EXHIBITOR CONTRACT
By applying for exhibit space. The exhibitor agrees to adhere to all conditions and regulations outlined in the prospectus. The IFS requests the full cooperation of each exhibitor. Please be sure that your promotional department and anyone else involved in the arrangements for your exhibit has a copy of these rules and regulations.
Purpose
The purpose of the exhibition portion of the Integrated Fertility Symposium is to compliment the continuing education sessions by informing and educating attendees on the latest developments in the treatment of natural reproductive medicine and women’s health.
Eligibility
The IFS reserves the right to determine the eligibility of an exhibitor in the IFS exhibits. The IFS has the right to prohibit an exhibitor from conducting and maintaining an exhibit, if in the sole judgement of the IFS, the exhibitor or exhibit or proposed exhibit shall in any respected be deemed unsuitable.
Booth Rental
Exhibit space will be rented for usage April 16, 2020 (set up only starting at 4pm), April 17, April 18 and April 19, 2020. Booths are provided through contractor Simon Fraser University/Healthy Seminars to include, one 5’ table, two chairs, two ID badges. No space will be assigned or reserved, without full payment. All space will be reserved on a first come, first served basis until all space is sold. At that point we will begin a waiting list. One electrical power-bar is included in the contract.
Cancellations and Reductions
A company desiring to cancel after having submitting a signed contract and the required payment, must do so in writing on company letterhead. A refund of 50% will be paid if cancelled by December 31, 2019. No refunds will be issued for cancellations after December 31, 2019. The IFS will be entitled to all the monies paid and owed. Exhibitor no shows and any exhibit space not staffed during the exhibition will be treated as cancellations. There will be no refunds for these cancellations.
The IFS may cancel this contract, upon reasonable cause, or upon the occurrence of events beyond its control, which makes performance impossible or useless, upon written notice to the exhibitor by an authorized agent, employee, or office of the IFS. The IFS reserves the right to alter, reduce or redistribute allocated space upon reasonable cause, or upon the occurrence of events beyond its control which render previous space allocation impossible or useless, upon written notice to the exhibitor by an authorized agent, employee, or officer of the IFS. In the event of such cancellation or reduction, the IFS agrees to negotiate in good faith toward refund, reduction, or alternate application of the sums paid by the exhibitor as rental fees.
Subletting Booth Space
Exhibitors may not assign, sublet or apportion to others all or part of the space allotted to the exhibiting company, and may not advertise or display goods or services other than those manufactured, distributed or sold by the exhibiting company in the regular course of its business.
Booth staffing and Exhibitor Badges
Each individual staffing an exhibitor’s booth is required to register their names and must wear the exhibitor badge provided. Two company representatives per booth will be provided exhibitor badges. Additional badges can be purchased at $295USD per person.
Booth Construction and Display Regulations
The back wall shall not exceed eight feet in height, including signs or company name, logo or product information. All display material is restricted to a max height or four feet in the front hall of the booth (front four feet of the booth) and to a maximum of eight feet in the rear half of the booth. Booth decorations are to be professional, standard booth design. Decorations that reflect against the character of the IFS or utilize objectionable or attention-getting graphics are prohibited. All exhibits will be inspected during set-up and at the direction of the IFS. The IFS will have final say in this matter. Noise from electrical or mechanical apparatus or other types or displayed may not interfere with or cause annoyance to other exhibitors. The IFS reserves the right to determine at what point sound constitutes interference with other and if it must be discontinued.
Crate and Booth Storage
Nothing may be stored behind booths. Excess storage may be arranged with the IFS or stored under your booth.
Media Related Activities
All public relations, press and media related activities of an exhibitor that will take place on the exhibit floor must be approved by the IFS.
Printed Materials and Signage
Distribution of promotional materials printed by exhibitors or their agents are limited to the exhibit area rented by the exhibitor. Materials are not permitted in the IFS registration area, meeting rooms or at refreshment breaks unless they are exhibiting a refreshment break approved by the IFS.
Use of IFS and other Conference Related Logos
IFS claims trademark rights to its logo. The IFS logo, as well as any logo related to the Annual Syposium may only be used on promotional pieces directly related to the conference and only with the written permission of the IFS.
Exhibitor-Sponsored Hospitality/Entertainment Functions
Exhibitors are to conduct social and hospitality functions in a manner that is consistent with the professional and education nature of the IFS. Exhibitors sponsoring any type of functions are required to adhere to the following guidelines:
All planned hospitality functions must be approved by the IFS prior to booking meeting space. Prior to approval, the interested company must fax a typed description of the function including the date, time, location and type of activity planned on company letterhead to the IFS at FAX# 604-678-8603. Honoraria and other inducements to attract attendance to hospitality functions and meetings are not sanctioned by the IFS. Host companies must make it clear that their event is not an official IFS function. Non-exhibiting companies are prohibited from hospitality, from hosting hospitality/entertainment functions, without the express written consent of the IFS association committee.
