Table of Contents
- Exhibit Dates/Hours
- Exhibit Rate
- Exhibit Hall
- Exhibit Space Details
- Exhibit Space Extras
- Exhibit Rules and Regulations
Standard RatesExhibit Rates
Deaf Owned / Non-Profit For-Profit
Early Bird Special good until January 31, 2013
Deaf Owned /Non-Profit For-Profit
(Single Deaf Proprietorship Businesses – Contact Phil Aiello at firstname.lastname@example.org with your VP number)
Exhibit Space Details
Each 10’ X 10’ exhibit booth package will consist of one draped 6’ table, two side chairs, one wastebasket, and booth identification sign. Booth back drape will be 8’ high with 3’ high side rails.
Exhibit will take place in in the Holiday Ballroom of the Hilton Hotel.
Exhibit Space Extras
Furnishings, rental of additional carpeting, phone/internet lines, electricity, special sign service, audio-visual services, and labor are not included in the price of the exhibit space. These services will be handled by the MDSC contracted decorator. You will receive an Exhibitors Service Kit containing information on shipping exhibit materials, information, and rates for decorator and drayage services, and order form for labor, cleaning, and electrical services, etc. Please note that instructions contained in the Exhibition Service Kit take precedence over those outlined in the 2013 Baltimore Conference Exhibit Contract.
EXHIBIT RULES AND REGULATIONS
The following rules and regulations have been designed for the benefit of all exhibitors. MDSC request the full cooperation of the exhibitor in their observance. MDSC reserves the right to terminate the exhibitor’s display privileges at any time for breach of any of these terms, rules, and regulations. Such termination may become effective during the conference, at which time the exhibitor agrees to close his/her exhibit upon receipt of notice of termination and thereafter remove his/her exhibit from the exhibition hall as soon as possible without disruption of the meeting. Expulsion of an exhibitor under these rules shall not give rise to a claim for a refund of the fees paid by such exhibitor.
Exhibitor signature on the contract stipulates having read and agreed to the Rules and Regulations. The Rules and Regulations are incorporated into the contract by reference and the application becomes a contract when accepted and confirmed by the MDSC Exhibit Coordinator. All fees are to be paid in full upon submission of the signed contract.
Booth Sales – Payment of License Fees/Taxes
Exhibitors shall be solely responsible for the payment of any licensing fees, the payment of any sales tax or for the collection and payment of any sales or other tax necessitated by any sale or promotion with its booth during the course of the Deaf Seniors Conference. MDSC shall not be responsible for the payment if any such fee or tax, and the exhibitor hereby expressly holds MDSC harmless for the obligation of the payment of any such fee or tax and further agrees to indemnify MDSC in the event that a demand for the payment of any such fee or tax is made upon MDSC.
Cancellation of Exhibit Contract
Should an exhibitor wish to cancel this contract, the refund schedule us as follows: 1) Notification of cancellation of contract on or before Wednesday, May 30, 2013 – refund of 100% of total contracted cost; 2) Notification of cancellation of contract after Wednesday, May 30, 2013 or if Exhibitor fails to occupy the space – MDSC retains 100% of contracted costs.
Note: Exhibitor contract are not considered cancelled unless MDSC has received notice in writing. No exceptions.
Default in Occupancy
Any exhibitor failing to occupy space contracted for is not relieved of the obligation of paying the full rental of such space as provided in the signed application. If not occupied by the time set for completion of installation of displays, such space may be possessed by MDSC. If the Exhibitor fails to occupy the space – MDSC retains 100% of contracted costs.
Exhibit Space Assignment
Exhibit booth location is based on the following: Submission date of application and full payment; sponsor status; type of business or service.
Each person assigned to staff exhibit booths must wear the Conference Exhibitor Identification. Each Exhibitor is entitled to four free personnel identification badges per booth. NOTE: Exhibitor badges do not constitute Conference registration, and do not permit access by exhibit personnel to Conference events or workshops.
Installation and Dismantling of Exhibits
All construction (set-up) and dismantling (breakdown) of exhibits must be carried out during the times stipulated in the Exhibition Dates and Hours section. No exhibit may be erected after the exhibition opens or dismantled before the official breakdown time. Exhibit should be constructed and arranged so that they do not obstruct the general view, or detract from the exhibits of others (i.e. flashing lights, loud noise or music, swirling objects). MDSC reserves the right to determine the appropriateness of exhibit space and materials. NOTE: The exhibit area must be cleared of all exhibit materials by 5 pm on Tuesday, August 27, 2013.
Insurance and Security
MDSC will provide peripheral security in the Exhibit Hall during the Move-in and Breakdown as well as closed hours of the exhibition. MDSC and its subcontractors cannot accept any responsibility for the protection of exhibitor’s materials and displays during the conference. Exhibitors are expected to carry all risk insurance on their exhibits, utilize lock boxes, and/or arrange for their own security in their booths, as appropriate, at their own expense.
Exhibitors are responsible for their interpreter needs. Those who require interpreters can make arrangements through MDSC Conference Interpreter Services. Interpreters shall be counted in the four free personnel identification badges provided. Please check the appropriate box on the Exhibit Contract.
