The following are the terms of the agreement to rent booth space for the DELTA8 CONFERENCE.
As an Exhibitor, your acceptance of these terms shall constitute a legal binding agreement between yourself (hereinafter referred to as the “EXHIBITOR”) and Celeste Miranda (hereinafter referred to as the “EXPO COORDINATOR” or “CBD EXPO”).
1. EXHIBITOR TERMS AND CONDITIONS
EXPO COORDINATOR reserves the right to render all interpretations and decisions, should questions arise, and to establish further regulations as may be deemed necessary to the general success and well-being of the exhibition and or any person(s) affiliated therewith. EXPO COORDINATOR’s decisions and interpretations shall be final in all cases.
2. CONTRACT FOR PAYMENT AND SPACE
All applications must be accompanied by payment in full for each booth, payable to TCML/MACE Media Group
CONTRACT FOR SPACE: The Application must be completed in its entirety and accompanied by the total booth fee for the number of spaces requested before it will be processed or space assigned. The signed Application and Contract and subsequent notice of assignment constitute a contract between EXPO COORDINATOR and EXHIBITOR. Any point not specifically covered in these regulations is subject to the decision of EXPO COORDINATOR, whose decision shall be final.
3. CONFIRMATION OF APPLICATION ACCEPTANCE
EXPO COORDINATOR is not always able to confirm exhibit space immediately and may in its sole discretion accept or reject any application due to: the number of other applications from exhibitors who seek to promote similar products or services; to provide space to other exhibitors whose products or services are more in accord with EXPO COORDINATOR’s mission or, to give priority to exhibitors who support EXPO COORDINATOR in other ways.
EXHIBITOR understands that the confirmation process is not, therefore, determined on a first come, first served basis. CBD Expo Tour or its designee will deposit all reservation payments upon receipt. In so doing, this shall not in any way constitute EXPO COORDINATOR’s acceptance of any application. Rather, acceptance of an exhibitor application shall only be by written acceptance letter or email issued by CBD Expo Tour or its designee.
4. EXHIBITOR SPACE FLOOR PLAN.
Every effort will be made to maintain the general configuration of the floorplan for this convention. However, the EXPO COORDINATOR reserves the right to modify the plan, if necessary, as determined solely by the EXPO COORDINATOR.
5. CANCELLATION POLICY
All cancellations must be in writing. Exhibitors cancelling 90 days or less prior to the start of the event will be charged a cancellation fee equal to 100% of the total contract charge. This includes any unpaid balance. Exhibitors canceling more than 90 days prior to the start of the event will be given a credit voucher to use at another upcoming CBD Expo event, valid for 12 months from the credit voucher issue date, subject to approval by EXPO COORDINATOR. There are no refunds, so all sales are final. This also includes any unpaid balance.
If an Exhibitor wishes to change their reserved booth to a different show, then Exhibitor must notify EXPO COORDINATOR 31 days or more from the date of the event Exhibitor originally signed up for. Change of venue does not guarantee that Exhibitor will get a booth of similar value and location at the new venue. EXHIBITOR will have to pay a processing fee of
$350.00. If EXHIBITOR notifies EXPO COORDINATOR 30 days or less, EXHIBITOR will not be allowed a change of venue.
EXPO COORDINATOR reserves the right to cancel any CBD Expo conference it deems necessary and will not be responsible for airfare‚ hotel or any other expenses incurred by attendees or exhibitors. CBD EXPO reserves the right to alter events without prior notice.
6. RESTRICTIONS and LIMITATIONS ON USE OF SPACE
EXHIBITOR agrees to abide by the rules and regulations of EXPO COORDINATOR, the exhibit hall and any other applicable rules, regulations, codes, and standards.
All exhibits should be professional in appearance and staffed with the appropriate knowledgeable personnel.
EXHIBITOR must keep space open and properly staffed at all times during exhibition hours.
All active exhibition personnel must remain within the boundaries of assigned exhibit space and may not extend exhibition or information distribution activities into the aisle area or any other area.
The assigned booth space may not be used for purposes other than distribution of information about, and/or sale of products and/or services to be rendered by the EXHIBITOR assigned to the space later.
EXHIBITOR shall not distribute information pertaining to products and services of another person or entity.
All goods sold or distributed gratis within the exhibition space must not be consumed, applied, or used until the attendee leaves the area where the Expo is taking place.
EXHIBITOR shall not distribute or display bags and/or lanyards outside of their contracted booth space.
EXHIBITOR shall not distribute or display product, literature, coupons, stickers, or any other promotional material of any kind outside of their contracted booth or sponsorship space.
Promotion of company, brand, and/or products through individuals or activations featuring company branding or mascots outside of contracted booth or sponsorship space is prohibited.
