Exhibitor Terms and Conditions



General

These rules and regulations form part of the Exhibitor Agreement made between the Association for Commuter Transportation (ACT) and the Exhibitor.

Force Majeure

The performance of this contract by either party, in part or in full, is subject to acts of God, war, government regulations, disaster, acts of terrorism, strikes, civil disorders, and delay in providing service preventing at least 25% of contracted participants from access or any other emergency beyond the control of either party making it inadvisable or impossible to provide services.  The Association for Commuter Transportation (ACT), eShow, or Portland Hilton or their partners or subsidiaries may be held responsible for any inconvenience this may cause.

Acceptance

Upon completion of space reservation contract, payment method may not be changed.  ACT will process payment as stated on contract with no exception.  Any duplicate or over payments will be refunded by check or credit card within 14 business days.  Any outstanding invoices from previous year’s show must be paid in full prior to accepting a space reservation for current year.  If outstanding invoices exist, space reservation for 2016 can and will be canceled with any/all received payments toward 2016 contract being forfeited and applied towards any outstanding invoices that are 60 days or greater. 

Rejection, Refund and Cancellation

Cancellations must be made in writing (e-mail or fax is acceptable.  They cannot be taken over the phone. Cancellations are effective as of the date of receipt.  In the event of cancelation by an exhibitor prior to June 10, 2016, 50 percent of exhibitor's total paid booth fees less a $250 processing fee will be refunded.  After June 10, 2015, no refund will be made

All booth assignments remain the exclusive prerogative of ACT.  In all reassignment cases, preference will be given to the exhibitor whose reservation and payment was received the earliest.  ACT does not guarantee separation of competing exhibitors. 

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 exhibit hall at 6:00 p.m. on Sunday, July 30, 2016, and has not given ACT the required written notice of cancelation. ACT has the right to use “no show” exhibit space in such a manner as it may deem in the exposition’s best interest. Failure to occupy exhibit space does not relieve the Exhibitor from their obligation to pay the full booth rental fee.  Any exhibiting company canceling with a balance due is responsible for paying the remainder in full within 30 days of the cancelation.

Booth Cost/Payment Policy

Exhibit fees are listed on the Exhibit Map page.  There is a discount for exhibitors who are members of ACT.  To be eligible for member pricing, you must be an active member at time of reservation and at time of meeting to take advantage of the discount.  Premier booths located in the foyer reflect premium pricing.  Booth space will be assigned in accordance with the space reservation procedures.  Policies outlined in the space reservation procedures and contract terms and conditions will be applied without exception.

ACT makes available several options for payment of exhibit space.  Upon submission of your online contract, you are entering a binding contract and will be responsible for all fees including but not limited to penalty and/or administrative fees in the amount of up to 15% of total fee for declined or bad credit card transactions and/or returned check payments and/or collection fees/legal fees.

A minimum of 50% of booth fees are due upon reservation by credit card.  The remaining balance is due within 30 business days of your reservation by check or credit card.  In any event that a remaining balance has not been satisfied within the 30 day window, by accepting these terms and conditions, you are authorizing ACT to charge the full balance to the credit card originally provided during reservations.

Exhibit Standards, Eligibility, Assignment and Relocation

ACT reserves the right to determine the eligibility of any company or product for inclusion as an Exhibitor.  ACT shall have the right to prohibit and/or remove any exhibit, in whole or in part, which in ACT’s sole judgment is not suitable to or in keeping with the character or purpose of the exhibition.  ACT Exhibit Management will notify the Exhibitor in writing and detail what modifications, if any, are necessary prior to the prohibition or removal of the exhibit.  If an Exhibitor is asked to remove an exhibit, or part thereof, and fails to do so promptly, ACT will remove the exhibit or part thereof, and the Exhibitor agrees to pay the reasonable costs of such removal.  ACT will not be liable for any damage to any party for the removal, whether in whole or in part, or prohibition of the exhibit that ACT deems to be not suitable or in keeping with the character or purpose of the exhibition.

Locations and arrangement of exhibit booths are shown on the Official Exhibit Area Floor Plan.  Exhibits are arranged in Grand Ballroom II.  To help ensure maximum visibility and traffic, ACT will host Food and Beverage Service Areas  throughout the space to drive traffic to exhibitors.  Additional "premium booths" may be made available within the Foyer outside the Grand Ballroom entrances.

Certain booths may be restricted due to height restrictions at the property.  Please review carefully when making your space reservation and observe height restrictions clearly marked on the floor plan.  ACT reserves the right to alter the Exhibit Area Floor Plan as it deems necessary.  In all questions of booth design or layout, ACT reserves final approval authority.  (See also “Exhibit Standards,” “Sound Level & Aisle Obstruction” and “Distribution of Materials on Show Floor”).