It is mutually agreed by and between the Maryland Deaf Senior Citizen and Exhibitor that Maryland Deaf Senior Citizens shall have no liability whatsoever to an exhibitor, his/her employees or business activities. The Maryland Deaf Senior Citizens shall have no liability for loss or damage resulting from any cause to the property of Exhibitor, his/her employees or business. It is further understood and agreed that all claims against the Maryland Deaf Senior Citizens for any such damage, loss or injury are expressly waived by Exhibitor and assumed as Exhibitor’s responsibility. Space is leased with the understanding MDSC will act for Exhibitor and his/her representatives only in the capacity of agent and not as principal. MDSC assumes no liability whatsoever for damages for any act of omission or commission in connection with the said agency, and the Exhibitor and his/her representative/s hereby keeps forever harmless MDSC from any and all liabilities for loss ensuing from a cause. It is further understood and agreed that MDSC shall in no event be liable to an exhibitor for any loss profits, sales or business opportunities, or any other type of direct or consequential damages to be due from a breach of this contract. It is understood and agreed that the sole liability of MDSC to Exhibitor for any breach of this contract shall be for refunds of all monies paid by Exhibitor pursuant to this contract as the exclusive remedy.
Hold Harmless Agreement
Exhibitor will take all steps necessary, including hiring counsel, to defend, protect, indemnify, hold harmless and render Maryland Deaf Senior Citizens, Inc. (including its officers, directors, employees, agents and/or volunteers) against any and all claims, demands, suits or causes of action brought against the Maryland Deaf Senior Citizens, Inc. (including its officers, directors, employees, agents and/or volunteers) for all liability, damages, or loss, whether sought under law or in equity, which may be asserted against the Maryland Deaf Senior Citizens, Inc. (including its officers directors, employees, agents and/or volunteers) are on account of injury, loss or damage caused by, arising out of, or in any way incidental to the conduct or operation of the Exhibitor.
The Maryland Deaf Senior Citizens, Inc. and the Exhibitor agree that the obligations under this agreement include, but are not limited to those situations where liability for:
- Injury, or loss or damage is caused by the combined or concurrent negligence of the Maryland Deaf Senior Citizens, Inc., Exhibitor and any third party (and any of their respective officers, directors, employees, agents and/or volunteers); and/or
- Injury, loss or damage arises with or without fault based on any theory of strict liability, statutory liability or by operation of law.
The Maryland Deaf Senior Citizens, Inc. and the Exhibitor agree that to the extent this indemnification of the Maryland Deaf Senior Citizens, Inc. (its officers, directors, employees, agents and/or volunteers) for injury, loss or damage may be found to be contrary to existing or newly enacted law, this provision, to such extend (and only to such extent), is and shall be void or voidable. In such instance, Exhibitor agrees to immediately defend, indemnify, save and hold the Maryland Deaf Senior Citizens, Inc. harmless to the fullest extent allowed by law.
The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Baltimore Hilton (“Hotel”) premises and will indemnify, defend and hold harmless the Hotel, its owners, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.
Restriction on Use of Space
Two or more organizations cannot share booth space. No exhibitor may sublet, assign, or share any part of the space allotted them without written consent of the Exhibit Coordinator. Solicitations or demonstrations by exhibitors must be confined with the boundaries of their respective space(s). Aisle space or space outside of Exhibit Hall shall not be used for exhibit purposes, display signs, or solicitation or distribution of promotional materials. No exceptions.
- Exhibit materials, signs and displays are prohibited in any area other than the booth assigned, unless approved in advance by the Exhibit Coordinator and the site facility management. These areas include, but are not limited to public places, meeting facilities, hotel hallways or guest room and guest room suites.
- Nothing can be affixed to any wall or pillar: nails, hooks, staples, tape, Velcro, etc. of the hotel without permission. Repairs for any damages will be charged to the Exhibitor.
- No equipment or materials are to be leaned against or placed immediately against the walls, this includes scaffolding, staging, crates, boxes, etc. Reasonable distance and care is to be used at all times.
- Exhibitors must not sell food and beverages (i.e. Popcorn, snack packets, sodas, etc.).
- Helium balloons shall not be used or given away by exhibitors.
- Glitter, confetti, or similar items shall not be used on tables or floors in carpeted areas, or given away by Exhibitors.
- Exhibits containing any type of live animal must obtain a permit from the City’s Animal Control Division.
- Storage space is not available for crates and other materials within the Hotel. Exhibitor must work with decorating company should storage for materials be needed.
- Any property damaged or destroyed by an Exhibitor must be replaced in its original condition by the Exhibitor at the Exhibitor’s expense.
- All points not covered here are subject to decisions of MDSC Exhibitor Coordinator.
Shipping, Handling, and Removing Instructions
Exhibitors are responsible for the cost of shipping their materials and equipment and shall make arrangements directly with MDSC Conference contracted decorator. Once the signed contract and payment is received, the Exhibit Coordinator will instruct the decorator to send an Exhibition Service Kit or to provide a link for the online kit that will include shopping, handling, and removal instructions.
Term of Payment
Payment in full is due upon submission of signed contract. Payment can be made by company check payable to MDSC/DSA 2013 Baltimore, Cashier’s check, Visa, MasterCard. Mail completed contract and payment to:
MDSC/DSA 2013 Baltimore
Attn: Conference Exhibit
P.O. Box 6200
Silver Spring, Maryland 20916-6200
Contact Phil Aiello at:
301 984 6364 – FAX
Please download Exhibition Contract and fill out.
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We look forward to seeing you at the conference!