SACNAS EXHIBIT BOOTH RESERVATION and AGREEMENT

Transcription

1 SACNAS EXHIBIT BOOTH RESERVATION and AGREEMENT This Exhibit Agreement ( agreement ) is entered into and is effective on the date when the exhibitor submits the Event Exhibit Booth Reservation Form, and is between the exhibitor ( The Exhibitor ) and Society for Advancement of Hispanics/Chicanos and Native Americans in Science ( SACNAS ) with respect to the exhibitor s use of exhibit space at the Los Angeles Convention Center ( Convention Center ) in Los Angeles, California, during the 2014 SACNAS National Conference. By submitting this exhibit booth reservation for the SACNAS National Conference, the exhibitor agrees to all terms set forth in this document. 1. Agreement for Exhibit Space: The submission by online form, fax, U.S. mail or other method of delivery, such as FedEx or UPS, of a duly signed exhibitor agreement constitutes an unqualified offer to accept exhibit space assigned pursuant to the provisions hereof. Upon acceptance by Society for Advancement of Hispanics/Chicanos and Native Americans in Science (SACNAS), as provided herein, this document shall constitute a binding agreement for exhibit space at the 2014 SACNAS National Conference ( The Show ). The term SACNAS shall mean the Society for Advancement of Hispanics/Chicanos and Native Americans in Science or its officers, directors, agents, or employees authorized to act for it in the management of The Show. 2. Selection of Exhibitors: Exhibitors shall be selected from those companies generally providing products or services related or of interest to the multidisciplinary scientific education image of SACNAS. In keeping with its bylaws and directives set forth by the SACNAS Board of Directors, SACNAS reserves the right to select or reject, in whole or part, any product or company not consistent with the image of SACNAS or its policies and objectives, and shall have the right to exclude or to require modification, in whole or in part, of any exhibit which, in the sole discretion of SACNAS, it considers unsuitable or not consistent with the character of The Show. SACNAS reserves the right to prohibit the use of any electronic equipment or audio or visual displays or presentations that, in its sole discretion, in whole

2 or in part, it considers objectionable. SACNAS reserves the right to demand that any person or persons associated with an exhibit demonstrating improper, objectionable, or inappropriate appearance, conduct, or demeanor, shall alter such appearance, conduct, or demeanor or be subject to immediate removal from The Show. 3. Live Webcasts in the Exhibit Hall: A webcast is a media presentation distributed over the Internet using streaming media technology to distribute a single content source to many simultaneous listeners/viewers. Live webcasts can enhance and engage conference participants in active (real time) dialogue and communications with scientists, representatives, and professionals beyond those that are able to attend the SACNAS Conference. Exhibiting institutions that would like to provide a webcast at their booth must coordinate and provide all logistics to SACNAS Exhibit Hall Manager. The exhibiting institution must provide the technology, personnel, and equipment necessary for live webcasts. SACNAS does not permit the recording of any live webcasts conducted within the hall. 4. Booth Amenities All Booths Will Receive the Following: Draped (10 feet by 10 feet) exhibit space with 8-feet-high back drape and 3-feet-high side drapes in The Show colors. One 2 feet by 6 feet skirted table and 2 chairs One registration for the conference (covers the program and access to all sessions, scheduled meals, and refreshment functions); additional conference registrations may be purchased Lead Retrieval Unit Access to Student Travel Scholarship Awardee list prior to the conference. Inclusion in the 2014 Conference Program (if booth reservations are made before August 8, 2014). One-time use of the 2014 attendee list General booth security (see Show Policies & Regulations) Access to exhibitor lounge One wastebasket One booth identification sign Corporate/Industry Booth Package includes, in addition: o 1 tabletop exhibit at the Postdoc/Graduate Student Resource Fair o One additional waived exhibitor registration (two waived registrations total)

