2015 Technology Showcase Application & Contract for Exhibit Space ...
2015 Technology Showcase Application & Contract for Exhibit Space - August 25 Hilton Cincinnati Netherland Plaza • Cincinnati, Ohio
In accordance with the exhibit regulations governing rental of exhibit space on the reverse side of this contract, the undersigned hereby applies for exhibit space at the NASTD Technology Showcase in Cincinnati, Ohio, August 25, 2015. We have read and agree to the exhibit regulations. We understand that these regulations are incorporated into this contract by reference and that this application becomes a contract when accepted and confirmed by NASTD. The exhibit space assigned by NASTD will be accepted unless rejected within 10 days from the date of written NASTD confirmation of exhibit space. We understand that all exhibit fees are to be paid in full.
SECTION 1: EXHIBIT REPRESENTATIVE
Designate below the name of the person in your organization who is to receive all relevant exhibition materials, including space confirmation, exhibitor updates and service kit: Company Name Title Complete Address City
State
Telephone
Fax
Zip
E-mail
SECTION 2: LOCATION
Tabletops are assigned on a first-come, first-served basis. Only a completed and signed contract, accompanied by payment in full, will be considered for space assignment. Choice #1 ____________ Choice #2 ____________ Choice #3 ____________ List up to two (2) competitors from whom separation is desired: 1)_____________________________________________
2)_____________________________________________
SECTION 3: PAYMENT
q
Member Rate: $1,200 per tabletop
q
Non-Member Rate: $2,400 per tabletop
Total number of tabletops requested ________ x per unit price of $____________ = total amount due: $_________________
METHOD OF PAYMENT (Payment must accompany application.)
q
Check: Payable to NASTD in the amount of $__________________. Check number:____________
q
Credit Card: Please charge my (check one): q American Express
q
MasterCard
q
Visa in the amount of $____________
Name on card (please print):______________________________________________________ Billing Address:_________________________________________________________________ City:_____________________________________ State:_______ Zip:__________ Card Number:_________________________________ Exp. Date:__________________ Security Code:_______________ Signature:___________________________________________________________
SECTION 4: SIGNATURE
All applications must be signed in order to confirm space reservations. I understand and agree to abide by the official regulations on the reverse side of the contract. Authorized Signature
Title
Date
Return the completed contract with payment to: NASTD, 2760 Research Park Dr., Lexington, KY 40511 / FAX: 859-244-8001 / Additional assistance: [email protected] Account #380-100-11-43020-12014
OFFICIAL EXHIBITION POLICIES & REGULATIONS
Applications not accompanied by full payment will not be considered valid and will not be eligible for space assignment All rules and regulations governing this show, including those appearing on the reverse side of this contract, will be strictly adhered to. 1. CONTRACT The following rules and regulations become binding upon acceptance of this contract between the applicant (Exhibitor), its employees and agents, and NASTD (Show Management) and any additions and amendments thereto that may thereafter be established or put into effect by the Show Management. 2. SPACE ASSIGNMENTS Space will be assigned to 2015 Exhibitors on a first-come, first-served basis. Every effort will be made to assign Exhibitors to one of their chosen spaces; however, NASTD reserves the right to make the final space assignment or change the space assignment after the acceptance of the application should it be deemed necessary in the best interest of the Show. 3. PAYMENTS AND CANCELLATIONS A). Full payment is due with signed contract for Exhibitors to be considered for space assignment. B). Liquidated damages will be charged per exhibit space within the following time periods: Time Period: . . . . . . . . . . . . . . . . . . . .Liquidated Damages May 1 - June 30 25% refund of exhibit fees On/or after July 1 No refund C). No cancellation shall be acknowledged unless received by NASTD in writing. The date upon which the notice of cancellation is received shall apply as the official date of cancellation. D). Upon notification of cancellation, NASTD has the right to resell the space vacated. 4. SERVICE ORDER KIT A Service Order Kit containing general and technical information regarding the Show and pertinent information, instructions and rates regarding services will be available to exhibitors in good standing. 5. SHIPPING/HANDLING AND RECEIPT OF FREIGHT The Official Drayer, for the receipt of the exhibit materials and delivery of these materials to the exhibit space, will be designated in the Service Order Kit. The official drayage company will be the only company handling freight. 