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EACE 2011 Conference Exhibitor Information
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 Exhibitor Information



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EACE Exhibitor Terms and Conditions

Set-Up Time: Wednesday, June 15, 2011 between 8:00am and 12:00pm.
Breakdown Time: Thursday, June 16, 2011 at 6pm.

Character: The exposition, sponsored by the Eastern Association of Colleges and Employers (EACE), is a professional conference for HR/staffing and college career services practitioners. EACE reserves the right to determine the eligibility of any company, product, or services and the rights to restrict, prohibit, or evict any exhibitor or product, which, in the opinion of EACE, detracts from the character of the exposition or for any violation of the following Terms and Conditions. In the event of such restriction or eviction, EACE is not liable for refunding exhibit fees or any other cost incurred by the exhibitor. EACE will not accept advertising for tobacco, alcohol, drugs, or firearms, and/or products/services that promote nudity and/or pornography. Products and services in the exhibit hall must be related to career development or recruitment/selection. A company's participation in the exposition does not reflect a product endorsement by EACE. The exhibitor may not make any statements in print, orally, or electronically that state or imply such endorsement.

Booth Requirements. Exhibitors are required to observe the following guidelines:

6’ x 4 booths
Booths consisting of 6’ x 4’ inline or corner space must not exceed a height of 8 feet. Exceptions may be granted where the booth(s) are located along perimeter walls.

No walls, partitions, paintings, decorations, or other obstructions may be erected which will in any way interfere with the view of any other exhibitor. Exhibitors are required to ensure that their displays do not have a negative impact on the show environment through excessive noise, heat, light, etc.

Payment Terms. Booth space registration requests received byMarch 31st  will be invoiced at the Early Bird rate of $845.  Registration requests received after March 31st will be invoiced at the Full Rate of $895.  Failure to make payment by April 30, 2011 constitutes a cancellation of this contract and EACE reserves the right to exclude the Exhibitor from the exhibition without refund, deposit, or liability. EACE reserves the right to resell the exhibit space without notice or refund after April 30, 2011. Requests for cancellation and refunds must be in writing. Cancellations received before April 30, 2011 are subject to a $250 administrative fee. No requests for refunds will be granted after April 30, 2011. EACE reserves the right to deny exhibit space to companies that have overdue account balances with EACE.

Exhibitor Registration is limited to sales, marketing, management and special booth personnel. EACE reserves the right to limit the number of exhibitor personnel. Exhibitor registration includes one (1) conference registration that includes all workshops, and activities. Exhibitors are encouraged to attend all events. Additional personnel will be required to purchase full conference registrations.

Subleasing and Sharing of Exhibit Space is prohibited. All signs, displays, and products in a booth must be related to the exhibitor's company.

Exhibit Space Assignments are made on a first come, first served basis. EACE reserves the right to alter an exhibitor's assigned space if it is deemed necessary in the best interests of the exposition. Before exercising its discretion, EACE will consult with the exhibitor.

Damage to Property caused by an exhibitor will be paid for by that exhibitor. Do not paint, tape, nail, screw, drill, or tack anything to the walls, columns, floor, or ceiling of the building; adjoining displays; or the official contractor's display material.

Americans With Disabilities Act. Exhibitor shall advise EACE no later than one month before the event if exhibitor requires an accommodation due to a disability for access to and around the exhibit area.

Fire Department Regulations must be observed. Display and packing material must be flame-retardant. Electrical equipment must be UL-approved and must be wired by a licensed electrician. Exhibitor shall confine their activities to conform to the specifications set out for the exhibit by the general agreements between EACE and the host hotel.

Insurance. All exhibitors, their contractors, and suppliers working in the exhibit hall are required to carry liability and property insurance, and workers' compensation insurance. Exhibitors must operate and maintain their exhibit so that no injury will result to any person or property. Hazardous and nuisance causing giveaways are prohibited. All exhibitors are strongly urged to obtain full-coverage temporary insurance for their merchandise and displays while in transit and while at the exposition.

