MuseumExpo™ 2015 Application & Contract for Exhibit Space
Contents
1. not need a license to use such music or copyrighted material The Alliance condemns intellectual property infringement and counterfeiting however as a neutral organizer of MuseumExpo the Alliance cannot get involved in exhibitor disputes or provide legal advice Exhibitor agrees not to sue or threaten to sue the Alliance for contributory infringement or any other theory that the Alliance is indirectly or secondarily liable for a violation of intellectual property rights e g trademark copyright or patent by a third party Exhibitor warrants that it is the owner or licensee of all intellectual property used by Exhibitor at MuseumExpo or in promotion thereof Exhibitor agrees to defend indemnify and hold harmless the Alliance their officers directors employees and agents harmless from all loss cost claims causes of action obligations suits damages liability expenses and costs including attorney s fees arising from or out of any dispute involving intellectual property owned or used by Exhibitor at MuseumExpo or in promotion thereof Exhibitor2. collectively as Parties herein It is agreed that the Exhibitor will abide by the rules and regu lations as set forth in the terms of this agreement and the MuseumExpo 2015 Exhibitor Service Manual to be provided to the Exhibitor no later than February 28 2015 before during and after MuseumExpo and by other reasonable rules considered necessary by the Alliance and the Georgia World Congress Center Additionally it is agreed that Exhibitor shall abide by any and all agreements made by and between the Alliance and the Georgia World Congress Center and any and all rules of the Georgia World Congress Center The Alliance shall have the sole authority to interpret and enforce all rules and regulations included herein to make any amendments thereto and to make further rules and regulations as necessary to ensure the orderly conduct of MuseumExpo The Parties hereby agree and acknowledge that any waiver of or failure to exercise any right provided for herein shall not be deemed a waiver of any further or future right under this Agreement 2 ACCEPTANCE OF EXHIBIT APPLICATIONS The character of the exhibit is subject to the approval of the Alliance MuseumExpo Show Manager Only professional equipment and services related to the museum profession and industry may be displayed The Alliance reserves the right to make such approval determinations in its sole discretion 3 PAYMENT INFORMATION A 50 non refundable deposit is required
3. is not the Alliance s policy to contact Exhibitors before we charge credit cards If the completed Application is accepted by the Alliance the terms and conditions of the Application will become binding and the credit card listed above will be charged automatically ACCEPTANCE OF CONTRACT Applications will not be accepted without proper payment or credit card authorization and signature By completing this application we have read and agree to abide by the terms of this Application and the Terms and Conditions of the Alliance Annual Meeting amp MuseumExpo 2015 Acceptance of this applica tion constitutes a contract Signature Title Date ALLIANCE USE ONLY Date Received Check CC Number Deposit Received Balance Received Check CC Number Confirmation Mailed Booth Assignment 1 MUSEUMEXPO 2015 TERMS OF AGREEMENT It is understood that the following terms are accept ed as part of the contract between the American Association of Museums d b a the American Alliance of Museums the Alliance and the Exhibitor listed in the MuseumExpo 2015 Application and Contract for Exhibit Space the Exhibitor to rent exhibit space at the Alliance s trade show Museum Expo 2015 The MuseumExpo 2015 Application and Contract for Exhibit Space the Application is attached hereto and its terms are incorporated herein The Exhibitor and the Alliance may each be referred to as Parties or
4. must be rendered by the union or an Exhibitor Appointed Contractor Labor can be ordered in advance through the Exhibitor Marketplace or onsite at the NexxtShow Service Lounge If an EAC is chosen they must meet all regulations specified on the EAC form c Material Handling Exhibitors may handle their own freight subject to the following condition Ma terial can be hand carried to and from the booth via accepted freight entrances Hand carried is defined as small cartons packages or portable lap top computers that usually weigh less than 30 Ibs Unions claim jurisdiction under all other circumstances The use or rental of dollies flat trucks pallet jacks or other mechanical equipment is not permitted NexxtShow will receive all exhibit materials and crates with the exception of items exhibitors hand carry NexxtShow controls access to the loading docks in order to provide for a safe and orderly move in out Unloading or reloading at the dock of any and all contracted carriers will be handled by NexxtShow Vehicles must not be left unattended at the loading areas Any unattended vehicles will be towed at the owner s expense Fire Marshal regulations strictly prohibit the storage of empty containers in the exhibit hall NexxtShow will store all empty crates and containers Please refer to the Products and Services tab on the Exhibitor Marketplace and click on Access Storage for more information d Gratuities Tipping is not permitted This inc
