EXHIBITOR AGREEMENT PNCWA2024GENERAL INFORMATION: The Pacific Northwest Clean Water Association (PNCWA) reserves the right to determine what is acceptable publicity and advertising and reserves the right to restrict at any time any display or activity it deems inappropriate or undesirable. In the event of such restriction, PNCWA will assume no liability for any expenses incurred by the affected company. The restrictions outlined here also apply to advertisements in other media which refer to PNCWA. All product/service demonstrations, interviews, instructional activities and distribution of promotional literature within the convention center must be confined to the limits of the assigned exhibit space. No exhibitor shall use the name PNCWA2024, or any symbol or logo identified therewith, in any manner representing that the exhibitor or his products or services possess the approval or endorsement of PNCWA or PNCWA2024.
Exhibits must always be staffed during exhibit hall hours. Those firms that do not keep their area staffed and operating until the official closing time jeopardize their participation at future events.
Notice of Disability In compliance with the Americans with Disabilities Act of 1990, PNCWA will make all reasonable efforts to accommodate persons with disabilities at its meeting. Please contact PNCWA with your requests.
Contest, Raffles, Drawings PNCWA2024 is a professional, scientific, and educational meeting; please keep this in mind when planning a contest, drawing, raffle, etc. PNCWA must approve all contests, lotteries, raffles and games of chance. All requests must be submitted to Natasha Gunia ([email protected]) for review and approved 30 days in advance of the conference. No unapproved items may be used as a “prize.”
PNCWA has strict policies that limit unofficial activities throughout the week of the event. These unofficial activities include social events, meetings, focus groups and industry-supported symposia that are not planned or sponsored by PNCWA. Only exhibiting companies are eligible to host a third-party event. Unofficial activities cannot be held during the official meeting hours, or during an official PNCWA2024 event such as a breakfast, lunch or evening symposia. This also includes PNCWA2024 receptions. Please contact Natasha Gunia ([email protected]) for specific times.
PNCWA reserves the right to reconfigure the exhibit hall floor plan. PNCWA also reserves the right to relocate any exhibit at any time. PNCWA has the right to limit the number of exhibitors of similar products or services in order to ensure quality and a broad spectrum of products in limited space.
Limitation of liability, exhibitor agrees to indemnify and hold harmless management and the Sponsors, Owner, exhibition hall facility, and the city in which this Exhibition is being held, and each of their respective officers, agents and employees, against all claims, losses, suits, damages, judgments, expenses, cost( including, without limitations, reasonable legal fees) and charges of every kind arising out of or resulting from its execution of this license or its occupancy of the space herein contracted for by reason of personal injuries, death, property damages or any other sustained by any persons or others. Management shall not be responsible for loss or damage to displays or goods belonging to Exhibitor, whether resulting from fire, storms, acts of God, air conditioning or heating failure, theft, pilferage, mysterious disappearance, bomb threats or other causes. All such items brought to the Exhibition are displayed at Exhibitor’s own risk and should always be safeguarded. Management will provide the services of a reputable protective agency during the period of installation, show, and dismantling, and Exhibitor agrees that the provision of such services constitutes adequate discharge of all obligations of management to supervise and protect Exhibitor’s property within the Exhibition. Exhibitors may furnish additional guards at their own expense, only with prior approval by Management. Exhibitor agrees that Management shall not be liable in the event of any errors of omissions in any promotional material. Management makes no representation or warranties with respect to the number of Exhibition attendees or the demographic nature of the attendees. Note: Exhibitors are to carry insurance to cover exhibit materials against damage and loss and public liability insurance against injury to the person and property of others. By executing the Sponsorship & Exhibit Booth Contract, Exhibitor warrants that there is in effect said insurance policy covering the exhibitor, with coverage remaining current through Exhibitor’s occupancy of PNCWA2024 and host facility.
Exhibitor recognizes and agrees that Management retains full power and authority to interpret and enforce all Rules and Regulations for the PNCWA2024 conference, including the authority to amend or adopt new Rules and Regulations that management considers necessary and proper for the exhibition. Failure to comply with these or any other regulations or amendments shall constitute enough cause for management to require the immediate removal of the exhibit or offending exhibitor. This may result in forfeiture of all fees paid and the opportunity to exhibit at future PNCWA conferences or exhibitions sponsored by PNCWA. Management may lease any space so forfeited to another exhibitor.
