1. DEFINITIONS. “Exhibitor” means the applicant identified on the front of this form; “Exposition Manager” means National Integrative Wellness and Recource Center; “Producer” means National Integrative Wellness and Resource Center; “Hall” means the facility in which the event is conducted; “Hall Management” means the owner and/or manager of the Hall, including its employees and agents; “Show”, “Expo” and “Event” are used interchangeably to refer to Explore Wellness & Craft Expo 2020 .
2. AGREEMENT. Exposition Manager reserves the right to decline, expel, or prohibit any exhibit, display or feature which it deems inappropriate or out of character with the show. This application, when properly executed by Exhibitor and approved by Exposition Manager, constitutes a legally binding license agreement. These Exhibit Regulations, as well as any Additional Terms and Conditions, the service manual issued by the Hall Management, rules and conditions issued by the decorator, and further rules which may be adopted by the Exposition Manager for the general success of the event are also considered binding upon the Exhibitor. This Agreement is governed by Virgnia law and shall be considered entered into in the State of Virginia. The Producer makes no warranty or representations regarding the number of persons who will attend the event, such number being impossible to predict at this time. Estimates are based on attendance at similar shows and are for planning purposes only. The provisions of this contract are considered severable, such that, if any one provision of this Agreement is found by a court to be unenforceable, the remainder of this Agreement will continue in full force and effect.
3. DESCRIPTION OF SPACE. All spaces include table and two chairs on the first come first serve basis due to limited quantity of tables. Rental fee also includes listing in the show program directory and on the website. Exhibitor agrees that Exposition Manager and Producer will not be liable for errors and omissions in these media.
4. EXHIBIT REGULATIONS
A. ARRANGEMENT. Exhibit shall be so arranged as not to obstruct the general
view nor hide the other exhibits. No exhibits will be permitted to interfere with the use of other exhibits or impede access to them or free use of aisles. Plans for specially built displays not in accordance with regulations should be submitted in writing to Exposition Manager before construction is ordered. All construction shall be neat and professional.
B. EXHIBIT DIMENSIONS. Exhibits must stay within the dimensions of the booth
and may not infringe on the aisles or other rented spaces. This is important to comply with fire regulations as well as the safety and comfort of attendees and other Exhibitors and will be strictly enforced. All demonstrations must be located so that assembled crowds, taking into account space need for wheelchairs and other equipment, are located withing the Exhibitor’s space and not blocking any aisle or neighboring exhibit. Back walls including signs may not exceed 8’ in height. If a constructed display fails to meet these requirements, Exposition Manager reserves the right to authorize removal,relocation or alteration of the display at the sole expense of the Exhibitor.
C. USE OF SPACE. A description of the display construction, a list of exactly what
products will be displayed, and a statement of whether direct over-the-counter cash sales will be conducted, must be submitted to the Exposition Manager no later than 14 days before the opening date of the event. The Exposition Manager will advise exhibitors about the need for appropriate temporary license and sales tax procedures. Exhibitor is responsible for collecting and remitting taxes in accordance with federal, state, and local requirements. Exhibitors shall only display merchandise as listed to the Exposition Manager and only if that merchandise is part of the product line in his ongoing course of business. Exposition Manager reserves the right to prohibit the display of any product or signage that it deems inappropriate or out of character with the show. No representations are made herein regarding exclusivity of any merchandise or service.
D. PROHIBITED USE.
(1) Circulars, advertising matter, etc., may be distributed and patronage solicited only within the space assigned to the Exhibitor presenting the material.
(2) Exhibit space may not be occupied or shared by any firm other than that firm
which originally contracted for said space.
(3) Nothing will be used, including balloons, within the Hall that will injure in any manner deface any surface of the said centers or any equipment contained herein. Balloons and neon or other gas signs are prohibited. Any device employing microwaves is prohibited, in order to protect the safety of attendees with pacemakers and similar devices. The Exhibitor, its agents, members, or guests shall not attach nails, hooks, tacks, or screws into any part of the surfaces of the Hall. The Exhibitor shall not make or allow to be made any alterations of any kind to said Hall or equipment contained herein, and will not affix or permit to be affixed on any surface, adhesives, tapes, signs, posters, notices, or graphics of any description. The surfaces shall include but not be limited to glass doors, meeting room doors, columns, walls, ceiling, floors, windows, elevators, and bathroom areas. Painting of any kind is prohibited. If the premises are defaced or damaged by an act of negligence by any Exhibitor, its agents, or guests, the Exhibitor will pay the sum deemed necessary for complete restoration to the previous conditions.
(4) Exhibits must remain intact, open and staffed until the official closing hour of the exhibit hall. Dismantling begins at 4:00 pm on Saturday and must be completed by 5:00 pm Saturday.
(5) Exhibitors shall not use any music from any source which requires the permission of the copyright owner unless they have obtained in advance a license to perform such music, paid any fees required, and provided the Exposition Manager with a copy of the fully executed license Agreement. Exhibitor agrees to indemnify Producer, Exposition Manager, and Hall Management for all claims resulting from failure to comply with these requirements. Sound systems may be used provided that they are not audible more that three feet into the aisle or into neighboring exhibit spaces. The Exhibit Manager reserves the right to control any sounds it deems objectionable.