6. EXHIBIT STANDARDS NASTD Show Management shall have the right to prohibit any exhibit or part of an exhibit which in their opinion is not suitable to or in keeping with the character or purpose of the Show or which fails to adhere to industry standards. Questionable exhibits shall be modified at the request of NASTD Show Management. 7. EXHIBITOR SERVICE DESK Provisions will be made to maintain an Exhibitor Service Desk throughout the Show’s installation, operation, and dismantle period. 8. SAFETY (A) Fire regulations require all display material used for decoration to be flame proof. Any/all electrical equipment, including signs and lights, shall be in good operable condition and able to pass the inspection of the local Fire Underwriters Inspection Bureau. Each exhibitor agrees to be knowledgeable and responsible regarding ordinances and regulations pertaining to health, fire prevention, and public safety while participating in this Exposition.(B) The use of flammable materials is prohibited. 9. USE OF EXHIBIT SPACE/PROMOTIONAL ITEMS POLICY (A) Exhibitors shall reflect their company’s highest standard of professionalism while maintaining the booth during Show hours. The exhibit space must be maintained by at least one company representative at all times during the Show’s operation. All demonstrations and exhibits must be confined to the contracted space. No exhibitor shall assign, sublet, or share the whole or any part of his space. (B) Due to the ethics requirement of public officials, promotional items distributed at any conference, meeting or exposition of NASTD should be limited to items of token value.
10. SECURITY/LIABILITIES/INSURANCE (A) Security shall be furnished during the closed hours of the Show. The furnishing of the Security shall not increase the liability of NASTD Show Management for which the Exposition is being held. After Show hours only those Exhibitors properly identified and with the permission of NASTD Show Management may enter the Exhibit Area. (B) Neither will NASTD Show Management, the Official Service Contractors, the exhibit facility, their members, nor the representatives and /or the employees thereof be responsible for injury, loss, or damage that may occur to the exhibitor, or to the exhibitor’s employees or property, from any cause whatsoever, prior, during, or subsequent to the period covered by this application/contract. (C) NASTD Show Management, its agents and employees, will not be liable for failure to hold the Show as scheduled. Payments for exhibit space will be returned in that event except that any actual expenses incurred in connection with the Show will be deducted if the Show is called off 90 days or less prior to the opening date because of fire, or any act of God, or public enemy, or epidemic, or any law, or regulation, or public authority, which makes it impossible or impractical to hold the Exposition. (D) Exhibitors agree to maintain such insurance that will fully protect NASTD Show Management from any and all claims of any nature whatsoever, including claims under the Workmen’s Compensation Act, and for personal injury, including death which may arise in connection with the installation, operation or dismantling of the exhibitor’s display. (E) Damage to inadequately packed property is the exhibitor’s own responsibility. (F) Damage to the facility housing the Show, caused or done by the exhibitor, shall be replaced or repaired by the exhibitor. Additionally, the exhibitor agrees to protect, save, and hold harmless NASTD Show Management and the Hilton Cincinnati Netherland Plaza, of and from all loss, liability, and/or damage whatsoever, caused to the facility housing the Show, or any part thereof, directly or indirectly. (G) Exhibitors are advised to add on to their existing insurance a portal-toportal rider at a nominal cost, protecting them against the loss/damage to their materials by fire, theft, accident, etc. (H) NASTD hereby agrees to protect, defend, indemnify and save the Hilton Cincinnati Netherland Plaza, its owners, its operator and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the negligence or willful misconduct of the Hilton Cincinnati Netherland Plaza and its employees and agents. Such obligations by NASTD are strictly limited by the scope and amounts contained in NASTD’s insurance coverage for negligent acts by the employees and agents of NASTD. NASTD shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the Contractual liability set forth in this Exhibit Agreement, in an amount not less than $2,000,000 Combined Single Limit for personal injury and property damage. 11. ADMISSION NASTD Show Management shall have sole control over all admissions of persons. All persons visiting exhibit area will be admitted according to the rules and regulations of the Show or as amended by NASTD. 12. AMENDMENTS TO REGULATIONS Any and all matters and questions not specifically covered by the articles in this contract shall be subject to the decision of NASTD Show Management. The aforementioned items covered by this contract may be amended at any time by NASTD in the interest of the Show and notice thereof shall be binding on exhibitors equally with the foregoing rules set forth in this contract.
