Exhibitor and Sponsor Terms and Conditions of Attendance and Participation
These are the terms (the “Agreement”) that govern your attendance at or participation in an Affiliate Summit (collectively referred to herein as the “Affiliate Summit Events”) event (the “Event”).
By registering for the Event you are agreeing to these terms, which form a legally binding contract between Affiliate Summit, Inc. (“Affiliate Summit”) and the registered exhibitor, sponsor, or participant (“Exhibitor/Sponsor” or “you”). If you are registering on behalf of another party, it is your responsibility to ensure that such party is aware of these terms and accepts them; by completing the registration you are warranting that you have made the party aware of these terms and that they have accepted these terms.
1. Exhibitor/Sponsor Cancellation Policy
1.1 NO REFUNDS. THERE ARE NO REFUNDS FOR CANCELLATIONS BY EXHIBITORS OR SPONSORS. IF AN EXHIBITOR OR SPONSOR CANCELS AT ANY TIME, FOR ANY REASON, THE EXHIBITOR OR SPONSOR WILL BE RESPONSIBLE FOR THE ENTIRE EXHIBITOR OR SPONSOR FEE.
1.2 CONFERENCE AND PROGRAMS SUBJECT TO CHANGE. AFFILIATE SUMMIT RESERVES THE RIGHT TO RELOCATE OR RESCHEDULE PROGRAMS. IF A RESCHEDULED CONFERENCE OR CONFERENCE PROGRAM CONFLICTS WITH AN EXHIBITOR’S OR SPONSOR’S SCHEDULE, SUCH EXHIBITOR OR SPONSOR MAY ELECT TO SEEK A CREDIT OF EQUAL OR LESSER VALUE TO BE USED AT ANY AFFILIATE SUMMIT EVENT. SUCH CREDIT SHALL BE VALID FOR ONE (1) YEAR FROM THE DATE OF THE ORIGINALLY SCHEDULED CONFERENCE DATE.
2. Payment Terms
Payments for all Exhibitors/Sponsorships are due within 10 business days of registration. If such payments are not received within 10 business days, your registration is subject to automatic cancellation. Please note, if your registration is cancelled due to non-payment you may be prohibited from booking Exhibitors/Sponsorships in the future, at Affiliate Summit’s sole discretion. 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, the then current rate will be charged.
3. Exhibitor/Sponsor Requirements; Prohibited Conduct
3.1 Adult or Gambling Related Exhibitor/Sponsor Prohibited. Affiliate Summit does not permit companies or individuals promoting or offering content, products, or services that relate to subjects of an “adult” nature or that involve “gambling” to exhibit at or sponsor any Affiliate Summit Event. For reference, Affiliate Summit’s definitions of ”adult” and ”gambling” related content, products, or services can be found here. These definitions are not exclusive and Affiliate Summit has sole discretion in determining violations of this provision.
3.2 Unethical or Non-Compliant Marketing. Affiliate Summit reserves the right to deny admission to anyone who, in Affiliate Summit’s sole discretion, engages in or is reputed to engage in unethical or non-compliant marketing practices.
3.3 Inappropriate Dress and Conduct. Exhibitor/Sponsor staff members that demonstrate partial nudity, indecency, or conduct inappropriate for a mixed audience will not be allowed.
3.4 Offensive Material. Exhibitor/Sponsor 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 (e.g., promotional condoms), may be sold, given, or distributed in any way. Offensive materials are determined at the sole discretion of Affiliate Summit. Non-compliance may result in removal of offensive material or expulsion from the conference with no refund of fees. If you are unsure whether your materials violate this provision, please contact us at email@example.com BEFORE the event.
3.5 No Suitcasing Policy. “Suitcasing” refers to the practice of attending a trade show but “working the aisles” from a suitcase or briefcase, soliciting business from other attendees and exhibitors. For the good of the show and the Exhibitors/Sponsors supporting the show, the only legitimate place to conduct business during show hours is within a contracted exhibit space on the show floor. Exhibitors/Sponsors are encouraged to protect their investment and report any violations to Affiliate Summit management. Attendees observed soliciting business in the aisles or other public spaces or in another company’s booth, will be ejected from the Event and may be banned from future events, in Affiliate Summit’s sole discretion.
3.6 Celebrity Attractions; High-Traffic Events. If Exhibitor/Sponsor plans to host a celebrity exhibit or other high-traffic attraction (hereinafter, an “Attraction”) at the Event, Exhibitor/Sponsor must: (a) provide advance notice to Affiliate Summit in writing; and (b) purchase sufficient space and take reasonable crowd-control measures to ensure that the Attraction does not interfere with attendees’ access to other exhibits and booths or attendees’ enjoyment of the Event. Affiliate Summit has sole discretion in determining whether, and under what terms, an Attraction may be held at the Event. Furthermore, if Affiliate Summit determines in its sole discretion that an Attraction is disrupting the Event, Affiliate Summit may take immediate corrective measures, up to and including termination of the Attraction. Exhibitor/Sponsor waives all liability of Affiliate Summit for taking such corrective measures.
