Fill and Sign the Reservation Form 497331789

Exhibit Space Reservation Form and Agreement Please type or print clearly: Exhibitor’s Name__________________________________________________ 1 st Attendee________________________________ Title_________________ 2nd Attendee ______________________________ Title__________________ Street Address__________________________________________________ City_______________________ State______ Zip_____________ Phone (___)____________________ Fax (________)_______________ Email_________________________ Web Site__________________________ Booth Preferences: 1. _______ 2. _______ 3. _______ Total Size: 1. _______ 2. _______ 3. _______ Total Cost : 1. _______ 2. _______ 3. _______ Names of competitors you do not wish to be near ____________________ Agreement 1. Exhibitor agrees to abide by all the requirements and restrictions in the Official Regulations and Agreement Conditions. Exhibitor understands that this is not a binding Agreement until officially accepted by _________________________ (Name of Sponsor) . 2. A _______% non-refundable deposit of the total booth space is required with the signed Agreement to hold the space. 3. Exhibitors will be assigned space in the order in which _____________________ (Name of Sponsor) receives Agreements with a ______% non-refundable deposit on total booth space. In the event that two or more Agreements are received at the same time, prioritization will be based on the amount of space requested. 4. ________________________ (Name of Sponsor) will assign what it considers the best space available upon confirmation from the Exhibitor. 5. Any balance on total booth space will be due no later than _________________ (date) . Any Agreement received after ____________________ (date) must be paid in full. If payment in full is not received by ___________________ (date) Exhibitors will not be allowed to set-up until payment in full is received. Make all checks payable to: _______________________ (Name of Sponsor) send to ________________________________________________________________ ______________ (street address, city, state, zip code) , 6. Booth costs: _______________________________________________ 7. Cancellation Policy : Substitutions may be made without penalty at any time. Cancellations must be received in writing prior to ___________________ (date) . Cancellations prior to ___________________ (date) will receive a _______% refund with a $_____________ clerical processing fee. No refunds will be issued after _________________ (date) . No-show registrations will not be issued a refund. All refunds will be issued within _______ days after the conference has concluded. No invoicing to companies will be allowed. Credit card payments, checks, or cash will be accepted for on-site registration. (Please review the Official Regulation and Agreement Conditions of Agreement.) Accepted by Exhibitor: Accepted by (Name of Sponsor): ____________________________ ____________________________ (Printed Name of Exhibitor) (Printed Name of Sponsor) ____________________________ ____________________________ (Signature of Exhibitor) (Signature of Sponsor) ________________________ __________________________ (Corporate Title) (Corporate Title) Fax or Mail to ______________________ (Name of Sponsor) Attention: _______________________________ _____________________________________________________________________ ______________ (street address, city, state, zip code) or (Post Office Box No.) Phone: _____________________________________ Fax: ________________________________________ Official Regulations and Agreement Conditions I. For the purpose of this Agreement, the Exhibition will be held in the __________ ______________________ (Name of Convention Center) , and the name of the Exhibition shall be __________________________ (Name of Convention) , hereinafter called Convention . II. Eligibility: ________________________ (Name of Sponsor) shall have the sole right to determine the eligibility of exhibits, including, but not limited to: companies, products, systems, services, booth graphics, printed matter distributed at the conference, souvenirs and giveaways, costumes and booth personnel attire, and all other exposition features and activities. III. Promotional Material: Sample articles, premiums, novelties, publications, souvenirs, printed educational and promotional materials may be distributed from the confines of the Exhibitor's booth only. All such materials must be made available to all exhibition attendees so long as the materials are offered. Prizes, contests or drawings are permitted with the permission of ____________________ (Name of Sponsor) . Samples of hand-out materials other than literature pertaining to Exhibitor's products and services must be approved in advance. ______________________ (Name of Sponsor) may withdraw permission to distribute any material it considers objectionable. Any food or beverage distribution must be approved in advance. IV. Conduct and Restrictions: ___________________ (Name of Sponsor) reserves the right to restrict exhibits which because of noise, odors, methods of operation or any other reason become objectionable or otherwise detract from or are out of keeping with the character of