As an Exhibitor, you agree to be bound by the terms and conditions in the Exhibitor Rules and Regulations. All matters not covered by the Exhibitor Rules and Regulations shall be subject to final judgement and decision of MHEDA.
1. Offer and Acceptance
Exhibitor’s submission of the Exhibit Space Application Form shall constitute an offer from Exhibitor to enter into such Agreement with the Material Handling Equipment Distributors Association, (hereafter referred to as “MHEDA” or “Conference Management”. Conference Management reserves the right to determine eligibility of Exhibitor for inclusion in the Exhibition, prior to or after acceptance of this Agreement. Conference Management, in its sole discretion, shall determine the appropriateness of products and/or services exhibited and reserves the right to prohibit exhibitor activities and display or advertisement of products and/or services which are considered inappropriate.
2. Booth Conduct
Exhibitors are permitted to conduct drawings or raffle contests within their tabletop space, but exhibitors should contact MHEDA for approval prior to the start of Convention. Audio visual equipment used within the space must be kept at a low noise level. The primary purpose of audio-visual presentations is to elaborate upon conversations about your products and/or services rather than to promote attendance within a booth area. MHEDA reserves the right to curtail any activity within a booth that reflects against the character of the Convention. This applies to displays, literature, advertising, souvenirs and conduct of persons, etc.
3. Arrangements of Exhibits
Portable, pre-assembled, self-locking display backdrops will be allowed but it must fit within your tabletop space. It should identify your company, its products and/or services and should be arranged as not to obstruct the general view of other exhibits. Specially built displays must be approved by Conference Management before construction is ordered or begun. Conference Manager reserves the right to ask companies to remove inappropriate equipment.
4. Soliciting
Exhibitor is prohibited from distributing (i) literature, souvenirs, or other items from outside the boundaries of Exhibitor booth, and (ii) literature, souvenirs, or other items that are other than Exhibitor’s own materials. Canvassing in exhibit hall or distribution of advertising matter, souvenirs, or any other items by anyone who is not a paid exhibitor is strictly forbidden.
5. Remedies
If Exhibitor fails to make any payment or otherwise breaches any provision of the Agreement, after Exhibitor has received written notice from Conference Management specifying the breach, Conference Management shall have the right to exercise any one or more of the following remedies: (i) cancel the Agreement in whole or in part; (ii) remove Exhibitor from any or all of the space being rented by Exhibitor: (iii) have any of the Agreement’s violated provisions specifically enforced; and/or (iv) exercise any other remedy in the discretion of Conference Management. Upon cancellation of the Agreement, Conference Management may sell Exhibitor space to any other exhibitor or use such space in any other manner as Conference Management deems necessary, in its sole discretion, without any obligation to Exhibitor.
6. Booth Personnel
People from an Exhibiting company who has registered in full for the Convention may participate in all functions associated with exhibiting including set up/tear down, manning the booth and participating in Happy Hour.
7. Unoccupied Space
If any of Exhibitor’s space remains unoccupied on opening day of the Exhibition, Exhibitor shall be deemed to have abandoned such space and Conference Management shall have the right to rent such space to any other exhibitor or use such space in any other manner as Conference Management deems necessary, in its sole discretion, without any obligation to Exhibitor.
8. Liability
Exhibitor agrees to make no claim for any act or omission of Conference Management taken in accordance with the Exhibitor Regulations. Neither the Conference Management nor its agents or representatives will be responsible for any injury, loss, or damage that may occur to Exhibitor or to Exhibitor’s employees, invitees, licensees, or guests, or Exhibitor’s property, from any cause whatsoever. Exhibitor assumes full responsibility and liability for the actions of its employees, agents, independent contractors, and representatives, whether acting within or without the scope of their authority. Exhibitor agrees to defend, indemnify, and hold MHEDA, the hotel and the exhibit hall harmless from and against claims resulting directly or indirectly from the actions or omissions of Exhibitor or Exhibitor’s employees, agents, independent contractors, and representatives, whether within or without the scope of authority.
9. Insurance
During the term of the Agreement, Exhibitor agrees to always maintain insurance sufficient to protect the Exhibitor against any claims arising from any activities conducted by the Exhibitor under the Agreement. The amount and scope of such insurance shall be reasonably satisfactory. As a courtesy to companies participating in the Exhibit, security service will be furnished by MHEDA. The furnishing of such service is in no way to be understood or interpreted by participating companies as a guarantee to them against loss or theft of any kind. Companies participating will be held liable for any damage to the hotel property. No material or matter of any kind shall be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floors or other parts or portions of the hotel building or furnishings.
10. Force Majeure
In case the exhibit hall is damaged or destroyed by fire, the elements, or any other cause, or if circumstances make it unreasonably difficult, inadvisable or impossible for Conference Management to permit Exhibitor to occupy the assigned space during any part or the whole of the Exhibition, then during such circumstances Conference Management and the hotel shall be released and discharged from the obligation to supply space and Exhibitor will not be reimbursed a share of the booth rental previously received by Conference Management from Exhibitor.
11. Taxes and Licenses
Exhibitor shall be responsible for obtaining any licenses, permits; or approvals required under local, city, state. or national law applicable to Exhibitor’s activity at the Exhibition, including licenses to use music or other intellectual property.
12. Cancellations
In the event that Exhibitor wishes to cancel some or all of its contracted exhibit space, Exhibitor may request, and Conference Management may grant such cancellation, but only with the following understandings: (i) all cancellations must be requested in writing and addressed to MHEDA; and (ii) Conference Management is not required to refund any portion of moneys previously paid or owed by Exhibitor.
13. No Assignment or Subletting
Exhibitor shall not assign this Agreement or assign, sublet, share, or apportion the whole or any part of the exhibit space to any other person without the written consent of Conference Management.
14. Miscellaneous
The Exhibition is owned, managed, and produced by the Material Handling Equipment Distributors Association, 118 S. Main Street, Suite 11, Wauconda, IL 60084. All matters not covered by the Exhibitor Regulations shall be subject to the final judgment and decision of Conference Management. Should any legal action be commenced to resolve any dispute under the Agreement, Exhibitor hereby consents to venue and jurisdiction in the federal or state courts.