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Terms and Conditions: 2014 SOCAP Meetings and Conferences

1. ACKNOWLEDGEMENT OF APPLICABLE TERMS AND REGULATIONS

We, the participating entity/company (hereafter referred to as the EXHIBITOR), our employees, agents, contractors, representative or guests (together participants) and any person or entity occupying or sharing the contracted space (even if in violation of our agreement with the Society of Consumer Affairs Professionals in Business, hereafter referred to as SOCAP) for exhibit space, agree, by our contract and presence at all 2014 SOCAP Meetings and Conferences including both the 20014 Spring Conference (April 27-30, 2014 in Charlotte, NC) and the 2014 Annual Conference (October 26-29, 2014 in Colorado Springs, CO) hereafter referred to as 2014 SOCAP Conferences, to abide by the following Rules and Regulations, having knowledge of them or not, which govern the SOCAP Conferences, and any additions and amendments thereto that may be established or put into effect by SOCAP in the interest of the SOCAP Conferences.

2. ADHERENCE TO SOCAP CONFERENCE RULES

On acceptance of this contract by SOCAP, the EXHIBITOR agrees to abide by the terms herein, and any revisions or amendments thereto made by SOCAP. EXHIBITORS not complying with these rules, whether or not they are aware of the rules, shall be subject to the actions taken by SOCAP or their agents.

3. FLOOR PLAN

The arrangement of the exhibit space is shown on the floor plan. The dimensions and locations of the exhibit space, exits and other structures are believed to be accurate but are only warranted to be approximate.

4.  SPACE ASSIGNMENT

Generally, exhibit table assignments will be made in the order that exhibit application payments were received in the SOCAP office. However, SOCAP reserves the right to make final space assignments or to change space assignments after the acceptance of the application, should this in the judgment of SOCAP be in the best interests of the SOCAP Conferences.  NO exhibitor shall assign, sublet, or share the whole or any part of his/her space without written agreement of SOCAP.

5.  CANCELLATION

ALL EXHIBIT FEES FOR SOCAP CONFERENCES ARE NON-REFUNDABLE.

6.  EXHIBIT DISPLAYS AND SIGNAGE

Each exhibit will include a six-foot (6’) draped table. EXHIBIT DISPLAYS MUST BE CONTAINED ON THE TOP OF THE TABLE.  No exceptions will be made to this requirement. All boxes, equipment, prizes, printed matter, souvenirs, etc. not fitting on top or under the draped exhibit table are to be removed from the exhibit area immediately after installation. Only signs supplied by SOCAP may be affixed to the front of the table. Signage is prohibited on any wall.

7.  EXHIBIT INSTALLATION

EXHIBITORS may have access to the exhibit area for the purposes of exhibit installation the day prior the start of the conference from 12:00 pm to 5:00 pm. The EXHIBITOR must have installation of the display completed and the exhibit tidy by 5:00 pm on the day prior to the event (Symposium – April 26: Annual Conference – October 25). EXHIBITORS not utilizing their space by the mandatory time of completion shall forfeit the use of the assigned space. SOCAP reserves the right to use the space without further obligation (i.e. refund, loss of business or disparagement of liability, etc.).

8. EXHIBIT OPERATION AND ACTIVITIES

EXHIBITORS are held liable for compliance with the terms as set forth herein and are therefore responsible for informing their representatives of the rules.

ALL EXHIBIT PERSONNEL MUST BE REGISTERED FOR THE SOCAP ANNUAL CONFERENCE AS CONFERENCE ATTENDESS UNDER THE REGULAR, ASSOCIATE, AFFILIATE, AND OTHER/NONMEMBER CATEGORIES. STUDENT REGISTRANTS ARE NOT PREMITTED TO WORK AS EXHIBIT PERSONNEL. THE EXHIBIT MUST BE MAINTAINED BY AT LEAST ONE COMPANY REPRESENTATIVE AT ALL TIMES DURING POSTED EXHIBIT HALL HOURS IN THE FINAL CONFERENCE PROGRAM AND AS DETAILED ON THE EXHIBITOR AGENDA.  SPECIAL EXHIBITOR FORMS MUST BE COMPLETED AND RETURNED TO SOCAP INTERNATIONAL.

