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2016 Contract & Application for Exhibit Space

1. or in promotion thereof Exhibitor
2. UNION JURISDICTIONS a The installation and dismantling of prefabricated displays comes under the jurisdiction of the car penters union However two 2 full Dtime exhibiting company employees may work without Carpenter Labor for one 1 hour on the installation move in and one 1 hour on the dismantle move out without union labor on booths that are larger than 10 x 10 Exhibitors may work in booths 10 x 10 or smaller without the use of union labor Exhibitors are not permitted to use POWER TOOLS electric drills power saws etc on booths of any size Manual tools such as hammers screwdrivers ratchets pry bars etc are allowable for exhibitor use within size and time limitations Exhibitors may not borrow tools ladders or other equipment from the exhibit facility and or The General Service Contractor b Freight Handling One individual from each exhibiting company is permitted one trip to hand carry items into the exhibit facility The exhibitor use of dollies hotel baggage carts flat trucks and other mechanical equipment is not permitted The General Service Contractor will control access to the trade show floor which includes access from the loading docks and or all doorways into an exhibit facility This will help to provide a safe and orderly move in move out Unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by The General Service Contra
3. ADD 300 FOR EACH CORNER TO THE ABOVE RATES Corner space will be assigned and billed if inline space is not available SELECT BOOTH SIZE 10 x10 10 X20 10 X30 20 X20 O OTHER Booth Rate Corner Fees if applicable Subtotal Exhibitor Listing Upgrade Total Cost Booth Rate Less Deposit Non refundable Balance Due PRODUCT PREVIEW GUIDE LISTING Give attendees a preview of your products and services with a 50 word listing including a product photo or logo along with website and booth number in a special promotional section of the May June 2016 issue of Museum magazine O 475 members 600 non members PAYMENT INFORMATION O Check attached make payable to American Alliance of Museums O Charge my credit card OVISA O MasterCard O AmEx amount authorized O Discover Charge for O Total Cost Deposit Account Exp Date Name of Cardholder Please print Signature It is not the Alliance s policy to contact Exhibitors before we charge credit cards If the completed Application is accepted by the Alliance the terms and conditions of the Application will become binding and the credit card listed above will be charged automatically ACCEPTANCE OF CONTRACT Applications will not be accepted without proper payment or credit card authorization and signature By completing this application we I have read and agree to abide by the terms of this Application and the Terms and Conditions
4. not in good standing with the Alliance 4 EXHIBIT BOOTH CANCELLATION REFUND amp BOOTH REDUCTION POLICY Exhibit Booth Cancellations Cancellations must be received in writing It is mutually agreed that by canceling exhibit booth space the Exhibitor relinquishes all benefits included with the exhibit booth space including the complimentary registrations and access to the attendee mailing list Exhibit Booth Refunds Deposits are non refundable If the Exhibitor cancels its booth before December 4 2015 the Exhibitor will only receive a refund on any funds paid over the 50 non refundable deposit before December 4 2015 Cancellations made before December 4 retain 50 of total booth fees due Cancellations made after Dec 4 retain 100 of booth fees due No refunds will be issued for cancellations received after December 4 2015 Booth reductions can be made however Exhibitors are responsible for 75 of their original booth fee The dif ference in rates between the Exhibitor s initial booth rate downsized rate cannot be applied to any other Alliance services All booth reduction requests must be made in writing before December 4 2015 Booth reduction requests will be honored as space allows 5 LOCATION OF EXHIBITS FACILITY MuseumExpo will be located in Exhibit Halls D E of The Walter E Washington Convention Center Washington DC or in such other space as may be assigned by The Walter E Washington Convention Center Washington DC 6
5. s agreement including terms herein This right may be exercised without prior notice or hearing 14 MUSIC LICENSE PATENT COPYRIGHT OR TRADE SECRET The Exhibitor agrees to hold the Alliance its officers directors employees and agents harmless from all loss cost claims causes or action obligations suits damages liability expenses and costs including attorney s fees arising from or out of any violation or infringement or claimed violation or infringement by Exhibitor Exhibitor s agents or employees of any patent copyright or trade secret rights or privileges 15 TRADEMARK LICENSE MUSIC amp OTHER INTELLECTUAL PROPERTY American TERMS The Alliance hereby grants to Exhibitor a limited revocable Alliance of 0n exclusive nontransferable license without the right to sublicense to use Museums the trademarks set forth below hereinafter individually and collectively t referred to as the Alliance Exhibitor Marks in connection with Exhibitor s booth at MuseumExpo Exhibitor may use the Alliance Exhibitor Marks to advertise and promote itself as an exhibitor at MuseumExpo from the date of the Alliance s acceptance of this Application through the last day of MuseumExpo For quality control purposes all uses by Exhibitor of the Alliance Exhibitor Marks shall be subject to the prior approval of the Alliance and shall be consistent with any guidelines established by the Alliance regarding thir
