Terms and Conditions

EXHIBIT TERMS AND CONDITIONS

FOURTH INTERNATIONAL SYMPOSIUM ON BIOREMEDIATION AND SUSTAINBLE ENVIRONMENTAL TECHNOLOGIES

May 22-25, 2017 | Miami, Florida

FEES/APPLICATION PROCESS—The exhibit fee schedule for this Symposium is as follows:

Size

Type

Paid by

Nov. 17, 2016

Paid after

Nov. 17, 2016

8’x10’

Symposium Sponsor

US$0—included in Sponsor fee

Exhibitor

US$3,195

US$3,395

8’x20’

Symposium Sponsor

US$3,195

US$3,395

Exhibitor

US$6,390

US$6,690

Organizations are limited to two side-by-side booth spaces. End caps are not permitted. The products or services to be exhibited must be pertinent to the technical scope and purpose of the Symposium.

The fee includes:

• Complimentary exhibitor badges for two booth staff

• One 8-ft by 10-ft or 8-ft by 20-ft. space (Hall is carpeted)

• 8-ft backdrape and 3-ft side drapes

• One identification sign

Booth Assignment. Space will be reserved online on a first-come/first-served basis, with priority given to the Symposium 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. 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 Symposium.

Cancellations. Cancellations received by January 23, 2017, will result in a 50% refund; no refunds will be made for cancellations after January 23, 2017.

EXHIBITOR SERVICES—Arata Expositions, Inc. (AEI) is designated as the Official Services Contractor for all

Exhibitor services (including but not limited to: cleaning, customs services, exhibit rentals, furnishings and carpeting

(where applicable), graphics and signs, material handling, equipment, transportation, labor and rental of mechanized equipment, installation and dismantle supervision). AEI has the sole right to process all Exhibitors orders for AEI services received either directly or through AEI’s online ordering system via the Arata Client and Exhibitor Software webportal. Exhibitor agrees not to contract with any third party to intercept, collect or receive Exhibitor orders.

LOCATION AND SHIPPING/STORAGEExhibits will open Monday evening, May 22, 2017, at the Hyatt Regency Miami (400 SE Second Avenue, Miami, Florida 33131-2197). All exhibit material must be shipped to the Official Service Contractor, AEI Expositions, Inc., no more than 30 days before the show for storage and delivery to the Show site. Direct shipments will not be accepted at the Hyatt Regency Miami. All materials must be clearly marked with the name and dates of the Symposium, organization’s name, and assigned booth number. Return shipment instructions must be provided to AEI by the Exhibitor at the Show site. SCG will email the link to the Exhibitor Service Kit in January 2017; the Kit will contain all shipping and handling instructions.

USE OF EXHIBIT SPACENo Exhibitor will be permitted to display outside the confines of the assigned exhibit space. Space may be utilized only by the company listed on the booth reservation form and cannot be changed. Sharing, splitting, transferring to another company (even if a subsidiary/affiliate) 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. No hazardous chemical (as defined by OSHA and EPA guidelines) may be brought onto Hotel property without prior written approval. Any requests for outdoor demonstrations or other display space at the Symposium facility must be directed to SCG. For the safety and comfort of all Symposium 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.

Registration Information

Booth Size

*Booth Staff Included with Fee

Maximum Number of Additional Booth Staff

Complimentary Technical Program Registrations

Maximum Number of Technical Program Upgrades

Sponsors

8’x10’

2

2 @ $275 each

2

2 @ $575 each

8’x20’

4

2 @ $275 each

2

3 @ $575 each

Exhibitors

8’x10’

2

2 @ $275 each

0

2 @ $575 each

8’x20’

4

2 @ $275 each

0

3 @ $575 each

Anyone making a platform or poster presentation or chairing a session must be registered for the technical program.

BOOTH STAFF REGISTRATION Booth staff are defined as your employees who will be attending the Symposium solely to work in your exhibit. Booth staff will be admitted to food functions but not to the technical program sessions unless an upgraded technical program registration is purchased. Booth staff badges are non-transferrable. Booth staff registration must be done online. Once a booth has been reserved, the booth point-of-contact may access registrations at any time to add/update booth staff. Each Exhibitor must complete their booth staff registration by April 1, 2017—each name change or addition after that date will be assessed a US$35 charge. Technical program registrants may staff the exhibit booth as needed.

TECHNICAL PROGRAM REGISTRATION UPGRADES—It is the responsibility of the Exhibitor point-of-contact to provide the Organization ID (found in the booth reservation confirmation email) to the designated individuals and instruct them to complete the online Exhibitor Technical Registration form and submit payment.

A one-day-only visitor’s pass to the Exhibit Hall is US$275.

No one under 18 years of age will be admitted to the Exhibit Hall.

DISPLAY SCHEDULEThe schedule shown below is tentative, and minor adjustments may be made in exhibit hours, depend­ing on the finalized 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. Early teardown will not be tolerated.

Exhibit Setup: Monday, May 22, 10:00 a.m.-4:00 p.m.

* Set­up must be completed and all packing materials removed by 4:00 p.m.

Exhibit Hours (Tentative):

Monday, May 22, 5:30-7:00 p.m.

Tuesday, May 23, and Wednesday, May 24, 7:00 a.m.-7:00 p.m.

Thursday, May 25, 7:00 a.m.-1:00 p.m.

Exhibit Teardown: Thursday, May 24, 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. may not receive placement at future events.

SPONSOR- OR EXHIBITOR-HOSTED PRIVATE EVENTS. All requests for a hospitality suite or public function space at the Hyatt Regency Miami must be made through SCG. Sponsor- or Exhibitor-hosted private events are not permitted during Symposium hours when official Symposium activities are scheduled.

SECURITY/INSURANCE—Exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify, and save Battelle, SCG, the Hyatt Regency Miami (Hotel), AEI, 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 MATERIALIt 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 Symposium. Exhibitors are not to use any music, neither live nor recorded.

USE OF LOGOBattelle 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. 

LIABILITY—SCG is responsible for submitting to the hotel prior to setup an executed release of liability (see next paragraph) from each Exhibitor or its third-party representative in charge of providing installation and dismantling services. If SCG does not receive the Exhibitor’s Release from the Exhibitor Point-of-Contact, Exhibitor will be prohibited from utilizing exhibition premises.

RELEASE OF LIABILITY—Exhibitor shall be fully responsible to pay for any and all damages to property owned by Hyatt (HYATT REGENCY MIAMI), its owners or managers which result from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold harmless, Hyatt (HYATT REGENCY MIAMI), its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Exhibitor’s use of the property. Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of the Exhibitor’s occupancy and use of the exhibition premises, the Hotel or any part thereof.

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 excepted. 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, Hyatt Hotels, 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 Hyatt Hotels, 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 Maryland. 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.