Your exhibit space does not include and therefore would need to be arranged for separately either on your own:

  • Electrical, phone, internet or plumbing services
  • Chairs, signage, furniture, or any booth fixtures
  • Assembly, dismantle or rigging services

Included in Booth Space Rental

Your 2016 ACT Conference official space reservation entitles you to the following exhibitor benefits:

  • All booth personnel have unlimited access to technical and educational sessions as full “delegates” a more than $650 per person benefit!
  • Kick-off opening reception – allowing vendors to network with attendees prior to the official opening.
  • More than 12 hours of exhibit opportunities.
  • Pre-and post-registration lists of registered attendees in a .pdf format.
  • **Listing of your company name, booth number and a 75 word description of the products and services you'll be showcasing in the “Virtual Tradeshow” on the official conference website (www.actconf.org).
  • Exhibitor Service Center – a website portal providing you with access to networking and marketing tools to maximize your investment; including a deadline checklist.
  • One free booth personnel badge provided for each booth purchased; with additional exhibit personnel badges available at special discounted rates (Exhibitor badges will not be issued in non-exhibiting company names).
  • **Listing of your company and booth number in the Official Conference Program Guide provided to all conference attendees.

**provided an exhibitor is a registered and fully paid company prior to June 10, 2016.  Any company reserving space after this date may forfeit their complimentary listings in printed material.

Occupation and Use of Exhibit Space

No Exhibitor shall be permitted to set up their exhibit space without full and final payment.  The booth must be staffed by at least one company representative at all times during the exhibit hours.  All demonstrations and exhibits must be confined to the contracted space. 

Subletting Space

No Exhibitor shall assign, sublet, or apportion the whole or any part of the space allotted, or exhibit therein, any other goods, apparatus, etc. than those manufactured or sold by the Exhibitor in the regular course of business. Sub-divisions and subsidiary organizations that share space with a parent company will not be recognized as Exhibitors. There is no exception to this policy.

Care of Exhibit Space

Exhibitors shall care for and keep in good order all space occupied by them.  Special cleaning and dusting of booth, display and equipment and material will be the Exhibitor’s responsibility and shall be performed at the exhibitor’s expense.

All goods of reasonable weight and bulk will be placed in exhibit space by ACT.  Exhibitor shall properly protect and maintain its exhibit space and appurtenant property. Exhibitors shall pay ACT or its designee the cost of restoring Exhibitor’s space and appurtenances to the condition as of initial use by the Exhibitor; reasonable wear and tear expected.

Moving and Removal of Exhibits

Exhibits may be moved into the exhibit display area beginning at 12:00 p.m. on Sunday, July 29, 2016.  Exhibits must be set up at least one hour prior to the opening event at 6:00 p.m. on Sunday, July 29, 2016.  Exhibits not set up at least one hour prior to the opening of the exposition will be considered as a “no show” and are subject to policies set forth in Rejection, Refund & Cancelation. Displays must remain fully intact and manned during all exhibit hours.  No exhibits may be erected after official opening or dismantled before official closing times.  Failure to adhere to this policy could result in substantial penalty fines of up to 15% of your total booth cost.  There is no exception to this policy.

Conduct of Exhibitors

Exhibitors shall conduct themselves in a professional, ethical, and otherwise appropriate manner at all times and in conformance with these regulations.  ACT reserves the right to deny the privileges of the floor to any and all Exhibitors/Attendees who do not do so.

Exhibit Dates and Hours

No exhibits may be erected after official opening or dismantled before official closing times

Set Up hours are:  Sunday, July 29 - 12:00 pm – 5:00 pm

Exhibits must be fully installed by 5:00 p.m., Sunday, July 29.  After this hour no installation work will be permitted without special permission from ACT.

Show hours are:  Monday, August 1st - 8:00 a.m. – 5:00 p.m. Tuesday, August 2nd - 8:00 a.m. – 4:00 p.m.

Dismantle hours are:  Tuesday, August 2nd – 6:00 p.m. – 8:00 p.m.

Height and Size

ACT accepts the International Association of Exhibitions and Events "Guidelines for Display Rules and Regulations" as booth configuration criteria for its show. In any event, no display, advertising sign or material, etc., may block a reasonable view of any other exhibit, nor extend beyond the perimeter of assigned space. 

In all questions of booth design or layout, ACT reserves the final approval authority.  Should a question arise regarding this or other guidelines, the matter should be submitted to ACT well before set-up for a final determination.

Sound Level, Aisle Obstruction, Strobe Lighting

Sounds originating in an exhibitor's booth space may not cause interruption to any other exhibitor nor exceed reasonable limits.  No part of any booth space shall extend into the aisle.  Product demonstrations, presentations, and entertainment located within an exhibitor's booth space may not cause significant obstruction of aisles.  Entertainment, marketing schemes or activity outside of your assigned space for the purpose of generating traffic to your booth must have the express written consent of the Show Manager prior to exhibit hall hours.  Upon approval, this activity must not interrupt or cause harm to any other exhibitor or their display.  ACT reserves the right to have exhibitors remove any strobe lighting that negatively affects other exhibitors or attendees.

