Terms and Conditions

Exhibitor Terms and Conditions

The following details the Agreement between Battelle (the organizer) and any company, individual, partnership, or organization (exhibitor) that participates in the 2020 Chlorinated Conference (the exhibition). These terms and conditions apply to the exclusion of any others unless expressly agreed in writing and by submitting a booth reservation you agree that you have read and understand the terms. Organizations that provide environmental assessment, remediation, and management services, equipment, and products are invited to exhibit. The organizer retains the right to decline an application to exhibit if, in their opinion, it is deemed unsuitable.

Exhibit Booth Reservation & Confirmation. All booth reservations must be made online. Priority selection is given to Conference level and Learning Lab Sponsors and space is reserved on a first-come/first-served basis. Exhibit space availability is updated in real-time, allowing Exhibitors to select any booth not already reserved. 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). If you do not receive the email, please check you junk/spam folder or contact the Conference Office (chlorcon@battelle.org).

Fees.


Booth Type/Size

Paid by
Oct. 28, 2019

Paid after
Oct. 28, 2019

NEW! Govt./Non-Profit Inline 10’x10’* $1,000 $1,300

Standard Inline 10’x10’

$3,695

$3,995

Standard Inline 10’x20’
(Endcaps not permitted)

$6,995

$7,295

20’x20’ Island

$12,995

$13,295

Premium/Corner Booths. Booths located in premium (high traffic) areas and corner booths are subject to additional fees as follows:

  • Corner=$100
  • Premium=$200
  • Premium + Corner=$300

*LIMITED QUANTITY AVAILABLE (5 booth spaces; first-come, first-served)
Only one 10’x10’ booth per govt./non-profit organization can be purchased at this rate. Additional booths will be charged the standard inline 10’x10’ rate and premium fees as seen above apply to applicable booth spaces as indicated on the Exhibit Hall floor plan. Booth space will not be held or reserved specifically for this rate and booth space may sell out at the regular rates prior to 5 spaces being purchased at the govt./non-profit rate. The Conference reserves the right to request documentation of government or non-profit status.

 INCLUDED in Booth Fee:

  • Complimentary exhibitor badges for booth staff, quantity determined by booth size: 10’x10’=2; 10’x20’=4; 20’x20’=6
  • Backdrape and side drapes for 10’x10’ and 10’x20’ booths. Backdrape not permitted for 20’x20’ island booths.
  • One identification sign.
  • Conference level and Learning Lab Sponsors only are provided a 6 ft. skirted table, 2 chairs, and a wastebasket.

NOT INCLUDED in Booth Fee:

  • Booth Carpet.The Exhibit Hall is not carpeted. Each Exhibitor is required to provide their own or purchase carpet from the Exhibit Decorator for their booth space. Any exhibit space that has not provided or purchased carpet by 12:00 p.m. on May 31, 2020, will be automatically charged for carpet to fit the space and any required labor. Per Convention Center requirements, any Exhibitor providing their own carpet/flooring may only utilize Shur Tape or Bron Tape BT-100 or BT-105. Use of any other unapproved tape will result the Exhibitor being charged additional prevailing labor charges to remove adhesive residue from facility carpet and/or concrete floor.
  • Booth Furnishings. Table(s), chairs, wastebaskets are not provided and must be purchased from the Exhibit Decorator if desired.
  • Utilities. If required, electrical services must be purchased through the appropriate forms from the Exhibit Decorator. The Oregon Convention Center is the exclusive provider of electrical.

Payment Terms. Payment must be made within 60 days of reserving the booth. The Conference retains the right to cancel the reservation and resell the booth without notification if payment is not received within 60 days.

CancellationsCancellation of a booth reservation will result in damages to the Conference that are difficult to calculate. In the event cancellation is required, the Exhibitor agrees to pay the applicable cancellation fee below as liquidated damages. Terms apply without regard to the execution date of this Agreement or re-sale of the space.

