GENERAL EXHIBITOR TERMS & CONDITIONS AGREEMENT
Application and Acceptance of Exhibitors/Sponsors/Advertisers: A limited number of the same type of Exhibitors will be allowed to exhibit at this conference. The purpose of the Exhibit Hall is to promote the use of integrative, complementary, and alternative products and services to conference attendees. All applications are reviewed by the IMMH conference committee who reserves the right to refuse the application of any party whose product, service, or proposed exhibit is, in IMMH’s sole discretion, not in keeping with the character of the Exhibition.
Exhibitors earn two complimentary Exhibitor/booth personnel registrations per booth. Additional Exhibitor registrations may be purchased for $350.00 each.
The floor plan for this exhibit will be maintained as originally presented whenever possible. However, Integrative Medicine for Mental Health reserves the right to modify said plan to the extent necessary for the best interests of the market, Exhibitors, and attendees. Exhibitors understand and agree that IMMH has sole discretion on the assignment of booths and is under no obligation to assign Exhibitor any of the booth preferences listed on the application.
PAYMENT TERMS & CANCELLATION POLICY
The total booth rate is due with Exhibitor application. Cancellations must be provided in writing prior to August 26, 2016. Integrative Medicine for Mental Health will retain 50% of the Exhibitor registration fee for any cancellations. If written cancellation is received between August 26 and September 16, 2016, 75% of the Exhibitor registration fee will be retained. No refunds will be provided if cancellation notification is given after September 16, 2016.
FAILURE TO OCCUPY SPACE
Any Exhibitor who fails to occupy their paid exhibit space will receive no refund and will be obligated to pay the full exhibit fee. The conference coordinators will have the right to use this unoccupied space as deemed appropriate.
SUBLETTING OF SPACE
The Exhibitor shall not assign, sublet, or apportion the whole or any part of the space assigned, or have representatives, equipment, or materials from firms other than their own in the exhibit space without prior written consent of IMMH.
IMMH will not be liable for loss or damage to the property of the Exhibitor or their representatives or employees from theft, fire, accident or any other cause. Exhibitor agrees to indemnify and hold the IMMH, the Hyatt Regency Reston and all their respective agents and employees (hereinafter collectively called “Indemnities”), forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the Exhibitors or those under the authority of the Exhibitor. Exhibitor also agrees to indemnify and hold harmless the Indemnities against and from any and all claims, losses, damage or costs, including attorney’s fees arising out of or inany way connected to Exhibitor’s or its agents’, employees’, and business invitees’ actions, omissions, occupancy and use of the exhibition premises, the hotel, or any part thereof.
FIRE, SAFETY AND HEALTH REGULATIONS
While participating in the exhibition, Exhibitor agrees to comply with all applicable local state, federal and other laws, ordinances, rules and regulations; with the provisions of any labor agreements which might cover activities conducted within the exhibition facility; with all rules and regulations of the exhibition facility; and with any other rules and regulations that may be issued from time to time by IMMH. All materials used for the building, decorating, draping or covering of booths and/or stands must be non-flammable, or rendered so by being immersed in a fire-proofing solution. All exhibits are subject to inspection by the public safety authorities having jurisdiction over the exhibition facility and Exhibitor agrees to comply with the directions of said authorities on all matters. Exhibitor hereby covenants, represents and warrants that any and all materials and products displayed or otherwise used by Exhibitor within the Exhibition facility will have been obtained in full compliance with the laws of the respective jurisdiction(s) of origin of such materials and products. Exhibitor agrees to indemnify IMMH against any claim, action or loss occasioned by any breach of this section.
RECORDING AND PHOTOGRAPHY CLAUSE
IMMH reserves exclusive rights to record (audio and video) and/or photograph all conference proceedings, including exhibits, for use in marketing materials, presentations and course content sales.
ACTIVITIES DURING PRESCHEDULED IMMH EVENTS
No activities are to be scheduled by any Exhibitors during pre-scheduled conference activities.
The Exhibitor agrees to obtain and maintain, throughout the duration of the conference including setup and teardown, comprehensive general liability insurance coverage naming IMMH and the Hyatt Regency Reston as additional insureds bearing limits of liability for property damage and bodily injury in an amount necessary to cover Exhibitor’s obligations under the “Liability Exclusion” and “Fire, Safety and Health Regulations” sections above, but in all events, with such policy limits equaling at least $1,000,000 per occurrence. Exhibitor must provide IMMH with a certificate evidencing such insurance. Exhibitor must also provide IMMH proof of workers compensation insurance. Insurance forms (both general liability and workers compensation) are due to IMMH by July 15, 2016. Exhibitors who do not provide these forms by this day will be subject to removal as an Exhibitor at the conference. The cancellation policy will apply to any Exhibitors who are removed from the conference due to non-compliance.
COMPLIANCE WITH SCHEDULE
An exhibit attendee must be made available and in charge of their booths during conference exhibit hours. Also, each Exhibitor agrees to maintain installed display during conference hours. If space is vacated during conference sessions, the conference committee reserves the right to take possession of said space and resell same or any part thereof.