All other onsite marketing or promotion of company, brand, or products outside of contracted booth or sponsorship space is prohibited.
EXPO COORDINATOR reserves the right to restrict exhibit to minimum noise level and to suitable methods of operation. Exhibits, signs, displays, and exhibition activity by exhibition personnel or their affiliates are also prohibited in any public space or anywhere on the premises of the meeting facilities, or in the guest rooms or hallways of the hotel; these activities include, but are not limited to, distribution of flyers, leaflets, coupons, brochures, or other printed materials.
EXPO COORDINATOR has the right to any time and from time to time to formulate and publish any other rules, regulations, guidelines or other pronouncements relating to any conference which shall be made available to the Exhibitor upon request.
EXHIBITOR will receive passes for five (5) people to work the exhibit booth. Should EXHIBITOR require additional passes, they must be purchased from EXPO COORDINATOR at rates established by EXPO COORDINATOR. Passes are not transferable. Only personnel who receive an exhibitor pass for that particular exhibit may work at that exhibit. Guests of the convention may not work at any exhibit booth.
8. SERVICE CONTRACTORS
The Official Service Contractor may furnish all participating exhibitors with a Service Manual that will contain exhibit instructions and order forms for all booth accessories and services required. Orders not processed in advance for furniture, carpeting, labor, and other requirements must be procured at the Official Exhibit Contractor’s Service Desk and are subject to on-site rates.
Exhibitors requiring the services of independent contractors must have prior approval of EXPO
COORDINATOR and the hotel or convention center, and no exceptions will be made that will interfere with the orderly function or security of the exposition, or with obligations or commitments of EXPO COORDINATOR. Exhibitors using ground or air freight carriers are required to ship directly to the designated EXPO COORDINATOR freight contractor in ample time prior to the exhibition to allow effective and timely handling of materials.
No products displayed, given or sold as samples by EXHIBITOR shall contain CBD that was derived from an international source.
Certain products or services will be limited to the number of booths allocated. Once a limit has been reached no additional booth for these products or service will be added.
No sublet of booth space shall be permitted without prior written agreement of CBD EXPO.
CBD EXPO reserves the right to determine the eligibility of any products, company, and/or service in the booth area.
EXHIBITOR is strictly prohibited from having or selling any substance or product onsite considered to be illegal. Violations by the EXHIBITOR will result in expulsion from the event without recompense.
More specifically, EXHIBITOR shall not display, provide as samples, or sell any product containing more than three tenths of one percent (.3%) of Tetrahydrocannabinol (THC) in its total contents. The product cannot be derived from industrial hemp or contain part of industrial hemp that contains more than three tenths of one percent (.3%) THC dry weight.
EXHIBITOR will hold CBD EXPO harmless and not liable for any product confiscation, destruction to property, or any other actions taken by any law enforcement agency, even if such actions exceed such agency’s license to act under the current law.
CBD EXPO will provide security for the Exhibition Floor. Exhibitors are required to provide insurance for their own space that includes coverage for the Expo.
CBD EXPO is not responsible for any lost or stolen goods. EXHIBITOR will hold CBD EXPO harmless and not liable for any of the Exhibitors property that is lost or stolen at the Exhibit.
Exhibitors are responsible for obtaining General Liability insurance for the event dates.
EXHIBITOR must contain their booth set up including signs, easels, chairs, tables, etc. within their assigned booth space. Under no circumstances should EXHIBITOR obstruct exit ways, or fire/safety equipment. Distribution of any literature and promotional samples must be confined to the assigned booth space.
Music and/or voice amplification must be kept to a reasonably low volume as to not disturb other exhibitors or attendees. Exhibitors are financially responsible for any damages caused to their booth space, drapes, equipment or Venue Property. Exhibitors shall not nail, screw, staple, glue, pin, tape, etc. any material onto Venue Property. Exhibitors may use S hooks for hanging signs or banners. Federal, State, and City regulations pertaining to fire and safety measures must be adhered to (i.e, all fabrics used in construction/decoration for the CBD Expo must be flame retardant).
Exhibitors will comply with all applicable statutes, ordinances, rules and requirements relating to health, fire, safety, and use of the premises for jurisdiction within which the Expo is being held. Booth decorations must be fireproof and all hangings must clear the floor. Electrical wiring must conform with all federal, state and municipal government requirements and to National Electrical Code Safety Rules. If inspection indicates that an exhibitor has neglected to comply with these regulations, or otherwise incurs fire hazards, the right is reserved to cancel at exhibitor’s expense all or such part of the exhibit as may be irregular. Flammable Liquid, Compressed Combustible Gas, Highly Combustibles, or Explosive Material is prohibited. Open Flames of any Kind are prohibited. CBD EXPO reserves the right to close EXHIBITOR’s booth that fails to abide by these policies. Anything that is not specifically mentioned in this agreement shall be subject solely to the determination of CBD EXPO.
