1. Registration and Eligibility. Registration for booth space must be made on the online form provided by SOPMed Training, LLC (hereafter, “the Company”), contain the information requested and be executed by an individual who has the authority to act for the applicant.
2. Exhibit Booth Price. The price for each booth is $2,500. It includes registration/badges for 2 staff members. Additional Exhibitor Staff member registrations/badges can be purchased for $300/per additional person.
Additional Sponsorship Options are available, and details are listed when completing payment.
3. Payment Dates. No booth will be guaranteed until the Company receives full payment for the total booth fee, along with signed application/contract. The exhibitor expressly understands and agrees that all amounts paid here under will be applied first to any outstanding obligations due to the Company by the exhibitor, and then to the amounts due in accordance with this paragraph hereof, that any resulting amounts due must be paid within the time limits specified herein and that the Company will have the right to cancel this agreement if the exhibitor is or becomes in arrears with respect to any outstanding obligation due to the Company.
4. Cancellation of Booth Space. If the exhibitor notifies the Company of the exhibitor's intent to cancel the contract after acceptance but prior to August 1st, 2023, a refund of the monies received minus any monies received for Additional Sponsorship Options that were selected when completing payment. No refunds will be made for any Additional Sponsorship Options purchased.
No refunds of any fees will be made for cancellations accepted after August 1, 2023.
If for any cause beyond the control of the Company- such as, but not limited to, the destruction of the exhibit facilities by an act of God, the public enemy, the authority of law, fire or other force - the Company is unable to comply with the terms of this contract and deliver the space allotted hereunder, this contract shall be considered terminated and any payments made hereunder by the exhibitor shall be refunded to the exhibitor, less expenses incurred by the Company to the date of termination allocable to the exhibitor after proration thereof among all exhibitors.
5. Assignment of Booth Space. Booth space will be assigned as registrations are received. The Company reserves the right to assign space other than the choice requested, if necessary, and the right to rearrange the floor plan and/or relocate any exhibit.
6. Booth, Furnishings, Equipment, and Services. A uniformly styled exhibit booth 10 ft. deep and 10 ft. wide will be furnished that consists of one 6’ table with tablecloth and two chairs and access to one 120V outlet (If additional outlets are needed, please bring a power strip.) Complimentary Wifi will be provided.
7. Conduct of Exhibits. The advertisement or display of goods or services other than those manufactured, distributed or sold by the exhibitor in the regular course of business and identified in this contract is prohibited. An exhibitor may not assign, sublet or apportion all or any part of the contracted booth space, nor may an exhibitor permit the display, promotion, sales or marketing of non-exhibitor products or services. Interviews, demonstrations and distribution of literature or samples must be made within the booth area assigned to the exhibitor. Products and furnishings should be arranged with the safety of the exhibitors and attendees in mind. The right is reserved to refuse the applications of companies not meeting the standards required or expected, as is the right to curtail exhibits or parts of exhibits that are not in accord with the character of the meeting. This applies to displays, literature, advertising novelties, souvenirs, conduct of persons, etc.
8. Installation/Dismantling. All exhibits must be set up and operational by 8am Friday, the first day of the exhibit, without exception. Assembly of exhibits during regularly scheduled exhibit hours will not be permitted.
Exhibit Set-Up: Thursday, 10am-5pm
Exhibit Hours:
Friday, 8am-5pm
Saturday, 8am-3pm
Exhibit Tear-down: Saturday, 3pm
The official closing time of the exhibits is 3pm on Saturday. All exhibit material must be packed and ready for removal from the exhibit area no later than 5pm. No packing of equipment or literature or dismantling of the exhibits is permitted until closing time. Any company violating this regulation may be denied exhibit space at any future SOPCON or SOPMed Training, LLC conferences.
9. Exhibit Staff Registration. There is no limit on the number of personnel who can staff each booth. However, each staff member must be registered and be issued an official conference badge. This badge entitles registered exhibitors admission to all conference attendee areas. Exhibitors must wear badges at all times --including during setup times, exhibit hours and dismantling --in order to enter the exhibit area. Exhibitor badges are not transferable.
