GDAA 2024 Trade Show Contract and Booth Reservation

Booth Information:

• The booths are 8' x 10', 10' x 10' and 10’ x 12’. Booths will NOT be held without a full, signed contract and full payment by the due date of June 28, 2024.
• 8' x 10' booths are $800 through June 28, 2024. After that date prices increase to $850. (Excluding new members that join after June 28, 2024)
• 10' x 10' booths are $1000 through June 28, 2024. After that date prices increase to $1100 (Excluding new members that join after June 28, 2024, or current members on the waiting list.)
• 10’ x 12’ booths* are $2200 and include the top tiered sponsorship level through June 28, 2024. After that date the price increases to $2400. (Excluding new members that join after June 28, 2024, or current members on the waiting list. (*quantities are limited)
• Booth prices include pipe and drape with 3ft sides and 8 ft back, one 6' table, two chairs, booth marker.
• Carpet and 8ft tables are available for a separate charge through Trade Show Services.
• Electricity is available for purchase through the Dayton Convention Center.
• Set up is 9am to 3pm and tear down is from 7:00pm to 9pm on the event date only.
• Booths are assigned by an in-person lottery held at the GDAA Event Center. Exhibitor’s unable to attend the lottery will be assigned a booth location after the lottery.

This contract incorporates the terms and conditions on the subsequent attached pages. The Exhibitor understands that this contract and is binding on both parties on the date below when accepted and signed by the Greater Dayton Apartment Association (GDAA). All correspondence from the GDAA will be sent to the person listed above. This document contains the entire agreement between the parties and supersedes any prior agreements. The terms of this document may not be changed except in writing and signed by the parties.

1.     AGREEMENT

By signing the Trade Show Booth Application and Contract, the Exhibitor agrees to abide by these Rules and Regulations and all amendments thereto and the deci­sions of Show Management. For purposes of this Agreement, the terms “GDAA” shall mean the Greater Dayton Apartment Association, “ex­hibit hall” shall mean the Dayton Convention Center, and “Exhibitor” shall mean any company, firm or person who has applied for or been allocated any space at the Exhibit Hall.

2. UNDESIRABLE ACTIVITIES

The Exhibitor agrees that his exhibit shall be admitted into the Show and shall remain solely on strict compliance with all the rules herein described. GDAA reserves the right to reject, eject or prohibit any exhibit in whole or in part, or any Exhibitor with or without giving cause. GDAA’s liability for rejection without giving cause shall be limited to a refund to the Exhibitor of the amount of rental unearned at the time of ejection. However, if an exhibit or Exhibitor is ejected for violation of these rules or any other stated reason (with cause), no return of rental shall be made. Exhibitor shall not exhibit any merchandise other than that specified in the application.

 

3. BOOTH ASSIGNMENTS

Booth selection by Exhibitor is available via lottery, and there after assigned by the GDAA staff and there is no first right of refusal. GDAA’s confirmation of requested booth space is final and shall constitute an acceptance of the Exhibitor’s offer to occupy space. Confir­mation will be made only after receipt of the Exhibitor Agreement and the appropri­ate booth fees. After confirmation, space location may not be changed, transferred, or canceled except upon written request and with the subsequent written approval of GDAA. Notwithstanding the above, GDAA reserves the right to change location assignments at any time, as it may, in its sole discretion, deem necessary.

4. SPACE RENTAL

Exhibitor fee includes an 8’x 10’, 10’x10’  or 10’x12’ exhibit space, pipe and drape defines the exhibit space, a two-line sign showing Exhibitor’s company name and booth number, one 6’ table, and two chairs. No signs or advertising de­vices are permitted outside the exhibit space other than those furnished by GDAA. Booth displays not to exceed nine (9) feet in height across the back. Backdrops or booths higher than five (5) feet in height are not permitted along the sides of the booth. Booth displays cannot block neighboring booths. Carpet, additional table and chairs, table coverings are available at Exhibitor cost through Trade Show Services (GDAA contracted Supplier Partner).

5. USE OF DISPLAY SPACE

Restrictions on Space Rental: Exhibitor may not sub-let, sub-divide or assign his space nor any part thereof, nor purchase multiple booths for the purpose of subletting or assigning to third parties, nor permit in his booth non-exhib­iting companies’ representatives without the express written permission of GDAA. Only companies or individuals that have contracted directly with GDAA are permitted on the show floor as an Exhibitor. Failure to comply with this provision shall be sufficient cause for GDAA to require the imme­diate removal of the exhibit and/or the offending Exhibitor at the expense of the Exhibitor. Failure to comply may also result in forfeiture of all further rights to exhibit at future shows sponsored by GDAA together with all fees paid. GDAA may lease any space so forfeited to another Exhibitor and retain all revenues collected.

 

Exhibitor shall design and maintain the general theme of the show. 2024: Back to the 80s.

6. INSTALLATION AND REMOVAL

GDAA reserves the right to fix the time for the installation of the booth prior to the show opening and for its removal after the conclusion of the show. Installation of all exhibits must be finalized at least one hour prior to the opening of the Show. Any space not claimed by 2:00 p.m. on Wednesday August 28, 2024, may be resold or reassigned without refund. All exhibits and booth materials need to be removed by 9:00 p.m. on Wednesday, August 28, 2024.

7. EARLY REMOVAL OF EXHIBITS NOT ALLOWED

Do not pack, remove, or dismantle exhibits/booth prior to the closing of the Show (7:00pm) without written permission from GDAA. If the Exhibitor acts in breach of this provision, it shall pay as compensation for the distraction to the Exhibition’s ap¬pearance, an amount equal to one-half of the total space charge for the Exhibitor’s allocated area, in addition to all sums otherwise due under this Agreement.