(6) Exhibitor shall not make any promotional efforts, or provide transportation, that has the effect of drawing attendees away from the main show area, except as allowed by the Exposition Manager in regard to authorized workshops, demonstrations, and displays.
(7) Preparation and cooking of any food is prohibited at Exhibitor’s space.
E. EXHIBITOR’S REPRESENTATIVE. The Exhibitor will name ONE (1) individual as its dully authorized representative, to have charge, and hereby accepts and assumes responsibility for such representative, or alternates, being in attendance at its exhibit throughout exhibit periods.
5. CANCELLATION. If Exhibitor desires to cancel all or part of the exhibit space, the Exhibitor acknowledges that the Producer would be harmed and suffer loss, but that the precise value of that harm would be difficult to calculate. Therefore any payment required herein shall be considered reasonable pre-agreed liquidated damages and not a penalty. All cancellations, withdrawals, or reductions in space by Exhibitor must be in writing, by certified mail, return receipt requested. Requests for cancellation made up to 21 days prior to the start of the event are subject to a fee equal to 33% of the total booth space fee; from 14 days or less prior to the start of the event, Exhibitor is subject to a fee equal to 100% of the total booth space fee. This fee is calculated based on the date the event is scheduled to start, regardless of when the contract was executed.
6. FAILURE TO OCCUPY SPACE. Any space not occupied by 11:00 am on the day of the event is scheduled to open, or any space vacated at any time during published show times, will be forfeited by Exhibitor and its space resold, reassigned, or used by Exhibit Manager without refund of rental price. If a crated, constructed display is not set up by 10:00 am on the day the event starts, it is agreed that Exposition Manager reserves the right to authorize setup, which service will be charged to the Exhibitor, who agrees to a full release of liability to all parties. It is mutually agreed that it is the duty and responsibility of each Exhibitor to install its exhibit before the opening of the Expo and to dismantle its exhibit immediately after the close of the Expo.
7. CANCELLATION OF EXPOSITION. In the event of cancellation or postponement of the Expo due to fire, strikes, government relations, terrorist acts, or other causes beyond the control of the Producer, Producer will refund as large a portion of the exhibit fee as it deems consistent with the expenditures and commitments already made.
8. INSURANCE. Exhibitors wishing to insure their exhibits, displays and merchandise against fire, theft, etc. must do so at their own expense.
9. LIABILITY. The Exhibitor is entirely responsible for the space leased and has the sole responsibility of keeping said space free from any conditions dangerous to persons visiting or working the exhibition floor. Exhibitor agrees to hold Producer, Exhibition Manager, Hall Manager, and their employees, agents and partners harmless from any and all claims and expenses for any injury, loss, or damage that may occur to Exhibitor, or to Exhibitor’s employees, guests, or property from any cause whatsoever, as a result of the use of the rented space, or the actions or failure to act of any party associated with the Exhibitor, and agrees to indemnify the above parties from all such claims. In no event shall Producer or any of its affiliates be held liable for any damages arising out of or in connection with this Agreement. Exhibitor recognizes that no other party holds insurance that relieves him from liability of damages as a result of use of the rented space. Exhibitor is solely responsible for damages to the premises and for violation of any law, code or regulation. Liability for any condition shall not be limited to insurance coverage limits stated in Paragraph 8.
10. FIRE, SAFETY, & HEALTH. Exhibitor assumes all responsibility for compliance with all federal, state, local and provincial regulations and ordinances, including those covering fire, safety, and health. All exhibit equipment and materials shall be located within the booth and be protected by safety guards and devices where necessary. Only fireproof materials may be used in displays and necessary fire precautions shall be taken by the Exhibitor. Exposition Manager reserves the right to prohibit or cause removal of any exhibit or display or feature thereof if it is deemed to present a hazard of any kind, exceeds the allowed size or weight, or fails to comply with any applicable law, code or regulation.
11. SECURITY. Exhibitor agrees that Exposition Manager, Producer and Hall Manager are not responsible for anything its guard service does or fails to do, including loss to the Exhibitor and its representatives. Exhibitor will not be allowed in the exhibit area after show hours. Exhibitor may want to consider arranging security for its exhibit space either during or after show hours.
12. PHOTOS/ VIDEOS DISCLAIMER
When we host events, we often have a photographer and/or videographer capturing the event. By attending this event you agree to be photographed or filmed. National Integrative Wellness and Recource Center reserves the right to use any photograph/video taken at any event we host without the express written permission of those included within the photograph/video. National Integrative Wellness and Recource Center may use the photograph/video in publications or other media material produced, including but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, etc.
National Integrative Wellness and Recource Center includes photos and videos of activities on its website, educational materials, publications, & advertisements. In such materials National Integrative Wellness and Recource Center will not identify any individual by name unless specifically and separately authorized. By signing this release form you are hereby granting permission to National Integrative Wellness and Recource Center, its representatives and employees the right to take photographs and videos and authorize National Integrative Wellness and Recource Center, its assigns and transferees to copyright, use and publish the same in print and/or electronically for any lawful purpose, including such purposes as publicity, illustration, advertising, & web content. If you give permission for National Integrative Wellness and Recource Center to use photos and videos, please indicate by initialing below.