On-Floor Meeting Room Application & Contract
Contents
1. Any exhibitor dismantling prior to the official closing time will be fined 500 and may lose the right to exhibit in future events Move out will be coordinated by GES and will require exhibitor cooperation 21 BADGES Official show badges will be required for entry into the exhibit hall at all times Badges are not transferable and those worn by other than the person to whom issued will be confiscated Business cards are not to be used in badge holders Exhibitors will be granted an allotment of 3 full conference badges per 100 sq ft of contract exhibit space Badges needed in excess of this allotment must be purchased at the going rate Unlimited guest passes will be allotted for processor bottler invitations 22 CHARACTER OF EXHIBITS The general rule of the exhibit floor is be a good neighbor No exhibits will be permitted which interfere with the use of other exhibits or impede access to them or impede the free use of the aisle Booth personnel including demonstrators hostesses and models are required to confine their activities within the exhibitors booth space Apart from the specific display chairs tables displays or other materials will be allowed to protrude into the aisles Each exhibitor is charged with knowledge of all laws ordinances and regulations pertaining to health fire prevention and public safety whi participating in this Show Compliance with such laws is mandatory for all exhibitors and the sole2. responsibility is that of the exhibitor 28 PHOTOGRAPHY AND SKETCHING Cameras may be carried in the exhibit area but under no circumstances may photographs be taken without expressed authority of the exhibitor concerned in each case Sketching or drawing machinery or products on display is prohibited 29 FOODSERVICE amp ALCOHOL All approved arrangements for all food and beverage service excep product sampling must be made with the caterer at the convention center Be sure to check the exhibitor service manual for details about product sampling from your booth You must get approval prior to sampling All alcohol in booth is limited to the last hour of each show day unless approved by sponsor 30 UNOFFICIAL SHOW PUBLICATIONS PROHIBITED Exhibitors are prohibited from distributing and or making available anywhere on the Show floor in education sessions or at an official Show hotel any unofficial show publication s in any format whatsoever that may cause confusion or interfere with an official Show publication or Sponsor contract Sponsor has the right to determine if a publication is in violation of this rule Sponsor can reject the exhibit exhibitor for any violation of this rule 31 FAILURE TO HOLD SHOW Should any contingency prevent holding of the Show the Sponsor may retain such part of the Exhibitor s rental fees as shall be required to compensate it for expenses incurred up to the time such contingency shall have occurre
3. this date Refer to the Exhibit Service Kit distributed in Spring 2015 for details Exhibit displays must be fully set up and ready by 6 p m on September 14 2015 After that time any unattended booths will be set up at the discretion of the Sponsor and all expenses will be charged to the exhibitor In the best interest of the Show the Sponsor reserves the right to reassign any un set exhibit space after 6 p m on September 14 2015 Carpeting required by each exhibitor shall be at his her own expense and responsibility and may be ordered through the official Exhibit Service Contractor Installation dates are subject to change refer to the GES service manual for the most up to date information 15 DELIVERY AND REMOVAL DURING SHOW Under no circumstances will the delivery or removal of any portion of an exhibit be permitted during open hours of the Show without written permission from Show Management All arrangements for delivery during non show hours of supplies such as flexible materials cartons and products to be packaged must be made with Show Management No deliveries may be made during show hours 16 REMOVAL OF HAND CARRIED MATERIALS Removal passes will be required to remove any materials from the floor These passes are available from Show Security Portfolios briefcases and packages will be subject to inspection by the security 17 ADMITTANCE DURING NON SHOW HOURS Booth personnel will not be permitted to enter the exhib
4. ALLOCATION OF SPACE AND ASSIGNMENT Whenever possible space assignments will be made by IDFA in keeping with the preferences specified by the exhibitor IDFA however reserves the right to make the final determination of all space assignments in the best interest of the Show 7 MAINTENANCE OF EXHIBITOR SENIORITY Participation in the 2015 Show is considered to be exclusive of any other Sponsor related events and therefore will not affect seniority status for other 11 DISABILITY PROVISIONS Exhibitor shall have sole responsibility for ensuring that their exhibit is in full compliance with the Americans with Disabilities Act and any regulations implemented by that Act 12 DAMAGE TO PROPERTY The exhibitor is liable for any damage caused to building floors walls or columns or to standard booth equipment or to another exhibitor s property The exhibitor may not apply paint lacquer adhesives stickers or other coating to building columns and floors or to standard booth equipment 13 LABOR Exhibitors are required to observe all contracts in effect between service contractors McCormick Place and Labor organizations 14 EXHIBITS AND INSTALLATION Exhibit installation in McCormick Place depends on the location of your exhibit space Target move in dates are published in the Exhibit Service Manual The first day for installation of exhibits is scheduled for September 10 2015 No exhibits should arrive at McCormick Place earlier than
