Trade Show Agreement
These Terms and Conditions along with a properly executed Registration by Exhibitor (herein referred to as Exhibitor) shall upon acceptance by the Northwest Credit Union Association (herein referred to as Show Organizer) constitute a valid and binding contract. Show Organizer reserves the right to accept, reject, or omit any Registration for any reason.
By signing the Exhibit Booth Space Terms and Condition and executing the Registration, each exhibiting company agrees, for itself and on behalf of its booth representatives, to abide by these Terms and Conditions, rules, and regulations herein stated and as outlined in the Exhibitor Registration Process Documentation, and in any subsequent amendments made a part hereof as though fully incorporated herein, and Exhibitor agrees to be bound by each and every one.
Show Organizer shall have the full right and power to interpret, amend, and add terms, conditions, rules, and regulations as Show Organizer in its sole discretion deems necessary for the general operation and success of the Northwest Credit Union Association. This agreement is governed by the laws of the State of Washington and the Exhibitor agrees to the jurisdiction of the Courts of the State of Washington.
2. Use of Space & Restrictions
Show Organizer reserves the right to decline, prohibit, or expel an exhibit, exhibitor, or both, which in its judgment, is out of keeping with the character of the Northwest Credit Union Association, this reservation being all inclusive as to persons, things, printed matter, product, conduct, sound level, etc.
Distribution of advertising material and exhibitor solicitations of any sort shall be restricted to the Exhibitor’s booth.
Exhibitor’s exhibit may not extend beyond the limits of the Exhibitor’s booth and no part of any exhibit or product may extend into any aisle. No Exhibitor shall so arrange its exhibit so as to obscure or prejudice adjacent Exhibitors in the opinion of Show Organizer.
No Exhibitor shall assign or sublet any part of its assigned space without the consent of the Show Organizer in writing. Co-participation by any other corporation or firm, or its representatives in the space assigned to the original registrant, must be by prior written permission and shall be subject to an additional charge equal to one-half of the rental cost of space reserved if accepted by Show Organizer. Exhibitors may not permit non-exhibiting companies’ representatives to work in their booth, as only one company is permitted for each booth.
Any space not occupied by the time set for completion of the installation of displays may be reassigned at the discretion of the Show Organizer. Any Exhibitor failing to occupy space is not relieved of the obligation to pay the full rental price.
The exhibitor will keep the exhibit open and staffed at all times during the show hours. Each person working in the booth must be registered and have paid the appropriate fees, regardless of the length of time they will be attending the show.
Food products or beverages are not to be distributed in any Exhibitor’s booth unless special arrangements have been obtained in writing from Show Organizer.
3. Booth Installation & Dismantling
Standard booth equipment (as specified in the Exhibitor’s Prospectus) is provided by Show Organizer without cost to the exhibitor. If an Exhibitor plans to install a completely constructed display of such character that the Exhibitor will not require or desire the use of standard booth equipment, no part thereof shall so project so as to obstruct the view of adjacent booths. Specifications on booths are included in the Exhibitor’s Prospectus. Exceptions to these specifications must be obtained in writing from Show Organizer. The specific requirements as to time for installation and dismantling of exhibits will be set forth in the Exhibitor’s Prospectus for this Northwest Credit Union Association event and shall be binding upon the Exhibitor as though fully set forth herein.
Each Exhibitor shall have its exhibit in place before the official opening of the trade show and have its exhibit dismantled and removed directly following the closing of the trade show. The Exhibitor assumes all risks for the shipment and delivery of all property shipped by the Exhibitor and agrees that no early tear downs shall be attempted and that early tear downs are not permitted. The act of tearing down a booth consists of dismantling or removing any part of the booth or marketing materials that have been used during the course of the trade show before the stated teardown hours. A $1,000 Early Teardown Fine will be imposed for tearing down the exhibit before the officially printed and announced authorized trade show closing time.
Failure to comply with the rules and regulations of this contract and as stated in the Exhibitor’s Prospectus will result in the alteration or removal of the booth at the Exhibitor’s expense. Rental fees for services and exhibit space are not refundable.
Exhibitors shall be bound by all pertinent laws, codes, and regulations of federal, state, municipal, or other authorities having jurisdiction over the exhibit facility or the conducting of the exhibit, together with the rules and regulations of the owners and/or operators of the facility in the trade show is held.
Exhibitors will not schedule, host, or conduct outside activities that would divert or attract qualified attendees from the trade show during show hours.
Exhibitor grants Show Organizer the right to use Exhibitor’s name, logo, and trade name in Exhibitor Listings and in promotional materials of the Northwest Credit Union Association.
Hospitality Suites or meeting rooms are extended only to exhibiting companies and must be arranged through the NWCUA. Hospitality suite hours must not be scheduled during official conference events or exhibition hours.
