Vendor Space
Based on the application associated with this agreement, the vendor applies to use vendor space during the 58th Biennial Convocation, set to take place at the Rosen Centre in Orlando, Florida from June 18-21, 2026.
The vendor agrees to abide by the rules and regulations set forth in this agreement as a contingency of this vendor application. This agreement shall be valid upon acceptance by Sigma Pi and payment by the vendor as specified herein.
Basic booth rental includes the following:
- One (1) table
- Two (2) chairs
- Electrical connection
Additional tables will be available at a cost of $25 each.
Sigma Pi reserves the right to reject any application for vendor space. Sigma Pi also reserves the right to terminate any vendor without refund, if it finds the vendors products or services to be offensive or inconsistent with the ideals and principles of the organization.
Sigma Pi shall assign each vendor space in the order in which applications and payment are received. Once this application has become effective, Sigma Pi will refund payments upon written notice by the vendor for cancellation up to April 1, 2026. After that time, 25% of the full payment will be retained as a cancellation fee.
Payments
Payments may be made by credit card using the payment feature in this form.
Vendor Setup and Teardown
Vendors are welcome to be present during the entire event as attendees are between sessions, however daily dedicated vendor times will be released with the conference scheduled. The dedicated vendor times will be required for vendors to participate. Setup may begin 30 minutes before sessions begin. Teardown must be completed within one hour of the close of the scheduled events for the weekend. The program will conclude Sunday with lunch.
Shipping
Vendor materials may be shipped directly to The Rosen Centre. A shipping address will be provided prior to the event.
Security
Sigma Pi shall not be liable for any losses of merchandise, damage to property or injury to individuals. Vendors are held responsible for their own materials at all times and should take any necessary steps to prevent loss and damage.
Intellectual Property
By executing the Vendor Space Agreement, the vendor represents and warrants to Sigma Pi that the vendor owns or validly possesses the right to make, use, perform, sell and display any patented products, copyrighted works, trademarks, service marks, and trade names (collectively, “Intellectual Property”), as the case may be, used by vendor at or to promote its activities at the event. Breach of the foregoing warranty shall be grounds for immediate revocation of the right to be a vendor, without notice or hearing. The vendor acknowledges that Sigma Pi is relying upon this representation and warranty and has no obligation to monitor the uses and displays of Intellectual Property at the vendors or to conduct an independent investigation of the status of rights to any Intellectual Property.
Indemnification and Liability
The parties agree that:
Sigma Pi, including its officers, staff, volunteers, and attendees shall not be liable for any injuries to any vendor, its owners, officers, directors, agents, employees, invitees, customers or potential customers nor for any loss of or damages to any of their goods, wares, merchandise, chattels or property for any cause whatsoever while such goods, wares, merchandise, chattels or property are in transit to or from the organization’s Convocation.
Sigma Pi shall not be liable for any acts, omissions or representations of the hotel, any vendor or other person or any of their officers, directors, agents, representatives, owners or employees.
The vendor covenants not to sue, file or maintain any action in law or in equity against Sigma Pi alleging that any use or display by any third party of Intellectual Property at or in connection with the trade show infringes or otherwise violates any right or title held by vendor for any of its officers, directors and owners.
Vendor expressly agrees to assume all risk and to indemnify, defend and hold harmless Sigma Pi, its officers, staff, volunteers and agents from and against any and all claims, demands, defense costs, liability expense (including attorney’s fees), or damages of any kind or nature arising out of or in connection with injury of, or damage to or loss of any property belonging to, the vendor or the vendor personnel, excepting that portion of such claims, demands, defense costs, liability, expense or damages arising out of the gross negligence or willful misconduct of Sigma Pi.
The vendor shall defend, hold harmless and indemnify Sigma Pi, its officers, staff, volunteers and agents from and against any and all loss, cost, expense, claim, liability or damage, including reasonable attorney’s fees, arising in connection with vendor’s exhibit or any conduct by vendor or the vendor personnel, including, but not limited to tortuous activity of any kind (including libel, slander or injuries caused by sound levels in or around vendor’s exhibit), trademark, copyright, or patent infringement or failure to comply with these or any other posted or published rules and regulations or any amendments thereto.