5. the Alliance offers an Exhibitor Listing Upgrade for MuseumExpo for 100 The Exhibitor Listing Upgrade will let Exhibitors upload their logos enter 50 word or less descriptions choose up to five searchable products and service categories and link to their websites O Yes we would like to take advantage of an Exhibitor Listing Upgrade ORGANIZATION DESCRIPTION Previous Exhibitors please visit www museumexpo org and login with your organization password to enter your 25 words or less products and services organization printed description You can also edit your address Products and Categories and contact information New Exhibitors will be entered into the system and a confirmation will be sent with your password to allow you to login to enter your description and make relevant changes If password is misplaced please e mail museumexpo aam us org The online version can be updated and edited up until the Annual Meeting amp MuseumExpo BOOTH LOCATION Please list your top six choices The Alliance will make every effort to accommodate each applicant s pre ferred booth location However the Alliance cannot guarantee location requests or contact you if your preferences are not available The Alliance reserves the right to assign space subject to such parameters as booth structure or size and to rearrange the floor plan as deemed necessary in the Alliance s sole discretion To view the floor plan and booth availability it is best
6. to refer to our online Interactive Floor Plan which can be viewed on www museumexpo org Dimensions and locations on the Interactive Floor Plan are believed but not guaranteed to be accurate Additionally the Interactive Floor Plan is not guar anteed to be current at all times For the most up to date booth availability please call 202 289 1818 Ist Choice 2nd Choice 3rd Choice 4th Choice 5th Choice 6th Choice If possible please locater our booth near the following companies 1 a 3 INSURANCE Name of the insurance company providing coverage for theexhibiting company organization at Museu mExpo See MuseumExpo Terms and Conditions on reverse side Section 12 for more information Please fax completed Application amp Contract to 202 289 6578 SELECT BOOTH SIZE O10 x1 o O10 x20 O10 Xx30 O20X20 O OTHER Booth Rate Corner Fees if applicable Subtotal Discount as per Terms amp Conditions Exhibitor Listing Upgrade Total Cost Booth Rate Less Deposit Non refundable Balance Due PRODUCT PREVIEW GUIDE LISTING March April 2015 issue of Museum magazine O 425 members O 500 non members PAYMENT INFORMATION O Check attached make payable to American Alliance of Museums O Charge my credit card amount authorized OVISA O MasterCard O AmEx O Discover Charge for O Total Cost O Deposit Account Exp Date Name of Cardholder Please print Signature It
7. Discounts do not apply to this area Alliance Non Profit Organization 2 042 3 628 5 445 7 260 State Province Zip Postal Code Country Federal Funding Agencies 600 NVA NVA NVA In order to qualify for member rates the applicant must be an Industry Partner member in good standing E Mail Booth Contact E Mail with the Alliance upon receipt of Application and must remain in good standing throughout MuseumExpo CORNER BOOTHS ADD 300 FOR EACH CORNER TO THE ABOVE RATES Website Corner space will be assigned and billed if inline space is not available The above information will be used for all published listings billing and correspondence AAM maintains only one contact per each MuseumExpo 2015 Application amp Contract for Exhibit Space EXHIBITOR LISTING UPGRADE MuseumExpo org offers both past and new Exhibitors many exciting promotional options Exhibitors can log on and make relevant updates and edits to their listings make payments review the floor plan and they can take advantage of traffic building features for both their presence at MuseumExpo 2015 hereinafter the Exposition and promotion leading up to the exhibition such as uploading logos and linking to a website of their choice All Exhibitors can still choose among more than 50 product and service categories and maintain a 25 word or less organization description Please see below for login details An effective web presence increases brand and name recognition