  • Cancellation received on or prior to February 1, 2020: 50% of the total booth fee
  • Cancellation received after February 1, 2020: 100% of the total booth fee

Space Limitations/Liability. 10’x20’ end caps are not permitted. The products or services to be exhibited must be pertinent to the technical scope and purpose of the Conference as determined by SCG and Battelle. Booth space reservations/assignments are the exclusive prerogative of Conference management and it reserves the right to rearrange the floor plan and/or to relocate any exhibit to further its best interests. The floor plan may undergo changes once exhibit sales are open until space sells out; therefore, it is the Exhibitor’s responsibility to monitor any changes that may adversely affect the Exhibitor pre/post show or onsite. Refunds will not be issued for space based on Exhibitors’ selected location, traffic flow, and/or neighboring Exhibitors.

Use of Space. No Exhibitor will be permitted to display outside the confines of the assigned exhibit space. 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 for all booths. Side wall pipe and drape cannot be moved or removed. The reverse sides of end wing panels must be covered if they are visible in adjacent booths. Displays must remain fully intact during all official exhibit hours.All demonstrations and booth activities must remain within the footprint of your space and may not extend into aisles or other booths. Demonstrations and activities may not be disruptive to neighboring exhibitors. Show management reserves the right to suspend any demonstration or activity that results in obstruction of aisles, prevents access to a nearby exhibitor’s booth, or creates a disturbance. Any space that violates guidelines onsite will be asked to alter their set-up by show management.

Subletting/Sharing. Sharing, trading, or subletting of exhibit space is prohibited. Sub-divisions, subsidiaries, or partners of a parent company will not be recognized as Exhibitors. This applies to booth personnel badges as well as any program listings.

Hospitality. All requests for a hospitality suite or public function space within the Oregon Convention Center, Hyatt Portland, or Hotel Eastlund must be made through the Scientific Consulting Group, Inc. (SCG). Exhibitor-sponsored food and beverage is prohibited in individual booths and no Exhibitor may dispense any food or beverage items or samples from booths or any other areas within the Convention Center. 

Hanging Signs. Hanging signs displayed over an Exhibitor’s booth will be permitted only for island booths 20’ x 20’. Hanging signs must not extend beyond the footprint of the booth space and should be appropriately sized in proportion to the booth space. Hanging sign labor must be approved by show management and ordered through the Exhibit Decorator.

Copyrighted Material & Use of Logo. 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. Battelle and “It Can be Done” 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. 

Location. All Exhibits will be displayed at the Oregon Convention Center (777 NE Martin Luther King Jr. Blvd., Portland, OR 97232).

Display Schedule. The schedule shown below is tentative, and 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. 

Setup 
Sunday, May 31, 10:00 a.m.-4:00 p.m.
* Setup must be completed, and all packing materials removed by 5:00 p.m.

Teardown
Thursday, June 4, 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 be denied placement at future events.

Tentative Exhibit Hours
Sunday, May 31           6:00 p.m.–9:00 p.m.    
Monday, June 1           7:00 a.m.–6:00 p.m.
Tuesday, June 2           7:00 a.m.–2:00 p.m.
Wednesday, June 3     7:00 a.m.–6:00 p.m.
Thursday, June 4         7:00 a.m.–1:00 p.m.

Booth Staff & Technical Registration

It is the responsibility of the Booth Point-of-Contact to provide the Organization ID to the designated booth staff 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.

Booth Staff Registration. Booth staff are defined as the employees of your company (the company named as the “Exhibitor” in this agreement) who will be attending the Conference solely to work in your booth. 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. All booth staff must be registered online by May 13, 2020. Any changes or additions after that date will be assessed a $35 charge. Booth staff will be admitted to food functions and may attend the Plenary Session. Booth staff are eligible for upgraded technical program registration up to the maximum technical upgrade totals shown in the table below.