Distribution of printed matter, souvenirs, or any other forms of advertising is forbidden outside the exhibit area unless approved in advance in writing by SOCAP. NO activities will be permitted in any exhibit space that are contrary to law or rules of the SOCAP Conferences/exhibit facility or which will disturb exhibitors in the immediate area. Visitors to an individual exhibit area must be contained within the perimeters of that exhibit area.

All displays, equipment, product demonstrations, prize drawing and marketing/promotional activities, including surveys of any nature conducted by the exhibitor or a contracted survey firm, must be confined to the exhibitors’ assigned exhibit area. The exhibitor agrees not to sponsor group functions such as presentation, hospitality suites, tours, film showing, speeches or other activities during the meeting and exhibition hours that would in any way interfere with delegate attendance at regular SOCAP meetings or induce visitors away from the exhibit area. The exhibitor must get approval from SOCAP for any intended group functions.

Canvassing or distribution of marketing/promotional matter by exhibitors outside of their own exhibit space is prohibited unless approved in advance in writing by SOCAP. Solicitation of business by firms that are not official exhibitors is prohibited.

All prizes must be physically present and awarded at SOCAP Conferences. If a prize is a service, a written commitment and description for the prize(s) must be provided for the winner(s) on site.

Materials, equipment or activities which detract from the atmosphere of SOCAP Conferences or which disturb exhibitors are prohibited. Any sound devices used must not override normal conversation volume. Costumed personnel or mannequins must not be offensive or disruptive in their appearance or dress. SOCAP shall have the right to prohibit any exhibit that in its opinion is not suitable to the character or purpose of SOCAP Conference and shall be modified by request of SOCAP. This regulation applies to display, literature, advertising novelties, souvenirs, and the general conduct of all exhibitor personnel. Exhibits must not obstruct aisles.

The exhibitor shall not attract attendees into the exhibit area by the use of demonstrations not germane to the exhibitor’s product or services, nor for that or any other purpose, shall the exhibitor, without prior approval from SOCAP, employ the use of live activities which include but are not limited to the following: dancing, sports, music entertainment, use of animals, distribution of food or alcoholic beverage, etc. Balloons or other lighter-than-air items and use of glitter, confetti, smoke, and similar decorative items are not permitted. 

8. EXHIBIT OPERATION AND ACTIVITIES

SOCAP reserves the right to remove from all SOCAP Conferences exposition, materials, advertising or literature that it feels is not in keeping with the standards of SOCAP Conferences. The conduct of all exhibitors is subject to the approval of SOCAP.

9.  DISMANTLING AND REMOVAL OF EXHIBITS

EXHIBITORS may not dismantle or disturb their exhibits until after the official closing (3:45 PM) of SOCAP Conferences (Symposium April 29:  Annual Conference October 7). There will be a $500 penalty assessed for early exhibit breakdown. Failure to observe this rule may jeopardize the exhibitor’s space assignments or right to exhibit at the forthcoming SOCAP exhibits. All exhibits and accompanying supplies must be dismantled and removed by 5:00 pm the same day. Material left in the exhibit area after that time will be discarded, packed, shipped or stored at the discretion of SOCAP and all expense will be charged to the Exhibitor of Record. The exhibit hall must be cleared of all materials by the end of the dismantle period.

10. SAFETY

The EXHIBITOR agrees that the first priority of all personnel in the exhibit area shall be the safety of those attending the exhibit, during, before, or after conference hours.

Fire regulations require all display materials used for decoration to be flameproof. Any or all electrical equipment used in conjunction with display installation, operation and dismantling shall be in good operable condition and able to pass the inspection for the local Fire Underwriter Inspection Bureau. STORAGE OF MATERIALS IN EXCESS AROUND OR BEHIND THE EXHIBIT DISPLAY IS PROHIBITIED. Materials which are stored under or on tables shall not block access to the exhibit or necessary areas of maintenance or cover electrical wires or outlets.