10. Unacceptable Exhibits. The exhibitor agrees not to use any displays that the Company determines, in its absolute discretion, will unreasonably endanger the person or property of the attendees or of the exhibitors, are in bad taste, are liable to discredit the Company or subject the Company to criticism or legal liability, are inconsistent with the stated purposes of the Company and the interest and welfare of its members, are detrimental to the property rights of the Company, or violate the booth regulations or any other provision of this contract.
In the event the Company determines at any time that any exhibit may or does violate this contract and the exhibitor is unable or unwilling to cure or correct such violation, the Company may terminate this agreement immediately and forbid erection of the exhibit or may remove or cause the exhibit to be removed at the exhibitor's expense, and the exhibitor hereby waives any claim for refund of the exhibit booth or other damages arising out of such termination and/or exhibit removal. Any exhibitor who is uncertain as to whether an exhibit is in compliance with all applicable regulations and requirements should contact the Company immediately.
11. Insuring Exhibits. Exhibitors are encouraged to insure their exhibits, merchandise and display material against theft, fire, etc., at their own expense. It is suggested by the Company that the exhibitor contact the exhibitor's insurance broker and obtain all risk insurance covering exhibit property while absent from home premises for exhibit purposes, or a rider to the exhibitor's existing policy covering same. Neither the exhibit facility, the Company or the Official Contractor will be responsible for loss or damage to any property in storage, in transit to or from the exhibit building, or while in the exhibit building for any loss of income as a result of any reduced sales due to such loss or damage. All property of the exhibitor will be deemed to remain under the exhibitor's custody and control in storage, in transit to and from, or within the confines of the exhibit hall, even though at times it may be under the temporary control or direction of the Company or the Official Contractor.
12. Liability for Damages or Loss of Property. The exhibitor shall protect, indemnify and hold harmless the Company, the hotel and any Contractors from any and all liability, loss, damage or expense by reason of an injury or injuries sustained by any persons or property or loss of property or income that might be derived there from occurring in or about the exposition premises or entrances thereto or exits therefrom, including that caused by or resulting from the negligence of the Company. The hotel shall not be responsible or liable for any injury, loss or damage to any property or person brought by the exhibitor or otherwise located in the exposition premises.
Notwithstanding anything to the contrary in this agreement, all parties shall bear full responsibility for their gross negligence or willful misconduct attributable to its managerial and senior supervisory personnel and in no event, will a party be required to release or indemnify any other party for gross negligence or willful misconduct attributable to another party's managerial or senior supervisory personnel.
13. Shipping Instructions. The exhibitor will ship, at his own risk and expense, all articles to be exhibited. The Official Contractor/Hotel will provide storage for incoming boxes/parcels - fees may apply.
Each Box/Parcel to be labeled with:
Embassy Suites by Hilton Grand Rapids Downtown
710 Monroe Ave, NW, Grand Rapids, MI 49503
SOPCON Event – October 5-7, 2023
ATTN: Vicki Lintemuth
YOUR COMPANY NAME
The exhibitor is responsible for packing, labeling, and shipment/pickup scheduling of all items. The exhibitor expressly agrees that any exhibit material remaining in the exhibit hall after the contracted move-out time has terminated or any damaged exhibits left behind may be removed and disposed of at the expense of the exhibitor and without liability to the Company or the Official Contractor.
14. Failure to Occupy Space. Any space not occupied at the convention center by 8am Friday shall be forfeited by the exhibitor, and the space may be resold, reassigned, or used by the Company without refund, unless a request for delayed occupancy has received prior approval by the Company.
15. Fire Regulations. No exhibitor shall use any flammable decorations or coverings, and all fabrics or other materials used shall be flameproof.
16. Exhibit Space Floor Plan. Every effort will be made to maintain the general configuration of the floor plan for this convention. However, the Company reserves the right to modify the plan, if necessary, as determined solely by the Company.
17. Miscellaneous. The exhibitor expressly agrees to be bound by all terms, conditions and specifications listed herein and by the rules and regulations established by the Company from time to time thereafter modified. And expressly agrees that this contract and such rules and regulations contain the entire agreement between the parties hereto and supersedes any prior agreement, written or oral. This contract shall be interpreted under the laws of the United States and the State of Michigan.