Vendor Showcase Rules & Regulations

  1. Exhibits shall be arranged so as not to obstruct the general view nor hide the exhibits of others.
     
  2. The exhibitor assumes all responsibility for compliance with all applicable local, city, and state ordinances, including but not limited to fire, safety, and health. For the safety of persons and property, no fireworks or incendiary devices may be used indoors at the hotel.  All exhibit equipment and materials will be reasonably located within the booth and protected by safety devices when necessary.  Only fireproof materials may be used in the displays and all necessary fire precautions will be taken by the exhibitor.
     
  3. Rules and regulations for union labor are made by the local unions and these regulations may be changed at any time.  Where union labor is required because of building or contractor requirements, it will be necessary for the exhibitor to comply with those regulations.
     
  4. If moving pictures or sound devices are used, the exhibitor agrees to comply with union requirements for the operation of the equipment.  Sound movies or devices will be permitted if tuned to conversational level and if not objectionable to neighboring exhibitors.  It shall be the responsibility of exhibitors wishing to play music in their booths to secure the necessary music licensing agreements and fee payments from the appropriate agencies.  NAESCO bears no responsibility for any legal action, fines, or litigation incurred by exhibitors who have not obtained said agreements and/or made said payments.  NAESCO reserves the right to restrict the use of glaring lights or objectionable lighting or sound effects.
     
  5. Exhibitors are prohibited from distributing literature or souvenirs from outside the boundaries of their booth.  This includes canvassing other exhibits before or during the show.  Canvassing in exhibit halls or distribution of advertising matter or souvenirs by representatives of non-exhibiting firms is strictly forbidden.
     
  6. Under no circumstances will the delivery or removal of any portion of an exhibit be permitted during the show hours without permission from NAESCO.
     
  7. Booths should be staffed by technical specialists who should be qualified to discuss product details of their products.  All booths must remain intact until the close of the Showcase.
     
  8. Whenever possible, crates or boxes will be stored under cover.  NAESCO assumes no responsibility for damage or loss of packing boxes or crates.
     
  9. It is mutually understood and agreed that NAESCO shall use proper and reasonable care to have all power services installed in time for the opening of the show.  Proper and reasonable care shall be taken to prevent the interruption of power services during the exhibition.  However, NAESCO shall not be held responsible for late installation or any power interruption that may occur.
     
  10. NAESCO reserves the right, should any rented exhibitor’s space remain unoccupied on the opening day, or should any space be forfeited due to failure to make proper payment, to rent said space to any other exhibitor, or use said space in any other manner NAESCO feels necessary.  This clause shall not be construed as affecting the obligation of the exhibitor to pay the full amount specified in the contract for space rental.  When a space application is accepted and space is assigned, the exhibitor is liable for full payment.
     
  11. Neither NAESCO, nor its agents or representatives will be responsible for any injury, loss or damage that may occur to the exhibitor or the exhibitor’s employees or property from any cause whatsoever.  Under no circumstances will NAESCO be liable for lost profit or other incidental or consequential damages. Exhibitors shall obtain, at their own expense, adequate insurance against any such injury, loss, or damage.  NAESCO shall not be liable for failure to perform its obligations under this contract as a result of strikes, riots, acts of God, or any other cause beyond its control.  Anyone visiting, viewing, or otherwise participating in the exhibitor’s exhibit is deemed to be the invitee or licensee of the exhibitor, rather than the invitee or licensee of NAESCO.  NAESCO shall not be liable for any injury to, or loss of, property of the exhibitor or injury to persons conducting or otherwise participating in the conduct of the exhibit or to invitees or guests of the exhibitor.  Exhibitors assume full responsibility and liability for the actions of their agents, employees of independent contractors, whether acting within or without the scope of their authority and agree to hold harmless NAESCO, the exhibit hall and the hotel or facility at which showcase is being held from responsibility for liability resulting directly, or indirectly, or jointly, from other causes which arise because of the actions or omissions of its agents, employees, or independent contractors, whether within or without the scope of authority.  There is not another agreement or warranty between the exhibitor and NAESCO except as set forth in this document.  The rights of NAESCO under this contract shall not be deemed waived, except as specifically stated in writing and signed by an authorized officer of NAESCO.
     
  12. NAESCO will make sure that the exhibit area is locked during hours the exhibit area is not open to the public to the extent that the property can be locked.  However, exhibitors are solely responsible for their own exhibits and material and should insure the exhibit against loss or damage from any causes whatsoever.  All property of an exhibitor are understood to remain in their care, custody, and control in transit to, and from, and within the confines of the exhibit hall.
     
  13. In case the hall is damaged or destroyed by fire, elements, or any other cause, or if circumstances shall make it impossible for NAESCO to permit an exhibitor or exhibitors to occupy the space assigned during any part or the whole of the period covered, then during such circumstances, NAESCO will not be liable for the fulfillment of this contract as to the delivery of space and the exhibitor shall be reimbursed a proportionate share of the space rental.
     
  14. Full payment of space rental must be made by prior to exhibitor setup.  Should any exhibitor fail to comply with this requirement, NAESCO has full authority to cancel any or all space assigned to the applicant, and to retain the deposit.  In the event that it becomes necessary for NAESCO to engage outside services for the collection of any outstanding payments, the exhibitor agrees to pay all legal fees incurred.
     
  15. Exhibitors shall be responsible for obtaining any licenses, permits, or approvals required under local or national laws applicable to their activity at the exposition.  Exhibitors shall be responsible for obtaining any tax identification numbers and paying all taxes, license fees, or other charges that shall become due to any governmental authority in connection with their activities at the exposition.
     
  16. In the event that a contracted exhibitor wishes to cancel the allotted exhibit space before October 17, 2014, the $500 deposit payment will be forfeited but the exhibitor will not be responsible for any additional monies associated with the Showcase.  No refunds for cancellations after October 17, 2014. All cancellations should be in writing and mailed to NAESCO Conference, 992 Locust Cove Road, Heathsville, VA 22473 or faxed to 804.580.8354 or emailed to naescoconference@thebalcomgroup.com.  NAESCO assumes no responsibility for having included the name of the defaulting exhibitor in the show catalogue, brochures, news releases, on the Website, or as part of other materials.
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