

Yes No
Expected Food and Beverage Needs *
Expected Audio Visual Needs *
Do you need a registration table?

Yes No
Notes:
Should be Empty:

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Potato Expo 2022 Ancillary/Affiliate Meeting Space Request Agreement