Events & Education


AWC exhibitor terms of agreement

For exhibit space

The order for booths, assignment of space, and the full payment of rental charge constitute a contract for rental of the space assigned. Exhibitor failing to occupy space is not relieved of the obligation to pay the full rental price.

Assignment of space

The Association of Washington Cities (AWC) will assign exhibit space on a first-come, first served basis. AWC has sole discretion to make final space assignment or change the space assignment after the acceptance of the application.

Cancellation or withdrawal

Upon giving written notice, an exhibitor may cancel or withdraw from the exhibit event 30 days prior to the date of the event. No refund will be given unless all booth space has been sold out; then 50 percent of the fee shall be refunded approximately 30 days after the show closes.

For cancellations made less than 30 days prior to the date of the event no refund will be given. The date upon which the notice of cancellation is received at AWC shall apply as the official date of cancellation. AWC has the right to resell the space vacated upon notification of cancellation.

Occupancy of space

For installation and set-up hours, please see the event webpage. Exhibitor goods/materials received at the exhibit facility or venue after the opening of the exhibit will not be delivered to the exhibitor’s booth during the exhibit hours. Exhibitors are expected to wait until after the event concludes, to dismantle exhibits, unless otherwise instructed by AWC. Exhibits must be dismantled promptly by the deadline provided by AWC.

Termination of exhibit

If the premises where the AWC event is to be housed are destroyed or damaged; or the AWC event fails to take place as scheduled; or is relocated or interrupted and discontinued; or access to the premises is prevented or interfered with by reason of any strike, lockout, injunction, act of war, act of God, or emergency declared by any government agency; or for any other reason, this contract may be terminated by AWC. In the event of such termination, the exhibitor waives any and all damages and claims for damages and agrees that the sole liability of AWC shall be to return the exhibitor’s rental payment.

Types of exhibitors

Only exhibitors offering products, equipment and/or services that are related to the interests and education of city officials may obtain exhibit space at the exhibit. AWC reserves the right to determine, in its sole discretion, the eligibility of any applicant to be an exhibitor. Exhibitors may exhibit only products, equipment and/or services provided by them in their regular course of business.

The exhibit is held for the benefit of AWC and its members. AWC may reject proposed exhibitors offering products or services which in the opinion of AWC is not suitable or appropriate or is detrimental to AWC, its members, or other exhibitors.

Pharmaceutical companies are not permitted to advertise specific brand name drugs and are required to promote cost containment or health education programs.

Exhibitor’s representative

Each exhibitor organization must name at least one person to be its official representative, with authorization to enter into such service contracts necessary for the installation and removal of exhibits and the provision of services, for which the exhibitor will be responsible. At least one person must be in the exhibit booth during all hours the exhibit hall is open. Exhibitor agrees not to assign or sublet the whole or any portion of the rented space covered by this contract. No two companies of different ownership can share a single booth without prior approval by AWC.

Solicitation in the exhibit hall

The aisles and other space in the exhibit hall area are not leased to the exhibitors and shall be under the control of AWC. All displays, interviews, convocations, distribution of literature, lectures, or any other type of activity shall be conducted inside the space contracted for. Exhibitor’s representatives standing in the aisles or in front of exhibit booths of other exhibitors for advertising purposes is strictly prohibited. Nothing shall be posted on, tacked, nailed, screwed, or otherwise attached to walls, floors, or other parts of the building or furniture. Signs, rails, etc. will not be permitted to intrude into or over aisles.

Booth operation/exhibitor conduct

No lotteries, drawings or contests of any type are permitted without prior advance written approval by AWC. The use of balloons or other helium inflated items within the exhibit are prohibited. Because of the educational nature of the exhibit, no exhibitor will engage in direct sales activities with other exhibitors within its booth space or at the exhibit.

Exhibitor will not use sound, lighting, or any other audio-visual equipment that, in AWC’s sole determination, annoys or disturbs adjacent exhibitors and their patrons.

Exhibitor will not use costumed people or mannequins whose appearance or dress, in AWC’s sole determination, may be offensive to others. Exhibitor will not use strolling entertainment. The use of live models, performers and similar persons for entertainment purposes or product/service demonstrations must be approved in writing by AWC in advance of the exhibit.

Exhibit standards

AWC shall have the right to review, in advance of the meeting, exhibits and exhibit materials. AWC shall have the right to prohibit on site, or in advance of the meeting, any exhibit, parts of an exhibit, or exhibit materials or handouts, that, in its opinion, is/are not suitable to or in keeping with the character or purpose of the show. Questionable exhibits shall be modified at the request of the show management. Show management reserves the right to interpret and remove from the show program materials, advertising, or literature which they feel would be in bad taste if such materials were displayed. This includes themes or shows that are sexually explicit, feature nudity, or display any other content of distasteful or objectionable nature. It also includes inappropriate costumes, attire, or behavior of exhibitors.

Solicitation by non-exhibitors and non-registered attendees

People connected with non-exhibiting concerns are prohibited from any dealings, exhibiting, or solicitation within the exhibit hall area or exhibition facilities. Exhibitors are urged to report immediately any violations of this rule to the show management.

Liability and insurance

Exhibitor agrees to protect, save, and keep AWC forever harmless from any damages or charges imposed for violation of any law or ordinance, by the negligence of the exhibitor, as well as strictly comply with the applicable terms and conditions contained in the agreement between the event venue and AWC regarding the exposition premises.

And, further, exhibitor shall at all times protect, indemnify, save, and keep harmless the Board of Directors, committees, and staff of AWC, show management and subcontractors against and from any and all loss, cost damage, liability or expense arising from or out of or by reason of said exhibitor’s occupancy and use of the exhibit hall premises or a part thereof.

AWC will exercise responsible care for the protection of exhibitor’s material and displays. However, the exhibitor by registering for an Exhibit Booth expressly releases AWC and the event venue from, and agrees to indemnify same against, any and all claims for such loss, damage, or injury. Exhibitors desiring to carry insurance on their exhibits will place it at their own expense.

Shipping

Exhibitor agrees to ship property to be exhibited at his or her own risk and expense. All shipments must be prepaid and sent directly to the contracted show decorator.

Booth furnishings

Furnishings, and other special services are available through the event venue or show decorator. Extra charges may apply. If a show decorator is contracted, a request form for these services will be mailed to you from LCD Expositions.

Hospitality/food and beverage/other activities

All exhibitor activities that involve the assembling of city officials, exhibit attendees or others in any meeting room, hotel suite or special function room by exhibitor for business, social, promotional or educational purposes must be approved in writing by the Association in advance of the exhibit. Any distribution of food and/or beverages, including alcoholic beverages, on the exhibit dates by exhibitor within the exhibit area or at the meeting hotels or any facility used for the meeting, must be approved in writing by AWC in advance of the exhibit.

Miscellaneous regulations

Exhibitor shall not foster or conduct outside activities which would take qualified attendees from the AWC functions and/or exhibit hall during scheduled hours. Manufacturers or suppliers must be exhibitors in order to use a hospitality suite. The term “hospitality suite” shall include any open room with readily available food, drink, and/or entertainment where it may have been publicly announced or advertised.

Amendments to regulations

Any and all matters and questions not specifically covered by the articles in this contract shall be subject to the decision of AWC. The aforementioned items covered by this contract may be amended at any time by AWC in the interest of the show, and notice thereof shall be binding on exhibitor equally with the foregoing rules set forth in this contract.

Responsibility

It is the responsibility of the exhibitor to be fully familiar with these rules and regulations and to see that each member of the company attending AWC event, either as exhibitor personnel or registrant or both, is familiar with these rules and regulation.

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