Trade Show Agreement
This application properly executed by Applicant (herein referred to as Exhibitor) shall upon written acceptance by the Northwest Credit Union Association (herein referred to as Show Management) constitutes a valid and binding contract. Show Management reserves the right to accept, reject, or omit any application for any reason.
By signing the Exhibit Booth Space Application and Registration form, 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’s Prospectus and in any subsequent amendments made a part hereof as though fully incorporated herein and the Exhibitor agrees to be bound by each and every one. Show Management shall have the full right and power to interpret, amend, and add terms, conditions, rules and regulations as Show Management 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 Oregon and the Exhibitor agrees to the jurisdiction of the Courts of the State of Oregon.
2. Use of Space and Restrictions
Show Management reserves the right to decline, prohibit, or expel an exhibit 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 Management.
No Exhibitor shall assign or sublet any part of its assigned space without the consent of Show Management in writing. Co-participation by any other corporation or firm, or its representatives in the space assigned to the original applicant, 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 Management. 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 Show Management.
Any Exhibitor failing to occupy space is not relieved of the obligation to pay the full rental price.
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 Management.
3. Booth Installation and Dismantling
Standard booth equipment (as specified in the Exhibitor’s Prospectus) is provided by the Northwest Credit Union Association 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 Management. 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 their exhibit in place before the official opening of the trade show and have their 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 tear down hours. A $1,000 Early Dismantle Fine will be imposed for tearing down 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.
Exhibitor will not schedule, host, or conduct outside activities which would divert or attract qualified attendees from the trade show during show hours.
Exhibitor grants Show Management the right to use Exhibitor’s 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 in the Exhibitor’s Prospectus. Exhibitor’s who cancel prior to that date will be charged an administrative fee as stated in the Exhibitor’s Prospectus. No refunds will be given after that date. It is agreed that if the Exhibitor fails to comply in any respect with the terms of the agreement, then Show Management 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 Management 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 Management be unable to affect the sales of the space as herein provided, the Show Management 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 full sum as herein set forth.
Show Management 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 Management (such as, but not limited to the facility being unfit or unable, fire, act of God, unavailability of utilities, public emergency, act of war, strikes or labor dispute, or authority of law) or postponement or cancellation by Show Management. Show Management will, however, in the event of not holding a trade show for any of the above reasons, reimburse Exhibitor on a pro-rata basis on any amount paid in, less all reasonable expense incurred such as, but not limited to rent, advertising, salaries, operating costs, etc. Exhibitor waives any and all other damages and claims against Show Management.
5. Insurance, Liability, and Indemnification
The Exhibitor agrees to maintain, at its sole cost, adequate insurance to fully protect the Show Management 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 personal injury, death, or for 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 Management nor the exhibit facility maintains insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance. Exhibitor agrees to protect, save and keep safe the Show Management and its sponsors, service contractors and the exhibit facility harmless from any and all claims, losses, costs, damages, liability, and expense arising from Exhibitor’s occupancy or use of the exhibit space, failure to comply with the terms, conditions, rules and regulations as stated herein, or as a result of any act or omission of the Exhibitor, its employees, or agents and waives all claims of any kind against the Northwest Credit Union Association, service contractors and the exhibit facility.
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. UBI Number
All service providers exhibiting at the annual trade show must provide their Washington or Oregon UBI (Uniform Business Identifier) to the NWCUA accounting department upon written request. NWCUA is required to solicit and maintain a list of exhibitors with their UBI. Failure to do so may prevent your company from exhibiting.
7. Available Services
On behalf of Exhibitors, Show Management 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 Management 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, 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 direction of the Show Management, the exhibit hall manager or their assistants.