8. PROHIBITED ACTIVITIES

A.  All demonstrations, sales activities, and distribution of circulars and promotion­al material need to be within the limits of the Exhibitor’s booth.

B.  Exchange of money or consummating the sales of goods or services on the exhibit floor is prohibited. Orders may be taken for future deliveries only.

C.  Exhibits which include the operation of musical instruments, radios, sound motion picture equipment, public address systems, or any noise making ma­chines will not annoy or disturb adjacent Exhibitors or their patrons. Exhibitor represents and warrants that no musical work protected by copyright can be staged, produced or, other­wise, performed via either “live” or “mechanical” means, or by or on behalf of Exhibitor, unless Exhibitor has previously obtained written permission from the copyright owner’s designee for such use.

D.  Displaying any devices or objects in the booth that exceed the height of the back wall (9 ft.) No backdrops or booths higher than five (5) feet in height along the sides of the booth. Booth displays cannot block neighboring booths.

E.  The use of inflatables is restricted without approval from GDAA, Dayton Convention Center, and/or neighboring exhibitors.

F.  Exhibitors cannot conduct any activities that could be considered an illegal lottery under Ohio law. Electrical equipment that is not UL approved may not be used in the exhibit hall. No wiring, installation or spotlights or other electrical work shall be done.

G.  Approval for distribution of food items must be obtained by the Dayton Convention Center prior to the event.

H.  Dayton Convention Center prohibits the use of glitter, confetti guns, fire­works and helium balloons inside their facility.

I.    Live animals (except service animals) and firearms are prohibited inside Dayton Convention Center.

Dayton Convention Center (Licensee) does not accept or permit the serving of alcoholic beverages provided by anyone other than Licensee. Exhibitors may not furnish its own alcoholic beverages. Alcohol, other than that served by Licensee, is subject to confiscation and guests violating this policy may be asked to leave the premises.

9. CANCELLATION BY EXHIBITOR

The Exhibitor specifically recognizes and acknowledges that GDAA will sustain losses if the Exhibitor cancels its exhibit space. If the Exhibitor notifies the GDAA in writing of the Exhibitor’s intent to cancel the Agreement after acceptance but prior to May 8, 2024, Exhibitor will receive a full refund of monies, minus a $250 administrative fee. Booth cancellations after May 8, 2024, will forfeit all booth fees and will be responsible for full booth payment. Upon cancel­lation by the Exhibitor, GDAA has the right to resell the space and retain all revenue collected.

 

10. CANCELLATION OR POSTPONEMENT OF SHOW

If any unforeseen occurrence shall render the fulfillment of this Agreement impossible by GDAA, the parties shall mutually amend or terminate the agreement at GDAA’s option. The Exhibitor hereby waives any claim against GDAA for damages or compensation. GDAA may return a portion of the amount paid for space after deduction of any amounts necessary to cover expens­es incurred in connection with the show. Such expenses include but are not limited to all expenses incurred by GDAA because of contracts with third parties for services or products incidental to the show, and all overhead expenses attributable to the production of the show. No monies will be returned should the dates or lo­cation of the show be changed by GDAA, but Exhibitor will be assigned space that the Exhibitor agrees to use under these same rules and regulations. GDAA shall not be liable in the event the show is interrupted, canceled, moved or dates changed except as provided herein.

 

11. ERRORS AND OMISSIONS

GDAA assumes no responsibility or liability for any of the services performed or materials delivered by official show contractors or other suppliers to the show, their personnel, or their agents.

 

12. LIABILITY AND INSURANCE

A.  All property of the Exhibitor remains under its custody and control in transit to and from exhibit facility, during installation and removal, and while it is within the confines of the exhibit facility. Neither GDAA, the service contractors, the management of the Dayton Convention Center nor any of the officers, staff members, or directors of any of the same are responsible for the safety of the property of Exhibitors from theft, damage by fire, accident, vandalism, or other causes. The Exhibitor expressly waives and releases any claim or demand he may have against any of them by reason of any damage to or loss of any property of the Exhibitor.

B.  Exhibitor understands that neither GDAA nor any sponsor carries business interruption and property damage insurance coverage for loss or damage of Exhibitor’s property. The Exhibitor agrees to obtain adequate insurance during the dates of the trade show, including move-in and move-out days, and shall be prepared to furnish a certificate of insurance to GDAA.

13. ENFORCEMENT OF REGULATIONS

GDAA has full power to interpret and enforce all regulations of the show and the power to make amendments and/or further regulations, orally or in writing, considered necessary for the proper conduct of the show. Such decisions shall be binding on Exhibitors. All Exhibitors agree to be bound by the terms of GDAA’s agreement with the Dayton Convention Center

 

14. CONFLICTING MEETING AND SOCIAL EVENTS

In the interest of the entire Show, the Exhibitor agrees not to extend invitations, call meetings, or otherwise encourage absence of members, Exhibitors, or invited guests from the educational sessions or exhibit hall during the official hours of the sessions or show.

15. WAIVER

Waiver by either party of any term or condition or breach shall not constitute a waiver of any other term or condition or breach of this agreement. The rights of GDAA shall not be deemed waived as specifically stated in writing and signed by an authorized representative of GDAA.

16. SEVERABILITY

In the event any provision of this Agreement is found invalid or unenforceable then neither the remaining provisions of this Agreement nor other applications of the provisions involved shall be affected thereby.