EXHIBITOR / VENDOR CONTRACT

  1. Purpose of Exhibit: Exhibitors are an integral part of the conference. To ensure they will further the purpose, admission to the display area is limited to qualified persons. Since the primary purpose of educating attendees on products and services, emphasis on all exhibits shall be to fully describe uses of products and services offered by the exhibitor. Exhibits must not be in violation of Conference or Conference center policies.
  2. Indemnity and Limitation of Liability: Neither Conference site, any officers, agents, employees or other representatives shall be held liable and they are released from liability for any damage, loss, harm or injury to the person or property of the exhibitor or any of its officers, agents, employees or other representatives resulting from water, accident, or any other cause. The exhibitor shall indemnify, defend and protect Conference and Conference site harmless from any and all claims, demands, suits, liability damages, losses, costs, attorney fees and expenses of any kind or nature that might result from or arise from any action or failure to act on the part of the exhibitor or its officers, agents, employees or other representatives. It is the responsibility of the exhibitor to maintain proper insurance coverage for its property and liability. It is understood the Conference, Conference site and all staff, agents and representatives are harmless from any claims arising from the products given to the attendees during the exhibition.
  3. Assignment of Exhibit Space:  Conference shall assign exhibit space for the period of exhibiting on a first priority after receipt of the endorsed contract and payment. Such assignment is made the period of this exhibit only and does not imply the same or similar space to be offered for future exhibits. Every effort will be made to respect the exhibitor’s space choices whenever possible but the Conference’s decision will be final. Conference reserves the right to transfer assignment when such action is deemed to be in the best interest of the total exhibition and/or Conference. Conference reserves the right to withdraw its acceptance of this contract if it determines, in the sole discretion that the exhibitor is not eligible to participate or the exhibitor’s product is not eligible to be displayed in said exhibit area.
  4. Use of Exhibit Space:  Exhibitor shall not assign to a third party its rights hereunder to the exhibit space or any portion thereof without the written consent of the Conference, which it may withhold at its sole discretion. If such consent is given, the exhibitor shall assume full responsibility for the conduct of the assignee and all its representatives and the exhibitor shall not charge its assignee more than a proportionate share of the exhibit fee based upon the amount of exhibit space assigned.
  5. Installation: It is explicitly agreed by the exhibitor that in the event they fail to install their products in assigned exhibit space or fail to remit payment at the time specified, Conference shall have the right to take possession of said space and sale same of part thereof to such parties and upon such terms and conditions as it may deem proper.
  6. Display, Decorations and Music:  Merchandise, signs, decorations or display fixtures shall not be pasted, taped, nailed or tacked to walls. No exhibit, merchandise equipment shall be left in any aisle but confined to said exhibit space. No signs or advertising devices shall be displayed outside said or project above/beyond limits of said exhibit space. Exhibitors who play any form of copyrighted music are required to be licensed by either or both the American Society of Composers, Authors and Publishers (ASCAP and/or Broadcast Music, Incorporated (BMI). The Conference and Conference site independently and severally disclaim any licensing responsibility for public performances of unlicensed music by exhibitors.
  7. Fire Regulations: Exhibitor shall not pack merchandise in paper, straw, excelsior or any other readily flammable material. All cartons stored in the exhibit area shall be emptied of content. Exhibitor shall use no flammable decorations or covering for display fixtures and all fabrics or other material used for decoration or covering shall be flameproof, if required by local law or ordinance. All wiring devices and sockets shall be in good condition and meet requirements of local laws. Equipment with engines/motors or gas tanks shall be emptied and battery connections disconnected during display.
  8. Exhibit Equipment and Services:  Space includes table (or tables, if so contracted), two chairs, general daily maintenance and lighting.
  9. Storage and Packing Crates/Boxes:  Exhibitor will not be permitted to store packing crates and boxes in the exhibit area during the event. It is the exhibitor’s responsibility to mark and identify all crates and boxes as belonging to them. Crates not properly or identified may be destroyed. No trunks, cases or packing materials shall be brought into or out of exhibit spaces during exhibit hours. Cartons containing valuables should not include contents on the outside.
  10. Observance of Laws: Exhibitor shall abide by and observe all laws, rules, regulations and ordinances of any applicable government authority & rules of the Conference site
  11. Cancellation or Termination of Exhibit: If, because of ware, fire, strike, Conference site construction/renovation, government regulation, public catastrophe,  Act of God, public enemy or any other cause, the exhibition or any part thereof is prevented from being held, is canceled by Conference or exhibit space becomes unavailable the Conference, in its sole discretion, shall determine to refund to the exhibitor, its proportionate share of the exhibit fee received that remains after deducting expenses incurred by the Conference and reasonable compensation to the Conference Site but in no case shall the amount of refund exceed the amount paid. Cancellation by the exhibitor after June 1,  obligates the exhibitor to full payment. No refunds will be made after this date. If written cancellation is received prior to May 1, 2022 a refund of the fee paid, minus a $50.00 processing/service charge.
  12. Exhibitor Conduct:  Exhibitor and its representatives shall not congregate or solicit trade in the aisles. Prior written consent of any live model, demonstrator, solicitor or device for the mechanical reproduction of sound. Such employment, with consent, shall be confined to the exhibit space. Conference in its sole and absolute discretion may withdraw its consent at any time, in which event exhibitor shall terminate such activity forthwith. All promotional plans must be submitted to the Conference for approval. Distribution of pamphlets, brochures or any advertising matter must be confined to the exhibit space. Exhibitor shall refrain from any action that distract attendees from attendance during open hours. Exhibitor shall not enter into another exhibitor’s space without invitation or when unattended. Exhibitor or any of its representatives shall not conduct itself in a manner offensive to standards of decency or good taste.
  13. Union Labor:  Exhibitor must comply with all union regulations applicable to setup, dismantling and display of its exhibits where applicable.
  14. Arbitration: Any controversy of claim between the parties hereto arising out of or related to the provision of the agreement or the breach thereof, shall be settled by arbitration in Austin, Texas in accordance with the rules of the American Arbitration Association and judgment upon the award rendered by the arbitrator may be entered in any court having jurisdiction thereof.
  15. Jurisdiction:  Both Conference and Exhibitor consent to the jurisdiction of the Texas District and Appellate Courts and the U.S. District Court for the Western District of Texas, for all purposes in connection with this agreement. The parties agree that review of process may be obtained by registered mail/return receipt requested, within or without the state of Texas.
  16. Agreement to Terms, Conditions and Rules:  Exhibitor agrees to observe and abide by the foregoing Terms, Conditions and Rules and by such rules made by Conference from time to time for the efficient or safe operation of exhibit, including but not limited to, those contained in this contract. In addition to the Conference’s right to close an exhibit and withdraw its acceptance of the application. Conference in its sole judgment, may refuse to consider for participation in future exhibits that violates or fails to abide by all such Terms, Conditions and Rules.

The foregoing rules have been formulated in the best interest of exhibitors. The cooperation of our patrons is requested. All points covered herein are subject to settlement by the organization.