Payment and Cancellation Policy: All payments for sponsorships and/or exhibitor space must be made no later than December 31, 2018. Please note, to be eligible for Early Bird rate, payment must be received by December 31, 2018. For Sponsor and exhibitor registrations on or after January 1, 2019 payment must be received by January 24, 2019. All cancellations must be received in writing to Lorraine Janusas at Eventful Connections. Cancellations received on or before December 20, 2018 will be refunded 50% of the registration fee. After December 20, 2018, no portion of the exhibitor fee will be refunded.
In the event of extreme inclement weather, the committee reserves the right to reschedule the event. Updates will be posted on the website.
Set-Up and Removal: Due to hotel restrictions, the exhibit area will only be made available at 6:00 am on the conference day for set up, and exhibits should be fully in place no later than 7:30 am that morning. Exhibits are to remain in place until at least 3:45 pm. All teardown must be completed by 5:00 pm. Each exhibitor is responsible for installation and removal of the exhibit. Exhibitors must provide their own flatbed carts and dollies.
Exhibit Space Information: Included in the exhibit space cost are one 6’ table (covered and skirted), and two chairs. Electricity will be provided only upon request. Table signs will not be provided this year by conference organizers; please plan accordingly to bring your organization’s sign or tablecloth. Exhibits should not be placed so as to obstruct the view of any other exhibit. Exhibits should not project beyond the allotted space and should not interfere with access to any exhibit, aisle, or doorway.
Use of Exhibit Space: All demonstrations during the conference must be held within the boundaries of the assigned exhibit space. No exhibit space may be sublet or assigned to a company, group, or individual other than that listed on the exhibit contract/ registration. No guns, knives, helium balloons or pharmaceuticals are permitted for show or sale. The LIFE Conference reserves the right to restrict part or all of exhibit or merchandise if it is judged to be objectionable or counter-productive to the conference as a whole. The exhibitor is solely responsible for obtaining licenses and permits required by the city, county, and state for payment of all payment of all taxes and government fees. Each exhibit is expected to be attended by at least one representative during exhibit hours. All attendants will be required to be identified as an exhibitor. Any exhibit using audible devices must not interfere with neighboring exhibits.
Assignments of Exhibit Space: The LIFE Conference Planning Committee reserves the right to assign the layout of exhibit space. Space reservations will be taken on a first-come, first-served basis. Receipt of full payment must accompany the exhibitor application to reserve a space. Exhibit space is limited. As much as possible, requests for complementary or competitive exhibitor space placements will be honored.
Commercial Support: The exhibitor shall complete all paperwork in a timely manner as related to commercial support documentation for continuing education credit. Failure to complete requested forms may result in cancellation of exhibitor space or sponsorship.
Substitutions: No substitutions can be made for products or services offered in exhibitor or sponsorship packages. For example, ad space may not be substituted for additional representatives’ registration.
Liability: The LIFE Conference acts only as an agent for all exhibitors. Exhibitors and their representatives shall indemnify and hold harmless The LIFE Conference, the DDC, the conference contractor and their representatives or employees from any cause whatsoever. The exhibitor, by completing this application, releases all such individuals and agencies from claims for such incidents.
Licensing: The exhibitor shall be responsible for securing any necessary licenses or consents for any performances, displays, and uses of copyrighted works, uses of patented material, or the use of any name, likeness, signature, voice or other intellectual property owned by any third party.
Rights of Management: Should any emergency arise which prevents the scheduled opening of the LIFE Conference such as strikes, destruction or damage of the exhibit hall, acts of God, etc., or a declaration of a national emergency by the President, it is expressly understood and agreed that the LIFE Conference may retain as much payment for exhibit space as necessary to cover expenses incurred up to the time of emergency.
Failure to Adhere to Contract Terms: Failure to abide by the rules of this contract may be grounds for cancellation or dismissal of the exhibit and/or its representatives from the conference facilities with no refund of exhibitor fees.