10. INDEMNIFICATION AND WAIVER
EXHIBITOR assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage, including that by fire or theft, to EXHIBITOR’s displays, equipment and other property brought upon the premises of the Expo and shall indemnify and hold harmless CBD EXPO and their agents, servants, employees, officers, directors, staff, and members. Each participant, by signing the application for participation, expressly understands that they release CBD EXPO from and agrees to indemnify it against any and all claims for such loss, injury, or damage.
EXHIBITOR must adequately insure their materials, goods, wares, and exhibits against loss or injury of any kind and must do so at their own expense. CBD EXPO and the meeting venue are not responsible for any loss (however caused) to any property of any exhibitor. Exhibitors are solely responsible for their own actions during the Expo.
CBD EXPO reserves the right to restrict any exhibit which might be considered undesirable or otherwise does not conform to the Regulations issued by CBD EXPO and to make any modifications to these displays, at EXHIBITOR’s expense, so that the exhibit conforms to the Regulations issued by the Expo.
11. THE AMERICANS WITH DISABILITIES ACT (ADA)
EXHIBITOR is required to comply with all provisions of the ADA, including, but without limitation, arranging EXHIBITOR’s exhibit to be accessible to all persons covered by the ADA.
12. COPYRIGHTS, LICENSED AND PATENTED MATERIAL
EXHIBITOR assumes all responsibility for the use of any and all copyrighted, licensed, or patented materials including, but not limited to, music, video, or printed matter which may be protected under the laws of the United States of America. EXHIBITOR is solely responsible for securing any and all appropriate rights to use such materials and for the payment of any and all royalties, license fees, or other amounts associated with the use of such materials.
13. TERMINATION OF MEETING AND EXHIBIT
Should the premises in which the Expo is to be held becomes, in the sole judgment of CBD EXPO, unfit for occupancy, or should CBD EXPO be materially interfered with by reason of action of the elements, strike, picketing, boycott, embargo, injunction, war, riot, emergency declared by a government agency, or any other act beyond the control of CBD EXPO, the Application and Contract may be terminated. CBD EXPO will not incur any liability for damages sustained by EXHIBITOR as a result of such termination. In the event of such termination, EXHIBITOR expressly waives such liability and releases CBD EXPO of and from all claims for damages and agrees that CBD EXPO shall have no obligations except to refund to the exhibitors a prorated share of the aggregate amount received by CBD EXPO (as rental for exhibit space for said Exhibit), after deducting all costs and expenses in conjunction with such Exhibit, including a reasonable reserve for claims.
14. AMENDMENT TO CONTRACT REGULATIONS
All points not covered specifically are subject to the decision of CBD EXPO. CBD EXPO may, in its sole discretion, make reasonable changes, amendments, or additions to Contract Regulations. Any such changes shall be binding on EXHIBITOR equally with the other regulations contained herein.
15. CONTRACT FOR SPACE
The Application must be completed in its entirety and accompanied by the total booth fee for the number of spaces requested before it will be processed and the space assigned. The signed Application and Contract and subsequent notice of assignment constitute a contract between CBD EXPO and EXHIBITOR. Any point not specifically covered in these regulations is subject to the decision of CBD EXPO, whose decision shall be final.
16. ADVERTISING AND PROMOTION
CBD EXPO reserves the right to use EXHIBITOR’s name in any advertising, promotion, or marketing associated with the exhibition. CBD EXPO does not, however, guarantee Exhibitor inclusion in such materials.
17. GOVERNING LAW
This Contract shall be construed in accordance with and governed by the internal laws of the State of California, not including the laws applied to conflicts of laws. Any dispute arising under this Agreement shall be adjudicated in the Superior Court of California in the County of San Luis Obispo.
The invalidity or unenforceability of any of the covenants, phrases, or clauses in this Contract shall not affect the remaining portions hereof, but this Contract shall be construed as if such invalid covenant, phrase or clause had not been contained herein.
19. ENTIRE AGREEMENT
This Contract, specifically incorporating the initial invoice and Exhibition Rules and Regulations referenced herein, embodies the entire agreement and understanding of the parties hereto in respect of the subject matter contained herein. EXHIBITOR agrees to comply with all provisions incorporated in this Contract including the Exhibition Rules and Regulations and provisions of the initial invoice. This Contract supersedes all prior agreements and understandings between the parties with respect to the subject matter.
20. THE EXHIBITOR UNDERSTANDS THIS ENTIRE AGREEMENT
EXHIBITOR attests to the fact that they have read and understood every paragraph and sentence of this Agreement, and that the Exhibitor is encouraged to seek legal counsel to review this document on their behalf before agreeing to its terms.