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 Advertiser Summit (collectively referred to herein as the “Advertiser Summit Events”) event (the “Event”). By registering for the Event you are agreeing to these terms, which form a legally binding contract between Advertiser Summit, LLC (“Advertiser 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 IF AN EXHIBITOR OR SPONSOR CANCELS AT ANY TIME, FOR ANY REASON, THE EXHIBITOR OR SPONSOR WILL BE RESPONSIBLE FOR THE ENTIRE EXHIBITOR OR SPONSORSHIP PACKAGE FEE. HOWEVER, SHOULD THE EXHIBITOR OR SPONSOR SECURE A REPLACEMENT COMPANY FOR THEIR EXHIBITOR OR SPONSORSHIP PACKAGE, ADVERTISER SUMMIT WILL ISSUE A 90% REFUND TO THE ORIGINAL FORM OF PAYMENT AFTER THE REPLACEMENT COMPANY HAS REGISTERED AND PAID FOR THE EXHIBITOR OR SPONSORSHIP PACKAGE. PLEASE CONTACT US TO MAKE THESE ARRANGEMENTS. ADVERTISER SUMMIT IS NOT OBLIGATED IN ANY WAY TO PROVIDE ASSISTANCE WITH SECURING REPLACEMENTS FOR EXHIBITORS OR SPONSORS WISHING TO CANCEL THEIR EXHIBITOR OR SPONSORSHIP PACKAGES.

1.2 CONFERENCE AND PROGRAMS SUBJECT TO CHANGE. ADVERTISER 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 ADVERTISER SUMMIT EVENT. SUCH CREDIT SHALL BE VALID FOR ONE (1) YEAR FROM THE DATE OF THE ORIGINALLY SCHEDULED CONFERENCE DATE.

  1. 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 canceled due to non-payment you may be prohibited from booking Exhibitors/Sponsorships in the future, at Advertiser 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.

  1. Exhibitor/Sponsor Requirements; Prohibited Conduct

3.1 Blank

3.2 Unethical or Non-Compliant Marketing. Advertiser Summit reserves the right to deny admission to anyone who, in Advertiser 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 may be ejected from the Event and may be banned from future events, in Advertiser Summit’s sole discretion.

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 Advertiser 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 exhibitors@Adsum.net 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 Advertiser 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 Advertiser 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 Advertiser 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. Advertiser Summit has sole discretion in determining whether, and under what terms, an Attraction may be held at the Event. Furthermore, if Advertiser Summit determines in its sole discretion that an Attraction is disrupting the Event, Advertiser Summit may take immediate corrective measures, up to and including termination of the Attraction. Exhibitor/Sponsor waives all liability of Advertiser Summit for taking such corrective measures.

3.7 In addition to the requirements and prohibitions set forth in this Section 3, Advertiser Summit may also exclude any prospective Exhibitor, Sponsor, or attendee from registering for or attending any Event, in Advertiser Summit’s sole discretion. Furthermore, Advertiser 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 Advertiser Summit; provided, however, that if an Exhibitor/Sponsor is cancelled for violating any prohibition or requirement set forth in this Section 3, Advertiser Summit may retain all fees paid.

3.8 Exhibitor Marketing Materials. Unless prior arrangements are agreed in writing, any marketing materials (including, without limitation, bag inserts, signage, or other promotional items) left at an Advertiser Summit Event by Exhibitor/Sponsor following the end of such Event shall become the property of Advertiser Summit Corporation, with or without notification to Exhibitor/Sponsor; for clarity, Advertiser Summit Corporation will have sole discretion regarding use or disposition of any marketing materials left by Exhibitor/Sponsor following the end of an Advertiser Summit Event.

3.9 Each Enclosed Meeting Space will be set with:

  • One table
  • two chairs
  • 11″ x 17″ 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 Advertiser 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 Advertiser 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: exhibitors@Adsum.net. 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. Advertiser Summit LLC 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 Advertiser Tycoon Saloon Table Top Regulations. Each table space will be set with:

  • One (1) 6′ colored draped table
  • Two (2) standard side chairs
  • One wastebasket

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 other associated marketing collateral, including standalone signs, must not exceed a height of 8’ from the floor or exceed 6’ in width, and must be contained behind the table. Signage must face the aisle that the front of the table faces. Double-sided signs are not permitted. Signage is not permitted in the walkways or areas between tables. Balloons are prohibited.

Installation Deadline: Your exhibition space must be occupied by the end of the designated Exhibitor Setup time as indicated in your Advertiser 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 Advertiser Summit’s sole discretion.

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: exhibitors@Adsum.net. 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. Advertiser Summit LLC 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.

3.11 Advertiser Tycoon Saloon Super Bar Regulations. Each bar area space will be set with:

  • One exhibit bar
  • One (1) 6′ colored draped table
  • Two (2) standard side chairs
  • One wastebasket

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 other associated marketing collateral, including standalone signs, must not exceed a height of 8’ from the floor or exceed 6’ in width, and must be contained behind the table. Signage must face the aisle that the front of the table faces. Double-sided signs are not permitted. Signage is not permitted in the walkways or areas between tables. Balloons are prohibited.

Installation Deadline: Your exhibition space must be occupied by the end of the designated Exhibitor Setup time as indicated in your Advertiser 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 Advertiser Summit’s sole discretion.

