Trade Show Contract
Exhibitor Only Registration—All persons who attend must register. Exhibit Booth fees include one complimentary all-day ticket. This includes all food and beverage. 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 May 27, 2024, the exhibitor agrees to pay the full amount of exhibit fee, plus any additional expenses incurred by NYSEIA/CUNY. In the event notice of cancellation is received prior to May 27, 2024, the exhibitor is allowed a full refund minus a $200 administrative fee. No full refunds will be allowed after May 27, 2024. Payment by exhibitor of said amounts shall relieve exhibitor of any further obligations under this agreement.
Should NYSEIA/CUNY 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/CUNY agrees to refund exhibitor only the amounts paid by exhibitor to NYSEIA/CUNY for the exhibit fee. Payment by NYSEIA/CUNY of said amounts shall relieve NYSEIA/CUNY 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/CUNY 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/CUNY (i.e., extra tables, additional booth hardware, draping, etc.) will not be permitted without the approval of the NYSEIA/CUNY Solar Summit Planning Committee and at the expense of the exhibitors.
Installation of exhibits—
1. The exhibit area at John Jay College will be ready for occupancy on TBA. Exhibitors are required to have booth setup completed by 9 a.m., Thursday, June 27, 2024. 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 John Jay College.
Removal of exhibits—No exhibit may be taken down during the show hours of the conference. Please refer to the agenda for trade show hours. Exhibitors are responsible for re-packing and shipping of their own exhibits.
Electric - Request for electricity must be made prior to the conference. Requests for electricity made the day of the event will not be honored.
Exhibit liability and insurance—The New York Solar Energy Industries Association/City University of New York 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 the exhibitor. It is expressly agreed that the 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 the exhibitor. Exhibitors will maintain such areas 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/CUNY for any and all liability, under which NYSEIA/CUNY may incur as a result of exhibitor’s negligence or failure to conform to the terms of this contract.
Right to refuse—NYSEIA/CUNY 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/CUNY programs, products or services.
Sponsorship Contract
Sponsorships are based on availability. For cancellation of a sponsorship commitment after May 27, 2024, your company agrees to pay 50% of the amount of the sponsorship. A Company logo is required with this contract.