(See General Sponsorship as well as Exhibitor-Specific Terms and Conditions included below.)
General Sponsorship Terms and Conditions
1. Consent for Use of Photographic & Video Images
Registration and attendance at, or participation in, the 2017 IAHSS Annual Conference & Exhibition and other associated activities constitutes an agreement by the registrant to permit IAHSS to use and distribute, both now and in the future, the registrant or attendee's image and/or voice in photographs, videos, electronic reproductions, and audiotapes of such events and activities.
2. Content and Advertisement Submissions
- All content and advertisement submissions are subject to deadlines. Any sponsor who misses a deadline forfeits the right to use that particular benefit. All sponsors are liable for all fees at the agreed upon level of sponsorship, even when sponsor-purchased benefits go unrealized because a sponsor misses a deadline.
- All content including advertisements, inserts, articles, webinars and surveys are subject to approval by IAHSS.
- All ads must be submitted in .jpg format.
- The Pulse and The BEAT ads should not exceed file size of 100kb. Ad size is subject to IAHSS specifications and approval.
- The AC&E full program ad must be black and white and 7.5" x 10" in size. The AC&E half page ad must be black and white and 8" x 5" in size (horizontal only). The AC&E quarter-page ad must be black and white and 3.75" x 5".
- All art/graphics for the lanyards, conference bags, hotel key cards, etc shall be submitted to IAHSS on or before March 3, 2017.
Payment must be received by IAHSS prior to any part of any sponsorship being fulfilled. Make all checks payable to IAHSS, PO Box 5038, Glendale Heights, IL 60139. All telephone inquiries: (630) 529-3913, fax (630) 529-4139. All prices quoted are in US funds. International funds must be submitted on a U.S. bank in U.S. equivalents. No electronic transfers will be accepted.
4. Unused Benefits
Any sponsor who does not utilize in 2017 some or all benefits included in the sponsorship package purchased for the 2017 calendar year is liable for the full amount of all fees at the agreed upon level of sponsorship. Unused benefits are forfeited.
IAHSS reserves the right to amend the 2017 sponsorship or exhibitor offerings. IAHSS reserves the right to interpret, amend and enforce these terms and conditions as it deems appropriate.
Exhibitor-Specific Terms and Conditions
1. Assignment of Space
In an effort to maximize the space available for all exhibitors, space assignments will be made approximately two weeks prior to the meeting. Space will be assigned giving priority based on level of sponsorship. Exhibitors wishing to avoid assignment of space adjacent to a particular competitor should indicate this on their application for exhibit space. Careful consideration will be given to such requests. IAHSS reserves the right to alter the floor plan at any time.
Payment must be received within 30 days of online order or by March 15, 2017, whichever date is earlier or booth space will not be held. No exhibitor will be allowed to setup a booth if payment has not been received. Make all checks payable to IAHSS, PO Box 5038, Glendale Heights, IL 60139. All telephone inquiries: (630) 529-3913, fax (630) 529-4139. All prices quoted are in US funds. International funds must be submitted on a U.S. bank in U.S. equivalents. No electronic transfers will be accepted.
3. Cancellation Policy
Booth cancellation requests received in writing by February 28, 2017 will be issued less 50%. No refund is possible for cancellations received after February 28, 2017. All cancellation requests must be made in writing and emailed to Exhibits@IAHSS.org or firstname.lastname@example.org. You will receive confirmation of your cancellation within 72 hours. No refunds will be issued for sponsorships.
4. Cancellation or Termination of Exhibition
In the event that the premises where the exhibition is to be held shall, in the sole determination of IAHSS, become unfit or unavailable for occupancy, or shall be substantially interfered with, by reason of picketing, strike, embargo, injunction, act of war, act of God, fire or state of emergency declared by any government agency or by reason of any municipal, state or federal law or regulation or by reason of any other occurrence beyond the control of IAHSS, IAHSS may cancel or terminate the exhibition.
In case IAHSS shall for any reason determine to cancel or terminate the exhibition, the exhibitor waives all claims the exhibitor might have against IAHSS for damages or expenses and agrees to accept in complete dissatisfaction and discharge of all claims against IAHSS a refund of all amounts paid by the exhibitor to IAHSS in accordance with this agreement.