the exposition as a whole. This reservation includes persons, things, conduct or printed material. ____________________ (Name of Sponsor) reserves the right to alter or close any exhibit which does not conform to the provisions of this Agreement. No refund shall be due under such circumstances. ____________________ (Name of Sponsor) also reserves the right to exclude any nonconforming party from exhibiting at any future Conventions sponsored by ___________________ (Name of Sponsor) or to give lowest priority for future exhibit space. These actions do not constitute exclusive remedies, and __________________ (Name of Sponsor) may avail itself of any remedy in law or equity in addition to these actions. V. Booth Staffing: Exhibit booths must be staffed during all posted Convention Hall hours. No exhibit or portion thereof may be removed from the Convention Hall during the Convention without conference without the written consent of ______________________ (Name of Sponsor) . Any infraction may result in Exhibitor being prohibited from exhibiting at future conventions. VI. ____________________ (Name of Sponsor) shall have sole control over admissions policies at all times. Any person visiting the exhibits is required to wear an appropriate badge while in attendance. All Exhibitor personnel must wear an Exhibitor's badge or appropriate conference registration badge at all times. VII. Cancellation Policy: Written notice of cancellation must be received by ______________________ (Name of Sponsor) at least ____ days in advance of the scheduled exhibition date or Exhibitor will be held liable for total booth rental irrespective of the reason for the cancellation, including cancellation due to failure of an exhibit to arrive. Exhibitors who notify ____________________ (Name of Sponsor) of cancellation prior to the _____-day deadline will receive a refund of rental fees equal to ______% of the total booth rental. _____________________ (Name of Sponsor) shall not be held responsible for shipping charges, construction costs, labor charges, expenses for preparation of exhibits or any other expenses or indemnity in the event that the material fails to arrive. Exhibitor shall not be entitled to a refund of the booth rental if the exhibition is cancelled by ____________________ (Name of Sponsor) as a result of strike, riot, civil disorder, act of war, act of God or any other reason whatsoever not within the control of _____________________ (Name of Sponsor) . Any refunds due by _______________________ (Name of Sponsor) will be paid no later than _______ days after the close of the Convention. VIII. Default: Any Exhibitor failing to occupy space contracted for but not canceled by _____________ (time) on the first Convention, is not entitled to any refund. _____________________ (Name of Sponsor) shall have the right to use said space to suit its own convenience, including selling the space to another Exhibitor without any refund to the defaulting Exhibitor and without incurring any obligation of any kind to said prospective Exhibitor. IX. Shipping: Exhibitor agrees to ship, at its own risk and expense, all articles to be exhibited and agrees to conform to the rules for shipping as contained in the Exhibitor Brochure and/or Service Kit. The Exhibit Facility has no facilities for receiving and storing materials prior to the opening of an exposition. DO NOT ship equipment or displays directly to the exhibit facility, or to the hotel in which exhibit personnel are housed. Detailed shipping instructions will be handled through ____________________ (Name of Sponsor) . Please download ____________________ (Name of Sponsor) ’s form at www.____________________________ (name of site) . Please remember carpeting will be provided to your booth. X. Labor: Skilled and unskilled labor for unpacking, setting up and re-packing of exhibits will be supplied by the decorating contractor. Rates for this service will be quoted by the decorating contractor. Extra or unusual labor for any action affecting the exhibit facility will be charged directly to the Exhibitor based upon time and materials factors. Exhibitors must make arrangements for this type of activity as specified on the ______________________ (Name of Sponsor) ’s website. XI. Arrangement of Exhibits: The space provided will be as shown on the floor plan insofar as possible, but _____________________ (Name of Sponsor) reserves the right to change the location if this is in the best interest of the exhibition. XII. Utilities: Electrical service will be provided for your booth. Any other utilities to include water, phone, drain, etc will need to be arranged for by the ________________ (Name of Sponsor) . XIII. Installation and Dismantling: Set up and tear down times will be announced in the _______________________ (Name of Sponsor) ’s Brochure. All exhibit materials must be removed from the Convention Facility promptly at the close of the exhibit, and the Convention Facility reserves the right to re-ship the display material via any carrier which it deems expedient if the carrier designated by the Exhibitor does not promptly remove the merchandise from the Facility or if the area is needed by the Facility. XIV. Protection of Property: Nothing shall