3 5. Booth Personnel: Registration of and payment for all persons planning to serve as exhibitors are managed through the online booth reservation form. You may add up to a nine additional exhibitor registration(s) per exhibit booth. 6. Additional Furnishings: Electrical outlets, Internet service, and any furnishing other than those listed above are the sole responsibility of the exhibitor and must be ordered through the official service contractor, Shepherd Exposition Services. 7. Space Selection: Exhibit booth spaces are self-selected on a first-come, first-served basis during the reservation process and will be finalized once SACNAS has received and processed the booth reservation form, signed exhibitor agreement (online or hard copy version), and full payment. 8. Nonprofit Organizations: Nonprofit booth prices are only applicable to choice booth locations. Institutions requesting reduced nonprofit booth reservation rates must submit eligibility documents: proof of 501(c) (3) status (IRS letter) and summary of the institution s operating budget of $1M or less. 9. Payment & Payment Options: Payment is due within 30 days from invoice date. Failure to make full and timely payment will result in potential loss of your booth reservation. Payment options are as follows: A. Fax PO (please indicate booth number) to: Accounting at B. Call our office to provide credit card info: (Amex, MasterCard, Visa) C. Send a check (payable to SACNAS; please indicate booth number) via mail to: SACNAS, PO Box 8526, Santa Cruz, CA

4 10. Cancellation: An exhibitor shall have the right to cancel this agreement at any time by written notice to SACNAS. If notice of cancellation is received and acknowledged by SACNAS on or before the booth reservation deadline (September 18, 2014), SACNAS will refund the exhibitor s booth fees less a $500 cancellation processing fee per booth. If notice of cancellation is made after the booth reservation deadline, no refund will be made. Under all circumstances, SACNAS retains the right to reassign any booth space cancelled by an exhibitor without incurring any liability to the exhibitor. 11. No Refunds: No refunds will be issued on any exhibitor registrations that are prepaid but unused during the conference. Additionally, canceling a booth cancels all related exhibitor registrations. 12. No Sharing of Booths Without SACNAS Prior Consent: Exhibitors shall not assign or share exhibit space, in whole or in part, without prior written permission of SACNAS. 13. Compliance with Convention Center Rules; Unauthorized Activities: This agreement is subject to any and all Rules and Regulations of the Convention Center. The parties agree that it is the responsibility of the exhibitor to inform itself of those Rules and Regulations, and to abide by them. An exhibitor s violation of the Convention Center s Rules and Regulations shall entitle SACNAS to terminate this agreement with no obligation to refund monies to the exhibitor. Additionally, activities in any exhibit space that are contrary to law or which disturb exhibitors in the immediate area or any other conference participants, are prohibited and constitute grounds for termination and immediate removal of an exhibit without the right of refund. The parties further understand and agree that this is an alcohol-free event. Use of alcohol or other controlled substances in conference areas or being under the influence of alcohol or other controlled substances in conference areas is strictly forbidden. Only duly registered exhibitors and their duly registered employees shall be permitted to display or demonstrate any products, processes, or services; solicit orders; or distribute materials at The Show. The aisles of the exhibit area may not be

5 used for distributing literature, product samples, or other materials or conducting any promotional or other activities. 14. Construction of Booths: Booths shall be constructed so that they do not exceed 2.5 meters (8 feet 3 inches) in height. No part of the booth may extend outside the 10 feet by 10 feet space provided to the exhibitor. All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers, or installation/dismantling equipment, such as forklifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. Hanging signs, banners, signs, or structures MUST be approved by SACNAS and Shepard Exposition Services. (See Regulation & Policies #18. Exhibitors must ensure that any display fixtures such as tables, racks, or shelves are designed and installed properly to support the product or marketing materials to be displayed. 15. Space Assignment and Floor Plan: SACNAS will attempt to satisfy all requests for space assignment. SACNAS reserves the right to change its space allocation at any time based upon space availability or the necessity of floor plan changes due to fire marshal requirements or other reasons. 16. Maintenance of Exhibits: All exhibits shall be adequately staffed during The Show hours. Exhibits shall not be removed until the conclusion of The Show. Freight-handling service is provided by the official service contractor, Shepard Exposition Services, as specified by SACNAS. Upon conclusion of The Show, all exhibits and related materials must be removed promptly, in no event later than the time specified by SACNAS.

