Below is a 5-part application and agreement for exhibit space and sponsorship at Brownfields 2006. All fields are required except as noted below.
Section 1 contains the contact information we will use for sending exhibit correspondence and other updates - this contact information will not be distributed to attendees.
Section 2 contains information for your program listing - this information may be distributed to attendees. If you are unsure of some of this information, enter a placeholder in the appropriate fields (ie. TBD) - you will have an opportunity to edit this information at a later date by logging on using the Exhibitor/Sponsor Profile you select in this section. NOTE: The username and password you select in the Exhibitor/Sponsor Profile only provides access to the exhibit booth program information you have entered. Additional usernames and passwords will be provided for badge registration once you begin that process.
Section 3 (optional) contains your preferences on booth location to assist us in assigning a booth for your organization.
Section 4 contains your participation level and fee structure.
Section 5 contains the terms and conditions in place for the show.
If any of the required information is omitted, the system will alert you, and you will have an opportunity to complete the omitted information before resubmitting.
Once we receive your application, we will send you an invoice for the participation level you have selected.
Exhibitor's application for exhibit space at the Brownfields 2006 Conference, and as evidenced by its authorized signature below, agrees to abide by all terms and conditions.
The person who will receive updates and information on the show.
All or a portion of this information may appear in the Program Guide and/or handouts.
Exhibitor/Sponsor Profile Should you need to make changes to the above information, you will have access to your profile with the password you enter below. Your email address will serve as your username. For improved security, your password should be 6-8 characters in length with mixed alphanumeric.
Enter numbers of preferred locations - see floorplan for booth locations.
We request that our exhibit space not be adjacent to or opposite the following probable exhibitor(s):
Each exhibit space includes: Booth space measuring 10'x10' each 8' Drape backwall and 3' drape sidewalls 7" x 44" standard booth ID sign All exhibit booth personnel must be registered as Brownfields attendees. They will need to identify themselves as Exhibitors on the registration form to receive an exhibitor ribbon and access to the hall during non-show hours. Attendee registration for Brownfields is free and we encourage advance registration to minimize wait time on site. Listing in Program
Please select one of the following to describe your organization:
Please select one of the following:
I am interested in finding out more about sponsorship opportunities Yes No
EXHIBITOR TERMS AND CONDITIONS
A. SPACE RENTAL
CONTRACT FOR SPACE: Applicant for exhibit space (herein known as "Exhibitor") releases International City County Management Association (ICMA) (herein known as "Host"), Boston Convention and Exhibition Center (herein known as "Exhibit Site") and The Bridge Group, LLC (herein known as "Show Manager") from any and all liabilities to applicant, its agents, licensees or employees that may arise as a result of submission of an application or participation in Brownfields 2006 (herein known as "Show"). Host determines the eligibility of any company or product for exhibit. Acceptance of an application does not imply endorsement by Host of the applicant's products or services, nor does rejection imply lack of merit of same. Exhibitor is responsible for the actions of employees, agents or other persons working within Exhibitor's booth. Exhibitor agrees to receive emails regarding Show.
INSURANCE REQUIREMENTS: Exhibitor must be insured for $1 million in bodily injury and property damage liability.
UNUSED SPACE: No refund may be made for space that is unused at any time during the exhibition. If space is unused at the opening of the exhibition, Host or Show Management may rent or use it without obligation of refund.
B. CANCELLATION OF EXHIBIT CONTRACT
CANCELLATION POLICY: All cancellations must be submitted in writing. A written cancellation received on or before 90 calendar days prior to the show will be refunded in full. Written cancellation received on or before 60 days prior to the show will be refunded 50%. No refunds will be made after that date.
C. CONSTRUCTION, INSTALLATION AND USE OF EXHIBITS
ARRANGEMENT OF EXHIBITS: The space provided will be shown on the floor plan insofar as possible, but Host and/or Show Manager reserves the right to make changes at any time in location, size and display limits of any booth if this is in the best interest of the show or in excess of the Exhibit Site load limits (contact Show Manager for additional information).
USE AND PURPOSE OF EXHIBIT SPACE: No Exhibitor may sublet, assign or apportion any part of the assigned space, or represent, advertise or distribute literature for the product or services of any other firm or individual except as approved in writing by Show Manager. The purposes of the exhibit are to inform and educate attendees regarding services and products of Exhibitor.
RESTRICTIONS: In its exhibit area, Host endeavors to arrange for a representative group of displays that will provide cross-sectional appeal to the varied interests of all segments of its membership. Accordingly, it is under-stood and agreed that Host or Show Manager reserve the right to make such selection from the applications received that will, in its judgment, most effectively con-tribute to the achievement of the foregoing objective.
