Exhibitor Contract
Contents
1. SHAPE AMERICA Southern District EXHIBIT SPACE APPLICATION AND CONTRACT Please type or carefully print all information CONFIRMATION AND EXHIBITOR SERVICE MANUAL SHOULD BE SENT TO Company Institution Name Address City State Zip Email Phone FAX NAMES OF UP TO FOUR 4 OF YOUR REPRESENTATIVES WHO WILL ATTEND THE CONVENTION as they will appear on name badges Commercial and Non Profit Only Educational exhibitors are expected to be members of SHAPE America and pay the appropriate registration fees Sn a BOOTH LOCATION IN ORDER OF PREFERENCE Choices from different sections of Exhibit Hall Please indicate booth number s 1st choice 2nd choice 3rd choice Ath choice PLEASE LIST COMPANIES YOU DO NOT WISH TO BE LOCATED NEAR WHAT DO YOU INTEND TO EXHIBIT A DEMONSTRATION AREA WILL BE AVAILABLE DURING THE SHOW HOURS ARE YOU INTERESTED IN A DEMONSTRATION TIME AT THE CONVENTION First pay first serve C YES C NO Nature of Demonstration DIRECTORY LISTING Please indicate the information as you wish it to appear in the convention program Company Institution Name Contact Person Address City State Zip Phone FAX Email Exhibit Booth Type Cost of Booths Total By submitting this application the applicant agrees to abide by the E Commercial 400 of Booths Total rules and regulations on the back side of this form FOR SHAPE AMERICA USE ONLY C Non Profit 250 of Booths Total Date Receive2. d of Booths Educational 200 of Booths Total Booth Type C Commercial Non Profit Educational Program Ad Exhibit Booth Packages Program Book Ads Booth s Numbers Assigned Commercial Booth Outside Back Cover Ad 650 Program Book 1 4 page ad 75 Rental Cost Due Total Amount Received Commercial Booth Inside Back Cover Ad 600 Program Book 1 2 page ad 150 Commercial Booth Full Page Ad 550 Check Number Credit Card Processed Total Amount Due ACCEPTANCE This application becomes a contracted if accepted by SHAPE America Payment Information Date accepted Accepted by Check payable to SHAPE America Credit Card C AMEX MasterCard VISA SUBMIT FORM AND PAYMENT TO SHAPE America Expiration Date MM YY Business Office 1900 Association Drive Reston VA 20191 Cardholder Name or FAX to 703 476 9527 Exhibit Rules and Regulations Society of Health and Physical Educators GENERAL The word Association shall mean the Society of Health and Physical Educators SHAPE America their officers committees agents or employees acting for them in the management of the named exhibition The Association shall have full power in the interpretation and enforcement of all rules and regulations governing the exhibition All matters and questions not covered by these regulations shall be subject to the final judgment and decision of the Association The Association will establish t
3. he Association assumes no responsibility for the performance of services by common carriers express services the USPS telephone and telegraph companies or any other service contracted by an exhibitor The exhibitor shall keep in good order the space occupied An exhibitor may not place anything in the aisles or outside of their assigned space during open hours of the exhibition The exhibitor assumes the responsibility of returning the exhibit space to the exhibit facility in the condition in which it is found clean undamaged and unmarred No advertising matter will be allowed to extend beyond the assigned booth space Exhibitors may distribute samples however use of glass containers for this purpose is dangerous and plastic or other unbreakable containers are recommended Exhibitor agrees not to dismantle the booth in any manner until after the closing of the exhibition SUBLETTING OF SPACE The space is assigned to an exhibitor for their own exclusive use Exhibitors shall not assign nor sublet space allotted to them and may not advertise nor display goods other than those manufactured or sold by them in the regular course of their business LIABILITY The exhibitor agrees to protect save and keep the Association and VENUE harmless from any damage or charges imposed for any violation of any law or ordinance whether occasioned by the negligence of the exhibitor or those holding under the exhibitor as well as to strictly comply w
4. he schedule for installing opening closing and dismantling of the exhibits These regulations may be amended at any time by the Association upon written notice to exhibitors as may be affected by them ELIGIBILITY The Association reserves the right to determine the eligibility of any company or product for inclusion in the exhibit The acceptance of a booth for the exhibition does not carry the Association s endorsement of the equipment supply or service Exhibits and the conduct of exhibitors are subject to the approval of the Association The Association reserves the right to require the modification of an exhibit which in its opinion is not in the character of the conference This regulation applies to displays literature advertising novelties souvenirs and conduct of representatives REFUND FOR CANCELLATION A fee of 25 of total booth cost will be assessed for cancellations received 60 days or more prior to the first day of the exhibition Cancellations received less than 60 days prior to the first day of the exhibition will result in a full forfeiture of the entire exhibit space rental fee A cancellation must be received in writing by the Association show management to be valid BOOTH EQUIPMENT The exhibitor must pay for costs incurred in the operation of its booth Exhibitors will be responsible for delivery of their own equipment display material to the exhibit area and for removal of the equipment display material T
5. ith the applicable terms and conditions contained in the agreements between the exhibitor and the Association regarding the exhibit premises The exhibitor shall at all times protect indemnify save and keep harmless the Association and VENUE against and from any and all loss costs damage liability or expense arising from or out of any accident or other occurrence to anyone including the exhibitor its agents employees and business invitees which arise from or out of by reason of any exhibitor s occupancy and use of the exhibition premises or a part thereof Exhibitors are encouraged to insure themselves against property loss or damage and against liability for personal injury Proof of general liability and workers compensation is to be submitted prior to installation by a third party contractor Exhibitors shall be responsible for any increase in insurance rate premiums which result from unauthorized conduct in the exhibit area Exhibitors are liable for damage caused by fastening displays or fixtures to the building floors walls or to the standard booth equipment or for damage caused in any manner Exhibitors may not apply paint lacquer adhesive or any other coating to building walls and floors or to standard booth equipment AMENDMENT TO RULES Matters not specifically covered by the preceding rules and regulations shall be subject solely to the decision of the Association These rules and regulations may be amended at any time b
6. y the Association and amendments shall be binding on exhibitors equally with the foregoing rules and regulations INCORPORATION BY REFERENCE LAW APPLICABLE Terms set forth herein are expressly incorporated by reference into the original application and contract for exhibit space and are to be treated as having full legal efficacy for enforcement of same The agreement for rental space shall be governed by the laws of the state of Virginia wherein the Society of Health and Physical Educators executive offices are located
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