8. Exhibitor s initial booth rate downsized rate cannot be applied to any other Alliance services All booth reduction requests must be made in writing before December 4 2014 Booth reduction requests will be honored as space allows 5 LOCATION OF EXHIBITS FACILITY MuseumExpo will be located in Exhibit Halls B3 and B4 of the Georgia World Congress Center or in such other space as may be assigned by the Georgia World Congress Center 6 UNION JURISDICTIONS a Union laborers are responsible for floor layout carpet drapes rental furniture decorating rental items masking aisle signs hanging special signs aisle carpeting unloading and reloading freight delivery of material to the exhibit booth installation and dismantling of booths and rigging b Exhibit Installation and Dismantling GA is a right to work state Exhibitors have the option of utilizing the Official Service Contractor who provides quality union labor from the Stagehands Union qualified display houses or personnel from their own companies to install and dismantle displays Full time employees of the exhibiting companies may set their own exhibits without the assistance of union labor if they use company personnel do not attempt to bring in pick up labor comply with local and state fire safety and insurance regulations or comply with rules set by Exhibit Management Any labor services that may be required beyond what your regular full time employees can provide
9. MuseumExpo 2015 Application amp Contract for Exhibit Space American Alliance of Museums Annual Meeting amp Museum Expo 2015 Georgia World Congress Center Atlanta GA Meeting Dates April 26 29 2015 Exposition Dates April 27 29 2015 Organization Industry Partner ID Company Contact person for published listing Booth Contact BOOTH FURNISHINGS All 10 x 10 10 x 20 and 10 x 30 booths will include back and side wall draping and an identification sign at no additional charge Carpet tables chairs wastebaskets electricity A V equipment etc and other furnishings services are available for rent PAYMENT INFORMATION A50 non refundable deposit is required with this application if you contract booth space by December 4 2014 You will be invoiced for the remaining amount Balance are due within 30 days of receipt of invoice After December 4 2014 applications must be accompanied by full payment Phone CANCELLATION POLICY Cancellations must be made in writing Deposits are non refundable Refunds will not be made after ix December 4 2014 See MuseumExpo Terms and Conditions Section 4 for further clarification Rates 10 x 10 10 x20 10 x 30 20 x 20 Address No PO boxes please Alliance Industry Partner Member 2 495 4 422 6 633 9 072 Alliance Industry Partner Non Member 3 024 5 420 8 064 11 088 City Specialized Exhibit Area
10. ainers Open flames butane gas acetylene oxygen tanks or other flammable materials are not permitted Balloons are not permitted in the exhibit hall e Exhibit Booth Staffing The Alliance and MuseumExpo requires that each organization open its exhibit booth on time each day at hours specified on the Alliance website aam us org and that all booths be staffed throughout the day until the hall closing announcement has been made hours specified on aam us org A 500 00 fee will be charged to Exhibitors who break down prior to the official close of the show Exhibitors who break down prior to official closing will not be permitted to exhibit at future MuseumExpo shows All booth personnel must be employed contracted with organization contracting exhibit space from the Alliance f Soliciting Demonstrating Soliciting or demonstrating by an Exhibitor must be confined to the Exhibitor s own booth and may not interfere with neighboring booths g Contests Raffles Giveaways Contests lotteries raffles and games of chance may be conducted only with the prior approval of the Alliance MuseumExpo Exhibit Hall Manager In conducting any pre ap proved contest lotteries raffles or games of chance Exhibitor shall warrant that it has complied with all state and local laws and regulations for such activity h Noise The noise level from any demonstration or sound system should be kept to a minimum i Destruction of Property Nothing shall be
11. ance has no control over the cancellation or relocation of the annual meeting and MuseumExpo the Alliance shall have no liability of any kind for deposits or fees paid by the Exhibitor 12 LIABILITY AND INSURANCE The Alliance shall not be liable for loss or damage of any property of Exhibitor which Exhibitor may suffer during installation or removal or during the annual meeting and MuseumExpo itself by reason of bur glary fire accident or any destructive cause Insurance if desired must be procured by the Exhibitor Exhibitor shall at its own expense secure and maintain through the period of the annual meeting and MuseumExpo inclusive of move in and move out days commercial liability insurance with combined single limit of at least 1 000 000 00 each occurrence for bodily injury and property damage Such insur ance shall name the following American Alliance of Museums the Georgia World Congress Center and the City of Atlanta and their respective members officers agents and employees At least 60 days prior to the move in date Exhibitor shall provide the American Alliance of Museums with Certificate of Insurance as evidence of coverage Indemnification and Waiver Exhibitor agrees to indemnify hold harmless and defend the American Alliance of Museums the Georgia World Congress Center and the City of Atlanta and their respective members officers directors agents and employees indemnities from and against all liabilitie
