Attendee, Exhibitor/Sponsor Terms and Conditions
EXHIBITOR/SPONSOR CANCELLATION POLICY:
There are no refunds for cancellations by exhibitors/sponsors. If an exhibitor/sponsor cancels at any time, for any reason, the exhibitor/sponsor will be responsible for the entire Exhibitor/Sponsorship fee. AFFILIATE SUMMIT INC. reserves the right to relocate or reschedule programs. If rescheduled conference does not mesh with the exhibitor’s/sponsor’s needs or schedule, the exhibitor/sponsor may elect to seek a credit to be used on any AFFILIATE SUMMIT INC conference, valid for one year from the date of the originally scheduled conference dates.
Exhibitor/Sponsor General Terms:
The Exhibitor/Sponsor understands that neither Affiliate Summit, Inc. nor the Facility maintain insurance covering the Exhibitor’s/Sponsor’s liability or property. The Exhibitor/Sponsor is hereby advised that they must carry worker’s compensation, commercial general liability including products and completed operations, independent contractors, personal injury and blanket contractual liability insurance at limits of at least $1,000,000 per, $1,000,000 aggregate. These coverage’s must be evidenced by a Certificate of Insurance with a 30-day notice of cancellation provision to the holder and Affiliate Summit, Inc. as additional insured of at least 30 days before the proposed exhibit date. The Certificate of Insurance must be sent to Affiliate Summit Inc via email to realdeal@affiliatesummit.com or via fax to (908) 364-4627.
It is strongly recommended that the Exhibitors also carry insurance to cover the loss of or damage to their exhibits of other personal property while such property is located at or is in transit to or from the exhibit site. Affiliate Summit, Inc. nor the Facility assumes no liability for any loss, damage or injury to any property of the Exhibitor or to any of its officers, agents, employees or contractors, whether attributable to accident, fire, water, theft or any other cause whatsoever. In no event shall Affiliate Summit or the Facility be liable to Exhibitor/Sponsor or anyone claiming through Exhibitor/Sponsor for incidental, consequential, special or indirect damages including lost profits, even if Affiliate Summit has been apprised of the possibility of such loss.
Exhibitor/Sponsor assumes responsibility and agrees to indemnify and defend Affiliate Summit, Inc. and the Facility and their respective employees and agents against any claims or expenses arising out of the use of the exhibition premises.
Exhibitor/Sponsor is liable for any damage caused to Facility floors, walls, or columns, or to standard booth equipment, or to other exhibitors’ property. The Exhibitor/Sponsor assumes the entire responsibility and liability for losses, damages and claims arising out of injury or damages to displays, equipment and other property brought upon the Facility premises, and shall indemnify, defend, and hold harmless the Facility, its owners, affiliated companies, agents, servants and employees.
Exhibitors shall indemnify and hold harmless Affiliate Summit, Inc., Hilton Austin, Hilton New York and its servicing agent from all liability (damage or accident) which might ensue from any cause resulting or connected with transportation, placing, removal or display of exhibits.
Affiliate Summit wishes to remain an affiliate community event in every sense of the term. While exhibitor diversity is encouraged all exhibitors must adhere to the following:
A. Inappropriate Dress and Conduct – Exhibitor staff members that demonstrate partial nudity, indecency or conduct inappropriate for a mixed audience will not be allowed.
B. Offensive Material – Exhibitor may NOT display marketing collateral containing illegal subject matter, racially or ethnically discourteous content or depict nudity or sexual conduct of any kind. No material or merchandise containing illegal subject matter, racially or ethically discourteous content or depict nudity or sexual conduct of any kind (ex. promotional condoms), may be sold, given, or distributed in any way. Offensive materials are determined at the sole discretion of Show Management. Non-compliance can result in removal of offensive material or expulsion from the conference with no refund of exhibition or attendance fees. If you are unsure of your item(s) – please contact us at realdeal@affiliatesummit.com BEFORE the event.
This Agreement shall be governed and construed in accordance with the laws of the State of New Jersey. The parties intend to and hereby irrevocably confer exclusive jurisdiction to enforce this Agreement upon the State of New Jersey and submit to personal jurisdiction therein. The parties further agree that, to the extent permitted by law, valid service of process in any such action or proceeding may be achieved as follows: a) delivered by hand; b) sent by fax/telecopier (with receipt confirmed), provided that a copy is mailed the same day by registered or certified mail, return receipt requested; or c) when received by the addressee if sent by Express Mail, Federal Express or other express delivery service.
Payment Terms
Payments for all Exhibitors/Sponsorships are due within 10 business days of registration. If payments are not received within 10 business days, your registration may be subject to automatic cancellation. Please note Booth/Table/Sponsorship packages booked within the early bird rate period must be paid in full before the early bird rate period ends. If payment is received after the early bird rate period ends, you will be charged the then current rate.
Exhibit Hall and Affiliate Meet Market Display Regulations
Exhibit Hall Booth Information
Each booth space (either 10′x10′ or 10′x20) will be set with:
Exhibit Hall Regulations
Installation Deadline: For Affiliate Summit East 2012, your exhibition space must be occupied by Sunday, August 12, 2012 by 5:00pm. If you do not advise Show Management of any delays, the exhibition space will be regarded as abandoned and may be reassigned by Affiliate Summit’s sole discretion.
