Exhibitor/Sponsor Terms & Conditions

The following Terms and Conditions apply to WASWUG Exhibitors and Sponsors. As a registered Exhibitor and/or Sponsor of WASWUG, you agree to these Terms and Conditions.


1. MERCHANDISE REMOVAL

No exhibits, part of an exhibit, or merchandise may be removed from the building(s) until the approved tear-down time on Tuesday, October 13, 2020 without written permission from WSIPC. Early removal may result in a $100.00 charge.

2. DISPLAYS

No signs, partitions, apparatus, shelving, etc., may extend more than 10 feet above the floor along the rear of an exhibit without permission from WSIPC.

3. EXHIBIT HOURS

WSIPC shall determine the exhibit hours during which the show will be open to the public each day.

4. LIABILITY

The Exhibitor is entirely responsible for the space occupied by him/her and shall not injure, mar, or deface the premises. The Exhibitor shall not drive nor permit to be driven, any pins, nails, hooks, tacks, or screws in any part of the building(s). Furthermore, the Exhibitor shall not affix to the walls or windows of the building(s) any advertisements, signs, etc., or use adhesive type material on painted surfaces. The Exhibitor agrees to reimburse WSIPC for any loss or damage occurring to the premises or equipment.

5. AISLES

The aisles, passageways, and overhead spaces remain under the control of WSIPC, and no signs, decorations, banners, advertising matter, or exhibits, will be permitted in those areas except by permission of WSIPC. All exhibits and personnel must remain within the confines of their own spaces and no Exhibitor will be permitted to erect signs or display products obstructing the view or displays of other Exhibitors.

6. SPACE

The contracted space is to be used solely by the Exhibitor whose name appears on the contract and no portion can be sublet or assigned. If the Exhibitor has a business partner that they would like to share the space with, they must receive written approval from WSIPC. The Exhibitor shall forfeit his/her right to the space, all prepaid space costs, and upon demand pay any balance owing to WSIPC if he/she fails to occupy or use his/her space or to have his/her exhibit completed and in place by the day before the opening day of the show. If Exhibitor forfeits the space, WSIPC may re-let the space without liability. This agreement does not reserve for, nor guarantee any space, a specific area or space priority, right of first refusal, or any other manner of participation in any future show.

7. STAFFING

Registration for two exhibit staff is included in the standard booth costs, with additional staffers charged $50 each. Premium booth costs include up to four exhibit staff, with additional staffers charged $50 each.

8. RESTRICTIONS

WSIPC reserves the right to restrict or remove exhibits that have been falsely entered, violate this agreement, or are deemed by WSIPC, in its sole discretion, as unsuitable or objectionable. Exhibits deemed unsuitable or objectionable must be removed if the conditions are not immediately corrected after one verbal warning. Unsuitable and objectionable exhibits include, but are not limited to, noise, public address systems, persons, animals, conduct, printed matter, odors, food, or anything objectionable to WSIPC or the general public. The exhibits removed under this paragraph shall not receive a refund. No helium-inflated balloon may be distributed or sold. Food product giveaways must be no larger than bite-size.

9. COMPLIANCE

All exhibits must comply with all city, state, and federal laws, ordinances, regulations, and fire marshal instructions. Any and all city, state, or federal licenses; inspections; or permits required by law of any Exhibitor in the installation or operation of his/her display shall be obtained by the Exhibitor at his/her own expense prior to the opening of the show. Exhibitors must have in their possession at the show any licenses or permits required by the city or the state.

10. CANCELLATIONS & PAYMENT

Cancellations must be received, in writing, by Monday, August 31, 2020 to be refunded without penalty. Cancellations received after August 31, 2020 will be subject to a $150 cancellation fee. No refunds will be given for cancellations received on or after Monday, August 31, 2020. At this time, only credit card payments will be accepted. Exhibitors with an "unpaid" status on September 11, 2020 will not be listed in the conference program.

11. CANCELLATION BY WSIPC

WSIPC reserves the right to cancel any and all Exhibitor participation or to terminate the Exhibiting Company’s participation in all or part of the Conference Events for any reason at any time upon written notice to the Exhibiting Company. Upon WSIPC’s cancellation, there shall be a refund of the Fees paid by the Exhibitor’s Company under these Terms and Conditions for the Events in which the Exhibitor’s Company is unable to participate due to such cancellation. WSIPC will issue a refund upon approval of expenses, Net 30.

12. INSURANCE REQUIREMENTS

The Exhibitor agrees to secure and maintain in full force and effect for the duration of this event including setup and tear down, policies of insurance, and in the minimum amount stated below:

  • Comprehensive or commercial general liability third party property damage, including products / completed operations: $1,000,000 per occurrence, $2,000,000 aggregate.
  • Excess liability: $3,000,000 per occurrence, $3,000,000 aggregate.
  • Workers' compensation: statutory limits.
  • Exhibitor’s liability: $1,000,000 per accident.

Upon WSIPC’s request, Exhibitors shall provide WSIPC with certificates of insurance evidencing all of the above coverage, including all special requirements specifically noted above, if any, and shall provide WSIPC with certificates of insurance evidencing renewal or substitution of such insurance thirty (30) days prior to the effective date of such renewal or substitution.

13. FORCE MAJEURE

WSIPC shall not be liable for delays or any failure to perform, due to events beyond its reasonable control. Such delays, include but are not limited to, acts of God; governmental actions, acts, orders, or regulation; pandemic; fire; explosion; flood, hurricanes, earthquakes, or other natural catastrophe; strikes or labor difficulties. Any such excuse for delay shall last only as long as the event remains beyond the reasonable control of the delayed party. WSIPC has the right to postpone, reschedule, or cancel the event. WSIPC will notify the Exhibitor promptly upon the occurrence of any such event.

In the event that WASWUG cannot be held or is postponed due to events beyond the control of WSIPC, Exhibitor’s damages shall be limited to the costs of the reserved space paid to WSIPC. In no event shall WSIPC be liable to the Exhibitor for any damages, costs, or other losses incurred.

14. VISUAL AND AUDIO RECORDING RIGHTS

All photographs, visual, and audio recording rights are reserved to WSIPC. Your booth space, exhibit, personnel, and any displayed items within your booth and/or sponsorship may be photographed and/or recorded by WSIPC for future marketing and promotional use in any format, including print, electronic, or other media.

15. EXHIBITOR MERCHANDISE

Onsite selling of merchandise is permitted only when approved by WSIPC and when conducted in a professional manner.

  • All selling of Exhibitor’s merchandise is restricted to the space assigned to each Exhibitor.
  • WSIPC reserves the right to restrict or halt sales activities that it, in its sole discretion, deems inappropriate or unprofessional.
  • Exhibitors are solely responsible for complying fully with WA State business license and sales and use tax regulations.
  • Exhibitors are solely responsible for complying fully with all applicable local, state, and federal laws.

Exhibitor agrees to protect, save, and hold WSIPC harmless for any damages or charges imposed for violation of any law or ordinance, resulting in the sale of any merchandise by the Exhibitor and save, and hold harmless the Indemnitees against and from any and all losses, costs, damage, by use of the exhibition premises, or any part thereof. It is further agreed that all merchandise brought by the Exhibitor is the responsibility of the Exhibitor and that WSIPC hereby disclaims all responsibility for these articles.