Trade Show Contract
Exhibitor only registration—All persons who attend must register. Booth fees include one complimentary all-day ticket. Additional exhibitors much purchase tickets separately
Cancellation of exhibit space—Should exhibitor desire to cancel this contract, written notice shall be provided to NYSEIA. In the event that notice of cancellation is received by NYSEIA after October 8, 2023, the exhibitor agrees to pay the full amount of exhibit fee, plus any additional expenses incurred by NYSEIA. In the event notice of cancellation is received prior to October 8, 2023 exhibitor is allowed a full refund minus a $200 administrative fee. Payment by exhibitor of said amounts shall relieve exhibitor of any further obligations under this agreement.
Should NYSEIA desire to cancel this contract or be unable to provide exhibit space or perform this contract for any reason, written notice shall be provided to exhibitor. In the event of such cancellation, NYSEIA agrees to refund exhibitor only the amounts paid by exhibitor to NYSEIA for the exhibit fee. Payment by NYSEIA of said amounts shall relieve NYSEIA of any further obligation under this agreement. Exhibitor hereby agrees that any amounts expended by exhibitor in reliance, advancement or execution of this contract, other than the exhibit fees noted in this paragraph, are solely the responsibility and obligation of exhibitor and in no instance shall NYSEIA be responsible for any loss incurred by exhibitor resulting from cancellation of this contract.
Exhibitor agrees that failure to adhere to the stipulations stated herein on the decorum of a business exposition could result in the closing of an exhibit and cancellation of this contract by NYSEIA with no refund of any amount to exhibitor.
Rules governing exhibits—
1. Crowd-drawing devices, such as games of chance, motion pictures, broadcasting, etc. may be employed only after approval of NYSEIA Solar Summit Planning Committee.
2. Distribution by exhibitors of any printed matter, souvenirs, or other articles shall be restricted to the space occupied by their booth exhibit only.
3. Throwing souvenirs, loud shouting, obstructing aisles or other exhibits, etc. will not be permitted.
4. Use of booth materials other than those supplied by the facility and NYSEIA (i.e., extra tables, additional booth hardware, draping, etc.) will not be permitted without the approval of the NYSEIA Solar Summit Planning Committee and at the expense of the exhibitors.
Installation of exhibits—
1. The exhibit area at the Albany Capital Center will be ready for occupancy on on the morning of November 9th. Exhibitors are required to have booth setup completed by 9 a.m., Thursday, November 9, 2023. NYSEIA will contact all exhibitors regarding the earliest setup time possible.
2. Exhibitors must provide all tools necessary for unpacking, setting up, and re-packing their exhibits and may do their own work with one exception: All electrical installations must be done by the Albany Capital Center.
Removal of exhibits—No exhibit may be taken down during the show hours of the conference. Exhibitors are responsible for re-packing and shipping of their own exhibits.
Electric - Exhibitors requiring electric at their booth must request this in advance. There is a $65 fee for electric. (20 amp max) Exhibitors requesting electric on the day of the trade show will incur a $81 fee. Refunds will not be given for services installed but not used. Changes of orders after installation may be subject to labor charges. Walls, columns, and permanent building utility outlets are not part of booth space and are not to be
used by exhibitors. Service aisles must be kept clear at all times for access to utility boxes. Claims will not be considered unless filed by the exhibitor prior to the close of the event. All equipment to be connected by the ACC technicians must comply with the federal, state, and local safety codes. Under no circumstance should anyone other than a ACC technician make a service connection. All equipment should be properly tagged and wired the complete information as to type of current, voltage, phase, cycle, horsepower, etc. All equipment using water must have an inlet and outlet properly tagged. Electrical service will be turned on one (1) hour prior to show opening and turned off at event closing. All exhibitor’s cords must be of the 3-wire ground type and comply with Federal, State, and Local Safety and Electric Codes. ACC is not responsible for equipment that is not powered down correctly at the end of each day. Unless otherwise directed, ACC personnel are authorized to enter the booth for utility box access and/or to cut floor coverings to permit installation of service.
Exhibit hours—Exhibitors will be advised of show hours by NYSEIA in advance. All exhibits are by contract, mandated to be functional and participating throughout the show hours. Details will be forwarded with confirmation of your contract when the program is finalized.
Exhibit liability and insurance—The New York Solar Energy Industries Association shall not be liable to an exhibitor for any damage to or for the loss or destruction of an exhibit or the property of an exhibitor or injuries of any type from any cause to persons conducting or otherwise participating in the show or to invitees, guests or employees of exhibitor. All claims for any such loss, damage or injury, being expressly waived by exhibitor. It is expressly agreed that exhibitor will be liable for any and all injuries to any person or property which may occur as a result of any act or omission by the exhibitor or anyone acting on behalf of exhibitor. Exhibitors will maintain such area in a clean and orderly fashion. Any and all insurance for any such injuries must be purchased by exhibitor.
Exhibit hold harmless—Exhibitor hereby expressly agrees that it will defend, indemnify and hold harmless NYSEIA for any and all liability, under which NYSEIA may incur as a result of exhibitor’s negligence or failure to conform to the terms of this contract.
Right to refuse—NYSEIA reserves the right to refuse participation by any exhibitor if the association believes the business or service to be promoted would conflict with or compete with any NYSEIA programs, products or services.
Sponsorships are based on availability. For a cancellation of a sponsorship commitment after September 8, 2023, your company agrees to pay 50% of the amount of the sponsorship. A Company logo is required with this contract.