Host and/or Show Manager reserve the right to restrict exhibits that, because of noise, method of operation or any other reason, become objectionable or detract from the character of the convention as a whole. Neither Host nor Show Manager is liable for refunds, rentals or any expenses incurred in removal of such displays. All activities within the booth area must be conducted so as not to infringe on the rights of other exhibitors or be disruptive in any way. The Exhibitor agrees not to sponsor group functions that conflict with any official convention program, except as approved by the Host.
Distribution of souvenirs and samples is permitted from the assigned booth space only provided there is no interference with other exhibits. Host and/or Show Manager may withdraw permission if they find the material objectionable under the criteria established above.
The Exhibitor must obtain advance permission from Show Manager for after-hour use of exhibit space. The Exhibitor may incur an additional expense for a union electrician to ensure power to the exhibit.
Any Exhibitor who will have taped music, audiovisual presentations, or live performances as part of their exhibit is responsible for obtaining licensing approvals from appropriate licensing organizations such as ASCAP or BMI and agrees to indemnify and hold harmless the Host and Show Manager, their officers, directors, agents and employees from any action arising from the authorized or unauthorized use of taped music or licensed music performed by live musicians.
Any Exhibitor wishing to provide food and beverage in its booth as a hospitality gesture to their customers must first request and obtain permission in writing from Show Manager. Once permission is obtained, you will be provided the Exhibit Site food and beverage department contact for direct arrangements. Exhibitor expressly indemnifies and holds harmless Host and Show Manager from any personal injury, sickness or damage arising from such food and beverage.
CONSTRUCTION OF EXHIBITS: Exhibitors using high siderails must coordinate plans with neighboring exhibitors. In order to adhere to safety laws, Exhibitor may not project beyond the space allotted and aisles must be kept clear of traffic. No materials may be posted, nailed or otherwise affixed to walls, doors or other surfaces in a way that might deface the premises or booth equipment and furniture. Any damage is payable by the Exhibitor.
DECORATION OF EXHIBITS: A service kit will be pro-vided prior to the convention and trade show, which will include information on labor, drayage, furniture, carpeting, lighting, telephones and electricity. It is the responsibility of the Exhibitor to abide by the regulations and deadlines contained therein. All shipments to the Exhibit Site should be marked with Exhibitor's name, booth number, company name, address, phone number and Show name. A complete shipping address will be provided within service kit.
FIRE AND ELECTRICAL REGULATIONS: All local regulations will be strictly enforced, and the Exhibitor assumes responsibility for compliance with such regulations. All decorations and booth equipment must be fireproofed to meet the requirements of the city Fire Marshal. Combustible materials shall not be in or around exhibit booths. All packing containers, wrapping materials, and display materials must be removed from behind booths and placed in storage.
UNION LABOR: Exhibitors are required to observe all union contracts in effect between Host, Show Manager, the official contractors, Exhibit Site, hotel and various labor organizations, in accordance with State law.
DISABILITY PROVISIONS: Exhibitor represents and warrants 1) the exhibit will be accessible to the full extent required by law, 2) the exhibit will comply with the Americans with Disabilities Act (ADA) and with any regulations implemented by the Act. Exhibitor agrees to indemnify and hold harmless the Host and Show Manager, their officers, directors, agents and employees from any action arising from exhibitor's non-compliance with ADA and any regulations implemented by the Act.
SECURITY: Host or Show Manager will provide safeguard Exhibitor's property. However, the provision of this service shall not be construed as an assumption of obligation or duty with respect to the protection of the Exhibitor's property. Exhibitor shall not hold Host nor Show Manager liable for any loss, dam-age, theft or destruction of Exhibitor's property.
NEGLIGENCE: Exhibitor shall indemnify Host, Show Manager, Exhibit Site, and the affiliates and subsidiaries of each, the officers, directors, agents, and partners of each against, and hold it harmless from, any complaints, suits or liabilities resulting from negligence or misconduct of the Exhibitor in connection with the Exhibitor's use of space.
INABILITY TO PERFORM: If Host should be prevented from conducting the Show, or if it cannot permit the Exhibitor to occupy the space by any cause beyond its control, the Host will refund to the Exhibitor the amount of rental fee paid, less a proportionate share of the Show expenses, and the Host and Show Manager will have no further liability to the Exhibitor.
Host and Show Manager will make every effort to provide a high quality and quantity of attendees, but in no way guarantees said quality and quantity.
PAYMENT: A $50.00 fee will be assessed on all returned checks. A fee equal to 5% of booth payment will be charged for all declined credit cards or disputed authorized charges resulting in charges back to the show manager or Host. Credit cards (VISA, Master Card, American Express), checks, money orders or cash will be accepted for booth payment. Exhibitor will not be allowed to set up nor participate in Show until all money due is collected.
INTERPRETATION AND ARBITRATION: These regulations are incorporated as part of the agreement between the Exhibitor, Host and Show Manager. Show Manager has full power of interpretation and enforcement of these rules and may amend them at any time. All matters in question not covered by these regulations are subject to the decision of the Show Manager and shall be binding on all parties affected by them. Exhibitors or their representatives who fail to observe these conditions or conduct themselves unethically may be dismissed from the Show without refund or appeal.