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: exhibitors@Adsum.net. 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. Advertiser Summit LLC 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.

3.12 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: exhibitors@Adsum.net. 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. Advertiser Summit LLC 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.

3.13 Insurance: The Exhibitor/Sponsor understands and agrees that neither Advertiser 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 Advertiser Summit, LLC. as additional insured. Such Certificate of Insurance must be provided to Advertiser Summit no less than 21 days before the proposed exhibit date. The mailing address that the insurance certificate should reference is Advertiser Summit, LLC. 2500 Parkway Ave NE, Suite 200, Rio Rancho NM 87144. The Certificate of Insurance must be sent to Advertiser Summit via email to exhibitors@Adsum.net or via fax to (505) 395-7585.

3.14 Failure of Exhibitor/Sponsor to follow these requirements may result in eviction of Exhibitor/Sponsor without refund, in Advertiser Summit’s sole discretion. Additionally, Advertiser Summit may prohibit the attendee and Exhibitor/Sponsor from attending future Advertiser 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.

3.15 Exhibit Hours: Management shall determine and publicize the exhibit hours the building will be open to the industry during the Show. Exhibitors will be admitted to the Facility three hours prior to show opening times. Spaces will be ready for the installation of exhibits at 8:00 AM Sunday, December 4, 2016 and must be in place no later than 11:00 AM, Sunday, December 4, 2016. Exhibits cannot be dismantled until, Sunday, December 4, 2016, 6:00 PM, and must be out of the Facility by 9PM, Sunday, December 4, 2016. Management reserves the right to restrict exhibitor’s participation in future shows if this policy is violated.

3.16 Merchandise Removal: No merchandise may be removed from the Facility until 6:00 PM, Sunday, December 4, 2016 without a Removal Order signed by the Management. No exhibits or parts of an exhibit may be removed until after the closing time of the Show. At this time, all exhibitors should remove all valuable items from their displays.

3.17 RULES FOR EXHIBITS:

a. DELIVERY – Earliest date exhibit material can be allowed at the Facility is Thursday, December 1, 2016 9:00 AM. All shipments must be PREPAID. The venue may charge a shipping and receiving fee, and any fee charged by the venue is the sole responsibility of the Exhibitor or Sponsor.

b. DISPLAYS – No signs, partitions, apparatus, shelving, etc. may extend more than 8 feet above the floor along the rear of an exhibit. Exhibitor will not be permitted to erect signs or display products obstructing the view or disadvantageously affecting the display of other exhibitors. The cloth booth twill be erected by Show Decorator and all orders for rugs, furniture, etc., should be directed to Show Decorator.

c. LIABILITY – The Exhibitor is entirely responsible for the leased space and shall not injure, mar or deface the premises. The Exhibitor shall not drive, nor permit to be driven, any pins, nails, hooks, tacks, or screws in any part of the Facility. Furthermore, Exhibitor shall not affix to the walls or windows of the Facility any advertisements, signs, etc., or use tape or any other adhesive-type material on painted surfaces. The Exhibitor agrees to reimburse the Management and/or the Facility for any loss or damage occurring to the premises or equipment.

d. AISLES – The aisles, passageways and overhead spaces remain under the control of the Management, and no signs, decorations, banners, advertising matter or exhibits will be permitted in those areas except by written permission of the Management. All exhibitors and personnel must remain within the confines of their own spaces.

e. SPACE – The space contracted for is to be used solely by the Exhibitor whose name appears on the Contract and no portion can be sublet or assigned without receiving written permission from Management. The Exhibitor shall forfeit right to the space, all prepaid rentals and, upon demand, pay any rent balance owing to the Management for failure to occupy or use the space or to have the exhibit completed and in place by the opening of the Show. Management reserves the right to relocate the exhibitor.

f. ALCOHOLIC BEVERAGES – Exhibitors and their employees, agents and guests shall not consume any alcoholic beverages except in designated areas. Violation shall be grounds for removing Exhibitor and exhibit from the Show without refund.

g. RESTRICTIONS – The Management reserves the right to restrict or remove exhibits, without refund, that have been falsely entered, or are deemed by the Management unsuitable or objectionable. This restriction applies to, but is not limited to, noise, P.A. systems, persons, animals, birds, things, conduct, printed matter, or anything of a character that might be objectionable to the Show or the Management.

  1. Limitation of Liability; Disclaimer of Damages

4.1 Advertiser 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 Advertiser 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 Advertiser 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 Advertiser 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 Advertiser 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 Advertiser Summit under this Agreement to be an Exhibitor/Sponsor for the Event.

  1. Indemnification

5.1 Exhibitor/Sponsor agrees to indemnify, defend and hold harmless Facility and Advertiser 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 Advertiser Summit’s rights or interests without the prior written consent of Advertiser 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.

  1. Subleasing 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.
  2. Miscellaneous Advertiser Summit’s failure to exercise any right provided for herein shall not be deemed a waiver of any further rights hereunder.

Advertiser Summit shall not be liable for any failure to perform its obligations hereunder where such failure results from any cause beyond Advertiser 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 Advertiser Summit’s prior written consent.

This Agreement shall be governed by the laws of the State of New Mexico and the parties shall submit to the exclusive jurisdiction of the New Mexico 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 Advertiser 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: https://www.adsum.net/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 Advertiser Summit contact for details if you have questions.

UPDATED: AUG 2016