5. GE The exhibit space rental charge is 32 50 USD per square foot for IDFA Members and 41 50 USD per square foot for non IDFA Members The minimum booth size is 100 square feet This fee includes a one time drop of unlimited equipment amp display materials and all outbound drayage Additional orders to the general contractor will be billed separately at the exhibitor s expense at the rates published in the exhibitor kit 10 x10 booths can opt out of the drayage charge costs per square foot 29 USD for IDFA Members and 38 USD for Non Members Membership must be maintained from the signing of the exhibit space application to the end of the fiscal year in which the show takes place 2 PAYMENT A 10 deposit of the total cost must accompany a completed application November 3 2013 January 1 2014 The second payment 30 is due by June 6 2014 The third payment 30 is due by January 2 2015 Final payment 100 is due no later than May 15 2015 Applications received after May 15 2015 requires payment in full Failure to make payment on this contract does not release the contractual or financial obligation on the part of the Exhibitor IDFA reserves the right to relocate Exhibitors who have not paid according to the payment terms described above 3 CANCELLATION OF CONTRACT DOWNSIZING OF BOOTH SPACE In the event an exhibitor must cancel or downsize their request for exhibit space the rental fee paid will be refunded in full O
6. INTERNATIONAL JR i McCORMICK PLACE CHICAGO ILLINOIS S H WwW WWW DAIRYSHOW COM On Floor Meeting Room Application amp Contract I COMPANY INFORMATION Company Name Street City State Province Zip code Web site Company e mail Company telephone Company fax Il MEETING ROOM LOGISTICAL CONTACT Name Title Address if different than above Direct telephone extension Direct fax Direct e mail Il DIRECTORY INFORMATION L_ ves include my meeting room number in the onsite program amp exhibit guide O No do not include my meeting room number in onsite program amp exhibit guide private IV RENTAL FEES Please read the Exhibit Rules amp Regulations on back of this application regarding payment for space cancellation policy and regulations A These 12 x15 meeting rooms are temporary hard wall construction with lockable door and include e Conference table with 6 chairs e Carpet e Wastebasket e Company identification sign Services such as audio visual equipment telephone internet and catering are available at additional cost please refer to the exhibitor service kit 4 day rental on members om non member exhibitors Single Day Rental Cs members o gt non member exhibitors Date s needed for single day s rental B DEPOSIT REQUIRED A 70 deposit of the total cost must accompany a completed application if received before January 2 2015 Applications received after this date r
7. NLY if the notice of cancellation is received by Sponsor in writing within 30 days of signed contract otherwise the following assessment schedule applies November 3 2013 January 1 2014 10 January 2 2014 June 6 2014 40 June 7 2014 January 2 2015 70 January 3 2015 May 15 2015 100 Cancellations downsize requests must be made in writing and received by IDFA within 30 days of the singed contract in order to receive the appropriate refund for booth space IDFA reserves the right to terminate this contract immediately and to withhold from the exhibitor possession of the exhibit space and exhibitor shall forfeit all space rental fees paid if the exhibitor fails to perform any material terms or conditions of this contract or refuses to abide by these Exhibit Rules amp Regulations 4 ELIGIBLE EXHIBITS Sponsor reserves the right to determine eligibility of any company or product to participate in the Show Sponsor can refuse rental of exhibit space to any company whose display of goods or services is not in the opinion of the Sponsor compatible with the educational character and objectives of the Show 5 DEADLINES FOR EXHIBIT SPACE Assignment of exhibit space at this time will be made based on the date the application and deposit are received with priority given to past IDFA Exhibitors and Members Following initial space selection and exhibit sales applications will be assigned on a firs come first served basis 6
