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EXHIBITOR, SPONSOR and ADVERTISEMENT
Terms & Conditions
1. AGREEMENT
The following terms become binding upon acceptance of this agreement between the applicant, his/her employees and agents, and IPMA-HR, Oregon Chapter, and any additions and amendments thereto that may be established or put into effect by IPMA-HR, Oregon Chapter in the interest of the Conference and shall be binding on exhibitors and sponsors equally with the terms of this agreement. The acceptance of this agreement is subject to the final approval of IPMA-HR, Oregon Chapter.
2. PAYMENTS AND CANCELLATIONS
(A) Applications for space, sponsorship must be accompanied by the required payment per the instructions.
(B) No cancellation shall be acknowledged unless received by IPMA-HR, Oregon Chapter in writing. The date upon which the notice of cancellation is received shall apply as the official date of cancellation. Upon receipt of the written cancellation, IPMA-HR, Oregon Chapter will acknowledge such receipt. Unless otherwise agreed by both parties in writing, the only terms applicable to cancellation are those under this paragraph.
(C) Should an exhibitor or sponsor be cancelled, the following shall apply:
(1) If cancellation occurs on or before February 15, 2011, the amount paid, less a $100 administrative fee, shall be refunded by IPMA-HR, Oregon Chapter. All refunds will be issued approximately four weeks after the close of the conference.
(2) No requests for refunds will be granted after February 15, 2011.
3. ADHERENCE TO EXPOSITION RULES
Upon acceptance of the agreement by IPMA-HR, Oregon Chapter, the exhibiting firm agrees to abide by the terms herein, and any revisions or amendments thereto made by IPMA-HR, Oregon Chapter. Exhibiting and Sponsoring firms not complying with said rules, having knowledge of them or not, shall be subject to the actions taken by IPMA-HR, Oregon Chapter.
4. SPACE ASSIGNMENT
General space will be assigned on a first-come, first-served basis, taking into consideration space requirements. IPMA-HR, Oregon Chapter reserves the right to make the final space assignment or change the space assignment after the acceptance of the application should it be necessary in the best interest of the Conference. No exhibitor will assign, sublet, or share the whole or any part of the contracted space.
5. SHIPPING & STORAGE
Each exhibitor is responsible for shipping and transporting materials to and from hotel, and any applicable storage fees.
7. INSTALLATION OF EXHIBITS
Display installation may begin at 8:00 a.m. on Wednesday, April 27, 2011. All displays must be fully set up and ready by 12:00 p.m. (noon) on Wednesday.
8. EXHIBIT OPERATION AND ACTIVITIES
Exhibitors are held liable for compliance with the terms as set forth herein. No activities will be permitted in any exhibit space that are contrary to law or the rules of the Conference or which will disturb exhibitors in the immediate area. All displays, equipment, booth furnishings, product demonstrations and marketing/ promotional activities, including surveys of any nature conducted by the exhibitor or a contracted survey firm, must be confined to the exhibitor area. Materials, equipment or activities which detract from the atmosphere of the Exposition or which disturb exhibitors are prohibited. Costumed personnel or mannequins must not be offensive or disruptive in their appearance or dress. IPMA-HR, Oregon Chapter shall have the right to prohibit any exhibit, which in their opinion is not suitable to the character or purpose of the Conference. No overflow into the aisles will be permitted as fire regulations indicate all aisles must be free for egress in the event of an emergency. IPMA-HR, Oregon Chapter reserves the right to remove from the show materials, advertising or literature, which they feel is not in keeping with the standards of the conference.
9. DISMANTLING AND REMOVAL OF EXHIBITS
The dismantling of displays begins no earlier than 4:00 p.m. on Thursday, April 28, 2011. All displays must be dismantled and removed no later than 9 p.m. (noon) on Thursday, April 28, 2011. Arrangements for the use of Exhibitor services, i.e., labor; shipment of exhibit materials from the show site should be made well in advance of the show’s closing. Materials left in the booth after the show not packed/crated or covered by a bill of lading for shipment will be packed, shipped or stored at the discretion of the hotel and all expenses will be charged to the Exhibitor of record. The exhibit hall must be cleared of all exhibit materials by the end of dismantle period.
10. SAFETY
The exhibiting firm agrees that the first priority of all personnel in the booth shall be the safety of those attending the booth, during, before or after the show’s open hours. Fire regulations require all display material used for decoration to be flameproof. Any or all electrical equipment used in conjunction with the display’s installation, operation and dismantling shall be in good operable condition and able to pass the inspection of the local Fire Underwriters Inspection Bureau. Materials stored in the booth area shall not block access to the exhibit or necessary areas of maintenance or cover electrical wires or outlets.
11. SECURITY/LIABILITIES/INSURANCE
(A) As an exhibiting firm, the exhibitor, our agents, employees, contractors, representatives or guests assume and agree to indemnify, protect, save and hold harmless IPMA-HR, Oregon Chapter and the hotel, its agents, employees, contractors or representatives from and against any and all losses, damages, injuries, claims, demands and expenses, including legal expenses of whatsoever kind and nature, arising due to our participation in the Conference during the installation period, show hours, closed hours and dismantle period.
(B) IPMA-HR, Oregon Chapter its agents and employees will not be liable for failure to hold the Conference as scheduled. Payments for exhibit space will be returned in that event, less any actual expenses incurred in connection with the Conference that will be deducted, if the Conference is relocated, delayed or canceled prior to the opening date because of fire or any act of God, or the public enemy, or strike or epidemic or any law or public authority or any reason which makes it impossible or impractical to hold the Conference.
(C) Neither will IPMA-HR, Oregon Chapter, the hotel, the official service contractors, their members, nor the representatives and or 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/agreement. Exhibitors agree to maintain such insurance that will fully protect, indemnify and hold harmless IPMA-HR, Oregon Chapter and the hotel from any and all claims of any nature whatsoever, including attorney’s fees, which may arise due to the actions or negligence of the exhibiting firm or their employees or members, contractors or representatives, including claims under the Worker’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.
(D) Damage to the facility housing the Conference, caused or done by the exhibitor, shall be replaced or repaired by the exhibitor. Additionally, the exhibitor agrees to protect, save and old harmless IPMA-HR Oregon Chapter and the hotel of and from all loss, liability, and/or damage whatsoever caused to the facility housing the Conference, or any part thereof, directly or indirectly.
(E) Damage to inadequately packed property is the exhibitor’s own responsibility.
(F) Exhibitors are advised to add on to their existing insurance a portal-to-portal rider
protecting them against the loss/damage to their materials by fire, theft, accident, etc.
12. AMENDMENTS TO REGULATIONS
Any and all matters and questions not specifically covered by the articles in this agreement shall be subject to the decision of IPMA-HR, Oregon Chapter.
TO REGISTER:
To register as a sponsor, exhibitor and/or an advertiser, please read the Terms & Conditions and the Exhibitor/ Sponsor Agreement. If paying by check, mail your payment to:
Megan Phelan
City of Lake Oswego
380 A Avenue
Post Office Box 369
Lake Oswego, OR 97034
Vendor Registration
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