Vendor agrees to waive all subrogation claims against Sigma Pi, its officers, directors, agents and employees for any and all claims, demands, defense costs, liabilities, expenses or damages of any kind or nature arising out of or in connection with damage to or loss of any property belonging to vendor or vendor’s owners, employees, contractors, representatives, patrons, guests or invitees, or injury to any such personnel for which the vendor indemnifies Sigma Pi, excepting that portion of such claims, demands, defense costs, liability, expense or damages arising out of the gross negligence or willful misconduct of Sigma Pi.
Any recovery for damages caused by Sigma Pi shall be limited to the registration fee paid by Vendor to attend the Convocation. Under no circumstances shall Sigma Pi be liable for any special or indirect damages.
Force Majeure
The following events are referred to as “Force Majeure Events”: fire, explosion, earthquake, storm, flood or other weather, natural disasters, unavailability of necessary utilities, transportation, or housing, strikes, law, act, order, proclamation, decree, regulation, ordinance, or instructions of government or other public authorities, judgment or decree of a court of competent jurisdiction (not arising out of breach by such party of this agreement), acts of terrorism or other causes beyond the reasonable control of Sigma Pi (including situations in which such events or causes are reasonably expected to cause a significant proportion of the persons otherwise expected to attend the organization’s Convocation to decide not to attend). In the event Sigma Pi cancels the Convocation due to one or more Force Majeure Events, the parties agree that it would be difficult to determine with certainty the amount of the vendor’s damages from such cancellation. In the event Sigma Pi cancels the entire Convocation or the Vendor’s Exhibit Space Agreement due to a Force Majeure Event, the parties agree that Sigma Pi will pay to the vendor as liquidated damages and not as a penalty a sum equal to the amount already paid by the vendor to Sigma Pi for the cost of the assigned space and such liquidated damages shall be the sole liability of Sigma Pi to the vendor.
In the event Sigma Pi cancels the Convocation or the vendor’s Vendor Space Agreement as to a portion of the vendor period due to a Force Majeure Event, the amount of such liquidated damages shall be prorated according to the number of hours of open the vendor’s operation during which the Vendor Space Agreement is cancelled relative to the total number of hours of open vendor operation scheduled at the time the Vendor Space Agreement becomes effective.
Interpretation and Enforcement
Sigma Pi shall have full power to interpret and enforce all rules and regulations contained herein, and full power to amend these and to make such additional rules and regulations as shall be necessary for the proper conduct of the vendors. All such decisions shall be binding upon each vendor. Should any party retain counsel for the purpose of enforcing or preventing the breach of any provision hereof, if such matter is settled by judicial determination, the prevailing party shall be entitled to be reimbursed by the losing party for all costs and expenses incurred therein, including, but not limited to, reasonable attorney’s fees.
This agreement shall be governed in all respects by the laws of the State of Tennessee. Any action for breach or interpretation of this Agreement shall be brought in a court of competent jurisdiction in Nashville, Davidson County, Tennessee. All parties consent to personal jurisdiction therein. In the event that any provision of the Vendor Space Agreement becomes or is declared by a court of competent jurisdiction to be illegal, unenforceable, or void, the Vendor Agreement shall continue in full force and effect without said provision, provided that no such severability shall be effective if it materially changes the economic benefit of the Vendor Agreement to any party.
Photo Release
By registering for this event, I grant permission to Sigma Pi and its agents or employees to use photographs and/or video and audio taken of me. These images may be used in educational and documentary materials such as announcements, promotional and/or educational photos and videos, and both printed and online newsletters. I hereby agree to release, defend, and hold harmless Sigma Pi and its agents or employees, including any firm publishing and/or distributing the finished product in whole or in part, whether on paper, via electronic media, or on websites, from any claim, damages, or liability arising from or related to the use of the photographs/video, including but not limited to any misuse, distortion, blurring, alteration, optical illusion, or use in composite form, either intentionally or otherwise, that may occur or be produced in taking, processing, reduction, or production of the finished product, its publication, or distribution. I am 18 years of age or older and have read this release before registering for this event, fully understanding the contents, meaning, and impact of this release. For questions or if you are under 18, please email VP of Marketing Chris Carter: ccarter@sigmapi.org.