Exhibitor Information and Registration
Contents
1. 2013 Cancer Awareness Expo Exhibitor Registration Form Organization Name For Profit Non Profit circle one Contact Person and Title Which of the following information will you provide about cancer circle all that apply e Palliative Care e Support Services e Treatment e Prevention e Survivorship e Other e Screening If Other please explain Please provide details about what you will exhibit at your booth Exhibitor Rates For Profit Exhibitor 600 before August 1 2013 675 thereafter Non Profit Exhibitor 200 before August 1 2013 275 thereafter Corner Booth Exhibitor 750 Total Visa Mastercard American Express and Discover credit cards accepted If paying by check make payable to Huntsman Cancer Institute 1950 Circle of Hope Room 6060 Salt Lake City UT 84112 We reserve the right to turn down any exhibition request Exhibitor must agree to the terms and conditions of this event Cancer Awareness Expo Terms and Conditions September 28 2013 South Towne Expo Center Hall 3 9575 South State Sandy Utah By becoming an exhibitor at the Cancer Awareness Expo Exhibitor agrees to the following terms and conditions l 10 11 Defined Terms Event collectively means the event or events referred to above or on the previous or facing page presented by Huntsman Cancer Institute HCI Facility means the venue where the Event is held Organizer means collecti2. utah edu linda aagard hci utah edu
3. HUNTSMAN CANCER INSTITUTE il PRESENTS 2 awareness msan x D O Exhibitor Information and Registration Saturday September 28 2013 10 a m 3 p m South Towne Expo Center 9575 South State Street Sandy Utah The Cancer Awareness Expo s purpose is to educate the public about cancer risk prevention and care Exhibitors with these goals are welcome The Expo is not a sales environment Multilevel marketing companies are not allowed Complementary or alternative medicine organizations must have credible scientifically supported data to participate Organizations unsure if they are allowed to exhibit are welcome to contact the event organizer Lori Maness Outreach Coordinator Huntsman Cancer Institute 801 587 9976 or lori maness hci utah edu Exhibitor Booth Rates For Profit Organizations 675 600 Early Bird Non Profit Organizations and Government Agencies 275 200 Early Bird Documentation of nonprofit status is required Corner Booth Rate 750 Early Bird Discount Registration Deadline August 1 2013 Registration Deadline September 1 2013 Exhibit booth rates include the following e 10 foot x 10 foot booth space with 8 foot high back drape and 3 foot high side drape e Identification sign e One skirted table 8 feet long e Two chairs e Waste basket HUNTSMAN i Hoana ees Exhibit booth rates do not include booth carpet aisle carpet will be blue internet connectivity or electrical and audio vi
4. ccess of the Event or regarding any other matter Neither Organizer nor Facility shall assume any responsibility for Exhibitor s or anyone else s personal or other property As a condition of exhibiting at the Event Exhibitor shall insure its property against damage loss and theft and shall not make any claims against Organizer or Facility Additional Exhibitor Requirements It is the intent of the Cancer Awareness Expo to provide a sales free environment to all attendees to gain knowledge and awareness of cancer treatment prevention care and support services To that extent we will not allow any multi level marketing companies to exhibit at the Cancer Awareness Expo Anyone representing a dietary supplement company must prove they operate without recruitment have published evidence of the products efficacy in a peer reviewed professional publication and do not require customers to sign a contract in order to enjoy a product Vendors wishing to exhibit at the Cancer Awareness Expo must do so only to educate and provide information specific to cancer Non cancer related exhibitors will be refused participation Failure to comply with the above rules will result in immediate suspension from the Cancer Awareness Expo and forfeiture of all fees Event Organizer Media Contact Lori Maness Outreach Coordinator Linda Aagard Public Relations Director Huntsman Cancer Institute Huntsman Cancer Institute 801 587 9976 801 587 7639 lori maness hci
