EXHIBITOR CONTRACT TERMS & CONDITIONS

2025 ANNUAL ANNUAL MEETING OF THE AMERICAN STUDIES ASSOCIATION
PUERTO RICO CONVENTION CENTER, SAN JUAN, PR
NOVEMBER 19-22 (Includes MOVE-IN & MOVE-OUT) 

1. Exhibitor shall conform to, and abide by, the schedule for the use of such space. All hours are subject to change without notice by the American Studies Association (“Association”). Exhibitor shall have this space in good order and ready for the Exhibit no later than 9:30 a.m., November 20, 2025, and shall staff said Exhibit at all times while Exhibit is open. Any space not occupied within the allocated set up time as specified by the Association will be forfeited by the Exhibitor, and that space may be resold, reassigned, or otherwise used by Association without refund of rental price, unless arrangements for delayed occupancy have received prior written approval from the Association.
2. An exhibit hall map outlining available booth spaces and selection details will be provided at a later date and Exhibitors will have the opportunity to indicate booth preferences. Booth selection will be first come, first served, with priority given to the earliest payments. Further communication regarding the selection process will be provided by the Association. The  Association will endeavor to assign booths based on Exhibitor preference but reserves the right to assign booth locations at its sole discretion as necessary within the exhibit hall space.
3. The Association assumes and shall have no responsibility whatsoever for any property placed in said exhibit area or upon adjacent areas or grounds, or in connection with the said Exhibit, and it is specifically understood and Exhibitor agrees that the Association is expressly released and discharged from any and all liabilities, loss, injury or damage to either persons or property, that may be sustained on or about the premises or in connection with said Exhibit and the Exhibitor agrees to indemnify and hold harmless the Association from any liability or claim arising out of any loss, injury or damage, as aforesaid. 
4. Exhibitor shall maintain such insurance as will fully protect the Association from any and all claims of any nature, to the extent attributable to the Exhibitor, its employees, or agents, including claims under any Workmen’s Compensation Act, and claims for damages for personal injury, including death, which may arise from the operations of Exhibitor in connection with Exhibitor’s Exhibit. 
5. Exhibitor agrees to use said space and premises only for lawful purposes and will conform to the laws, ordinances, and regulations of and applicable to the Puerto Rico Convention Center during the Annual Meeting of the American Studies Association, November 19-22, 2025. Exhibitors are limited to those providing publications, services, or products which relate directly to American Studies teaching, pedagogy, education, public engagement, or practice. It is further agreed that all exhibits shall be approved by the Association, and the Association reserves the right to reject any applicant for Exhibit space which, in its sole judgment, is not appropriate or desirable, or for any reason whatever. Association reserves the right to remove an Exhibit or any part of an Exhibit which, in the sole judgment of the Association, is misleading or deceptive, in poor taste, or is not consonant with the goals and objectives of the ASA conference. Booth or table sharing, reassignment, or subletting of any or all of the booth or table space by an Exhibitor is prohibited.
6. Exhibitors are encouraged to offer information that is educational, professional, and instructional. Exhibitors who sell merchandise are responsible for obtaining any state, and/or local sales tax permits, if required, and for paying the resulting tax on gross sales as required by law.
7. Exhibitor shall pay labor and costs of all lights, power, internet, utilities, water, carpet, or other services in connection with their own Exhibit. Exhibitor shall have no authority to incur any expense, cost or liability against the Association, and Exhibitor shall pay all costs and expenses whatsoever in connection with their Exhibition, including moving in and moving out. Exhibitor shall be liable for any and all damages which they may cause to their exhibit.
8. At the conclusion of said Exhibit, Exhibitor shall completely remove their Exhibit and all installations, shall place their space in the same condition as originally received by Exhibitor, and shall turn said space back to the Association in a proper, clean, undamaged condition, except damage by fire, the elements, casualty, or any cause of happening not occasioned by the negligence of the Exhibitor, no later than 3:00 p.m., November 22, 2025.
9. The Association shall not be liable for fulfillment of this contract on its part, as to delivery of space, if such failure is due to the building being destroyed or rendered untenable, or by Act of God, state of war, act of public enemy, labor disputes, picketing, authority of law, non-delivery of building construction materials, orders, other government body or authority, or other cause beyond the Association’s control. The parties agree that it is the Association’s sole decision to determine the practicality and suitability of the Exhibitor’s booth for the exhibit hall. In the event of cancellation by the Association, it shall return to Exhibitor all rental fees which Exhibitor has paid up to date of cancellation and thereupon both parties shall be released from further obligation or liability one to the other.
10. Any costs or expenses, including reasonable legal fees, incurred by the Association in the event of any dispute or legal proceeding arising between the parties or with a third party under this contract or from the alleged negligence of Exhibitor shall be the responsibility of Exhibitor unless otherwise determined in such legal proceedings.
11. If applicable, Exhibitor agrees to use Union Labor as required in accordance with jurisdiction as established in San Juan, PR, Association contracts and agreements, and Puerto Rico Convention Center rules.
12. Exhibitor assumes responsibility and agrees to indemnify and defend the Association and Convention Center and their respective employees and agents against any claims or expenses arising out of the use of the exhibition premises. The Exhibitor understands that neither the Association nor the Convention Center maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.
13. Full payment is due at the time of order. Applicable state or provincial taxes may be added to your total. Submit payment at https://asa.press.jhu.edu
14. Notification of cancellation by the Exhibitor must be received by the Association in writing at asastaff@theasa.net. Any Exhibitor who cancels their booth space forfeits all monies paid and is obligated to pay the full cost of their Exhibit space.
15. This Contract is not assignable and constitutes the entire agreement between these parties, and no representation made by the agent of either party shall be binding unless contained herein or executed in writing as an addendum to this Contract by the respective parties through their daily designated agents, attorneys, or officers.