The parties agree to submit to binding arbitration in Fairfax, Virginia in the event there is a dispute arising out of or related to this agreement to rent exhibit space, applying Virginia law.
Exhibitor agrees to protect, save and hold harmless Host, Show Manager, Exhibit Site, and all agents, servants and employees thereof, hereinafter collectively referred to as Indemnitees, for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the Exhibitor or those holding under the Exhibitor, and further, Exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury or damage to Exhibitor's displays, equipment and other property brought upon the premises of the Show Site and further shall at all times protect, indemnify, save and hold harmless the Indemnitees against and from any and all losses, costs (including attorneys fees), damage, liability or expense arising from or out of, or by reason of any accident or bodily injury or other occurrence to any person or persons, including the Exhibitor, its agents, employees, and business invitees that arises from or out of or by reason of said Exhibitor's occupancy and use of the Show Site premises or a part thereof.
WAIVER CLAUSE: The failure of either party hereto to insist on strict observance by the other party of any covenant herein shall in no way be construed as a waiver of a future breach of the same or other covenants.
SPONSOR TERMS AND CONDITIONS
Applicant for sponsorship or other promotional opportunity (herein known as "Sponsor") releases International City County Management Association (ICMA) (herein known as "Host"), Boston Convention and Exhibition Center (herein known as "Exhibit Site") and The Bridge Group, LLC (herein known as "Show Manager") from any and all liabilities to Sponsor, its agents, licensees or employees that may arise as a result of submission of an application or participation in Brownfields 2006 (herein known as "Show"). Host determines the eligibility of any company or product for sponsorship or other promotional opportunity. Acceptance of an application does not imply endorsement by Host of the Sponsor's products or services, nor does rejection imply lack of merit of same. Sponsor is responsible for the actions of employees, agents or other persons participating in Show. Sponsor agrees to receive emails that include information on the Show.
1. Host hereby grants Sponsor the right to be a sponsor through final date of Show.
2. Host shall recognize Sponsor as a sponsor in all agreed upon printed materials, e.g., the Show program, agreed upon Show marketing pieces, and Sponsor will be listed as a sponsor in all agreed upon locations on the Show website.
3. Host shall permit Sponsor to use Host's marks and logo(s) in Sponsor's advertising and promotional materials with the agreed-upon tag line signifying Sponsor as a sponsor at Show. All usage of the Show marks and logos by Sponsor must be approved by Host, which shall not be unreasonably withheld. The Show and Host logo must by imprinted in black or a PMS color that will be provided, and at no time can the marks and logo be used in such a way as to suggest an endorsement of Sponsor, any product or service.
4. From this point forth, Host may recognize Sponsor as a sponsor in all advertising and promotional materials prepared by Host for Show, in the form of a logo and tag line.
5. Host shall have the right to use the Sponsor logo in promoting and advertising Sponsor and the Show including on merchandise authorized by the Sponsor in connection with the conferences. Host understands and agrees that it shall not make any use of the Sponsor logo, which could reflect negatively upon the reputation, or goodwill of these marks or Sponsor. In the event that Sponsor is not provided with the opportunity to review use of the mark in advance, Host will provide samples of use of the mark after affixation of the mark. In the event that Sponsor reasonably objects to any use of the logo by Host, Host shall take all reasonable actions to cease the objected use.
6. Host grants to Sponsor several benefits of the sponsorship as outlined in the addendum provided by Show Manager.
7. Each party represents and warrants that it is free to enter into this Agreement without violating the rights of any person, that its trademarks do not infringe the trademarks or trade names of any person and that it will comply with the laws and regulations pertinent to its business.
8. Each party hereby agrees to keep in strictest confidence and not use for itself or disclose to any third party any confidential and proprietary information disclosed by the other party during the course of their dealings with each other, except as hereinafter provided. Such confidential and proprietary information may be disclosed only to such of the employees of recipient who has a need to know such information for the purpose for which it was disclosed and who have secrecy obligations to the recipient. The parties agree to protect the other's confidential information using the same degree of care with which they protect their own confidential information, but in no event less than reasonable care.
9. This agreement does not constitute a joint venture or principal-agent relationship between Sponsor and Host. Neither party may assign this Agreement.
10. Cancellation Policy: All cancellations must be submitted in writing. A written cancellation received on or before 90 calendar days prior to the Show will be refunded in full. Written cancellation received on or before 60 days prior to the show will be refunded 50%. No refunds will be made after that date.
I agree to the terms and conditions.
A confirmation of this application will be returned to you after assignment of exhibit space and receipt of all exhibit fees. Exhibitor and Sponsor Terms and Conditions and payment in full must be received by The Bridge Group, LLC or space cannot be reserved.
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