Booth staff are not eligible to attend technical sessions unless registered for the technical program. Booth staff badges are not transferable to other individuals and may not be traded/swapped with technical program registrants to avoid technical registration fees. Anyone found to be attending technical sessions without the proper registration credentials will be charged a full conference technical registration fee.

Technical Program Registration. Only those registered for the technical program will be admitted to technical sessions. Anyone making a platform or poster presentation or chairing a session must be registered for the technical program. Technical program registrants may staff the exhibit booth as needed.

Booth Size

Booth Staff Badges included with Exhibit Fee

Maximum Additional Booth Staff

Maximum Booth Staff Per Exhibit Space

Maximum Technical Upgrades Allowed

Govt./Non-Profit Inline 10’x10’ 2 2 ($400/each) 4 1 ($400/each)

Standard Inline 10’x10’

2

2 ($400/each)

4

2 ($700/each)

Inline 10’x20’

4

2 ($400/each)

6

4 ($700/each)

Island 20’x20’

6

2 ($400/each)

8

6 ($700/each)

Registration Terms & Conditions

Registration terms and conditions are subject to change without notice and are applicable to all levels of registration, including booth staff and Sponsor/Exhibitor waived and discounted registrants. No one under 18 years of age will be admitted to any Conference event unless registered as a student, valid student ID required at check-in.

Payment. Payment is required to confirm registration. Checks will be accepted for registrations made through March 30, 2020. Beginning March 31, 2020, payment can be made only by major credit card. Purchase orders will not be accepted. Fees are not transferable to other Battelle Conferences. Conference information meant for attendees only (e.g., links to mobile apps, abstracts, and registration lists) will only be sent to individuals that have paid in full.

Substitutions & Transfers. Substitutions or transfers for technical program registrants will be accepted at any time but will incur a $100 transfer fee. Substitutions/transfers are only valid for a registration that has not been used. For example, a full Conference registration (for all event days) may not be transferred between individuals for use on different days. 

Cancellations & Refunds. Registration cancellations and refund requests must be received in writing on or before the “cancellation requested date” below to qualify. Paid no-shows will receive all the materials covered by their registration fees. Refunds will be processed to the credit card used for payment. No refunds will be made after March 30, 2020 for any reason. 

By registering for the Conference, you agree to the following registration cancellation refund policy, a $50 service fee applies to each cancelled registration: (1) cancellation requested on or before February 10, 2020, will receive 75% of the registration fee; (2) cancellation requested February 11, 2020, through March 30, 2020, will receive 50% of the registration fee; (3) after March 30, 2020, no refunds.

Identification & Badge Use. Attendee badges are the property of Battelle and are required for admittance to all Conference functions (e.g., session rooms, Exhibit Hall) and must always be visible. 

PHOTO-ID REQUIRED. A valid, government-issued photo identification (driver’s license/passport/student ID) that matches the name on the badge will be required for verification upon check-in. Only the attendee named on the badge may pick up his or her badge and registration materials.

By registering for the Conference, you agree not to sell, trade, modify, copy, tamper with, or share/swap your badge. This includes sharing/swapping Exhibitor and/or technical registrant badges to avoid paying the technical program registration fee. Badge fraud (i.e., theft of services) is detrimental to the Conference and attendees found to be engaging in such conduct are subject to immediate ejection from the Conference, registration cancellation, without refund, and possible prosecution and/or ban from future Conferences. 

Lost/Forgotten Badges. A valid, government-issued photo ID is required for badge reprint for lost or forgotten badges.

Event Cancellation Policy. If Battelle cancels the Conference due to circumstances beyond Battelle’s reasonable control such as, but not limited to, acts of God, acts of war, government emergency, labor strikes, and/or unavailability of the event or exhibition facility, Battelle shall refund to attendee his/her previously paid registration fee(s) less a share of event cost incurred by Battelle. This refund shall be the attendee’s exclusive remedy and Battelle’s sole liability for cancellation of the event for reasons generally described in this paragraph.

