SouthCoast Event Management, Inc.
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By clicking the check box, I agree to the terms of service.
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TERMS AND CONDITIONS OF SERVICE
DEFINITION, SOUTHCOAST EVENT MANAGEMENT, INC shall be referred to as SEM.
EXHIBITING SPACE DISPLAY AREA, must be presented professionally, with no hand written signage, no exposed adhesive tape, electrical wiring, or any other fasteners showing an sloppy unfinished appearance. Display area must be staffed at all times.
PARTICIPATION, All contracts and deposits are handled in order of receipt. If more contracts are received than space allows, SEM has sole discretion to decide which exhibitors will participate based on the first-come, first-serve basis, and/or repeated number of vendors in the same category .
BOOTH PLACEMENT, Consideration will be given to the exhibitors’ needs; final booth placement is at the discretion of SEM. Placing advertising materials, equipment or fixtures, and soliciting in the aisles or any area other than the exhibiting space assigned by contract is strictly forbidden. No exhibitor shall obstruct aisles, common areas or neutral spaces between the booths. All exhibits must conform to requirements of SEM, venue management, local fire department regulations and any other authority under whose jurisdiction the Expo falls. All aisles must be kept clean within the boundaries set up by local fire code and SEM’s regulations.
SPECIAL REQUESTS, the use of audio and/or video equipment is an exception to the rule, not a right, and SEM reserves the right to determine at any point if the operation of such equipment constitutes interference with others and must be adjusted, modified or discontinued. During the entire event, live or recorded music is strictly prohibited to be played in the exhibit areas. The only audio allowed shall be incorporated only as a component of video demos of products, merchandise or services. Under this provision, audio must be kept to a volume level no higher than 50 dB . SEM reserves the right to demand changes and expel any exhibitor that refuses to cooperate. In this case all moneys previously paid to SEM for that Expo shall be forfeited. If any exhibitor or staff should conduct him or herself in any manner offensive to SEM management, staff, or other exhibitors or attendees, SEM reserves the right to expel the offender and cease exhibiting rights.
SET-UP and TAKE-DOWN, exhibitors may enter Expo facility for the purpose of exhibit set-up at date and time to be announced prior to the event’s date. Exhibitors must use authorized loading area and remove vehicles immediately after unloading and loading. Set up of exhibit must be completed 30 minutes prior to doors opening to the public. Should the exhibitor fail to occupy his/her space within the scheduled time, SEM shall have the right to take possession of said space without any obligation to refund the exhibitor fee. SEM reserves the right to reallocate exhibit space not occupied on time. In that case, all rights to receive the prospect list of Expo attendees will be forfeited. Exhibits may not be dismantled and removed before Expo has not officially closed to the public. In the event exhibitor violates this provision, exhibitor shall forfeit his/her right to receive or use of the prospect list of Expo attendees, and may be excluded from participating in future SEM events. All exhibit displays, signage and fixtures must be removed from the premises no later than 8pm on Expos’ last day. Exhibitor will be liable for all storage and handling charges resulting from failure to remove exhibit materials from the site. Exhibitor will indemnify SEM for all costs incurred for property being left at the event site beyond stated period. All displays must be free standing and may not exceed the boundaries of exhibit space. Exhibitors are prohibited from attaching anything to the walls, columns, windows or fixtures inside or outside of the expo’s venue. Exhibitor must leave space occupied by them in the same condition as at the time when first occupied. SEM reserves the right to restrict displays and/or equipment, which due to noise or method of operation, interfere with other exhibitors, and to prohibit or remove such displays and/or personnel which in the opinion of SEM’s management become objectionable and/or detract from the character or appearance of the Expo. Exhibitor is charged with having knowledge of and compliance with all laws, ordinances, and regulations pertaining to licensing, sales tax, health, fire prevention, public safety, copyright, and Americans With Disabilities Act. Exhibit materials, decorations, and display items must comply with fire safety laws. If an exhibit does not comply with these regulations, or otherwise presents a hazard or danger, GWE may remove the exhibit with no liability for refund of exhibit fee.
TRANSFER OF SPACE, your booth is solely for your use and may not be subleased to any individual or company. Literature or any other form of display for an unauthorized exhibitor may not be distributed or allowed in any form. SEM reserves the right to police and enforce this policy.
MAILING LISTS, will not be provided until exhibitor has fulfilled all terms and conditions of this contract and is paid in full. Mailing lists will be provided in Excel format and delivered via E-mail. Mailing lists are for the exhibitor’s exclusive use and distribution or disclosure of these lists or its content to any other person or business is prohibited and in violation of SEM’s Intellectual Property and Privacy Laws. If you give or sell these lists to a unauthorized individual or company, SEM has the right to demand compensation from the offender in the amount of 50 cents for each recipient on the list, and for each occurrence of unauthorized distribution. Online resource sites and printed trade publications ARE NOT excluded from this regulation.