6 17. Sales at The Show: All exhibitors who wish to make sales for immediate or later delivery must submit in writing a detailed description of the items to be offered for sale and must have with them at The Show written approval from SACNAS. Failure to have written approval constitutes grounds for termination and removal of an exhibit without the right of refund. 18. Safety Precautions: All exhibit materials must conform to applicable fire, Convention Center, and safety codes, rules, and practices. Displays are subject to inspection for safety by SACNAS and by the local Fire Department. Any materials determined by SACNAS, the local Fire Department, or the Convention Center to be a safety hazard must be promptly removed. Determination of a safety hazard is the sole discretion of SACNAS, the local Fire Department, or the Convention Center. 19. Attendance: SACNAS shall have sole control over admission of visitors to the exhibit hall pursuant to the Rules and Regulations of the Convention Center. 20. Security: Security guards shall be furnished during the hours The Show is closed. However, the furnishing of security guards shall not result in any liability of SACNAS to any exhibitor or any other party. SACNAS will not guarantee exhibitors against, nor shall it be responsible for, exhibitor material loss or damage of any kind. It is imperative that exhibitors carry insurance covering any loss or damage to their exhibit material. Security personnel contracted directly by SACNAS are intended primarily for crowd control and credentials verification. Guards will be stationed in the exhibition area during exhibit and non-exhibit hours. Exhibitors are responsible for security of their exhibit. 21. Meetings: No exhibitor shall hold any meetings, events, or hospitality suites that conflict with The Show or conference hours unless approved in advance in writing by SACNAS.

7 22. Default: In the event of any violation by an exhibitor of the provisions of this agreement or the applicable Rules and Regulations of the Convention Center, an exhibitor will not be permitted to install its exhibit and may be subject to termination of this agreement and eviction without refund. 23. Force Majeure: In the event that the exhibit facility or any part of the exhibit area is unavailable, whether for the entire, or a portion of, The Show, as a result of fire, flood, act of nature or any other such cause, or as a result of governmental intervention, malicious damage, acts of war or terrorism, strike, lockout, labor dispute, riot, or any other cause over which SACNAS has no control; or should SACNAS decide, in its sole discretion, that because of any such cause it is necessary to cancel, postpone, or alter the location of The Show, or reduce the time for installation of exhibits, conduct of The Show, or removal of exhibits, SACNAS shall not be liable to indemnify or reimburse the exhibitor with respect to any alleged damage or loss, direct or indirect, arising as a result thereof. 24. Indemnification: Exhibitor hereby agrees to indemnify, and hold harmless, SACNAS and the exhibit facility, their managers, officers, directors, sponsors, employees, agents, successors, and assigns from any suit, action, or claim whatsoever, including for personal injury or property damage, lost profits, or for loss of use of property by whomsoever sustained, relating to or arising out of the exhibitor s participation in The Show. 25. Insurance: The parties understand and agree that all property of the exhibitor is understood to remain under its custody and control in transit to and from and within the confines of the exhibit area. Neither SACNAS nor the exhibit facility maintains insurance covering exhibitor s property. Exhibitor shall carry comprehensive general liability insurance and statutory Workers Compensation insurance with Employer s Liability with a limit of at least $300,000 per personal injury liability, and $100,000 for Property Damage Liability, and statutory Workers Compensation with Employer s Liability with a limit of at least $100,000.

8 26. Americans with Disabilities Act (ADA) All exhibiting organizations are required to be in compliance with the Americans with Disabilities Act (ADA) and are encouraged to be sensitive, and as reasonably accommodating as possible, to attendees with disabilities. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line, , and from the ADA website at Union Jurisdiction & Labor Regulations at Conference Venue Exhibitors must abide by any and all current labor agreements or regulations concerning the use of services and labor at the Convention Center. The parties agree that it is the responsibility of the exhibitor to inform itself of any such agreements or regulations, and to abide by them. Full-time employees of the exhibiting companies may set and dismantle their own exhibits without assistance from Shepard. Labor from Shepard can be ordered by completing the labor form in the exhibitor service kit or on The Show site at the Shepard Service Desk. Exhibitors are not permitted to use power tools on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, and so on, are allowable for exhibitor use. Exhibitors may not borrow tools, ladders, or other equipment from the exhibit facility and/or Shepard. Exhibitors may hand carry materials to or from the booth. The movement of larger items can be done using non-motorized two-wheeled hand trucks or four-wheeled flatbed dollies supplied by the exhibitor. When exhibitors choose to hand carry materials, they will not be permitted access to the loading dock/freight door areas. The exhibitor use of mechanical equipment is not permitted. Any material requiring the use of equipment for delivery (i.e., forklifts, etc.) must be handled by Shepard Exposition Services. Shepard will control access to the loading dock. Unloading and reloading at the dock of all contracted carriers will be handled by Shepard. Shepard shall be the sole authority on all matters in the dock area. 28. Modifications: This agreement may be modified only in writing and signed by the parties.