5. e any material outside of their exhibit space Strolling entertainment or moving advertisements outside the Exhibitor s space is prohibited Exhibitors will not be entitled to a refund for any particular exhibit due to the Exhibitor s failure to comply with these regulations Exhibitor Retail Sales Sales of any and all products or services during show hours is prohibited HCI has the right to remove any exhibit or Exhibitor from the show floor that violates this rule Care of Exhibit Hall and Equipment No signs or advertising are to be affixed to and nothing shall be hung from any of the walls columns doors etc of the exhibit hall Exhibitor will pay HCI such sum necessary to restore premises and equipment to their prior condition Sound Devices The use of devices for mechanical reproduction of sound or music may or may not be permitted it is in HCI s sole discretion Sound of any kind must not be projected outside of the exhibit booth Exhibitor is specifically prohibited from employing any carnival type attraction animal or human or from operating noise creating devices such as bells horns or megaphones Rules regarding sound devices are outlined in the Exhibitor Service Manual Exhibit Space Occupancy HCI shall specify the hours and dates for installing occupying and dismantling exhibits If Exhibitor fails to begin installing its display in its assigned space 30 minutes prior to event opening or leaves its space unattended at any tim
6. e during the event HCI shall have the right to take possession of the space terminate this contract and no refund will be due to Exhibitor even if HCI resells the space All exhibits must be open for business at all times during the Event If Exhibitor through circumstances beyond control is delayed in arrival or setup it must notify the appropriate Event contact immediately Exhibitors will have access to the Exhibit Hall two 2 hours prior to public opening to prepare exhibit space Entrance will only be permitted with Exhibitor badge Subletting of Space Exhibitor will not assign or grant to any other party the right to use their booth space without prior written consent of HCI 12 13 14 15 16 17 18 19 20 21 Contractor Services HCI has contracted on an exclusive basis JP Display to provide services for the Event Service companies other than the official contractors will not be allowed to perform any of these exclusive services Exhibitor Service Manual Prior to the Event JP Display will provide an Exhibitor Service Manual to the Primary Contact listed in this contract The Exhibitor Service Manual will include information integral to participation at the Event including but not limited to additional exhibitor rules and regulations official contractor order forms registration shipping and drayage utilities and building services exhibitor display rules and move in move out schedules Exhib
7. it Installation and Dismantling Hours Exhibitor move in is Saturday September 28 from 7 a m to 9 30 a m only All exhibits must be in place by 9 30 a m Exhibitor move out is Saturday September 28 2013 from 3 p m to 10 p m Dismantling Exhibitor is prohibited from tearing down the booth until CLOSE of show Saturday September 28 2013 without permission from HCI Violators may be excluded from exhibiting at future Cancer Awareness Expos Cancellation Refund Policy No refunds will be given Cancellation of the Event If HCI cancels the Event due to circumstances beyond its reasonable control such as acts of nature acts of war governmental emergency labor strike or unavailability of facility HCI shall refund to Exhibitor its rental payment previously paid in full satisfaction of all liabilities of Organizer and Facility to Exhibitor Fire Safety and Health All decoration materials must be FIREPROOF and conform to City Fire Department requirements No fireworks open flames liquefied petroleum gas or flammable liquids are allowed The use of crepe paper or similar materials is forbidden Exhibitor assumes full responsibility for its compliance with local city state and federal ordinances laws and regulations respecting fire safety health and regulations of the Exhibit Hall and Organizer The complete policy is available at www southtowneexpo com Security HCI will provide security service for the exhibition and will exercise reas
8. onable precautions for the protection of the property of the Exhibitor However the supplying of such service will not be an assumption of any liability of any kind by HCI and the Exhibitor hereby releases HCI for any such liability of any loss or damage to the property of Exhibitor Property Damage Neither Organizer nor Exhibitor shall be responsible for any loss of or damage to property of the other party including but not limited to loss or damage occasioned by theft fire smoke acts of god public enemy riot civil commotion or other insurable casualty and Organizer and Exhibitor expressly waive any claim for liability against the other party hereto with respect to any such loss or damage Accordingly it will be the responsibility of Organizer and Exhibitor respectively to secure its own insurance or otherwise protect itself and its property against such loss or damage Limitation of Liability Under no circumstances shall Organizer or Facility be liable for any lost profits or any damages including incidental special indirect punitive or consequential damages whatsoever for any of their acts or omissions whether or not advised of the possibility thereof In no event shall Organizer s maximum liability under any circumstance exceed the amount actually paid to HCI and by Exhibitor for exhibit space at the Event Organizer makes no representations or warranties express or implied regarding the number of persons who will attend or the su
