2011 Vendor Agreement - Exhibiting Rules and Regulations
Exhibitor assumes full responsibility and liability for the actions of its agents, employees, independent contractors, or representatives, whether acting within or without the scope of their authority, and agrees to defend, indemnify, and hold Indiana Fire Chiefs Association, the exhibition hall, and their respective privies, harmless from and against claims resulting directly or indirectly from the actions or omissions of Exhibitor and/or Exhibitors agents, employees, independent contractors, or representatives, whether within or without the scope of authority. There is no other agreement or warranty between Exhibitor and the Indiana Fire Chiefs Association except as set forth in this document and the Exhibitor Service Kit. The rights of the Indiana Fire Chiefs Association under the Agreement shall not be deemed waived except through writing signed by an authorized officer of the Indiana Fire Chiefs Association.
Insurance: For the term of the Agreement, Exhibitor shall at all times maintain insurance sufficient to cover the liabilities of Exhibitor under the Agreement. Such insurance shall also provide coverage for Exhibitor’s contractual obligations to defend, indemnify, and hold harmless, as stated in the Agreement. The Indiana Fire Chiefs Association shall be added as an additional insured to such insurance. Exhibitor’s agrees to provide Indiana Fire Chiefs Association a suitable certificate verifying that the required insurance is and will remain in force for the duration of the Exhibition.
POINT 1: EXHIBIT REPRESENTATIVE
The exhibitor shall indicate name(s) of their person(s) who will be staffing assigned exhibit. Each representative will receive a name badge, conference program, and have admission to all general and workshop/training track sessions of the conference. Four lunch passes are included with each exhibit space. Additional lunch tickets may be purchased in advance for $20 each. All exhibitor badges, programs and lunch tickets may be picked up at the event registration counter located outside Vendor Hall I, Capitol Street entrance. Badges must be worn at all times. Guest(s) of Exhibitors may enter the exhibit hall free of charge during vendor show times. Lunch passes may also be purchased for guest at $20 each. Guest lunch passes may also be picked up at the event registration counter.
POINT 2: EXHIBIT SERVICE CONTRACTOR
George Fern Company will be the conference service contractor for the exhibits. 30 – 45 days prior to the event, the contractor will provide a link to a customized online service kit to all confirmed exhibitors. George Fern Company will service/coordinate all additional services you may require; electrical power, special lighting, carpet for booth area and extra furnishings, and any additional labor to erect and dismantle your exhibit. An exhibitor’s service desk will be available during all hours of installation and dismantlement to handle any last minute requirements.
POINT 3: EXHIBIT PACKAGE
The standard exhibitor’s package for a 10’ X 10’ booth space will contain one covered-skirted 6’ table, two chairs, 3’ draped side rails, 8’ draped background, and identification sign. The identification sign will indicate your company’s name and will be approximately 7” X 44” in size. (For additional service, see POINT 2.) Apparatus space will also include an identification sign, two chairs, and skirted table.
POINT 4: ALLOCATION OF EXHIBIT SPACE
Each exhibit booth location will be handled on a first-come, first serve basis. The Emergency Response Conference Committee will make the final decision on booth assignments based on product/service of the vendor, date of receipt of application and previous participation. All fire and ambulance apparatus will be inside the exhibit hall. The Indiana Emergency Response Conference Committee retains the right to limit the amount of vehicles/ambulances per representative/organization to the two (2) vehicle/ambulance limit when the availability of space dictates that such limitations be imposed. Should such action be necessary, fee(s) already paid by the representative or organization for additional space(s) above the first space reservations will be subject to refund.
POINT 5: REMOVAL
No part of an exhibit shall be removed during, or prior to the end of the conference without specific permission of the Trade Show Coordinator (except for security reasons). ALL EXHIBITORS MUST STAY UNTIL THE END OF THE SHOW, WHICH IS 5:30PM ON FRIDAY OR YOU WILL FORFEIT THE OPPORTUNITY TO EXHIBIT.