LIABILITY AND INDEMNIFICATION, reasonable precautions will be taken by SEM to protect persons and property during the expo. SEM shall not be responsible for the personal safety of the exhibitor or his/her representatives from injury, nor the safety of the exhibitors property from theft or damage. Exhibitor waves all claims of every kind against SEM, expo venue, and representatives of the same including, and without limitation, all claims for damages based on personal property loss or damage, destruction or theft, personal injury or death, and any other act or failure to act of SEM. SEM is not responsible for any liability connected with the acceptance of the use of any exhibitor by anyone choosing their product or service. Exhibitor agrees to indemnify and hold SEM harmless from all claims, including expenses, damages, costs, and attorney’s fees, by exhibitor, exhibitor’s agents, employees, contractors, or by any other person arising out of any act or omission in any way related to exhibitor’s participation in the expo whether negligent or not. Exhibitor should take steps necessary to insure him/herself against any such loss, and if requested, exhibitor will provide proof of business liability insurance. In any policy of insurance obtained by exhibitor regarding this expo, exhibitor shall name SEM as an additional insured. Exhibitor will make good any damage to the building or fixtures caused by exhibitor or any of exhibitor’s agents or employees. Exhibitors who distribute edible products and/or demonstrate by applying any form of cosmetics, perfumes or any other products to the skin, agree to assume all liability, and indemnify and hold harmless Expo Management, expo facility, SEM and representatives of the same for damage or injury which might ensure by reason of such distribution, and must provide proof of liability insurance with limits of not less than $300,000.
PAYMENT/CANCELLATION BY EXHIBITOR, payment must be made by the date(s) specified in this contract. If payments are not made when due, SEM may terminate this agreement and reassign space to another exhibitor. All payments are non-refundable and non-transferable. In the event of breach of this agreement by exhibitor, SEM reserves the right to cancel the agreement without liability for a refund of the fee paid. The exhibitor is considered to be in breach of this agreement if the exhibitor (1) transfers or attempts to transfer exhibit space to another party; (2) files for bankruptcy or is declared bankrupt; (3) fails to in any way fully comply with the terms and conditions of this agreement.
CANCELLATION BY SEM, if there is due cause, SEM has the right to cancel an exhibitor’s exhibiting space, upon reasonable notice and with no further liability other than a refund of all the fees. Breach of contract or unethical practices shall be considered due cause, and may result in the cancellation of participation in future events.
EXPO CANCELLATION, in the event of adverse weather, fire, casualty, disaster, labor disputes, acts of God, or any other emergency situation beyond the control of SEM, SEM will, at its discretion, reschedule and/or procure alternative space for the expo. Exhibitor agrees that the terms and conditions set forth in this agreement shall apply to any rescheduled date and/or relocation, and SEM shall not be liable to exhibitor for any loss or damage suffered by exhibitor by reason of such rescheduling and/or relocation of the expo. Except as specifically provided otherwise in this agreement, should SEM fail to hold expo as herein provided or to furnish to exhibitor the space herein described, SEM shall refund to exhibitor all amounts paid hereunder and such refund shall be accepted by exhibitor as complete settlement and discharge of exhibitor’s claims and demands.
ELIGIBILITY AND LIMITATION OF CATEGORY, GWE reserves the right to determine the eligibility of any business or organization to exhibit in the expo, and further reserves the right to reject or cancel any application and/or limit the number of exhibitors in any category.
LEGAL ACTION, it is expressly understood and agreed by all parties that neither SEM nor any of its employees shall be liable for any breach of contract between exhibitor and his/her independent contractors. Both parties agree to settle any disputes through mutual bidding arbitration. Each party shall pay for one-half of any or all fees and/or costs associated with the arbitration process. Federal, state and local laws shall have jurisdiction over any and all disputes arising from this contract. All exhibitors accepted by SEM shall be liable for their own business practices and SEM shall not be held responsible for any damages resulting from actions of any exhibitors and/or their independent contractors.
CONFLICTING AGREEMENTS, the agreements between SEM and expo facility, service contractors, and labor organizations shall supersede the agreement between SEM and the exhibitor.
CHANGES AND MODIFICATIONS, any promotional and/or industrial information provided by SEM to exhibitor is accurate as of publication; however, SEM reserves the right to change or modify details of the event without notice. SEM may issue additional rules as it deems necessary for the orderly presentation of the expo. Any rules may be amended at any time by expo management provided that such amendment shall not substantially diminish the rights or increase the liability of exhibitor. This agreement shall represent the entire agreement between exhibitor and SEM and is fully integrated. SEM shall not be bound by any representation or misunderstanding not expressly set forth in this agreement. No provision of this agreement shall be modified except by the written mutual consent of the parties.
AMERICANS WITH DISABILITIES ACT, an exhibitor requesting assistance under the Americans With Disabilities Act must notify SEM in writing no later than 30 days prior to the expo.
PUBLICITY/USE OF PHOTOS OR VIDEO, Exhibitor agrees that SEM may list the exhibitor in expo promotional materials and use photography and/or video taken at the event for publicity purposes without compensation to exhibitor.
FAXED/E-MAILED CONTRACTS, for the convenience of both parties, Expo Management and the exhibitor under agreement, will accept submission of this agreement by facsimile or E-mail, the facsimile or E-mail copy and electronic signatures shall be considered as an original document and shall be fully enforceable as such.
SEVERABILITY, if any clause of this agreement is found to be invalid or unenforceable, the remainder of the agreement shall continue in full force and effect without regard to the invalidated clause.
AUTHORITY TO ENTER INTO A CONTRACT, the exhibitor, in signing this agreement, or having same signed by a representative, acknowledges his/her or their authority to do so and hereby assumes liability for the terms, conditions, and amounts stated herein.
GENERAL, should any questions arise, whether provided for in these conditions or not, the decision of SEM shall be final.
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