9. r Contact Todd at Utah Food Services 801 347 4703 for complete guidelines Booth Placements HCI will attempt to honor all booth placements if application and payment are made as required by Exhibitor However HCI reserves the right to make alternative booth placement at any time Offers made as to location of space are not a guarantee HCI shall be the final authority in assigning space HCI reserves the right to determine the eligibility of any company or product for inclusion in the event No Exhibitor shall exhibit or permit to be exhibited in the space allocated to it any merchandise other than that specified in its application HCI further reserves the right to add alter or delete from the Event s floor plan at any time in its sole discretion Exhibitor Guidelines Exhibits shall not obstruct view or hinder the visual access of others Distribution of printed matter of any kind and any promotional material is restricted to the Exhibitor s booth All exhibits shall display products or services in a tasteful manner The aisles passageways and overhead spaces remain strictly under the control of HCI and no signs neon illuminated etc decorations banners advertising material or special exhibits will be permitted in the aisles except by written permission of HCI Representatives of Exhibitor must remain within the booth Any and all advertising must be made from your booth Balloons and stickers are prohibited Exhibitors cannot distribut
10. sual supplies These can be ordered for an additional fee For internet services contact the South Towne Expo Facility Services team at 385 468 2260 To order booth carpet electricity displays or additional chairs and tables contact JP Display Customer Service at 801 255 5171 Booth Payments Booth reservations are fulfilled on a first come first served basis Acceptable forms of payment include credit cards cashier checks money orders and organization checks Booths must be paid in full to receive booth space Booths will not be held for exhibitors until payment is received Payment must be received by September 1 2013 Exhibitor Booth Location Booth location and placement will be assigned by the expo planning committee Booth location will be provided to all exhibitors prior to the expo We reserve the right to turn down any exhibition request Refund Policy Booth purchases are final non transferable and non refundable Booth refunds will not be issued Exhibitor Setup and Dismantle Setup Saturday September 28 2013 7 a m 9 30 a m Exhibit Hours Saturday September 28 2013 10 a m 3 p m Dismantle Saturday September 28 2013 3 p m 10 p m For More Information Event Organizer Lori Maness Outreach Coordinator Huntsman Cancer Institute 801 587 9976 lori maness hci utah edu Media Contact Linda Aagard Public Relations Director Huntsman Cancer Institute 801 587 7639 linda aagard hci utah edu
11. vely HCI its agents affiliates representatives employees and those assigned unless in HCI s opinion the context requires otherwise Exhibitor means collectively i the company or person that applied to exhibit at the Facility or online and agreed to enter into this contract upon acceptance by HCI in the manner stated below and ii each of its officers directors shareholders employees contractors agents representatives guests and invitees as applicable Contract Acceptance This contract becomes binding and effective only when it has been agreed to by Exhibitor either through online registration or by mail We may refuse acceptance of any contract for any or no reason Notwithstanding anything herein to the contrary HCI may cancel this contract at any time without liability Assignment of Space Exhibit space is assigned on a first come first served basis as of the date of receipt of application AND payment HCI in its sole and absolute discretion reserves the right and privilege to reassign an exhibitor to another space without penalty should it be in the best interest of the exhibition Food Service No food or beverage of any kind may be brought or delivered into the building Only pre packaged food and or beverage samples that are bite sized and or less that 2 oz may be distributed from your booth All other food beverage must be purchased through Utah Food Services the official food vendor at South Towne Exposition Cente
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