Official Rules and Conditions
The Exhibitor agrees to comply with the Application, the Official Rules and Conditions of the Exhibit Prospectus, Exhibitor Service Kit, IAEM Guidelines for Display Rules and Regulations, the Master Floor Plan and such conditions as Edison Electric Institute (EEI), GES Exposition Services (GES), and the Marriott San Francisco may impose at any time (hereinafter referred to as the Official Rules and Conditions).
Any violation by the Exhibitor of the Official Rules and Conditions herein may, in EEI’s sole determination, constitute a termination of the Agreement and forfeiture of any monies paid on account. Upon due notice of such termination, EEI shall have the right to take possession of the Exhibitor’s space, remove all persons and properties and hold the Exhibitor accountable for all liability, expenses and damages arising from Exhibitor’s breach/violation of the Official Rules and Conditions.
In addition, EEI may, in its sole determination, refuse to consider the Exhibitor for participation in future shows if the Exhibitor violates or fails to abide by all rules and conditions set forth herein.
Space Rental Information
You may rent a single 10’ x10’ space or combine booths in side-by-side configurations. Each 10’ x 10’ booth space includes: 8’ high background drape; 3’ high side rail drapes; and an Exhibitor identification sign. The exhibit hall is carpeted and the ceiling height is 21'.
You will also receive two exhibitor personnel registrations per 10’ x10’ booth with the option of purchasing additional registrations at the reduced member fee, contingent upon reserving hotel rooms under the official EEI block at the headquarters hotel. For those exhibitors reserving hotel rooms outside the official block, a $400 surcharge will apply.
This discounted fee is intended only for exhibitor personnel staffing the booths. Other representatives participating in hospitality functions or other supplier events are required to register.
In-line Booth $3,600
End/Corner Booth $4,000
Premium Booth $4,400
Full payment is due 30 days after space is confirmed by EEI.
Space Assignments and Priority Points
The first round of space assignments will be made according to points earned for participation in past shows. Exhibitors will earn one priority point for each of the following:
- 10’ x 10’ booth space rented
- Consecutive year of exhibiting
- $5,000 of corporate sponsorship
Points are forfeited for non-consecutive participation, nonpayment of rental or registration fees, dismantling the booth before scheduled tear down time, or for sponsoring events that conflict with official functions.
EEI cannot guarantee that a supplier exhibiting similar or related products will not be located in nearby or adjoining booths. EEI reserves the right to reconfigure booth space as necessary. EEI retains the right, in its sole determination, to refuse or deny any application submitted, in which case any payment shall be refunded. An application will be considered approved when executed by the Exhibitor and countersigned by EEI.
Full payment is due 30 days after booth assignment is confirmed by EEI.
Failure to make final payment by the deadline will result in forfeiture of booth space.
It is understood that this Agreement is a license, not a lease, and that no leasehold or tenancy is intended to be or shall be created as a result of this Agreement.
Exhibitors shall not assign, sublet, share or apportion the whole or any part of the space allotted, or have representatives, products, equipment, signs or printed materials from other than its own firm in the said exhibit space without the prior written consent of EEI. If such consent is given, the Exhibitor shall be liable for and shall assume full responsibility for the conduct, negligence, errors, acts and omissions of the assignee or sublicensee and all its representatives.
The IAEM Guidelines for Display Rules and Regulations have been adopted as the official regulations for display construction. A copy of the Guidelines will be made available upon request to EEI. Requests for variance from the Guidelines must be submitted to EEI for consideration by March 23, 2009. Exhibitors are not allowed to obstruct the view, occasion injury or adversely affect the displays of other Exhibitors. The general appearance of the show must take precedence over that of any individual exhibit and EEI may, in its sole determination, require rearrangement, at the Exhibitor’s expense, of any display in violation of the Guidelines.
No banners or signs may be hung from the ceiling of the exhibit hall or displayed in the registration and exhibit hall foyers.
Exhibit Booth Display Regulations
Any exposed or unfinished portions of an exhibitor’s booth structure must be properly draped by the Official Service Contractor, GES, at the exhibitor’s expense.
Display material must be contained within the exhibitor’s contracted booth space.