be pasted, tacked, nailed, screwed or otherwise affixed to columns, walls, floors or other parts of the building or furniture. If the premises are defaced or damaged by an act of negligence by any Exhibitor, its agents or guest, the Exhibitor will pay for any and all expenses incurred by damages to physical property, caused by Exhibitors, riggers, haulers or other contractors engaged for the purpose of moving exhibits and equipment into and out of the building. XV. Liability: Exhibitor agrees to protect, save and keep ____________________ (Name of Sponsor) and the Convention Facility forever harmless for any damages or charges imposed for violation of any law or ordinance whether occasioned by the negligence of Exhibitor or those holding under the Exhibitor, as well as to strictly comply with the applicable terms contained in this Agreement between __________________ (Name of Sponsor) and Exhibitor regarding the Convention premises; and further, Exhibitor shall at all times protect, indemnify, save and keep harmless ______________________ (Name of Sponsor) and the Convention Facility against and from any and all loss, cost, damage, liability, injury or expense (including attorney's fees) arising from or out of by reason of any accident or other occurrence to anyone, including the Exhibitor, its agents, employees and business invitees, which arise from or by reason of said Exhibitor's occupancy and use of the exhibition premises or part thereof. The Exhibitor understands that neither ____________________ (Name of Sponsor) nor the Convention Facility maintains insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain coverage at their expense against personal injury, property damage, fire, and theft in such an amount as the Convention Facility requires. XVI. Interpretation: These regulations become a part of the Agreement between Exhibitor and ___________________ (Name of Sponsor) . Exhibitors or their representatives who fail to observe the conditions of the Agreement or who, in the opinion of _____________________ (Name of Sponsor) , conduct themselves unethically may be dismissed from the exhibition without refund. XVII. General: All matters and questions not covered by the Official Regulations and Agreement Conditions are subject to the discretion of ____________________ (Name of Sponsor) . The Regulations and Agreement Conditions may be amended or supplemented at any time by ____________________ (Name of Sponsor) , and all such amendments or additions shall, upon reasonable notice, be as equally binding on all parties affected as the official Regulations and Agreement Conditions. Participation by any other corporation or firm or its representatives in space assigned to the original applicant must be authorized by written permission from ____________________ (Name of Sponsor) , and shall incur an additional charge of ________% of the total cost for exhibit space for each additional participant. By reviewing this Agreement you are acknowledging your understanding of the official regulations and Agreement conditions. XVIII. Severability The invalidity of any portion of this Agreement will not and shall not be deemed to affect the validity of any other provision. If any provision of this Agreement is held to be invalid, the parties agree that the remaining provisions shall be deemed to be in full force and effect as if they had been executed by both parties subsequent to the expungement of the invalid provision. XIX. No Waiver The failure of either party to this Agreement to insist upon the performance of any of the terms and conditions of this Agreement, or the waiver of any breach of any of the terms and conditions of this Agreement, shall not be construed as subsequently waiving any such terms and conditions, but the same shall continue and remain in full force and effect as if no such forbearance or waiver had occurred. XX. Governing Law This Agreement shall be governed by, construed, and enforced in accordance with the laws of the State of _______________. XXI. Mandatory Arbitration Any dispute under this Agreement shall be required to be resolved by binding arbitration of the parties hereto. If the parties cannot agree on an arbitrator, each party shall select one arbitrator and both arbitrators shall then select a third. The third arbitrator so selected shall arbitrate said dispute. The arbitration shall be governed by the rules of the American Arbitration Association then in force and effect. XXII. Assignment of Rights The rights of each party under this Agreement are personal to that party and may not be assigned or transferred to any other person, firm, corporation, or other entity without the prior, express, and written consent of the other party. XXIII. Compliance with Laws In performing under this Agreement, all applicable governmental laws, regulations, orders, and other rules of duly-constituted authority will be followed and complied with in all respects by both parties. XXIV. In this Agreement, any reference to a party includes that party's heirs, executors, administrators, successors and assigns, singular includes plural and masculine includes feminine. ________________________ _______________________ (Initials of Exhibitor) (Initials of Sponsor)