Use of Likeness. By attending the Conference, you agree and consent that Battelle has the right, in perpetuity, to record, transcribe, modify, perform, reproduce, display, distribute and transmit in any form and for any purpose your name, voice, picture, photograph, portrait and other reproductions of your likeness/image at the Conference in connection with any advertising or promotional content and materials, or for any other lawful purpose including by posting on public websites. You also agree that your likeness/image may appear in photos of the Conference made available to you, other attendees, and the public.

General Conduct and Courtesy. Attendees are expected to comport themselves in a professional, respectful, and responsible manner at all times. Harassment of any kind is not permitted. Battelle reserves the right, in our sole discretion, to refuse admittance to any person and may expel any person, for any reason, from the Conference or specific Conference events.

Attire. Business or business casual attire is recommended. Session rooms and other Conference areas may be cool; a sweater, light jacket, or layered clothing is recommended to maintain your individual comfort level.

RELEASE OF LIABILITY. YOU UNDERSTAND THAT PARTICIPATION IN THE CONFERENCE CARRIES WITH IT CERTAIN INHERENT RISKS. YOU HEREBY AGREE TO RELEASE AND HOLD HARMLESS BATTELLE, THE OREGON CONVENTION CENTER, THE METROPOLITAN EXPOSITION-RECREATION COMMISSION (MERC) AND AUTHORIZED BY METRO, AND THEIR EMPLOYEES, VENDORS, PARTNERS, AGENTS AND CONTRACTORS FROM ANY AND ALL ALLEGED AND/OR ACTUAL LIABILITY, CLAIMS, ACTIONS, LAWSUITS, DAMAGES AND LOSSES OF ANY KIND, INCLUDING ATTORNEY’S FEES, WHICH ARISE OUT OF OR RESULT FROM YOUR ATTENDANCE AT AND PARTICIPATION IN THE CONFERENCE AND ANCILLARY ACTIVITIES, INCLUDING BUT NOT LIMITED TO PROPERTY DAMAGE AND PERSONAL INJURIES, ILLNESS, DEATH OR OTHER PHYSICAL LOSS, WHETHER OR NOT FORESEEABLE. These terms and conditions shall be construed in accordance with the laws and enforced within the jurisdiction of the State of Ohio, without regard to its principles of conflicts of law.

Official Show Contractor & Exhibit Decorator

Exhibitor Services. Blaine Events Services is designated as the Official Services Contractor for all Exhibitor services, including but not limited to: electric, cleaning, exhibit rentals, furnishings and carpeting, graphics and signs, material handling, transportation, labor, hanging of signage, installation and dismantle supervision. Blaine Events Services has the sole right to process all Exhibitor orders received either directly or through Blaine Events Services’ online ordering system. Exhibitor agrees not to contract with any third-party to intercept, collect, or receive Exhibitor orders. MERC is the exclusive provider of services for the vacuuming of booths and aisle carpet and sweeping of non-carpeted aisles from show open to close. Services may prohibit any Exhibitor Appointed Contractor (EAC) from working at the Conference unless the exhibitor seeking to use the EAC delivers to Blaine Events Services (i) a notice at least 10 days prior to move-in of the use of the EAC and (ii) a Certificate of Insurance showing that the EAC has the minimum insurance coverage and has named Blaine Events Services’ as an additional insured on its policies as follows:

  • Commercial General Liability insurance with limits no less than $1,000,000 per occurrence combined single limit for bodily injury liability and property damage. Coverage shall apply to Products and Completed Operations, Contractual Liability, Premises and Operations, and Personal Injury.
  • Commercial Automobile Liability insurance with limits no less than $1,000,000 per occurrence combined single limit for bodily injury liability and property damage, including coverage for owned, non-owned and hired vehicles including loading and unloading operations.