Exhibitor is liable for any damage caused to building floors, walls or columns, or standard booth equipment, or to other exhibitors’ property. Exhibitor may not apply paint, lacquer, adhesives, or other coating to building columns and floors or to standard booth equipment.
All applicable fire and safety laws and regulations must be strictly observed by Exhibitor. Cloth decorations must be flame proof. Wiring must comply with local Fire Department and Underwriters’ rules. Smoking in exhibits is forbidden. Crowding will be restricted, and aisles and fire exits must not be blocked by exhibits.
Management shall have the full discretion and authority in the placement, arrangement, and appearance of all items displayed by Exhibitor, and may require the replacing, rearrangement, or redecorating of any item or of any booth, and no liability shall attach to management for costs that Exhibitor may incur thereby. An exhibitor building a special background or side dividers must make certain that the surfaces of such dividers are finished so as not to be unsightly to exhibitors in adjoining booths.
Obstruction of Aisles or Booths Any demonstration or activity that results in obstruction of aisles or prevents ready access to nearby exhibitors’ booth shall be suspended for any periods specified by Management. Original booth structure must remain intact, including side and back rails and drapes.
Sound of any kind must no project outside the confines of your exhibit booth.
Distribution of samples, printed matter of any kind or any promotional materials is restricted to the confines of the exhibit booth.
The creation of a concurrent event that is related to an existing exhibition or event but that is not sanctioned by management and that seeks to benefit from the audience PNCWA2024 attracts is considered to be Outboarding. PNCWA considers Outboarding to be an unethical business conduct and prohibits it at PNCWA2024 and all events sponsored by PNCWA. Infringement of these rules may result in loss of benefits and other penalties, including forfeiture of the opportunity to exhibit at future PNCWA conferences or exhibitions sponsored by PNCWA.
Suitcasing is defined as the act of soliciting business in the aisles during the show or in other public spaces, including another company’s booth, or a hotel lobby. PNCWA considers Suitcasing to be unethical business conduct & will not be condoned nor tolerated. Infringement of these rules may result in loss of benefits and other penalties, including forfeiture of the opportunity to exhibit at future PNCWA conferences or exhibitions sponsored by PNCWA.
In the interest of maintaining attendance at official lectures, workshops, seminars and educational events of PNCWA2024, Exhibitor agrees not to extend invitations, call meetings with attendees, or otherwise encourage absence of attendees, or invited guests from educational sessions, lectures, workshops, or seminars of PNCWA2024 during official event hours, as defined by the agenda.
Exhibitor shall not assign, sublet, share or apportion the whole or any part of the space allotted for their booth, exhibit, or seminars such as manufacturer breakout, breakfast seminar, or workshop, or have representatives, products, equipment, signs, printed materials or any representation from any company other than the company contracted and assigned to the booth and exhibit space or assigned seminar space unless such assignment, subletting or sharing is approved by management. Exhibitor shall notify management or make aware all relevant distribution relationships and arrangements that apply to their booth space, exhibit, or seminars. Infringement of these rules may result in loss of benefits and other penalties, including forfeiture of the opportunity to exhibit at future PNCWA conferences or exhibitions sponsored by PNCWA.
The Pacific Northwest Clean Water Association (PNCWA) reserves the right to use any photograph or video footage taken at PNCWA2024, without the expressed written permission of those included within the photograph/video. PNCWA may use the photograph/video footage in publications or other media material produced, used or contracted by PNCWA for the expressed purpose of promotion of PNCWA2024, including but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, etc. By attending, visiting, or participating in PNCWA2024 or by failing to notify PNCWA, in writing, your desire to not have your photograph used, you are agreeing to release, defend, hold harmless and indemnify PNCWA2024 and PNCWA from any and all claims involving the use of your picture or likeness. Any person or organization not affiliated with PNCWA2024 and PNCWA may not use, copy, alter or modify PNCWA2024 photographs, graphics, videography or other, similar reproductions or recordings without the advance written permission of an authorized designee from PNCWA.
Any exhibitor who wishes to release assigned space more than 45 days prior to the event will be issued a 50% refund. For cancelations of exhibit space within 45 days of the show, no refund will be issued.
Any matters not specifically covered by the preceding rules shall be subject solely to the decision of Management. The Management shall have full power in the matter of interpretation, amendment and enforcement of all said rules and regulations.
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