REFUND POLICY – Exhibit space payments are non-refundable after the date specified on the Exhibitor’s Registration Page. Exhibitors which cancel prior to that date will be charged an administrative fee as stated on the Exhibitor’s Registration Page. No refunds will be given after that date. It is agreed that if the Exhibitor fails to comply with the Terms and Conditions of the agreement, in any respect, then Show Organizer shall have the right without notice to the Exhibitor to sell or offer for sale the exhibit space covered by this contract. Said Exhibitor will be liable for any deficiency, loss, or damage suffered by the Northwest Credit Union Association by reason of the premises stated, which loss or damage the Exhibitor agrees to pay the Show Organizer upon demand together with reasonable expenses and costs incurred by reason thereof.
It is further agreed that the actual occupation of the exhibit space by an Exhibitor is of the essence thereof, and that should the Show Organizer be unable to affect the sales of the space as herein provided, the Show Organizer is then expressly authorized to occupy or cause said space to be occupied in such manner as it may deem in the best interests of the trade show, without any rebate or allowance whatsoever to the Exhibitor and without in any way releasing said Exhibitor from any liability hereunder, and said Exhibitor expressly agrees to pay the Northwest Credit Union Association the registration fee.
Show Organizer may cancel this contract and will not be liable for the fulfillment as to the delivery of exhibit space, if non-delivery is due to any circumstances beyond the control of Show Organizer, such as, but not limited to, the facility being unfit or unable, fire, pandemic, an act of God, unavailability of utilities, public emergency, the act of war, strikes or labor dispute, or authority of law, or postponement, or cancellation by Show Organizer. Show Organizer will, however, in the event of not holding a trade show for any of the above reasons, reimburse Exhibitor for any amount paid in, less all reasonable expense incurred, such as but not limited to, rent, advertising, salaries, operating costs, etc. or offer the opportunity to roll the amount paid into a future year’s convention event. Exhibitor waives any and all other damages and claims against Show Organizer.
5. Insurance, Liability, & Indemnification
The Exhibitor agrees to maintain, at its sole cost, adequate insurance to fully protect the Show Organizer and its co-sponsors, service contractors, and the exhibit facility from any and all claims arising from Exhibitor activities including but not limited to, the installation, operation, and dismantling of Exhibitor displays. This includes claims under the Workers’ Compensation Act or due to personal injury, death, or damage to property. Exhibitor is responsible for any and all damages caused by the Exhibitor, its employees, and agents.
The Exhibitor understands that neither Show Organizer nor the exhibit facility maintains insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.
The Exhibitor shall defend, indemnify and hold harmless the Northwest Credit Union Association, its subsidiary, and each of their officers, directors, employees, agents, and representatives from any losses, liabilities, damages, demands, suits, causes of action, judgments, costs or expenses (including court costs and reasonable attorneys’ fees) arising out of or due to (a) the construction or maintenance of Exhibitor’s exhibit; (b) the negligence or willful misconduct of Exhibitor, or its personnel, employees, agents or representatives; (c) Exhibitor’s materials distributed in connection with the trade show, including but not limited to Show Organizer’s use of the materials; or (d) Exhibitor’s breach of any commitment made in this Contract
Any controversy or claim arising out of or relating to this contract, or the breach thereof, shall be settled by arbitration in accordance with the Rules of the American Arbitration Association, and judgment upon the award rendered by the Arbitrator(s) may be entered in any court of competent jurisdiction.
6. Identification Number
All service providers exhibiting at the annual trade show must provide their U.S. tax identification number to the NWCUA. NWCUA is required to solicit and maintain a list of exhibitors with their identifiers. Failure to do so may prevent your company from exhibiting.
7. Available Services
On behalf of Exhibitors, Show Organizer may designate official Northwest Credit Union Association contractors to provide the following: drayage, cartage, furniture, booth and floor decorations, signs, photographs, telephone services, etc. Services of electricians and other labor will be available and charged for at the prevailing rates. Show Organizer assumes no responsibility or liability for any of the services performed or materials delivered by the foregoing persons, parties, and organizations. Arrangements for these services and payments are to be made between Exhibitors and the Northwest Credit Union Association contractors. Rules and regulations for union labor are made by the local unions and these regulations may be changed at any time. Where union labor is required because of building or contractor requirements, the Exhibitor agrees to comply with the regulations.
8. Protection of Facilities
Nothing shall be posted on, or tacked, nailed, screwed, or otherwise attached to the columns, walls, floors, or other parts of the convention hall exhibit area without permission from the proper building authority. Packing, unpacking, and assembly of exhibits shall be done only in designated areas and in conformity with the direction of the Show Organizer, the exhibit hall manager, or their assistants.
9. Northwest Credit Union Association Code of Conduct
Exhibitor and its employees and representatives agree to conduct themselves in alignment with the Northwest Credit Union Association Code of Conduct. This code will be enforced throughout all Association-related communications, activities, and events to the fullest extent possible.
10. Northwest Credit Union Association Attendee Acknowledgement and Assumption of Risk for In-Person Events
Exhibitor and its employees and representatives further acknowledge and assume the risk for in-person events as detailed in the Northwest Credit Union Association Attendee Acknowledgement and Assumption of Risk for In-person Events.