In accordance with the exhibit regulations governing rental of exhibit space on the reverse side of this contract, the undersigned hereby applies for exhibit space at the NASTD Technology Showcase in Cincinnati, Ohio, August 25, 2015. We have read and agree to the exhibit regulations. We understand that these regulations are incorporated into this contract by reference and that this application becomes a contract when accepted and confirmed by NASTD. The exhibit space assigned by NASTD will be accepted unless rejected within 10 days from the date of written NASTD confirmation of exhibit space. We understand that all exhibit fees are to be paid in full.
SECTION 1: EXHIBIT REPRESENTATIVE
Designate below the name of the person in your organization who is to receive all relevant exhibition materials, including space confirmation, exhibitor updates and service kit: Company Name Title Complete Address City
State
Telephone
Fax
Zip
SECTION 2: LOCATION
Tabletops are assigned on a first-come, first-served basis. Only a completed and signed contract, accompanied by payment in full, will be considered for space assignment. Choice #1 ____________ Choice #2 ____________ Choice #3 ____________ List up to two (2) competitors from whom separation is desired: 1)_____________________________________________
2)_____________________________________________
SECTION 3: PAYMENT
q
Member Rate: $1,200 per tabletop
q
Non-Member Rate: $2,400 per tabletop
Total number of tabletops requested ________ x per unit price of $____________ = total amount due: $_________________
METHOD OF PAYMENT (Payment must accompany application.)
q
Check: Payable to NASTD in the amount of $__________________. Check number:____________
q
Credit Card: Please charge my (check one): q American Express
q
MasterCard
q
Visa in the amount of $____________
Name on card (please print):______________________________________________________ Billing Address:_________________________________________________________________ City:_____________________________________ State:_______ Zip:__________ Card Number:_________________________________ Exp. Date:__________________ Security Code:_______________ Signature:___________________________________________________________
SECTION 4: SIGNATURE
All applications must be signed in order to confirm space reservations. I understand and agree to abide by the official regulations on the reverse side of the contract. Authorized Signature
Title
Date
Return the completed contract with payment to: NASTD, 2760 Research Park Dr., Lexington, KY 40511 / FAX: 859-244-8001 / Additional assistance: [email protected] Account #380-100-11-43020-12014
OFFICIAL EXHIBITION POLICIES & REGULATIONS
Applications not accompanied by full payment will not be considered valid and will not be eligible for space assignment All rules and regulations governing this show, including those appearing on the reverse side of this contract, will be strictly adhered to. 1. CONTRACT The following rules and regulations become binding upon acceptance of this contract between the applicant (Exhibitor), its employees and agents, and NASTD (Show Management) and any additions and amendments thereto that may thereafter be established or put into effect by the Show Management. 2. SPACE ASSIGNMENTS Space will be assigned to 2015 Exhibitors on a first-come, first-served basis. Every effort will be made to assign Exhibitors to one of their chosen spaces; however, NASTD reserves the right to make the final space assignment or change the space assignment after the acceptance of the application should it be deemed necessary in the best interest of the Show. 3. PAYMENTS AND CANCELLATIONS A). Full payment is due with signed contract for Exhibitors to be considered for space assignment. B). Liquidated damages will be charged per exhibit space within the following time periods: Time Period: . . . . . . . . . . . . . . . . . . . .Liquidated Damages May 1 - June 30 25% refund of exhibit fees On/or after July 1 No refund C). No cancellation shall be acknowledged unless received by NASTD in writing. The date upon which the notice of cancellation is received shall apply as the official date of cancellation. D). Upon notification of cancellation, NASTD has the right to resell the space vacated. 4. SERVICE ORDER KIT A Service Order Kit containing general and technical information regarding the Show and pertinent information, instructions and rates regarding services will be available to exhibitors in good standing. 5. SHIPPING/HANDLING AND RECEIPT OF FREIGHT The Official Drayer, for the receipt of the exhibit materials and delivery of these materials to the exhibit space, will be designated in the Service Order Kit. The official drayage company will be the only company handling freight. 6. EXHIBIT STANDARDS NASTD Show Management shall have the right to prohibit any exhibit or part of an exhibit which in their opinion is not suitable to or in keeping with the character or purpose of the Show or which fails to adhere to industry standards. Questionable exhibits shall be modified at the request of NASTD Show Management. 