POINT 6: UNOBSTRUCTED VIEW
In order to allow an unobstructed view of neighboring booths, exhibitors will not be permitted to extend the height of backdrops or sidewall curtains. In addition, the exhibitor will not be allowed to extend the length of the sidewall curtains into the aisle.
POINT 7: ELECTRICAL SUPPLY
Electrical hook-ups and related services are available through George Fern Company. Each exhibitor will be assessed a charge for electrical service if utilized. An electrical form will be included in the George Fern Company exhibitor service kit. Vendors will directly contact the exhibit contractor to make any special arrangements.
POINT 8: EXHIBIT SECURITY
During all periods of the Conferences, exhibitors are responsible for the merchandise in their exhibit. Facility security guard services will be available during those periods outside the normal conference activity hours. The exhibit area will be secured and locked at the end of the scheduled activities throughout the conference period.
POINT 9: LIABILITY AND CERTIFICATE OF INSURANCE
Liability: By participating in the Indiana Emergency Response Conferences, it is agreed that all and Conference Committee members, and all involved conference sponsoring representatives and organizations shall not be held liable by the exhibitor for any loss or damages to the property contained in such exhibits, or injuries to his/her person, employees, agents, or other persons, no matter how sustained from accident, theft, fire, or other causes, all claims for such loss, damage, or injury being hereby expressly waived by the exhibitor. The conference committee requires each exhibiting company to provide proof of liability insurance. The regular liability insurance carried for your day-to-day operations is sufficient.
Neither Indiana Fire Chiefs Association nor its representatives will be responsible for any injury, loss, or damage that may occur to Exhibitor or to Exhibitor’s employees, invitees, licensees, or guests, or Exhibitor’s property, from any cause whatsoever. Under no circumstances shall Indiana Fire Chiefs Association or its representatives be liable for (i) any special, indirect, incidental, or consequential loss or damage whatsoever, or (ii) any loss of profit, loss of use, loss of opportunity, or any cost or damage resulting from any such loss.
Exhibitor acknowledges that the risk allocations of this Section are reasonable based on the understanding that Exhibitor shall obtain, at its own expense, adequate insurance against any such injury, loss, or damage.
Indiana Fire Chiefs Association shall not be liable for failure to perform its obligations under the Agreement as a result of strikes,
riots, acts of God, or any other cause beyond its control. Anyone visiting, viewing, or otherwise participating in Exhibitor’s booth
or exhibit is deemed to be the invitee, licensee, or guest of Exhibitor, and not the invitee, licensee, or guest of the Indiana Fire
Chiefs Association.
Exhibitor assumes full responsibility and liability for the actions of its agents, employees, independent contractors, or representatives, whether acting within or without the scope of their authority, and agrees to defend, indemnify, and hold Indiana Fire Chiefs Association, the exhibition hall, and their respective privies, harmless from and against claims resulting directly or indirectly from the actions or omissions of Exhibitor and/or Exhibitors agents, employees, independent contractors, or representatives, whether
within or without the scope of authority. There is no other agreement or warranty between Exhibitor and the Indiana Fire Chiefs Association except as set forth in this document and the Exhibitor Service Kit. The rights of the Indiana Fire Chiefs Association under the Agreement shall not be deemed waived except through writing signed by an authorized officer of the Indiana Fire Chiefs Association.
Insurance: For the term of the Agreement, Exhibitor shall at all times maintain insurance sufficient to cover the liabilities of Exhibitor under the Agreement. Such insurance shall also provide coverage for Exhibitor’s contractual obligations to defend, indemnify,
and hold harmless, as stated in the Agreement. The Indiana Fire Chiefs Association shall be added as an additional insured to
such insurance. Exhibitor’s agrees to provide Indiana Fire Chiefs Association a suitable certificate verifying that the required insurance
is and will remain in force for the duration of the Exhibition.