Freight Handling. Direct shipments will not be accepted at the Oregon Convention Center. All exhibit material must be shipped to arrive at Blaine Events Services’ warehouse for storage and delivery to the Show site. Shipping deadlines will be distributed with the Exhibitor Service Kit. Crate storage is not permitted in the exhibit hall and will be enforced. All exhibitors are responsible for cleaning, sweeping, and removing debris and miscellaneous items of their own making from the aisles before and after carpet laying.

Blaine Events Services’ complete freight handling services include: receive and store freight 30 days prior to move-in/set up date; receive direct shipments to the facility; deliver shipments to the exhibit booth; remove and return any empty containers; re-forward outbound shipments at the conclusion of the show. 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 Blaine Events Services by the Exhibitor at the Show site.

Exhibitor Service Kit. The address of Blaine Events Services’ warehouse, all shipping/handling instructions, and furnishing/electrical order forms will be provided in the Exhibitor Service Kit. A link to the Kit will be sent to the registered booth point of contact by Blaine Events Services in January 2020. 

Oregon Convention Center Rules & Regulations. Helium balloons and fog/smoke/laser lights are prohibited. No live animals, reptiles, fish, or birds can be in the Center without advance request and written approval. Properly trained assistance dogs accompanying a person with a disability is accepted and must remain on a leash at all times.No hazardous substances (as defined by OSHA and EPA guidelines), inflammable materials, objects that can cause bodily injury to any person, use of a vehicle within the building, or operation of motor machinery may be brought onto the property without prior written approval. 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 Convention Center. The Center is a non-smoking public facility (includes electronic cigarettes).

All exhibitors are responsible for the proper sorting of recyclables (Styrofoam, cardboard boxes and signs; food scraps, glass containers, paper, plastic film and containers, wood, vinyl) and the proper disposal of all waste in receptacles provided by the Convention Center. If an exhibitor does not comply, the exhibitor will be billed for costs associated with removing debris and trash from their booth.

Any signage that is not recyclable must be shipped back with the Exhibitor’s booth materials. It may not be disposed of or left at the Convention Center.

Foam-core signage and single use plastic bags are expressly prohibited.

Liability Insurance. 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 $2,000,000 Combined Single Limit for comprehensive liability and property damage. Battelle; SCG; the Oregon Convention Center; Metropolitan Exposition-Recreation Commission (MERC) and authorized by Metro; shall be included as additional insureds. In addition, Exhibitor acknowledges that neither Battelle; SCG; the Metropolitan Exposition-Recreation Commission (MERC) and authorized by Metro, maintain insurance covering Exhibitors property and that it is the sole responsibility of Exhibitor to obtain property damage insurance covering the Exhibitor’s property.

Compliance with Laws. Exhibitors shall promptly comply and cause its employees, agents, contractors, exhibitors, patrons and invitees to comply with laws, ordinances, orders, rules, regulations and requirements of all federal, state, county, metropolitan governments, commissions and officers whenever applicable, all rules and regulations of the Portland Police Department and the Portland Fire Department and all policies, rules, regulations established by the Commission for the use of the Center and the jurisdiction of the Commission.

Indemnification & Release of Liability. Exhibitor will indemnify and hold harmless Battelle; SCG; Blaine Events Services; the Oregon Convention Center; Metropolitan Exposition-Recreation Commission (MERC) and authorized by Metro; Aramark Sports and Entertainment Services LLC; and the members, officers, directors, agents and employees of each entity 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. Exhibitor shall be fully responsible to pay for any and all damages to property owned by the Oregon Convention Center, its owners or managers which result from any act or omission of Exhibitor.

Anyone visiting, viewing, or otherwise participating in Exhibitor’s display shall be deemed an invitee or licensee of Exhibitor. In no event shall Exhibitor, Blaine Event Servies., SCG, Battelle, or the Oregon Convention Center and their respective trustees, officers, parents, subsidiaries, affiliates, directors, and employees be liable to one another for any consequential, special, or incidental damages of any type or nature. 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/licensees which arise from or out of the Exhibitor's occupancy and use of the exhibition premises, the Oregon Convention Center 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 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.

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.