11.  SECURITY/LIABILITIES/INSURANCE

THE EXHIBITOR, for ourselves and for any entity occupying or sharing the contracted exhibit space (even if in violation of our Agreement with SOCAP or SOCAP Conferences Exposition Rules and Regulations), our agents, employees, contractors, representatives or guests (together participants) assume and agree to indemnify, protect, save and hold harmless SOCAP and the exhibit facility, its agents, employees, contractor or representative from and against any and all losses, damages, injuries, claims demands and expenses, including legal expenses, of whatsoever kind and nature, arising out of or due to our or any participants’ participation or presence in SOCAP Conferences during the exhibit installation period, exhibit hours, closed hours or dismantle period.

The EXHIBITOR agrees to carry insurance for its employees, agents, contractors, representatives and guests present at SOCAP Conferences in each of the following categories: 1) Broad Form General Liability and 2) Automobile Liability. In addition, the EXHIBITOR agrees to provide Workers Compensation Insurance providing benefits for the state in which the exhibit facility is located and Employer Liability. An umbrella liability policy would be satisfactory provided all these areas are covered.

The EXHIBITOR agrees to maintain such insurance that will fully protect, indemnify, and hold harmless SOCAP and the exhibit facility from any and all claims of any nature whatsoever, including attorneys’ fees, which may arise due to the actions or negligence of the exhibiting firm or its employees or members, contractor or representatives, including claims under the Workers Compensation Act, and from personal injury, including death which may arise in connection with the installation, operation or dismantling of the exhibitors’ display.

Neither SOCAP nor the exhibit facility, its members, nor the representatives and/or employees thereof will be responsible for injury, loss or damage that may occur to the exhibit, or to the EXHIBITOR’s employees or property from any cause whatsoever, prior, during or subsequent to the SOCAP Annual Conference.

SOCAP, its agents or employees, will not be liable for failure to hold SOCAP Conferences or any Conference Expositions as scheduled. Payment for the exhibit space will be returned in that event, less any actual expenses incurred in connection with the SOCAP Conferences, which will be deducted if any SOCAP Conference or Exposition is relocated, delayed or canceled prior to the opening date because of fire, or any act of God, or the public enemy, or strikes, or epidemic, or any law or regulation, or public authority, or any reason which makes it impossible or impractical to hold the Conference and/or Exposition.

Damage to the facility housing any SOCAP Conference and Exposition, caused or done by the exhibitor, shall be replaced or repaired by the exhibitor. Additionally, the exhibitor agrees to protect, save and hold harmless SOCAP and the Conference/exhibit facility of and from all loss, liability, and/or damage whatsoever, caused to the facility housing any SOCAP Conference, or any part thereof, directly or indirectly.

A security guard provided by SOCAP will be on duty during the hours when the exhibit hall is closed.  Any items which need to be secured are the sole responsibility of the EXHIBITOR. SOCAP does not assume responsibility for any software or hardware privacy. The EXHIBITOR is encouraged to maintain an access lock on any and all computer equipment. After exhibit hours, only those exhibitors properly identified and with the authorization of SOCAP may enter the exhibit area. During exhibit days, exhibitor personnel may have access to the exhibit area no more than one hour prior to its opening unless specially authorized otherwise by SOCAP.

Damage to inadequately packed property is the exhibitors’ own responsibility.

Exhibitors are advised to add on to their existing insurance a portal-to-portal rider protecting them against the loss/damage to their materials by fire, theft, accident, etc.

12.  ADMISSION

SOCAP shall have sole control over all admissions of persons to SOCAP Conferences and Exhibition. All persons visiting the exhibit area will be admitted according to the rules and regulations of SOCAP or as amended by SOCAP.

13.  AMENDMENTS TO REGULATIONS

Any and all matters and questions not specifically covered by the article in these Rules and Regulations shall be subject to the decision of SOCAP.