Liability. Exhibitor shall make no claim of any kind against EACE, its agents or employees; or the host hotel, its agents, or employees for any loss, damage, theft, or destruction of goods; nor for any injury that may occur to itself or its employees while in the Exhibit Hall; nor any damage of any nature or character whatsoever, and without limiting the foregoing including any damage to its business by reason of the failure to provide space for an exhibit or removal of the exhibit or for any action of EACE or its participants, agents, or employees in relation to the exhibit or exhibitor.

Indemnification by Exhibitor. Exhibitor shall be solely responsible to its agents and employees and to all third persons, including invitees and the public for all claims, liabilities, actions, costs, damages and expenses arising out of or relating to the custody, possession, operation, maintenance or control of the leased space or exhibit, for negligence or otherwise relating there to. Exhibitor shall indemnify and hold harmless EACE and the exposition location for all liability related to Exhibitors' exhibit or any act or omission of exhibitor or any of its employees or agents; including accident or injury to invitees, guests, exhibitors, their agents, and employees and including loss or damage to personal property.

Labor and Contractors. Exhibitors that plan to use outside contractors must notify EACE in writing 60 days prior to the exposition. Outside contractors are required to supply verification of liability insurance coverage. All labor must have local union clearance.

Soliciting outside the confines of the exhibitor's assigned space is prohibited. EACE reserves the right to distribute any Annual Conference materials and EACE information to all attendees and exhibitors in the exhibit hall.

Drawings for Prizes. Exhibitors may hold drawings for prizes in their individual booths. Throughout the exposition, EACE will post winners' names on a message board in a central location, if desired.

Competitive Events including but not limited to meetings, social functions, forums, sessions, off-site events, or scheduling attendee transportation which overlap or conflict with any scheduled conference or exposition event is strictly prohibited. Violation of this clause may result in expulsion from the exhibit hall and/or exclusion of the organization from exhibiting at future conferences at the discretion of EACE.

Right to Eject Exhibitors. Exhibitor understands and agrees that their attendance and participation at the exhibition must comply with all provisions of this Contract. If EACE determines the exhibitor is in breach of this Contract, EACE may terminate this Contract and eject the exhibitor from the show floor without a refund or liability to EACE. Exhibitor understands that a condition of exhibiting is adhering to proper exhibitor conduct at all times while participating in the show. Proper conduct includes, but is not limited to: exhibitor staying within the confines of his/her designated booth space, not soliciting attendees outside of your booth, not occupying another exhibitor's booth, or not distributing materials outside the designated booth area. Such activity will be deemed improper conduct and will be grounds for the exhibitor being removed from the exhibit floor at EACE's sole discretion.

Installation, Show, and Dismantling hours and dates shall be those specified by EACE. Packing of exhibits prior to the close of the exposition is prohibited. Exhibitor shall be liable for all storage and handling charges for failure to remove exhibits by specified time and date.

Amendments to Terms and Conditions. EACE, at its discretion, may make reasonable changes, amendments, or additions to these Terms and Conditions. Any changes, amendments, or additions shall be binding on the exhibitor. The ruling of EACE shall be final in all instances with regard to use of any exhibit space.

Not Assignable by Exhibitor. This Agreement may not be assigned by the exhibitor absent without the written consent of EACE.

Governing Law and Jurisdiction. This agreement shall be governed by the internal laws of Pennsylvania. The parties hereby submit to the exclusive jurisdiction of the state and federal courts in Pennsylvania governing any disputes concerning this agreement, and further agree that they are subject to personal jurisdiction in Pennsylvania in any such dispute.

Merger Clause. The parties agree that this Agreement (and, any other Agreement referred to herein), contain the complete agreement between the parties and supersede any prior understandings, agreements, or representations by or between the parties, written or oral, which may have related to the subject matter hereof in any way.

Attorney's Fees. In the event of any dispute concerning this Agreement, the prevailing parties shall be entitled to reasonable attorney's fees.

Cancellation of Exposition. If EACE should be prevented from holding the exposition for any reason beyond EACE's control (such as, but not limited to damage to building, riots, strikes breached by exposition location, acts of government, or acts of God), then EACE has the right to cancel the exposition or any part thereof, with no further liability to the exhibitor other than a refund of exhibit fees less a proportionate share of the exposition cost incurred.





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