8. d if applicable remaining rental fees shall be refunded However exhibitors will not be reimbursed if the Show is cancelled postponed curtailed or abandoned due to an act of God war insurrection terrorist act or radioactive contamination 32 AMENDMENT OF RULES The Sponsor reserve the right to make changes amendments and additions to these rules at any time and all changes amendments and additions so made shall be binding on the exhibitor with the provision that all exhibitors will be advised of any such changes Any matters not specifically covered herein are subject to decision by the Sponsor D l have read and understand the Exhibit Rules amp Regulations Initial
9. e nature of the facilities available the presence and circulation of large numbers of people the difficulty of effective supervision over the protection of large numbers of removable articles in numerous booths and various other factors make it reasonable that each exhibitor shall assume their own risk of any injury loss or damage and the exhibitor by signing this contract hereby assumes such tisk and expressly releases the organizati ons and individuals referred to above from any and all claims for any such loss damage or injury Protection against unauthorized removal of property from the booth occupied by the exhibitor shall be the exh 10 EXHIBITOR INSURANCE ibitor s responsibility The exhibitor shall at its sole cost and expense procure and maintain through the term of this contract comprehensive general liability insurance against claims for bodily injury or death and property damage occurring in or upon or resulting from the premises leased Such insurance shall include contractual liability and product liability co verage with combined single limits of liability of not less than 2 000 000 Such insurance shall name the Sponsor as an additional insured Workers Compensation and Occupational Disease insurance shall be in full compliance with all federal and state laws covering all of exhibitor s employees engaged in the performance of any work for exhibitor All property of the exhibitor is und
10. equires payment in full Payment enclosed C PAYMENT INFORMATION Please make checks payable to International Dairy Foods Association Payments must be made in U S funds and drawn on a U S Bank U S money orders preferred Wire transfers acceptable in U S funds For wiring instructions call 202 737 4332 or e mail dairyshow idfa org Additional bank fees apply We agree to abide by all the Rules amp Regulations which are set forth by the International Dairy Foods Association amp its official show contractors Print Name Title Authorized Signature Date If you have any questions please contact Robin E Cornelison CEM International Diary Foods Association IDFA 1250 H Street NW Suite 900 Phone 202 220 3542 Fax 202 331 7820 E mail rcornelison idfa org FOR SHOW MANAGEMENT USE ONLY Date Received By Check Deposit Member status MIS Number Order Number Meeting Room Booth Assigned International Dairy Foods Association 1250 H Street NW Suite 900 Washington DC 20005 e Tel 202 737 4332 Fax 202 331 7820 e mail dairyshow idfa org International Dairy Show 2015 McCormick Place Chicago Illinois September 15 18 2015 2015 Exhibit Rules amp Regulations The International Dairy Show 2015 hereinafter referred to as the Show is sponsored by the International Dairy Foods Association hereinafter referred to as IDFA or Sponsor 1 SPACE RENTAL CHAR
11. erstood to remain under its custody and control in transit to and from the confines of the hall must advise them to check with the Exhibitor Service Center upon their arrival Copies of all job orders must be presented at that time for Show Management files to qualify their company s participation Upon verification official service badges allowing access to the exhibit area during service hours only will be issued 19 CONFLICTING EVENTS DURING SHOW HOURS The exhibitor agrees not to extend invitations call meetings hospitality events or otherwise encourage the absence of industry professionals from the exhibit hall and meeting rooms during the hours of all Education and Show activities All requests for meeting rooms hotel suites and special function rooms must be approved by the Sponsor If an exhibitor cancels their exhibit space they will automatically lose the opportunity to use any approved meeting rooms hotel suites or special function rooms 20 DISMANTLING Exhibitor s displays must not be dismantled or packed in preparation for removal prior to the official closing time on September 18 2015 Every exhibit must be fully staffed and operational during the entire Show The deadline for the dismantling of displays will be September 20 2015 At this time all exhibit displays or materials left in the booths without instructions will be packed and shipped at the discretion of the Sponsor and charges will be applied to the exhibitor
