Payment and Contract Policy
Vendors (exhibitors, advertisers, and/or sponsors) shall pay the total fee as indicated on this Center for Pastor Theologians Conference Contract in advance of the conference. Applications and payments must be received in full by September 1, 2025. Applications received without payment by September 1, 2025 will not be processed.
Cancellations and Refunds
Vendors must inform the Center for Pastor Theologians in writing of intent to cancel before September 15, 2025. Cancellations received before this date will receive a 75% refund. In the event that the conference exhibits are cancelled, the lease of space will be terminated with each exhibitor. In this instance, the limit claim damage and/or compensation by the exhibitor shall be the return to the exhibitor of the full amount paid for space for this particular event.
Failure to Pay
Full payment for contract total must be received by September 1, 2025. Failure to remit payment by September 1, 2025 constitutes cancellation of the vendor contract. All vendor selections (including exhibitor space, advertising space, and sponsorship selections) will then be released for resale without refund.
Advertiser & Sponsorship Disclaimers
Submission Deadline
All program artwork and sponsorship materials must be received by September 1, 2025. Failure to submit materials by this date will result in forfeiture of the ad space with no refund.
Exhibitor Disclaimers
Space Disclaimer
Exhibitors may choose to rent the table coverings offered, or may provide their own fireproof draping material. The exhibit rental fee includes two chairs per exhibit representative, but not individual waste receptacles or other amenities. It also includes wireless/electric.
Table Assignments
The Center for Pastor Theologians reserves the right to make the final determination of all table assignments in the best interest of the conference exhibits. Please note: exhibitors may not assign, sublet, or share table assignment(s) with any other organization without the written consent of the Center for Pastor Theologians.
Exhibitor Approval
The Center for Pastor Theologians reserves the right to refuse to sell exhibit space to exhibitors whose products/services are judged not to be consonant with the purpose of the Center for Pastor Theologians. Organizations that have not been assigned exhibit space or have not been approved as conference sponsors will not be permitted to solicit business in any public space controlled by the conference during the course of the conference.
Incidental Costs
Exhibitors agree that the cost of transporting and handling exhibit materi-al/equipment, as well as the installation and removal of exhibits and other costs associated with the exhibit and its operation, are the sole responsibility of the exhibitor and are not included in the exhibit table rental fee. All incidental costs shall be borne by the exhibitors.
Liability and Insurance
The property of each exhibitor remains in the custody of that exhibitor while in transit to and from the exhibit hall. Neither Center for Pastor Theologians, its service contractors, the management of the exhibit hall nor any of the officers, staff members, employees, agents, or directors of any of the same shall be responsible in any way for the safety of the property of exhibitors from unforeseen acts of God or acts of third parties, including but not limited to theft, damage by fire, accident, vandalism, or other causes. The exhibitor waives and releases any claim or demand against any of the above parties for any reason, including but not limited to damage or loss of property of the exhibitor. Each exhibitor shall obtain and maintain adequate liability insurance for both property damage and personal injury during the installation, use, and dismantling of the exhibit at the Center for Pastor Theologians conference.
Loss, Claims, and Damages
Exhibitors agree to protect, indemnify, and defend Center for Pastor Theologians and Calvary Memorial Church against all claims, losses, and damages to persons or property, government penalties, or fines and legal fees arising from or caused by the exhibitor’s display and use of the display for any reason.
Care of Building and Equipment
In the event that an exhibitor is responsible for damage to the building complex where the exhibition is held or the exhibit table(s) or contents therein, the exhibitor is liable to the owner of the damaged property.
Photographs
The Center for Pastor Theologians uses photography for publicity purposes and will be taking photographs in the exhibit hall. These photographs may appear without compensation in publications, on the Web, or in other printed or electronic materials related to the role and function of the Center for Pastor Theologians. Exhibitors agree to be included in these photographs. Requests for exclusion are to be directed to the photographer.