Terms and Conditions

Exhibitor Terms and Conditions

Organizations that provide environmental assessment, remediation, and management services, equipment, and products are invited to exhibit. Exhibiting at the Chlorinated Conference will afford your company’s representatives the opportunity to interact with a focused audience of 1,500 to 1,700 people who acquire and use environmental management products and services at industrial and government sites around the world.

Fees

 Included in Fee.
• Complimentary exhibitor badges for booth staff. Quantity determined by booth size: 10’x10’=2; 10’x20’=4; 20’x20’=6
• 8-ft backdrape and 3-ft side drapes (both in the color burgundy) for 10’x10’ and 10’x20’ booths. Backdrape not permitted for 20’x20’ island booths.
• One identification sign.
The Exhibit Hall is carpeted.
Additional Sponsor Benefits included in Conference Sponsor fee:

• 2 complimentary technical program registrations
• 2 chairs, 6’ skirted table, and wastebasket

Premium/Corner Booths. Booths located in premium (high-traffic) areas and corner booths will incur an additional fee. Corner=$100; Premium=$200; Premium + Corner=$300

Cancellations. Any booth for which payment has not been received by February 1, 2018, is subject to cancellation.
Cancellations received by January 1, 2018, will result in a 50% refund; no refunds will be made for cancellations after January 1, 2018. 

Space Limitations. Organizations are limited to one 10x10, one 10x20 (no endcaps), or one 20x20 island 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.

Use of 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 of 10’x10’ and 10’x20’, booths 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 or painted if they are visible in adjacent booths. Pipe and drape will not be provided for 20x20 island booths and is prohibited to ensure adequate line-of-sight in the Hall.

Hospitality. All requests for a hospitality suite or public function space must be made through SCG. Exhibitor-sponsored food and beverage is prohibited in individual booths. 

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. 

Booth Selection & Confirmation. Priority selection is given to the Conference Sponsors and space is reserved only online 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).

Location. All Exhibits will be displayed at the Palm Springs Convention Center, Palm Springs, California (277 North Avenue Caballeros, Palm Springs, CA 92262).

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, April 8, 10:00 a.m.-4:00 p.m. 
* Set-up must be completed and all packing materials removed by 5:00 p.m.

Teardown
Thursday, April 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., may be denied placement at future events.

Tentative Exhibit Hours
Sunday, April 8                       6:00 p.m.–9:30 p.m.   
Monday, April 9                       7:00 a.m.–7:00 p.m.
Tuesday, April 10                    7:00 a.m.–2:00 p.m.
Wednesday, April 11               7:00 a.m.–7:00 p.m. 
Thursday, April 12                   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.

All booth staff must be registered online by March 16, 2018. Any changes or additions after March 16, 2018, will be assessed a $35 charge. 

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 unless registered for the technical program.  Booth staff badges are not transferable to other individuals and may not be traded/swapped to avoid technical registration fees. 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. 

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 staff are eligible for an upgraded technical program registration ($700/each) up to the maximum allowed totals shown below.
  

Official Show Contractor
TriCord Tradeshow Services is designated as the Official Services Contractor for all Exhibitor services, including but not limited to: electric, cleaning, exhibit rentals, furnishings and carpeting (where applicable), graphics and signs, material handling, transportation, labor, hanging of signage, installation and dismantle supervision. TriCord has the sole right to process all Exhibitor orders received either directly or through TriCord’s online ordering system. Exhibitor agrees not to contract with any third-party to intercept, collect, or receive Exhibitor orders. TriCord may prohibit any Exhibitor Appointed Contractor (EAC) from working at the Conference unless the exhibitor seeking to use the EAC delivers to TriCord (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 TriCord Tradeshow 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.

Materials Shipping & Storage. Direct shipments will not be accepted at the Palm Springs Convention Center. All exhibit material must be shipped to arrive no earlier than March 8, 2018, and no later than April 4, 2018, at TriCord’s warehouse for storage and delivery to the Show site. 

TriCord’s 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 TriCord by the Exhibitor at the Show site.

Exhibitor Service Kit. The address of TriCord’s 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 TriCord Tradeshow Services in December 2017. 

Palm Springs Convention Center 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 Convention Center must be directed to SCG. Helium balloons may not be distributed inside the Convention Center. Any loose balloons inside the Convention Center will be subject to a per balloon retrieval charged to the exhibitor. Glitter is not permitted inside the Convention Center, and distributed adhesive decals and stickers must be approved by the Convention Center. Animals and pets are not permitted. 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. Exhibitor must comply with all local, city, and state fire regulations and rules. Smoking is not permitted inside the convention center or within 20 feet of the outside perimeter of the convention center. Crate storage is not permitted in the exhibit hall and will be enforced.

No one under 18 years of age will be admitted to the Exhibit Hall, unless registered as a student. Valid student ID required at check-in for verification.

Indemnification & Release of Liability. Exhibitor will indemnify and hold harmless Battelle; SCG; TriCord Tradeshow Services; the Palm Springs Convention Center; the City of Palm Springs; SMG, a Pennsylvania Partnership;  and their respective trustees, officers, parents, subsidiaries, affiliates, directors, 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. Exhibitor shall be fully responsible to pay for any and all damages to property owned by the Palm Springs 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, SCG, Battelle, or the Convention Center 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 Palm Springs Convention Center or any part thereof.

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 $1,000,000 Combined Single Limit for comprehensive liability and property damage. Battelle; SCG; the Palm Springs Convention Center; the City of Palm Springs; and SMG, a Pennsylvania Partnership; shall be included as additional insureds. In addition, Exhibitor acknowledges that neither Battelle; SCG; the Palm Springs Convention Center; the City of Palm Springs; or SMG, a Pennsylvania Partnership maintain insurance covering Exhibitorcs property and that it is the sole responsibility of Exhibitor to obtain property damage insurance covering the Exhibitor’s property.

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.