The items set forth herein, including but not limited to, animals, reptiles, birds, rodents, fish, insects and helium balloons, may not be used as part of any exhibit. Cold air balloons are permitted with the written consent of EEI. The use or storage of any flammable liquids, gases or other materials is strictly prohibited.
Installation and Dismantling
Displays must be completely assembled by 3:00 p.m. Tuesday, June 23, 2009, and properly staffed at least 15 minutes prior to and for the duration of the show hours. Displays may not be dismantled prior to 4:30 p.m. Thursday, June 25, 2009.
Any space not claimed and occupied by 3:00 p.m. Tuesday, June 23, 2009, will be forfeited by Exhibitor and may be used, resold or reassigned by EEI without obligation on the part of EEI for any refund whatsoever. However, if the freight has arrived, EEI reserves the right to engage any necessary labor to get the booth fully set-up by the time the show opens with all charges allocated to the Exhibitor.
Official Service Contractor
GES Exposition Services (GES) is the official service contractor and must be used for material handling, rigging, electrical, plumbing, vacuuming, custom cleaning and other services that the facility or applicable labor agreements require GES to perform unless the facility performs any of these services on an exclusive basis. All mechanical equipment used for the event, including but not limited to forklifts, cranes, pallet jacks, Genielifts and scaffolding, must be exclusively provided by GES.
Exhibitor-appointed contractors must conform to these Official Rules and Conditions. Exhibitor-appointed contractors are required to advise EEI of their intent to service Exhibitor at least 60 days prior to the Expo and to send a certificate of insurance naming EEI as additional insured. The certificate must be sent directly to EEI no later than March 23, 2009.
To avoid conflict with official Convention/Expo sponsorships, no other logo bags or badge neck cords are to be distributed to attendees by Exhibitors. EEI retains the right to confiscate any items that compete with official corporate sponsorships.
Booth Staff Registrants
The deadline to submit the exhibitor registration forms for booth personnel is May 15, 2009. The forms shall designate the individuals who are entitled to the complimentary Exhibitor registrations and additional Exhibitor personnel who must pay the registration fee. Only these individuals will be permitted to staff the exhibit booths during show hours.
Non-compliance with this policy will result in withholding of pre-show attendee lists and Exhibitor will be prohibited from setting up booth in Exhibit Hall.
Exhibitor shall display only its own products or services for which it is the duly authorized representative and shall cause all such products/services exhibited by it to be listed in the official show Exhibitor Directory. EEI shall not be responsible for errors or omissions in the Exhibitor Directory and reserves the right to edit all submitted content.
The Exhibitor agrees to comply with all union regulations and to abide by all agreements between EEI, GES, and the Marriott San Francisco or any of its agents and to abide by all Official Rules and Conditions.
Compliance with Laws and Rules
Exhibitor must comply with all existing or amended Federal, state, city and other local and jurisdictional laws, regulations and rules that might be in force before and during the Convention/Expo.
Exhibitors shall not distribute, or permit to be distributed, any advertising matter, literature, souvenir items or promotional materials in or about the exhibit or meeting areas except within the confines of the Exhibitor’s own contracted space.
Photography – Video – Recording
No display, performance or event presented at the show shall be photographed, videotaped, broadcast or recorded for commercial use, sale or distribution of any kind.
Exhibitors shall not photograph or video tape the display or product of another Exhibitor without the prior written consent of EEI and the Exhibitor involved.
EEI reserves the right to photograph and/or video tape any display at the show for use in RFPs, future promotional materials and otherwise as determined by EEI.
Music, Photographs and Other Copyrighted Material
Each Exhibitor is solely responsible for obtaining all necessary licenses and permits to use music, photographs or other copyrighted material in the Exhibitor’s booth or display. No Exhibitor will be permitted to play, broadcast or have performed any music or use any other copyrighted material, such as photographs or other artistic works without first presenting to EEI proof satisfactory that the Exhibitor has, or does not need, a license to use such music or copyrighted material.
EEI reserves the right to remove from the exhibit all or any part of any booth or display which incorporates music, photographs or other copyrighted material and for which the Exhibitor fails to produce the proof that the Exhibitor holds all required licenses.
