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/STORAGE—Exhibits 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 SPACE—No 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 SCHEDULE—The 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 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 Symposium.
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.
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.