Terms and Conditions

EXHIBITOR TERMS AND CONDITIONS

Ninth International Conference on Remediation of Contaminated Sediments
January 9-12, 2017 | New Orleans, Louisiana

EXHIBIT BOOTH FEES/APPLICATION PROCESS—The fee schedule for this conference is as follows:

The basic fee includes: 
• Complimentary exhibitor badges for two booth staff 
• Two discounted technical registrations at $575
• One 8-ft by 10-ft; Exhibit Hall is carpeted. 
• 8-ft back drape and 3-ft side drapes (both in the color burgundy)
• One identification sign 

Organizations are limited to one 8x10 booth space. The products or services to be exhibited must be pertinent to the technical scope and purpose of the Conference. As the agent for Battelle Memorial Institute (Battelle), The Scientific Consulting Group, Inc. (SCG) will review all booth space reservations and reserves the right to rearrange the floor plan and/or to relocate any exhibit to further the best interests of the Conference.

BOOTH ASSIGNMENT—Space will be reserved online on a first-come/first-served basis, with priority given to the Conference Sponsors. Upon completion of the online reservation process, a confirmation email will be sent to the person listed as the booth point of contact and alternate point of contact (if entered) immediately following the completion of the online reservation. Exhibit space availability is updated in real time on the website allowing Exhibitors to select any booth not already reserved.

EXHIBITOR SERVICES – Freeman Expositions, Inc. is designated as the Official Services Contractor for all Exhibitor services (including but not limited to: audiovisual, cleaning, computer rentals, customs services, exhibit rentals, furnishings and carpeting (where applicable), graphics and signs, material handling, overhead rigging and equipment, transportation labor and rental of mechanized equipment, installation and dismantle supervision).  Freeman has the sole right to process all Exhibitors orders for Freeman services received either directly or through Freeman’s internet ordering system.   Exhibitor agrees not to contract with any third party to intercept, collect or receive Exhibitor orders.

EXHIBITOR APPOINTED CONTRACTORS (EAC) – If an individual Exhibitor chooses to utilize its own EAC to provide any of the non-exclusive services that Freeman may otherwise perform under this Agreement, SCG will enforce the policy of prohibiting any EAC from working at any Event unless the exhibitor seeking to use the EAC delivers to SCG at least (10) days prior to the Event move-in date (i) a written statement setting forth the identity and intended use of the EAC, and (ii) a certificate of insurance evidencing that the EAC has in place the minimum insurance coverage as defined by Freeman Services guidelines.

LOCATION AND SHIPPING/STORAGE – The exhibits will open Monday evening, January 9, 2017, at the Sheraton New Orleans Hotel (500 Canal Street, New Orleans, Louisiana 70130). All exhibit material must be shipped to the Official Service Contractor, Freeman Expositions, Inc., no earlier than December 1 for storage and delivery to the Show site. Direct shipments will not be accepted at the Sheraton New Orleans Hotel. All materials must be clearly marked with the name and dates of the Conference, organization’s name, and assigned booth number. Return shipment instructions must be provided to Freeman by the Exhibitor at the Show site. The Exhibitor Kit link will be sent to the registered booth point of contact by Freeman in early October.  The Kit will contain all shipping and handling instructions.

USE OF EXHIBIT SPACE – No Exhibitor will be permitted to display outside the confines of the assigned exhibit space. Sharing or subletting of exhibit space is prohibited. To ensure an unobstructed view of neighboring exhibits, back walls cannot be higher than 8 feet, and side walls must terminate 3 feet from the back wall. Side wall pipe and drape cannot be moved or removed. The reverse sides of end wing panels must be covered or painted if they are visible in adjacent booths.

To maintain adequate traffic flow, Exhibitor-sponsored food and beverage is prohibited in individual booths.

HOTEL GENERAL RULES & REGULATIONS—No hazardous chemicals (as defined by OSHA and EPA guidelines), inflammable materials, use of a vehicle within the building, or operation of motor machinery may be brought onto the property without prior written approval. Any requests for outdoor demonstrations or other display space at the Hotel must be directed to SCG. 
Helium balloons may not be distributed inside the Hotel. Any loose balloons inside the Hotel will be subject to a per balloon retrieval charged to the exhibitor. Glitter is not permitted inside the Hotel, and distributed adhesive decals and stickers must be approved by the Hotel. Animals and pets are not permitted in the Hotel.
For the safety and comfort of all Conference guests, use of any items that create amplified noise, odor, or visual effects is pro­hibited without advance request and written approval of SCG and the Hotel. Exhibitor must comply with all local, city, and state fire regulations and rules. Smoking is not permitted inside the Hotel or within 20 feet of the outside perimeter of the Hotel. Crate storage is not permitted in the exhibit hall.

BOOTH STAFF REGISTRATION—Booth staff are defined as your employees who will be attending the Conference solely to work in your exhibit; they will be admitted to food functions but not to technical sessions. 

