Print and Retain a Copy for Your Records
March 21-22, 2018 / Hynes Convention Center / Boston, MA
As an Exhibitor in the
show, we hereby agree to conduct business in a professional manner, to observe
the regular hours of the exposition, and to the following terms and conditions:
- Exhibitors will indemnify,
defend, and hold the Association of Energy Engineers (AEE), Show Management
and its contractors, show hosts, sponsors, and cosponsors, and the Hynes
Convention Center harmless from any claims, losses, expenses, (including attorneys
fees) and liability arising in connection with the Associations
meeting being held at the Hynes Convention Center, Boston, MA,
March 21-22, 2018. Exhibitor agrees to make no claims whatsoever for loss,
theft, damage, destruction of goods; nor for any injury to himself or employees
while in the exposition quarters; nor for any damage of any nature, including
damage to his business, nor for any loss resulting from labor disputes, acts
of God or nature, or any action of any nature of AEE and Show Management.
Force Majeure: In the event the Exhibit Hall, any part of the exhibit area,
or any other facilities deemed solely by Show Management to be required to
support the event thereof is unavailable whether for the entire event, or
a portion of the event as a result of wind, fire, flood, tempest, act of God
or nature, or any other such cause or as a result of governmental intervention,
malicious damage, acts of war, acts of terrorism, strike, lockout, labor dispute,
riot or any other cause or agency over which Show Management has no control,
or should Management decide that because of any such cause it is necessary
to cancel, postpone, or resite this show, AEE, Show Management, Host, and
Sponsors shall not be liable to indemnify or reimburse the Exhibitor in any
respect of any damage or loss, direct or indirect, arising as a result thereof.
- Upon submitting booth
contract we understand booth space is non-cancelable and we agree to adhere
to the cancellation policy terms (No. 8). If we cancel, we will be charged
at a minimum 50% of the published booth fee for the number of spaces we have
contracted. Use of space: Exhibitor shall not assign, share or sublet any
space without written consent from AEE Exhibit Programs.
- Exhibitors are advised
to carry floater insurance to cover their exhibit material against damage
and loss and public liability insurance to cover against injury to the Exhibitor,
its staff, and to injury to others. All property of Exhibitor is understood
to remain under its custody and control in transit to and from and within
the confines of the exhibit area and Exhibitor shall maintain insurance covering
Exhibitors property. Exhibitor shall also carry comprehensive general
liability and property damage liability and statutory Workmens Compensation
with employers liability. Appropriate Certificates of Insurance shall
be furnished by Exhibitor upon request by Show Management or its contractors.
Obtaining insurance and amount of insurance remains solely the responsibility
of the Exhibitor.
- In island spaces with
aisles on all four sides, overhead panels or bridge type construction
may be permitted. No exhibit shall be permitted to interfere with a neighboring
exhibit. Island exhibits must not include a back wall that blocks visibility
of neighboring booths. In-line booth side-dividers of a height in excess of
36" must not extend further than three (3) feet out from the back wall.
Booth walls or equipment displayed must not exceed eight (8) feet in height.
Any exceptions must first be approved by Exhibition Management. Exposed/unsightly
portions of booth may be ordered masked by Show Management
the expense for which is the sole responsibility of the Exhibitor. Carpeting
of exhibit space is required. AEE retains the right to change the expo floorplan
and Exhibitors booth location without prior notice.
- Internet advertising
is available to current Exhibitors who have submitted at least a 50% booth
deposit. Special exhibit/packaged rate reflects a significant discount off
of regular Internet advertising rates and may not be combined with any other
offers. AEE reserves the right to reject advertising for any reason whatsoever.
- All exhibits must be
set up by 5:00 pm the evening prior to the opening of the show. Booth space
not set up and claimed by the evening prior to the show opening will be forfeited
and may be reassigned by Show Management at its discretion. AEE reserves the
right to force set an exhibitor's booth if freight has been delivered or remove
freight from the floor prior to show opening. All charges will be applied
to the exhibitor's account.
- Regulations and Compliance:
No explosives, fuel, combustibles, or hazardous materials, decorative materials
not fireproof nor flameproof, or any materials or substances deemed hazardous
under applicable fire regulations may be brought into the Exhibit Hall. Exhibitor
must observe all union regulations in force in the Exhibit Hall and use qualified
personnel for services. All Exhibitors electrical, pneumatic, and hydraulic
equipment must meet requirements of all applicable electrical and safety codes.
- Cancellation, change
of space, change of Exhibitor information, and refund policy:
(a) Exhibitor agrees to notify Show Management in writing if it needs to change
its booth size, change its company listing and/or contact information, as
well as if it needs to cancel out of the show.
(b) Written cancellation received by Exhibit Manager more than 120 days prior
to the opening date of the show, cancellation fee of 50% of total booth cost
(internet and directory ads are non-refundable) will be assessed.
(c) Written cancellation received within 60 to 120 days prior to the opening
date of the show, cancellation / penalty fee of full amount of booth cost
(internet and directory ads are non-refundable) will be assessed regardless
of cancellation notification, and no refund will be made.
(d) Written cancellation received less than 60 days prior to the opening date
of the show, total payment for the booth space (internet and directory ads
are non-refundable) is due regardless of cancellation notification, and no
refunds will be made.
(e) If an Exhibitor decreases its booth size from the original contract, it
will be deemed a cancellation for the booths decreased, and the shows
cancellation schedule will apply. Exhibitor agrees to immediately notify AEE
Show Management in writing prior to the show of any changes in company profile.
Upon submitting the reservation/contract form, exhibiting company is liable
for payment for applicable booth space fee. No refunds or transfers of Exhibitor
funds are permitted. In case of a dispute, the governing laws of Georgia will
apply. Any legal or collection-related costs incurred by Show Management resulting
from delinquent payment by Exhibitor will be paid by Exhibitor.