Exhibitor Admission and Access

Exhibitors earn one (1) complimentary exhibitor registration per each space rented.  Additional exhibitor registrations can be purchased at $495 each. All company representatives must register upon arrival and wear ACT-furnished identification badges at all times. Exhibit staff/personnel registrations are non-refundable.

Music Licensing

Exhibitors agree to comply with existing regulations on music licensing and agree to indemnify and hold harmless ACT against any claims or expenses arising from noncompliance with these regulations.

Live/Video Streaming/Photography

Exhibitors and attendees are prohibited from videotaping, video streaming/wireless transmitting or photographing other exhibitors’ booths, events or activities during the ACT Conference, without the express written permission of ACT.  However, an exhibit booth may be photographed or videotaped with the permission of the legitimate occupants of that booth, but that permission shall only apply to that exhibitor’s booth.  By submitting your exhibit contract, the exhibitor gives consent to the ACT professional photographer to use images of both your person(s) and/or your display.  The prohibition against videotaping, video streaming/wireless transmitting or photographing the event extends to members of the press unless they are registered as press and possess a “press” badge/ribbon.  Booth personnel should immediately notify ACT’s show management if they believe their booth or another booth is being photographed/videotaped without permission.  Television and/or video cameras (including webcams) are prohibited without prior written approval of ACT show management.  ACT reserves the right to deny, alter or limit such access or distribution as the event is the proprietary property of the ACT.

Americans with Disabilities Act

Exhibitors shall be responsible for making its exhibit space accessible to persons with disabilities as required by the American’s with Disabilities Act and shall hold ACT, its agents, and employees harmless from any consequences of exhibiting companies that fail in this regard.

Liability

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 facilities; (d) in any manner that constitutes any waste or nuisance; (e) in any manner that causes any injury to the facilities; or (f) in violation of any applicable rule or regulation issued by management of the exhibit facilities.

Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save the Association for Commuter Transportation, Hyatt Regency Baltimore, their employees and agents harmless against all claims, losses and damages to persons or property, governmental charges or fines, and attorney's fees arising out of, or caused by exhibitor's installations, maintenance, occupancy or use of the exhibition premises or a part thereof.

Fire Protection

All booth material must be nonflammable and meet all requirements of the Portland Hilton & Executive Tower. 

Facilities Rules

Exhibitor agrees to comply with all rules and regulations prescribed by the management of the exhibit facilities, meet the requirements of all local authorities, and obtain, at their own expense, any necessary permits, licenses, or equipment, should any be required for the particular individual displays or the particular exhibit of the Exhibitor.  Exhibitor agrees that failure to conform to all facilities and city rules and regulations may result in the closure of its exhibit by ACT.

Indemnification and Waiver

Exhibitor agrees to indemnify, hold harmless, and defend ACT, eShow or Portland Hilton & Executive Tower and their respective members, officers, directors, agents, and employees (‘indemnities’) from and against any and all liabilities, damages, actions, losses, claims, and expenses (inclusive of attorney’s fees) on account of personal injury, death, or damage to or loss of property or profits arising out of or contributed to by any act, omission, negligence, fault, or violation of a law or ordinance by the Exhibitor or its employees, agents, contractors, patrons, and invitees.

Exhibitor hereby waives each and every claim that arises or may arise in its favor against any one or more of the indemnities for any and all losses of damage covered by valid and collectible insurance. Such waiver precludes the assignment of any claim by subrogation or otherwise.

Conflicting Meetings and Social Activities

In the interest of the success of the entire event, Exhibitor agrees not to extend invitations to meetings, receptions, outings, social events, or otherwise encourage attendee absence from the conference or Exhibit Hall during conference and show hours. When considering the scheduling of hospitality and social events, exhibitor should contact ACT well in advance to avoid conflict.  ACT reserves the right to request and enforce cessation of any non-approved activity as it sees fit.

Violations

Violations of any of these regulations on the part of the exhibitor or his employees or agents shall, at the option of ACT Conference show management, cancel the license to occupy space, and such exhibitor shall forfeit to the Association all monies paid.  Upon evidence of violation, the Association may reenter and take possession of the space occupied by the exhibitor, and may remove all persons and goods at the exhibitor’s risk.  The exhibitor shall pay all of such expense and all damages which the Association may incur, and shall forfeit all monies paid or due the Association on account thereof.  The exhibitor waives any right to service of written notice of the Association’s intention to terminate this agreement and repossess space occupied by the exhibitor.

Amendments to Regulations

These rules and regulations are to be construed as a part of all space applications and contracts.  All interpretations as well as answers to questions and matters not specifically covered by these rules and regulations will be decided by ACT Show Management.  ACT reserves the right to change or add to the rules and regulations if such addition or change is, in ACT’s judgment, reasonably required for the appropriate conduct of the exhibition.

Note:  Please read the Contract Terms and Conditions/Show Rules carefully.  It is important that the representatives from your company who attend the show be aware of the terms and conditions, as well as information that affect the operation of the Association for Commuter Transportation International Conference.  These policies are strictly adhered to and enforced without question.

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