Display Area Height: All booth displays and associated marketing collateral must not exceed a height of 8′. Any collateral that is over 4′ in height must not be displayed anywhere in the front 6′ of your exhibition space so as not to detract from and/or impede the view of your adjacent exhibitors or passersby.
Exhibition Area Code and Sound Levels: Materials must not be hung from any walls, drapery, scaffolding or aerial fixtures whatsoever and must not block aisles, fire exits or extinguishers. All exhibition materials and electrical wiring must comply with fire code. Exposed areas of booth displays must be finished and present an attractive appearance when viewed from aisles or adjoining booths. Any portion of the booth display that shares a common border with another exhibitor must not contain marketing collateral of any kind that would detract from the adjoining exhibitor. Exhibition space sound level must not exceed customary decibels so as not to disturb other exhibitors.
Placement of signage or Distribution of advertisements and/or promotional material of any kind may be made only within the booth assigned to the exhibitor presenting such material. A firm or organization not assigned exhibit space will not be permitted to solicit business within the exhibit area or in any other conference areas.
Failure to abide by these conditions may result, at the discretion of the Affiliate Summit, in the closing of an exhibit and/or the restriction or eviction of persons involved without compensation to the exhibitor and/or attendee, and the exhibitor and/or attendee may forfeit the right to attend a future Affiliate Summit event.
Aisle Traffic Flow: The distribution of marketing collateral is restricted to your exhibition space. Obstruction of aisles so as to prevent and or impede traffic flow is prohibited. Any activity that results in a traffic flow impediment or creates a hazardous condition will not be tolerated. Failure to comply may result in removal from the premises.
Affiliate Meet Market Information
Each table space will be set with:
Affiliate Meet Market Regulations
Installation Deadline: Your exhibition space must be occupied by Tuesday, May 15, 2012 by 8:00am (Austin show) and by Sunday, August 12, 2012 by 11:00am (New York show). If you do not advise Show Management of any delays, the exhibition space will be regarded as abandoned and may be by Affiliate Summit’s sole discretion.
Display Area Height: All table top displays and associated marketing collateral must not exceed a height of 3′ over the provided table so as not to detract from and/or impede the view of your adjacent exhibitors or passersby. All associated marketing collateral including standalone signs, must not exceed a height of 8’ from the floor.
Exhibition Area Code and Sound Levels: Materials must not be hung from any walls, drapery, scaffolding or aerial fixtures whatsoever and must not block aisles, fire exits or extinguishers. All exhibition materials and electrical wiring must comply with fire code. Exhibition space sound level must not exceed customary decibels so as not to disturb other exhibitors.
Aisle Traffic Flow: The distribution of marketing collateral is restricted to your exhibition space. Obstruction of aisles so as to prevent and or impede traffic flow is prohibited. Any activity that results in a traffic flow impediment or creates a hazardous condition will not be tolerated. Failure to comply may result in removal from the premises.
ATTENDEE CANCELLATION AND GENERAL TERMS:
1) No one under the age of 21, including children in strollers accompanying their parents, will be admitted. No refunds will be provided to underage registrants.
2) Passes must be used by the registered attendee only and must not be shared by multiple persons. Additionally, passes cannot be resold or transferred in any matter without incurring a $50.00 name-transfer fee. If such acts are discovered during the show, violators’ badges will be confiscated and they will be ejected from the conference. If discovered post-show, violators will be sent an invoice for the onsite registration pricing and asked to pay to avoid prosecution for theft of service.
Changes and Cancellations:
Changes to registrations will result in a $25.00 service charge up until show day, onsite changes will be $50.
Affiliate Summit Refund and Cancellation Policy: All cancellations and requests for refunds MUST be submitted in writing by the deadline(s) listed within this policy. Telephone, fax and e-mail requests WILL NOT be honored.
Letters should be received or postmarked by no later than 60 days prior to the first day of the conference to receive a full refund of the registration fee (minus an administrative fee of $25.00).
Send letters to:
Affiliate Summit, Inc.
Attention: Missy Ward
522 S. Hunt Club Blvd. #411
Apopka, FL 32703
Refund requests postmarked less than 60 days, but prior to 14 days from the start of the conference will receive a 50% refund. Request for refunds received after the deadline will not be considered.
Refunds will be sent within four to six weeks after the conference has concluded.
In the event of a cancellation due to an Act of God (hurricane, earthquake, flood, etc.), no refunds will be issued. Registrations will be honored for the re-scheduled dates of the conference.
Photography, Recording & Video Taping:
Sessions may be photographed, recorded and/or video taped. By your attendance, you give permission to be photographed, recorded or videotaped and agree to the public display and/or sale of the photographs, recordings and/or video tapes.
Signage and Distribution of Materials:
Attendees may not place signage or distribute advertisements and/or promotional material of any kind anywhere in the conference facilities during the entire length of the conference.
Failure to abide by these conditions may result, at the discretion of the Affiliate Summit, in the eviction of persons involved without compensation to the attendee, and the attendee may forfeit the right to attend a future Affiliate Summit event.