EXHIBITOR TECHNICAL PROGRAM REGISTRATION DISCOUNTS—Employees of exhibiting organizations may purchase technical registrations at a discounted rate up to the maximum allowed totals below. It is the responsibility of the Exhibitor Point-of-Contact to provide the Organization ID to the designated individuals and instruct them to complete the online Exhibitor Technical Registration form and submit payment. The Organization ID associated with the company’s booth reservation can be found in the booth reservation confirmation email.

DISPLAY SCHEDULE—The schedule shown below is tentative, and minor adjustments may be made in exhibit hours, depend­ing on the technical program schedule. Exhibitors are not required to staff their booths during all exhibit hours—booth staffing within the exhibit schedule is at the discretion of the Exhibitor. However, the exhibit hours will be enforced for the display.

Exhibit Setup: Monday, January 9, Noon-4:00 p.m. 
* Set­up must be completed and all packing materials removed by 4:00 p.m. Monday, January 9
Exhibit Teardown: Thursday, January 12, 1:00-4:00 p.m.
*Early teardown will not be tolerated. Any organization that begins packing or dismantling a booth before 1:00 p.m. Thursday, January 12, may not receive placement at future events.

Exhibit Hours (Tentative):

Monday, January 9:

5:00 p.m.–6:30p.m.

Tuesday, January 10:

7:00 a.m.–7:00 p.m.

Wednesday, January 11:

7:00 a.m.–7:00 p.m.

Thursday, January 12

7:00 a.m.–1:00 p.m.

HOSPITALITY SUITE/PUBLIC FUNCTION SPACE—All requests for a hospitality suite or public function space must be made through SCG.

SECURITY/INSURANCE – Exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify, and save Battelle, SCG, the  Sheraton New Orleans Hotel (Hotel), and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses, or damages to persons or property, gov­ernmental charges or fines, and attorney’s fees arising out of or caused by its installation, removal, maintenance, occupancy, or use of the exhibition premises or a part thereof, excluding any such liability caused by the negligence of the Hotel or its officers, employees, or agents. Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises policies of Comprehensive General Liability Insurance including contractual liability coverage applicable to this contract, in an amount not less than US $1,000,000 Combined Single Limit for personal injury and property damage. Battelle, SCG, the Hotel, its owners, and its operator shall be included as additional insureds. In addition, Exhibitor acknowledges that neither Battelle, SCG, the Hotel, its owners, nor its operator maintain insurance covering Exhibitor’s property and that it is the sole responsibility of Exhibitor to obtain property damage insurance covering the Exhibitor’s property.

COPYRIGHTED MATERIAL – It is the responsibility of the Exhibitor to obtain appropriate copyright releases for use of any type of copyrighted material (e.g., publications, graphics) during the Conference. Exhibitors are not to use any music, neither live nor recorded.

USE OF LOGO – Battelle and “The Business of Innovation” are registered trademarks of Battelle Memorial Institute. Use of the trademarks or Battelle’s logo without the prior written permission of Battelle is strictly prohibited. 

GENERAL PROVISIONS – The license granted by this Contract is nontransferable without the prior written consent of SCG. The Exhibit Space and associated facilities licensed hereunder are provided on an “as-is” basis. Neither SCG nor Battelle make any express or implied warranty or guaranty of any type or nature, including fitness for a particular purpose, with regard to the subject Exhibit Space and associated facilities. Further, neither SCG nor Battelle shall be responsible for any damage or loss to Exhibitor’s property while in transit, in storage, or on display at the Exhibition Site. The Exhibitor shall be responsible for returning the Exhibit Space and as­sociated facilities in as good a condition as they were received, reasonable and normal wear and tear accepted. Exhibitor shall ensure that it and any individuals and/or entities for which it may be responsible comply with all rules and policies of the Exhibition Site, as well as all applicable federal, state, and local laws, ordinances, and regulations.

Exhibitor will indemnify and hold harmless Battelle, SCG, the Hotel, Starwood Hotels & Resorts Worldwide, Inc., and their respective trustees, officers, and employees against any claims, suits, damages, liabilities, and expenses (including reasonable attorney fees) arising out of property damage or personal injury to third parties caused by or arising out of the negligence or willful misconduct of Exhibitor or any individual or entity for which Exhibitor may be responsible. Anyone visiting, viewing, or otherwise participating in Exhibitor’s display shall be deemed an invitee or licensee of Exhibitor. In no event shall Exhibitor, SCG, Battelle, the Hotel, or Starwood Hotels & Resorts Worldwide, Inc., be liable to one another for any consequential, special, or incidental damages of any type or nature. Any and all disputes arising out of this Agreement shall be adjudicated by a court of competent jurisdiction within and applying the laws of the State of Ohio. Should any portion, word, clause, phrase, sentence, or provision of this Agreement be declared void or unenforceable, the validity of the remainder shall remain unaffected. This Agreement and any documents specifically referenced herein shall be the entire agreement between the parties and shall supersede all prior written or oral understandings. All modifications to this Agreement must be in writing and signed by authorized representa­tives of SCG and Exhibitor.