5. No Show Policy
Exhibitors are considered ‘no show’ if a company does not occupy and exhibit in the designated space one hour before the scheduled opening of the exposition and has not given IAHSS required written notice of cancellation. IAHSS has the right to use ‘no show’ exhibit space in such a manner as it may deem in the conference’s best interest. Failure to occupy exhibit space does not relieve the Exhibitor from their obligation to pay the full booth rental fee.
To the fullest extent permitted by law, Exhibitor shall indemnify and hold harmless IAHSS, the exhibition venues, and its agents or employees from and against claims, damages, losses and expenses, including but not limited to attorney’s fees, arising out damage or injury to persons or property during the term of this agreement resulting from performance of this agreement, provided that such a claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, but only to the extent caused by the negligent acts or omissions of IAHSS, the exhibition venues, and its agents or employees, regardless of whether or not such a claim, damage, loss or expense is caused in part by a party indemnified hereunder. If the exhibitor’s material fails to arrive, the exhibitor is nevertheless responsible for all amounts due under the agreement. Exhibitors are advised to carry special insurance to cover exhibit material against damage and loss. Exhibitors are advised to carry public liability insurance against injury to person, property, or others.
All exhibits must be confined to the dimensions of the assigned space. IAHSS reserves the right to require any exhibit to reposition the contents of the display if it is deemed to be obtrusive to the sightline of another exhibitor or to the overall exhibit space.
IAHSS will provide security for the exhibit hall if it is not lockable. Regardless, each exhibitor should make provisions to safeguard their goods from the time they are placed in the booth until the time they are removed.
9. Attendee List
IAHSS will not provide an attendee list prior to the event. An attendee list will be provided to each exhibitor on-site. Post event attendee lists will be provided upon request.
10. Exhibitor Service Kit
Detailed exhibitor instructions including shipping information and an electrical order form will be distributed after booth payment is received.
11. Installing Exhibits
The exhibit area will be available for set up on Sunday, April 23, 2017 beginning at 12:00 pm noon. All exhibits must be installed by 4:00 pm. Assembly of exhibits during the regularly scheduled exhibit hours is not permitted.
12. Dismantling Exhibits
All exhibits must remain intact until the official closing time of Tuesday, April 25, 2017 at 1:00 pm, and may not be dismantled or removed, in whole or in part, before that time. After the close of exhibits, all material must be removed no later than 4:00 pm on Tuesday, April 25, 2017.
13. Exhibit Personnel
All participants affiliated with exhibits must be registered separately as an exhibitor or regular attendee. Each registered exhibitor attendee will be issued an exhibitor badge and must be employed by the exhibiting organization or have a direct business affiliation. Exhibiting companies are limited to the number of complimentary registrations allotted for the exhibit or sponsorship level purchased. Additional registrations are available at an additional cost. Exhibitors (including those comp'd as part of their exhibit or sponsorship package) who register after April 15, 2017 are subject to an additional $50.00 registration fee.
If the exhibitor fails to comply in any respect with the terms of this agreement, IAHSS shall have the right, without notice to the exhibitor, to offer said space to another exhibitor, or to use said space in any other manner. This shall not be construed as affecting the responsibility of the exhibitor to pay the full amount specified by the contract.
IAHSS reserves the right to amend the sponsorship or exhibitor offerings in the prospectus. IAHSS reserves the right to interpret, amend and enforce these terms and conditions as it deems appropriate to ensure the success of the exhibition.
16. Conflicting Meeting and Social Activities
In the interest of the success of the entire conference and exhibition, Exhibitor agrees not to extend invitations to meetings, receptions, outings, social events or otherwise encourage attendee absence from the conference or Exhibit Hall during published conference and show hours.
17. Protection of Facilities and the Public
Exhibitor shall not use the exhibit facilities or permit them to be used by any employee, patron, contractor, or invitee: (a) for any illegal purpose; (b) in conflict with any applicable law, ordinance, rule, or regulation of any governmental authority; (c) in any manner that could violate the insurance or increase the rate of insurance on the facility; (d) in any manner that constitutes any waste or nuisance; (e) in any manner that causes injury to the facilities; or (f) in violation of any applicable rule or regulation issues by management of the exhibit facilities.
18. Additional Terms
All sponsor/exhibitors’ furnishings must be contained within the confines of their booth. Aisles or facility fire exits must not be obstructed at any time. IAHSS reserves the right to restrict any exhibit which might be considered undesirable or does not conform to the terms and conditions, or to make any modifications to these displays, at sponsor/exhibitors’ expense, so that the exhibit conforms to the terms and conditions.