The Exhibitor shall remain liable for and shall indemnify and hold harmless EEI, its members, officers, directors, employees, agents, and assigns from and against any and all claims, losses, damages, injuries, awards, fines, government charges, and liability of any kind — together with all costs, expenses and reasonable attorneys’ fees in connection with its display or presence at the Expo arising from or out of any violation or infringement (or claimed violation or infringement) by Exhibitor, Exhibitor’s agents or employees, of any patent, copyright or trade secret rights or privileges.
Fire Code Regulations
All displays must be designed and built to meet applicable fire, safety, and building codes. The use or storage of any flammable liquids, gases or other materials is strictly prohibited. Displays must not block the view of, or impede access to, fire alarm boxes, fire hose cabinets, fire extinguishers, or other safety equipment.
The Exhibitor is responsible for all damages to any property caused by Exhibitor personnel.
Liability and Insurance
EEI shall not be held liable to the Exhibitor for, and is thereby released from liability for, any damage, loss, harm or injury to the person or property of the Exhibitor or any of its officers, agents, employees, or other representatives or assigns, and any claims for such damage, loss, harm or injury are hereby expressly waived by the Exhibitor, its officers, agents, employees or other representatives or assigns, whenever such claims result from theft, fire, water, accident, rain, wind, snow, labor strikes, or any other cause.
The Exhibitor shall indemnify, defend, and hold harmless EEI, GES and the Marriott San Francisco, and their members, officers, directors, employees, agents, and assigns from and against, any and all claims, demands, losses, actions, causes of actions, damages, injuries, awards, fines, government charges, and liability of any kind — together with all costs, expenses and reasonable attorneys’ fees, for injury to and death of persons, damage to or any loss of property which are caused by, arise from or grow out of the Exhibitor’s use or occupancy of the premises or from any breach by the Exhibitor of any condition of this contract, or from any negligence, error, act or omission of the Exhibitor, or any of their officers, agents, employees or other representatives or assigns.
It shall solely be the Exhibitor’s responsibility to obtain adequate insurance to participate in this event.
Food and Beverage Service
Exhibitors must request written permission from EEI before serving any food and beverage in their contracted exhibit space. No alcoholic beverages are to be served within an exhibit space. Food and/or beverage items served within an Exhibitor’s contracted space must be provided by the Marriott San Francisco. Preparation of food within the contracted exhibit space is prohibited and service may not take place during installation and dismantling.
Disruption of Show
If, because of fire, war, labor strikes, picketing, exhibit facility construction or renovation project, government regulation, public catastrophe, bomb threats, act of God or the public enemy or other cause beyond the control of EEI, the Show or any part thereof is prevented from being held, is canceled in whole or in part by EEI, or the exhibit space becomes unavailable, EEI shall not be liable to the Exhibitor.
Sale or Transfer of Exhibitor's Business
In the event of the sale or transfer of a substantial portion of the assets of Exhibitor’s business or of the controlling stock interest in Exhibitor’s business, or in the event of a substantial change in management of the Exhibitor, EEI may, in its sole determination, terminate this Agreement.
In the event Exhibitor files for bankruptcy or is declared bankrupt, EEI may, in its sole determination, terminate this Agreement.
Cloosing of Exhibit
If Exhibitor or one of its subsidiaries or affiliates is on strike, resulting in picketing or a similar type of demonstration in or near the Marriott San Francisco, EEI reserves the right to terminate this Agreement immediately, close the display and remove the Exhibitor’s property from the exhibit space without liability of any kind or nature to Exhibitor.
Americans with Disabilities Act
The Marriott San Francisco shall be responsible for compliance with all accessibility requirements and labor accommodation requirements under the Federal Americans with Disabilities Act (ADA). The Exhibitor agrees to comply with any provisions of the ADA which are applicable to the Exhibitor and its display.
Failure to comply with the payment deadline, thirty days after space assignment is confirmed by EEI, will result in cancellation of this Agreement and booth space will be forfeited. After April 10, 2009, the full rental fee must accompany applications. All such sums that are retained or are owing shall be deemed liquidated damages. Not withstanding, EEI shall have the right to pursue any other legal remedy granted by law in the event the Exhibitor defaults or fails to exhibit pursuant to the Official Rules and Conditions.
This Agreement shall be governed, construed and enforced by the laws of the District of Columbia as if it is an agreement made and to be performed entirely within the District of Columbia.
This Agreement may not be amended or modified without a writing signed by both parties hereto.
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