12. es outlined on the floor plan and in re to the Exhibit Construction the Exhibit Service Manual Hanging signs are only permitted in island booths over 400 square feet 25 POSITIONING EQUIPMENT IN RELATION TO AISLE To ensure the safety of all Show participan is any machinery and equipment shall be positioned so that no portion is closer than 12 inches from the aisle 26 RELOCATION OF EXHIBITS The Sponsor reserves the right to alter the location of exhibit spaces at its sole discretion in the best interest of the exposition 27 FIRE REGULATIONS Fire regulations require that all display materials be fire resistant or treated with a flame retardant solution to meet requirements of the standard flame test as provided in the McCormick Place rul les for fire prevention Electrical signs and equipment must be wired to meet the specifications of Underwriters Laboratories No storage of any kind is allowed behind the back drapes or in the exhibit space All cartons crates containers and packaging materials will be stored by the ol ficial service contractor the convention center does not have crate storage facilities Up to one day s supply of operational materials may be stored within the exhibit space All aisles corridors exit areas and exit stairways must be maintained at their required width at all times that the Show is open No obstruction such as responsible for ensuring that any exhibi o
13. if tuned to a conversational level and if not objectionable to neighboring exhibitors located on the rear one third of the if the sound is not audible in the C Lighting In the best interest of the Show the Sponsor reserves the right to restrict the use of glaring lights or objectionable light effects The use of flashing electric signs or lights requires written permission from sponsor D Booth Exteriors The exterior of any display cabinet or structure facing a side al expense isle or adjacent exhibitor s booth must be suitably decorated at the exhibitor s E Noise and Odors In fairness to all exhibitors no noisy or obstructive activity wi producing objectionable odors be allowed 23 MUSIC LICENSING ll be permitted during show hours nor will noisily operating displays or exhibits Exhibitor represents and warrants that it shall comply with all copyright restrictions applicable to exhibitors including but not limited to any music performance agreement between the Sponsor and ASCAP or BMI for meetings conventions trade shows and expositions Exhibitor further represents and warrants that it shall obtain any additional license or grant of authority required of exhibitors under the copyright laws and be prepared to present Show Management with a copy of such license or grant no less than 30 days prior to the start of the Show 24 DISPLAY HEIGHTS Display material and equipment must adhe Guidelin
14. it floor earlier than 8 a m each day of the show and will not be permitted to remain on the exhibit floor after closing hour each evening Exhibitors that require additional time should check with Show Management on the previous day 18 INSTALLATION AND DISMANTLING PERSONNEL Each exhibitor may provide their own exhibit furnishings and may specify their own independent contractor for the installation and dismantling of the exhibit Exhibitors must notify Show Management in writing by June 7 2015 of their intent to use the services of contractors other than those selected by Show Management for installation and dismantling The exhibitor is space for which an exhibiting company has contracted with the Sponsor no part of the convention center and its grounds may be used by any organization other than the Sponsor for display purposes of any kind or nature Within the public hotel convention center property exhibitor brand or company logos signs and trademark displays will be limited to the official exhibit area only A Attire Representatives should be conservatively attired to maintain the professional and business like climate of the Show B Sound Videos or movies relating to exhibitor s equipment will be permitted provided projection equipment and screen are booth and all viewers stand or sit within the booth Sound videos or movies will be permitted only aisle or neighboring booths Sound systems will be permitted
15. r appointed contractors supply Show Management with a valid Certificate of Insurance naming International Dairy Foods Association ai nd GES as additional insured with a minimum of 2 000 000 liability coverage including property damage Exhibitors using companies other than he Sponsor s official contractors events unless stated by sponsor 8 SUBLETTING OF EXHIBIT SPACE Exhibitors may not assign sublet or share their exhibit space with another business or firm unless approval has been obtained in writing from the Sponsor Exhibitors must show goods or services manufactured or produced by them in the regular course ol non exhibiting firm be required for operati business Should an article of a on or demonstration in an exhibitor s display identification of such article shall be limited to the usual and regular nameplates imprint or trademark under which same is sold in the general course of business Additional fees may be required 9 LIABILITY Neither Sponsor its members nor the representatives and employees thereof National Trade Publications GES its official service contractors nor McCormick Place nor its representatives for injury loss or damage that may occur and employees will be responsible o the exhibitor or to the exhibitor s employees or property from any cause whatsoever prior during or subsequent to the period covered by the exhibitor s contract It is agreed by the parties that th
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