12. e provided in the MuseumExpo Exhibitor Service Manual 8 FLOOR PLAN The Alliance retains the right to modify the floor plan to the extent necessary for the est interest of the Alliance and the MuseumExpo To view the most current MuseumExpo floor plan refer to the interactive floor plan which can be viewed at www museumexpo org 9 SECURITY Neither the Alliance nor the Georgia World Congress Center will be in any way liable or responsible for the loss theft or disappearance of personal or commercial property from Exhibitor s ooth space or from the exhibit hall 10 RULES AND REGULATIONS Vendors who sell products and or services to the museum community are not allowed to conduct or so licit business in the Georgia World Congress Center unless they have urchased exhibit booth space rented an Exhibitor Forum or sponsored an exhibit hall special event at MuseumExpo 2015 Violation of this policy will result in the Alliance s refusal to accept any and all registrations and future registrations a Exhibit Booth Structure No walls partitions decorations or other obstructions may be erected that in any way interfere with the view of another Exhibitor Exhibitors who wish to use any non standard ooth equipment signs decorations or arrangements of display materials that in any way conflict with the stated regulations must submit two copies of a detailed sketch or layout including all dimensions no later tha
13. ludes such practices as giving money merchandise or other special consideration for services rendered Our employees are paid appropriate wages denoting professional status Please do not give breaks other than mid morning and mid afternoon when the union has a scheduled 15 minute paid break Meal breaks are one hour Any attempt to solicit a gratuity by an employee should be reported immediately to the Exhibit Manager or a NexxtShow supervisor e Safety Standing on chairs tables or other rental furniture is prohibited Our furniture is not engi neered to support your standing weight NexxtShow is not responsible for injuries or falls caused by the improper use of our furniture If assistance is required to assemble your booth please order labor through our Exhibitor Marketplace and the necessary ladders and tools will be provided 7 BOOTH EQUIPMENT AND SERVICES PROVIDED Back and side wall draping and one identification sign 7 high x 44 wide will be provided by the Alliance without cost to the Exhibitor if ordered at least 90 days prior to the start of MuseumExpo Furnishings including carpet tables and chairs can be ordered at Exhibitor s expense Adequate lighting will be provided in the exhibit hall however other services such as compressed air and water electricity telephone and internet access will be provided by the Georgia World Congress Center at an additional charge to the Exhibitor s Order forms for these services will b
14. n February 1 2015 for approval by the MuseumExpo Show Manager b Standard Exhibit Configuration 10 x 10 10 x 20 and 10 x 30 booths Exhibits must not be high er than 8 in the back and 4 on each side Display fixtures over 4 high must be confined to the area of the exhibit booth which is within 5 of the backline Nothing over 4 high can be within 5 of the aisle line the front half of the booth Hanging signage and other items from the ceiling is not permitted c Island Exhibit Configurations Island exhibits must not be higher than 16 feet subject to Con vention Center ceiling height Multi story exhibits must be approved through stamp or signature of a structural engineer indicating that the structure is properly engineered for the proposed use All island configurations and multi story exhibits must be pre approved by the Alliance MuseumExpo Show Manager and the Georgia World Congress Center d Exhibit Materials No combustible decoration such as crepe paper cardboard or corrugated pa per may be used at any time All packing containers excelsior and wrapping paper which must be flame proof are to be removed from the floor and must not be stored under tables or behind displays All muslin velvet silken or any other decoration must stand a flameproof test as prescribed by the fire ordinance of the City of Atlanta All materials and fluids which are inflammable are to be kept in safety cont
15. nt or claimed violation or infringement by Exhibitor Exhibitor s agents or employees of any patent copyright or trade secret rights or privileges 15 TRADEMARK LICENSE MUSIC amp OTHER INTELLECTUAL PROPERTY TERMS The Alliance hereby grants to Exhibitor a limited revocable non exclusive nontransferable license without the right to sublicense to use the trademarks set forth below American hereinafter individually and collectively re ferred to as the Alliance Exhibitor ae of Marks in connection with Exhibitor s booth at MuseumExpo Exhibitor juseums f may use the Alliance Exhibitor Marks to advertise and promote itself as an exhibitor at MuseumExpo from the date of the Alliance s acceptance of this Application through the last day of MuseumExpo For quality control purposes all uses by Exhibitor of the Alliance Exhibitor Marks shall be subject to the prior approval of the Alliance and shall be consistent with any guidelines established by the Alliance regarding third party use of its logo Each Exhibitor is responsible for obtaining all necessary licenses and permits to use music pho to graphs or other copyrighted material in exhibit booths or displays Exhibitors playing broadcasting or performing music or displaying any other copyrighted material such as photographs or other artistic works must present upon request of show management satisfactory proof that the Exhibitor has or does
