CRWAD -Table Top Exhibit Terms & Conditions
A. DEFINITION OF CRWAD
The word “CRWAD” used herein and subsequent regulations shall mean the Conference of Research Workers in Animal Diseases, its agents or employees acting for it, and the CRWAD management of the exhibit.
B. EXHIBIT TABLE TOP SPACE
1. TABLE TOP SPACE:
Two tables maximum: May use one 6 foot x 30 inch draped table; or two 6 foot x 30 inch draped tables; and two chairs. Exhibitor will be responsible for bringing an exhibit identification sign to be attached to the front of one of the draped tables or to be set on the back of one of the tables.
2. CANCELLATION OF SHOW:
In the event that fire, strike, or other circumstances beyond the control of the CRWAD causes the exhibit to be cancelled, a full refund of exhibit fees will be made which is the limit and extent of the CRWAD’s liability for such cancellation.
3. IRREGULAR ACTIVITIES:
No person, firm, or organization not having regularly contracted with the CRWAD for the occupancy of Table Top space in the 5th Floor Foyer will be permitted to display or distribute advertising materials at the exhibit. In the event there is an infringement of this regulation, CRWAD will make its best effort to remove offending persons from the 5th Floor Foyer.
C. CANCELLATION OF EXHIBIT CONTRACT
In the event that notification of intent to cancel is received by the CRWAD at least 46 days prior to opening of table top exhibits, all sums paid by the exhibitor, less a service charge of $100 per exhibit, will be refunded.
2. LATE CANCELLATION:
In the event that notification of intent to cancel is received by the CRWAD, 45 – 22 days prior to opening of table top exhibitions, 50% of the sums paid by the exhibitor, will be refunded. Cancellations within 21 days or less prior to opening of table top exhibits obligates the exhibitor to full payment of the table top exhibit fee. No refund will be made after this date.
3. FAILURE TO PAY:
Failure to remit payment in full, for the table top exhibit by the date specified on the application form constitutes cancellation of contract, without refund.
4. FAILURE TO OCCUPY SPACE:
Space not occupied by the close of the exhibit installation period as specified in the accompanying materials will be forfeited by the exhibitor.
D. INSTALLATION AND USE OF EXHIBITS AND EXHIBIT FACILITIES
1. ACCEPTABILITY OF EXHIBITS:
All exhibits shall be to serve the interest of the members of CRWAD and shall be operated in a way that will not detract from the meeting as a whole. The CRWAD reserves the right to request the immediate withdrawal of any exhibit which CRWAD believes to be injurious to its purpose.
2. HANDOUT MATERIALS:
Promotional give aways will be permitted. All materials must have prior approval by CRWAD. All hand out materials are expected to be of a professional nature. CRWAD reserves the right to disallow any material which they believe to be inappropriate. All materials will be inspected by CRWAD at the time of set up.
3. RESTRICTIONS ON USE OF TABLE TOP EXHIBIT SPACE:
No exhibitor shall sublet, assign, or share any part of the allocated table top exhibit space without the written consent of the CRWAD. Solicitations or demonstrations by exhibitors must be confined within the bounds of their own respective space. Aisle space shall not be used for exhibit purposes, display signs, solicitation, or distribution of promotional material. Exhibit signs and displays are also prohibited in any part of the public space or elsewhere on the premises of the meeting facility or in the guest rooms or hallways of the hotel unless approved by the CRWAD and the hotel. Such a privilege shall be restricted to exhibitors only who have paid for table top exhibit space. Operation of sound devices is allowed if the exhibitor complies with a reasonable sound volume not disruptive to any meeting rooms or other table top exhibitors.
4. INSTALLATION AND TAKE DOWN OF EXHIBITS:
All installation and take down of exhibits must be carried on during the time indicated in the accompanying Table Top Exhibitors Information. No exhibit may be set up after the exhibit installation time deadline nor may be taken down before the official closing time, without written consent from CRWAD. It is the responsibility of the exhibitor to ensure that exhibit materials are shipped to the Hotel, and are shipped from the Hotel after the close of the exhibit. It is the responsibility of CRWAD to see that all exhibit materials are delivered to the 5th Floor CRWAD Office Storage by the specified deadlines. Should the exhibitor fail to remove the exhibit, this removal will be arranged by the CRWAD exhibit management at the expense of the exhibitor.
FedEx Office is providing Package Handling Services at the Chicago Marriott Downtown Hotel. These services include managing inbound and outbound packages for exhibitors.
Inbound Event Packages: Packages delivered to the Hotel for event guests will be received by FedEx Office at the Hotel’s shipping/receiving dock. Exhibitors will, have their packages delivered by FedEx Office to their Meeting Room at the date and time they request. This information will be included in the shipping form provided by CRWAD with the exhibitor’s confirmation information.
Advance shipments of exhibit material must be made to the Hotel as indicated in the confirmation. All shipping costs to and from the Hotel are borne by the exhibitor. The cost of delivering materials from the Hotel loading dock to the CRWAD Office Storage is included in the table top exhibit fee.
6. FIRE AND SAFETY REGULATIONS:
All local regulations will be strictly enforced, and the exhibitor assumes all responsibility for compliance with such regulations.
7. DAMAGE TO EXHIBIT FACILITIES:
The exhibitor must leave space occupied in the same condition it was at commencement of occupation.
8. EXHIBIT ADMITTANCE:
CRWAD reserves the right to refuse to admit to and eject from the exhibit area any objectionable or undesirable person or persons.
The Marriott Hotel and CRWAD will provide security but the furnishing of such service shall not be construed to be any assumption of obligation or duty with respect to the protection of the property of the exhibitors, which shall at all times remain in the sole possession and custody of each exhibitor and shall be the sole responsibility of each exhibitor.
2. RESPONSIBILITY OF CRWAD AND THE EXHIBIT FACILITY:
Insurance and liability are the full and sole responsibility of the exhibitor. The exhibitor agrees to protect, save and defend, and keep the CONFERENCE OF RESEARCH WORKERS IN ANIMAL DISEASES (CRWAD) and exhibit facility forever harmless from any damages or charges imposed for violation of any law or ordinance occasioned by the intentional act or omission or the neglect of the exhibitor, as well as to comply strictly with the applicable terms and conditions contained in the agreement between CRWAD and the exhibit facility regarding said premises; and further, the exhibitor shall at all times, protect, indemnify, save and defend, and keep harmless CRWAD and the exhibit facility against and from any and all losses, costs, damages including attorney’s fees, liability or expense from or out of or by reason of any accident or other occurrence to anyone, including, but not limited to, the exhibitor, its agents, employees, and business invites which arise from or out of or by reason of said exhibitor’s occupancy and use of the exhibit premises or any part thereof.
All matters and questions not covered by these terms and conditions are subject to the decision and discretion of CRWAD.