3.7 In addition to the requirements and prohibitions set forth in this Section 3, Affiliate Summit may also exclude any prospective Exhibitor, Sponsor, or attendee from registering for or attending any Event, in Affiliate Summit’s sole discretion. Furthermore, Affiliate Summit reserves the right to cancel, in its sole discretion, any Exhibitor’s/Sponsor’s Event registration upon refund of the Exhibitor/Sponsor fees paid to Affiliate Summit; provided, however, that if an Exhibitor/Sponsor is cancelled for violating any prohibition or requirement set forth in this Section 3, Affiliate Summit may retain all fees paid.
3.8 Exhibit Hall Regulations.
Each booth space (either 10′x10′, 10′x20 or larger) will be set with:
- 8′ high blue or black-colored back drape
- 3′ high blue or black-colored side drape
- 7″ x 44″ one-line exhibitor ID sign
Installation Deadline: Your exhibition space must be occupied by the end of the designated Exhibitor Setup time as indicated in your Affiliate Summit Exhibitor Services Manual. If you do not advise Affiliate Summit management of any delays, the exhibition space will be regarded as abandoned and may be reassigned, in Affiliate Summit’s sole discretion.
Each Enclosed Meeting Space will be set with:
- One table
- Four chairs
- 7″ x 44″ one-line exhibitor ID sign
All signage, display materials, and furnishings must be contained within your meeting room. Signage that is attachable, with Velcro or similar product, directly to the exterior walls of the room is permitted.
Display Area Height: All booth displays and associated marketing collateral must not exceed a height of 8′. Balloons are prohibited.
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, as determined in Affiliate Summit’s sole discretion, may result in the closing of an exhibit or the restriction or eviction of persons involved, without compensation to the Exhibitor/Sponsor, and the Exhibitor/Sponsor may forfeit the right to attend future Affiliate Summit events.
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 with this requirement may result in removal from the Facility.
Outside Food and Beverage Policy: The hotel/venue requires that ALL food and beverage distributed by attendees, exhibitors or sponsors to be purchased from the hotel/venue directly. There are no exceptions. If you would like to purchase food or beverage please contact the hotel’s Food and Beverage Department directly through hotel/venue, email us for more information: firstname.lastname@example.org. The hotel/venue reserves the right to confiscate any items considered a violation of this policy without compensation and may eject the offender from the premises. Affiliate Summit Inc. will not be liable for any damages to anyone who violates any hotel policy. All food and beverage, including service equipment, must be contained within your contracted exhibit space. No additional space will be allocated to accommodate the service of food and beverage.
3.9 Affiliate Meet Market and Table Top Regulations.
Each table space will be set with:
- One (1) 6′ colored draped table
- Two (2) standard side chairs
- One wastebasket
- 7″ x 44″ one-line exhibitor ID sign
Installation Deadline: Your exhibition space must be occupied by the end of the designated Exhibitor Setup time as indicated in your Affiliate Summit Exhibitor Services Manual. 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 table 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. Balloons are prohibited.
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. Any portion of the table display that shares a common border with another exhibitor must not contain marketing collateral of any kind that would detract from the adjoining exhibitor 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 Facility.
Outside Food and Beverage Policy: The hotel/venue requires that ALL food and beverage distributed by attendees, exhibitors or sponsors to be purchased from the hotel/venue directly. There are no exceptions. If you would like to purchase food or beverage please contact the hotel’s Food and Beverage Department directly from hotel/venue, email us for more information: email@example.com.. The hotel/venue reserves the right to confiscate any items considered a violation of this policy without compensation and may eject the offender from the premises. Affiliate Summit Inc. will not be liable for any damages to anyone who violates any hotel policy. All food and beverage, including service equipment, must be contained within your contracted exhibit space. No additional space will be allocated to accommodate the service of food and beverage.
3.10 Insurance. The Exhibitor/Sponsor understands and agrees that neither Affiliate Summit nor the entity physically hosting the Event (the “Facility”) maintains insurance covering the Exhibitor’s/Sponsor’s liability or property. The Exhibitor/Sponsor is required to 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(USD) per, $1,000,000(USD) aggregate. These coverages must be evidenced by a Certificate of Insurance, with a 30-day notice of cancellation provision, listing Affiliate Summit, Inc. as additional insured. Such Certificate of Insurance must be provided to Affiliate Summit no less than 21 days before the proposed exhibit date. The mailing address that the insurance certificate should reference is Affiliate Summit, Inc. 9532 Liberia Ave. #127 Manassas, VA 20110. The Certificate of Insurance must be sent to Affiliate Summit via email to firstname.lastname@example.org or via fax to (908) 364-4627.
