I HAVE READ AND ACCEPTED THE TERMS OF THE AGREEMENT. Enter full name to accept.
Society of Environmental Journalists 2011 Conference Exhibitors Agreement
SEJ Annual Conference, Oct. 19 – 23, 2011, Intercontinental Miami hotel
Exhibit times: Exhibits run Thurs., Oct 20, 5-9 pm, Fri., Oct. 21, 7 am - 5 pm and Sat., Oct 22, 7 am - 2 pm, in conjunction with SEJ’s 21st Annual Conference, Oct. 19 – 23, 2011. It is incumbent upon the exhibitor to make sure materials arrive in the exhibit area in ample time to be set up and ready when the exhibits officially open. No set-up will be permitted once the exhibits are open. If a exhibitor is a “no show” when set-up hours close, their space is automatically forfeited without refund. SEJ reserves the right to change the table location if the necessity arises.
Set-up/Tear-down schedule: Exhibitors and reception hosts may begin setting up Thursday noon. Teardown for receptions is immediately following the receptions: 9pm Thursday. Teardown for exhibits begins Saturday, 2pm.
Cancellation policy: A $100 processing fee will be assessed if exhibitor cancels before Sept. 15, 2011. After this date no refunds will be made.
Literature display tables, booths and/or hospitality events: The space contracted for herein is to be used strictly for the exhibitor whose name appears on the contract for the space. It is specifically understood and agreed that the exhibitor will neither sublet nor assign any portion of the space contracted for herein. Exhibitors who resell or sublet or render their badges to unauthorized persons will forfeit their exhibit space and possibly future privileges.
Space will be assigned by the Management. The Management reserves the right to relocate booths at any time for the betterment of the event. The Management reserves the right to accept or reject any agreement, add, delete, remove, and modify any rule or regulation within or prior to the start of said event.
Use of hallways, aisles, etc.: The aisles, hallways and overhead spaces remain strictly under control of SEJ and no signs, decorations, banners, advertising matter or special exhibits will be permitted in them except by special permission from SEJ. All exhibits must stay within the confines of their own spaces. No item of any kind can be attached to the hotel walls or columns or any of the hotel fixtures. It is the responsibility of each exhibitor to check with the official drayage firm regarding all entrance and exit accesses to ensure that exhibits can be moved into the exhibit area.
Intercontinental Miami is Union Jurisdiction. Exhibitors can hand carry their materials at no charge but if assistance is required (Vista/Union personnel and a cart) payment to Vista South Convention Services for Material handling will be required which includes the storage of empty containers/ cartons and the return of such containers/cartons upon move-out. Exhibitors who carry their own materials into the hotel will be responsible for the storage of their empty containers/cartons. The InterContinental Hotel is not responsible for the storage of empty containers/cartons.
Building Regulations: Nothing shall be constructed, built, installed or used in part of or in connection with any exhibit which does not conform with the requirement of federal, state and municipal laws, ordinances, fire codes and regulations. Any such building must be cleared with SEJ and done through the exhibit handler, VISTA CONVENTION SERVICES.
Non-endorsement: The exhibiting of products and services at the SEJ conference does not constitute an endorsement by SEJ. An exhibitor is not permitted to represent in any manner that its goods or services have been endorsed by SEJ.
Indemnity: Exhibitor agrees to indemnify and hold harmless the Society of Environmental Journalists (SEJ) from any and all liability to any person or persons of any conditions of the rules and regulations, or by reason of any condition, defective or otherwise, of any apparatus, equipment or fixtures furnished by exhibitor in connection with its exhibit. Exhibitor further agrees to hold harmless SEJ, its officers, employees and members from any and all liability to any person or persons for or by any reason or any act, or omission of said exhibitor, or any of its agents. The exhibitor also assumes the entire responsibilities and liability for losses, damages and claims arising out of injury or damage to exhibitors’ exhibits, equipment and other property, including during the transportation, placing, removal or display of the exhibit brought onto the premises of the InterContinental Miami Hotel and shall indemnify and hold harmless any conference services agents from any and all such losses, damages and claims. The exhibitor acknowledges that the InterContinental Miami Hotel does not maintain insurance covering exhibitors’ property and this is the sole responsibility of the exhibitors to obtain business interruption and property damage insurance covering such losses by exhibitor.
Security: Non-liability of SEJ: SEJ will have no liability for any loss and damage sustained during conference hours or at any other time, whatever the cause.
Force Majeure — Right and non-liability of SEJ in the event exhibit is not held: In the event that this event, on the dates herein specified, is canceled or prevented by reason of any governmental action, state of emergency, war or civil disturbance, act of God, fire, flood, hurricane, or other cause beyond the control of either party (event of force majeure) there shall be no refunds, the risk of the same being solely the burden of the exhibitor. SEJ will not be liable for any loss of exhibitor resulting therefrom.
Agreement: By entering the exhibitor's name, submitting this form and making payment the exhibitor agrees to abide by these rules and regulations and the decisions of SEJ management.