POINT 10: RULES AND REGULATIONS
The exhibitor agrees that The Conference Committee shall have the right to make rules and regulations or changes in the floor plan arrangement of booths when necessary.
POINT 11: BOOTH ASSEMBLY / DISMANTLING
The erection, assembly, dismantling, packing, and unpacking of displays must either be done by exhibitor employees or representative or conference service contractor. The handling, placing, or setting-out of merchandise is to be done by exhibitor employees or representative or conference service contractor. The handling, placing or setting-out of merchandise to be displayed
must be done by a direct employee or representative of the exhibitor.
POINT 12: DAMAGES
No signs or articles may be affixed, nailed, or otherwise attached to walls, doors, etc. in such a manner as to deface or destroy them; in addition, no attachment can be made to the floors by nails, screws, or any other devices that could damage the flooring. All leased space is subject to these restrictions. Violations of these rules will void the exhibitor’s agreement, and the exhibitor will be held liable for any damage from such violations.
POINT 13: FORCE MAJEURE
In case the Exhibition hall is damaged or destroyed by fire, the elements, or any other cause, or if circumstances make it unreasonably difficult for the Indiana Fire Chiefs Association to permit Exhibitor to occupy the assigned space during any part or the whole of the Exhibition, then during such circumstances The Indiana Fire Chiefs Association, the building management, and their respective privies will be released and discharged from the obligation to supply space, and Exhibitor will be reimbursed a proportionate
share of the booth rental previously received by The Indiana Fire Chiefs Association from Exhibitor. The Indiana Fire Chiefs Association reserves the right to cancel or relocate the Exhibition or change the dates on which it is held. If the Indiana Fire Chiefs Association relocates to another facility within the same city, or changes the dates for the Exhibition to dates that are not more than 30 days earlier or later than the dates originally scheduled, no refund will be due Exhibitor and the Indiana Fire Chiefs Association shall assign to Exhibitor such other space as the Indiana Fire Chiefs Association deems appropriate. In such case, Exhibitor agrees to use such space under the terms of the Agreement.
POINT 14: PUBLIC SAFETY
Exhibitors and/or their agents/guests will follow all Indiana Convention Center rules, policies, and procedures during any emergency. Additionally, exhibitors and/or their agents/guests will abide by all applicable local, state, and federal laws/regulations. All applicable State of Indiana policies, State Emergency Management, and EMS and policies will be followed. Show Management shall have the right torestrict, alter, or close any exhibit which, because of noise, odors,method of operation, or any other reason, becomes objectionable or otherwise detracts from or is out of keeping with the character of the Exhibition as a whole. Such restrictions may be applied to persons, things, conduct, or printed materials. No refund shall be due under such circumstances.
POINT 15: MOTOR VEHICLE, BOAT, MOTORCYCLE, AND AIRCRAFT DISPLAY
The maximum amount of gasoline permitted to remain in the tank is less than one-fourth of a tank. Gasoline tank caps must be
locked, taped or sealed and approved by the State of Indiana Fire Marshal and City of Indianapolis Fire Dept. All battery connections must be removed from the battery upon termination of the move-in until commencement of the moveout. Both positive and negative cable ends must be taped to avoid any chance of sparks. Fueling and de-fueling of vehicles must occur outside of the building.
POINT 16: FOOD & BEVERAGE
The Indiana Convention Center has established an exclusive food and beverage vendor that we must use. Therefore, food and beverage items used as traffic promoters (i.e. coffee, popcorn, sodas, bar service, ice, etc.) must be purchased from the exclusive
vendor.
POINT 17: APPLICATION/PAYMENT
All contracts must be accompanied by payment in full and will need to be returned to the IFCA office by June 11th to be included
in the conference program. or representative or conference service contractor. The handling, placing or setting-out of merchandise to be displayed must be done by a direct employee or representative of the exhibitor.