3.11 Failure of Exhibitor/Sponsor to follow these requirements may result in eviction of Exhibitor/Sponsor without refund, in Affiliate Summit’s sole discretion. Additionally, Affiliate Summit may prohibit the attendee and Exhibitor/Sponsor from attending future Affiliate Summit Events. If an Exhibitor/Sponsor is evicted from the Event due to violating this Section 3, Exhibitor/Sponsor must immediately dismantle all exhibit materials and leave the Event area.
4. Limitation of Liability; Disclaimer of Damages
4.1 Affiliate Summit and the Facility assume 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.
4.2 Affiliate Summit gives no warranties in respect of any aspect of the Event or any materials related thereto or offered at the Event and, to the fullest extent possible under the laws governing this Agreement, disclaims all implied warranties, including but not limited to warranties of fitness for a particular purpose, accuracy, timeliness, and merchantability. The Event is provided on an “as-is” basis. Neither Affiliate Summit nor its affiliates accept any responsibility or liability for reliance by you or any person on any aspect of the Event or any information provided at the Event.
4.3 Except as required by law, neither Affiliate Summit nor its affiliates shall be liable for any direct, indirect, special, incidental, or consequential costs, damages, or losses arising directly or indirectly from the Event or any other aspect related thereto or in connection with this Agreement.
4.4 The maximum aggregate liability of Affiliate Summit for any claim in any way connected with, or arising from, the Event or this Agreement, whether in contract, tort, or otherwise (including any negligent act or omission), shall be limited to the amount paid by you to Affiliate Summit under this Agreement to be an Exhibitor/Sponsor for the Event.
5.1 Exhibitor/Sponsor agrees to indemnify, defend and hold harmless Facility and Affiliate Summit, its affiliates, and their respective employees, directors, officers, and agents, from any and all liabilities, losses, damages, costs and expenses (including reasonable attorneys’ fees) (collectively, “Losses”) due to, arising from, or in connection with any third party claim, suit, judgment or proceeding (a “Claim”) alleging (i) any breach by Exhibitor/Sponsor of this Agreement; (ii) any wrongful conduct committed by Exhibitor/Sponsor pursuant to or in performance of this Agreement; or (iii) that any Exhibitor/Sponsor content or practice violates the intellectual property or proprietary rights of a third party, are defamatory or obscene, or violate any law or other judicial or administrative regulation.
5.2 Exhibitor/Sponsor will not enter into any settlement that adversely affects the Affiliate Summit’s rights or interests without the prior written consent of Affiliate Summit.
5.3 For clarity, Exhibitor/Sponsor is liable for any damage caused to Facility floors, walls, or columns, or to standard booth equipment, or to other exhibitors’ property. 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 into the Facility, and shall indemnify, defend, and hold harmless the Facility, its owners, affiliated companies, agents, servants and employees under this Section 5 of this Agreement.
Exhibitors may not sublease their space. Sublease in this use includes renting, sharing, donating or in any way allowing another company or person to display or advertise in an exhibitor’s space.
Affiliate Summit’s failure to exercise any right provided for herein shall not be deemed a waiver of any further rights hereunder. Affiliate Summit shall not be liable for any failure to perform its obligations hereunder where such failure results from any cause beyond Affiliate Summit’s reasonable control. If any provision of this Agreement is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that this Agreement shall otherwise remain in full force and effect and enforceable. This Agreement is not assignable, transferable or sub-licensable by you except with Affiliate Summit’s prior written consent. This Agreement shall be governed by the laws of the State of Texas and the parties shall submit to the exclusive jurisdiction of the Texas courts. A party that substantially prevails in an action brought under this Agreement is entitled to recover from the other party its reasonable attorneys’ fees and costs. 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. Both parties agree that this Agreement is the complete and exclusive statement of the mutual understanding of the parties and supersedes and cancels all previous written and oral agreements, communications and other understandings relating to the subject matter of this Agreement, and that all modifications must be in a writing signed by both parties, except as otherwise provided herein. No agency, partnership, joint venture, or employment is created as a result of this Agreement and you acknowledge that you do not have any authority of any kind to bind Affiliate Summit in any respect whatsoever.
In addition to this Agreement, if you personally attend the Event, the following Attendee Terms and Conditions apply to you: http://www.affiliatesummit.com/attendee-terms.
**Please note, some of the following rules do not apply to our top show sponsors (i.e., Titanium, Platinum, Gold, Silver, and Bronze). Check with your Affiliate Summit contact for details if you have questions.
UPDATED: June 8, 2015