2012 Contract Terms and Conditions for ExhibitsYou must read these Terms and Conditions and check the box at the bottom of this page in order to access the on-line contract. Thank you. FLOOR PLAN: Booths are empty 8’ X 10’ piped and draped spaces and do not include any furniture. Tabletops are located outside of the main hall and come with one 6’ draped table and one side chair. All booth arrangements shall conform to the space diagram as shown on the floor plan in the Invitation to Exhibit. An Exhibitor may request, but is not guaranteed, alternate configurations. All booths and tabletops must be set up so that adjacent booths are clearly visible and not obstructed in any way. SHOW DECORATOR: The official show decorator is Freeman. Information for ordering booth furnishings (such as tables, chairs, shelves, etc.) as well as shipping, material handling and other services will be sent via email by the decorator approximately 60 days prior to the show. Exhibitor shall abide by agreements made by, between and among NECTFL, the hotel and any unions or other labor groups having jurisdiction at the facility. Electrical connections must be ordered through the Baltimore Marriott Waterfront. TEARDOWN: All exhibits must remain in place and staffed during the published hours of the Conference. Failure to comply may preclude participation in future Conferences. SUBLEASE: The Exhibitor may not sublet, assign, or apportion any part of its allotted space. LIGHT/SOUND/MUSIC/COPYRIGHT: All spotlight and floodlight fixtures must be positioned so as not to interfere with other Exhibitors or attendees. In general, the Exhibitor may use sound equipment in booths or on tabletops provided the noise level, in the judgment of the Exhibits Manager, does not disrupt the activities of neighboring Exhibitors. Speakers and other sound devices should be positioned so as to direct sound into booths or tabletops rather than toward the aisle. Sound and noise must not exceed 85 decibels. Permission to conduct live entertainment in a booth or on a tabletop must be requested from NECTFL at least 60 days prior to the Conference. Exhibitors should be aware that music played in booths or at tabletops, whether live or recorded, may be subject to laws governing copyright. NECTFL assumes no liability for the Exhibitor’s violations of copyright laws. The Exhibitor agrees to indemnify, defend, and hold harmless NECTFL, as well as its agents, servants, and employees, from any and all losses, damages, and claims, including attorney’s fees, costs, and expenses, it incurs as a result of the Exhibitor’s actual or alleged violations of copyright laws. STRUCTURAL INTEGRITY: All exhibits must be designed and erected in a manner that will withstand normal contact or vibration caused by, inter alia, neighboring Exhibitors, hall laborers, or installation/dismantling equipment such as forklifts. Displays must also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. NECTFL assumes no liability for the Exhibitor’s failure to comply with this policy, including for losses, damages, and claims resulting from noncompliance with this policy. FIRE & SAFETY REGULATIONS: All local, state, and federal fire and/or safety regulations will be strictly enforced and the Exhibitor assumes all responsibility for compliance with such regulations. All decorations must be flameproof. No combustible materials, merchandise, or signs may be attached to, hung, draped over, or stored in or around booths or tabletops. DEMONSTRATION: As a matter of safety and courtesy to others, Exhibitors must conduct product demonstrations and sales in a manner which assures all Exhibitor personnel and Conference attendees are within the contracted exhibit space and do not encroach on the aisle or neighboring exhibits. It is the responsibility of each Exhibitor to arrange displays, product presentations, audiovisual presentations, and demonstration areas to ensure compliance with this policy. MAINTENANCE: The Baltimore Marriott Waterfront will sweep and clean halls and aisles only. It will be each Exhibitor’s responsibility to clean its own booth or tabletop. AMERICAN WITH DISABILITIES ACT (ADA): All Exhibitors must comply with the American with Disabilities Act (ADA), and are encouraged to be sensitive, and as reasonably accommodating as possible, to attendees with disabilities. Information regarding ADA compliance is available from the U.S. Department of Justice (ADA Information Line: (800) 514-0301) and from the ADA website at www.usdoj.gov/crt/ada/adahom1.htm. LIABILITY/INSURANCE: The Exhibitor assumes all responsibility and liability for losses, damages, and claims of any type arising out of the Exhibitor’s activities at the Conference, including for materials or products the Exhibitor distributes to Conference attendees, and will indemnify, defend, and hold harmless NECTFL, as well as its agents, servants, and employees, from any and all such losses, damages, and claims, including attorney’s fees, costs, and expenses resulting therefrom. Insurance is the sole responsibility of the Exhibitor. SECURITY: NECTFL will provide 24-hour security during the set up and published Exhibit Hall hours. At no time, however, will either NECTFL or its security personnel be responsible for any Exhibitor’s property left unattended in the Exhibit Hall. We suggest, as in the past, you remove items of value from your tabletop when the exhibit area is closed. ENVIRONMENTAL RESPONSIBILITY: Exhibits, by their very nature, create waste. Exhibitors should utilize recycled, renewable. and energy-efficient materials whenever possible, and should recycle excess materials and supplies using methods that result in a minimal impact on the environment. FORCE MAJEUR: NECTFL shall not be financially obligated to the Exhibitor or otherwise liable if the Conference is cancelled or deferred on account of inclement weather, strikes, fires, casualties, war, government regulation, civil disorder, curtailment of transportation facilities, acts of God, or any other cause beyond its control. CONTRACT CANCELLATION: Upon the submission of this contract by both parties, it shall be legally binding. All deposits are non-refundable. No refunds of any kind will be made after January 1, 2012, and requests for refunds prior to that date must be submitted in writing. If the Exhibitor does not fully perform the provisions of this contract, the Exhibitor shall forfeit the amount paid for space rental, regardless of whether or not the exhibit space is subsequently rented. Additionally, NECTFL reserves the right to cancel or refuse rental of booth or tabletop space by any organization deemed, in the judgment of the Exhibits Manager, to be incompatible, or that intends to distribute materials to Conference attendees deemed to be incompatible, with the mission of NECTFL or NECTFL’s obligations as a tax-exempt, 501(c)(3) not-for-profit organization. NECTFL is not liable for any payments, or consequential expenses of any type, which may result from the Exhibit Manager’s cancellation of, or refusal to rent, booth or tabletop space. |
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