Music, Photographs and Copyrighted Materials
No exhibitor shall cause any copyrighted music, photographs, or other copyrighted materials to be used without obtaining the proper permits and licenses to do so. Exhibitors are responsible for individual licensing fees if applicable.
Security
Independent security guards are on the Simon Fraser University Harbour Centre premises. The IFS, the assigned general contractor (SFU) or the security vendor will not be held responsible for the safety of the property of the exhibitors from theft, damage by fire, accidents, vandalism, other causes, or acts of God. The IFS strongly recommends that each exhibiting company secure a rider through its insurance agent to cover all booth and display items during transportation to and from the conference, as well as during installation, exhibit days and dismantling. IFS insurance policies do not extend to cover liabilities of exhibitors.
Indemnity
The exhibitor agrees to indemnify and hold the IFS, its employees, agents, officials and contracts and the Harbour Centre and their respective employees, representatives, agents, successors and assigns, harmless against any and all damages, claims, judgement, losses, costs and expenses (including attorney fees) that may at any time be incurred, suffered, sustained by, or imposed upon by the IFS or their respective agents, successors or assigns by reason of exhibitor’s activities pursuant to the approved exhibit space application and contract. This indemnification and hold harmless agreement includes but is not limited to any and all claims, damages, losses, expenses, attributable to personal or bodily injury sickness, disease or death, or injury to or destruction of tangible property, including the loss of such property.
Damage to Convention Facility
The exhibitor must surrender space occupied in the same condition as it was at the time of the occupation. Exhibitors will be responsible for any damage done to the convention facility and for all claims and demands on account of any injury, death or damage done to property occurring in or upon exhibitors booth space or because of the acts of the exhibitor, their employees, licensees, agents, or contractors. Exhibitor also agrees to hold harmless the IFS from and against any and all claims demands, which may arise from or be assessed in connection with the foregoing undertakings and responsibilities of the exhibitor. No tape, nails, tacks, or screws may be driven into the floor, wall or woodwork of the building. If any part of the exhibit area is destroyed or damaged, prevented by strikes, acts of god, national emergency, or other causes beyond the control of the IFS, exhibitors will be charged for space during the period it was, or could have been occupied and exhibitors hereby waive any claim against the IFS, its directors, officers, agents, members or employees for losses or damages that may arise in consequence of such inability to occupy assigned space, its sole claim against the IFS being for a refund or rent paid for the period it was prevented from using the space.
Fire Ordinance
Local fire codes and ordinances require that the aisles be clear at all times. Demonstration areas shall not be placed on the aisle line of an exhibit. Smoking is prohibited in all areas of the Simon Fraser University Harbour Centre.
Compliance with Local Ordinances
License and permits required by the local statue, ordinance or regulation (if any) are to be obtained and paid for the by the exhibitor. Each exhibitor will be individually responsible for compliance with the local health, fire and safety ordinances and regulations. The IFS has no further responsibility to notify the exhibitors that this compliance is required.
Installation of Exhibits
Any booth not claimed by 1:00pm Pacific time on Friday, April 19, 2019, may be assigned to another exhibitor unless the IFS has been made aware of the extenuating circumstances. There will be no refund to the original exhibitor. Installation of exhibits must take place during scheduled times. Permission to work outside of the established scheduled installation hours must be obtained in advance from the IFS.
Dismantling Exhibits
All exhibits must be packed and labeled for shipment by 3:30pm on Sunday April 19th, 2020. If exhibits are not removed by this time, management has the right to remove exhibits and charge the expense to the exhibitor. All garbage, waste, packing materials in exhibitors space must be disposed of properly in approved receptacles or independent contractor only for the installation and dismantling of the exhibit.
Violations
Violations of any of these regulations on the part of the exhibitor of his/her employees or agents shall, at the option of the IFS, annul the right to occupy space, and such exhibitor shall forfeit to the IFS all monies paid and owed. Upon evidence of violation, the IFS may re-enter and take possession of the space occupied by the exhibitor and may remove all persons and goods at the exhibitors risk. The exhibitor shall pay all such expenses and all monies paid or due the IFS on account thereof. The exhibitor waives any right to service on written notice of the IFS’s intention to terminate this agreement and retain space occupied by the exhibitor.
General
All matters and questions not covered by the regulations are subject to the decision of the IFS. The regulations may be amended at any time by the IFS and all amendments that may be so made shall be equally binding on all parties affected by them, as there are the original regulations. In the event of any amendments or additions to these regulations, written notice will be given by the IFS to such exhibitors as may be affected by them. Every effort will be made to accommodate your request, but it cannot be guaranteed.
Contact Information:
Lorne Brown
IFS Executive Director
Suite 208, 888 West 8th Avenue
Vancouver, BC Canada V5Z 3Y1
lorne@ifsymposium.com