16. posted on tacked nailed screwed taped stapled or otherwise attached to ceilings columns walls floors painted surfaces or other parts of the building or furniture No holes may be drilled cored or punched in the building All property destroyed or damaged by an Exhibitor must be restored to original condition by the Exhibitor at the Exhibitor s expense j Subletting Space Booth share is prohibited An Exhibitor may not assign sublet or apportion all or any part of the space allotted to him her Any materials other than those manufactured or distributed by the Exhibitor in the regular course of business may not be displayed by the Exhibitor or be allowed by the Exhibitor to be displayed by other persons or firms k Decorum The Alliance shall have the right to exclude or to require modification of any display or demonstration at Exhibitor s expense which in the Alliance s sole discretion it considers not proper or not otherwise in keeping with the character of MuseumExpo Exhibitors shall be bound by the decisions of the Alliance MuseumExpo Management in all matters related to the Expo 11 CANCELLATION OR RELOCATION OF THE ANNUAL MEETING AND MUSEUMEXPO In the event of cancellation or relocation of the Alliance Annual Meeting and MuseumExpo due to circumstanc es within the Alliance s control the liability of the Alliance shall be limited to a refund of deposit fees paid to the Alliance by the Exhibitor In the event the Alli
17. s damages actions losses claims and expenses inclusive of attorney s fees on account of personal injury death or damage to or loss of property or profits arising out of or contributed to by any act omission negligence fault or violation of law or ordinance by the Exhibitor or its employees agents contractors patrons or invitees The Alliance shall not be liable for any failure to deliver space to an Exhibitor or for the loss of allotted space of an Exhibitor who has contracted for exhibit space if non delivery is due to destruction of or damage to the building or the exhibit area by fire or act of God acts of public enemy strikes the authority of the law or any cause beyond the Alliance s control 13 RIGHT TO REMOVE THE EXHIBITOR S PROPERTY The Alliance reserves the right to remove from MuseumExpo hall premises any or all of the property of the Exhibitor should the Alliance Annual Meeting and MuseumExpo be canceled or relocated or should the Exhibitor violate any of the conditions of the Exhibitor s agreement including terms herein This right may be exercised without prior notice or hearing 14 MUSIC LICENSE PATENT COPYRIGHT OR TRADE SECRET The Exhibitor agrees to hold the Alliance its officers directors employees and agents harmless from all loss cost claims causes or action obligations suits damages liability expenses and costs including attorney s fees arising from or out of any violation or infringeme
18. with this application if you apply for booth space before December 4 2014 The balance of 100 of booth payment is due by December 4 2014 For booths reserved after December 4 2014 full payment is required immediately and is non re fundable Companies who have not paid in full by December 4 2014 risk forfeiting their booth space The Alliance will not apply credit toward future MuseumExpo or advertising opportunities with the Alliance The Alliance reserves the right to deny participation in MuseumExpo if applicant is not in good standing with the Alliance 4 EXHIBIT BOOTH CANCELLATION REFUND amp BOOTH REDUCTION POLICY Exhibit Booth Cancellations Cancellations must be received in writing It is mutually agreed that by canceling exhibit booth space the Exhibitor relinquishes all benefits included with the exhibit booth space including the complimentary registrations and access to the attendee mailing list Exhibit Booth Refunds Deposits are non refundable If the Exhibitor cancels its booth before December 4 2014 the Exhibitor will only receive a 50 refund the equivalent of the deposit Cancellations made before December 4 retain 50 of total booth fees due Cancellations made after Dec 4 retain 100 of booth fees due No refunds will be issued for cancellations received after December 4 2014 Booth reductions can be made however Exhibitors are responsible for 75 of their original booth fee The difference in rates between the
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