7. EXHIBITOR SERVICE DESK Provisions will be made to maintain an Exhibitor Service Desk throughout the Show’s installation, operation, and dismantle period. 8. SAFETY (A) Fire regulations require all display material used for decoration to be flame proof. Any/all electrical equipment, including signs and lights, shall be in good operable condition and able to pass the inspection of the local Fire Underwriters Inspection Bureau. Each exhibitor agrees to be knowledgeable and responsible regarding ordinances and regulations pertaining to health, fire prevention, and public safety while participating in this Exposition.(B) The use of flammable materials is prohibited. 9. USE OF EXHIBIT SPACE/PROMOTIONAL ITEMS POLICY (A) Exhibitors shall reflect their company’s highest standard of professionalism while maintaining the booth during Show hours. The exhibit space must be maintained by at least one company representative at all times during the Show’s operation. All demonstrations and exhibits must be confined to the contracted space. No exhibitor shall assign, sublet, or share the whole or any part of his space. (B) Due to the ethics requirement of public officials, promotional items distributed at any conference, meeting or exposition of NASTD should be limited to items of token value.
10. SECURITY/LIABILITIES/INSURANCE (A) Security shall be furnished during the closed hours of the Show. The furnishing of the Security shall not increase the liability of NASTD Show Management for which the Exposition is being held. After Show hours only those Exhibitors properly identified and with the permission of NASTD Show Management may enter the Exhibit Area. (B) Neither will NASTD Show Management, the Official Service Contractors, the exhibit facility, their members, nor the representatives and /or the employees thereof be responsible for injury, loss, or damage that may occur to the exhibitor, or to the exhibitor’s employees or property, from any cause whatsoever, prior, during, or subsequent to the period covered by this application/contract. (C) NASTD Show Management, its agents and employees, will not be liable for failure to hold the Show as scheduled. Payments for exhibit space will be returned in that event except that any actual expenses incurred in connection with the Show will be deducted if the Show is called off 90 days or less prior to the opening date because of fire, or any act of God, or public enemy, or epidemic, or any law, or regulation, or public authority, which makes it impossible or impractical to hold the Exposition. (D) Exhibitors agree to maintain such insurance that will fully protect NASTD Show Management from any and all claims of any nature whatsoever, including claims under the Workmen’s Compensation Act, and for personal injury, including death which may arise in connection with the installation, operation or dismantling of the exhibitor’s display. (E) Damage to inadequately packed property is the exhibitor’s own responsibility. (F) Damage to the facility housing the Show, caused or done by the exhibitor, shall be replaced or repaired by the exhibitor. Additionally, the exhibitor agrees to protect, save, and hold harmless NASTD Show Management and the Hilton Cincinnati Netherland Plaza, of and from all loss, liability, and/or damage whatsoever, caused to the facility housing the Show, or any part thereof, directly or indirectly. (G) Exhibitors are advised to add on to their existing insurance a portal-toportal rider at a nominal cost, protecting them against the loss/damage to their materials by fire, theft, accident, etc. (H) NASTD hereby agrees to protect, defend, indemnify and save the Hilton Cincinnati Netherland Plaza, its owners, its operator and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the negligence or willful misconduct of the Hilton Cincinnati Netherland Plaza and its employees and agents. Such obligations by NASTD are strictly limited by the scope and amounts contained in NASTD’s insurance coverage for negligent acts by the employees and agents of NASTD. NASTD shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the Contractual liability set forth in this Exhibit Agreement, in an amount not less than $2,000,000 Combined Single Limit for personal injury and property damage. 11. ADMISSION NASTD Show Management shall have sole control over all admissions of persons. All persons visiting exhibit area will be admitted according to the rules and regulations of the Show or as amended by NASTD. 12. AMENDMENTS TO REGULATIONS Any and all matters and questions not specifically covered by the articles in this contract shall be subject to the decision of NASTD Show Management. The aforementioned items covered by this contract may be amended at any time by NASTD in the interest of the Show and notice thereof shall be binding on exhibitors equally with the foregoing rules set forth in this contract.