6. MuseumExpo 2016 Application amp Contract for Exhibit Space American Alliance of Museums Annual Meeting amp Museum Expo 2016 The Walter E Washington Convention Center Washington D Meeting Dates May 26 29 2016 Exposition Dates May 26 28 2016 Organization Industry Partner ID Company Contact person for published listing Booth Contact Phone Fax Address No PO boxes please City State Province Zip Postal Code Country E Mail Booth Contact E Mail Website The above information will be used for all published listings billing and correspondence AAM maintains only one contact per each MuseumExpo 2016 Application amp Contract for Exhibit Space EXHIBITOR LISTING UPGRADE An effective web presence increases brand and name recognition the Alliance offers an Exhibitor Listing Upgrade for MuseumExpo for 100 The Exhibitor Listing Upgrade will let Exhibitors upload their logos enter 50 word or less descriptions choose up to five searchable products and service categories and link to their websites O Yes we would like to take advantage of an Exhibitor Listing Upgrade ORGANIZATION DESCRIPTION Previous Exhibitors please visit www museumexpo org and login with your organization password to enter your 25 words or less products and services organization printed description You can also edit your address Products and Categories and contact information New Exhibitors wil
7. NLY Date Received Deposit Received Check CC Number Balance Received Check CC Number Confirmation Mailed Booth Assignment BOOTH FURNISHINGS All inline booths will include back and side wall draping and an identification sign at no additional charge Carpet tables chairs wastebaskets electricity A V equipment etc and other furnishings services are available for rent PAYMENT INFORMATION A 50 non refundable deposit is required with this application if you contract booth space by December 4 2015 You will be invoiced for the remaining amount Balance are due within 30 days of receipt of invoice After December 4 2015 applications must be accompanied by full payment CANCELLATION POLICY Cancellations must be made in writing Deposits are non refundable Refunds will not be made after December 4 2015 See MuseumExpo Terms and Conditions Section 4 for further clarification Rates 10 x 10 10 x20 10 x 30 20 x20 Alliance Industry Partner Member 2 620 4 644 6 966 9 528 Alliance Industry Partner Non Member 3 175 5 692 8 466 11 644 Alliance Non Profit Organization 2 144 3 810 5 715 7 624 Federal Funding Agencies 600 N A N A N A In order to qualify for member rates the applicant must be an Industry Partner member in good standing with the Alliance upon receipt of Application and must remain in good standing hroughout MuseumExpo CORNER BOOTHS
8. Washington DC and any and all rules of The Walter E Washington Convention Center Washington DC The Alliance shall have the sole authority to interpret and enforce all rules and regulations included herein to make any amendments thereto and to make further rules and regulations as necessary to ensure the orderly conduct of MuseumExpo The Parties hereby agree and acknowledge that any waiver of or failure to exercise any right provided for herein shall not be deemed a waiver of any further or future right under this Agreement 2 ACCEPTANCE OF EXHIBIT APPLICATIONS The character of the exhibit is subject to the approval of the Alliance MuseumExpo Show Manager Only professional equipment and services related to the museum profession and industry may be displayed The Alliance reserves the right to make such approval determinations in its sole discretion 3 PAYMENT INFORMATION A 50 non refundable deposit is required with this application if you apply for booth space before December 4 2015 The balance of 100 of booth payment is due by December 4 2015 For booths reserved after December 4 2015 full payment is required immediately and is non re fundable Companies who have not paid in full by December 4 2015 risk forfeiting their booth space The Alliance will not apply credit toward future MuseumExpo or advertising opportunities with the Alliance The Alliance reserves the right to deny participation in MuseumExpo if applicant is
9. bit hall however other services such as compressed air and water electricity telephone and internet access will be provided by The Walter E Washington Convention Center Washington DC at an additional charge to the Exhibitor s Order forms for these services will be provided in the MuseumExpo Exhibitor Service Manual 8 FLOOR PLAN The Alliance retains the right to modify the floor plan to the extent necessary for the est interest of the Alliance and the MuseumExpo To view the most current MuseumExpo floor plan refer to the interactive floor plan which can be viewed at www museumexpo org 9 SECURITY Neither the Alliance nor The Walter E Washington Convention Center Washington DC will e in any way liable or responsible for the loss theft or disappearance of personal or commercial property from Exhibitor s booth space or from the exhibit hall 10 RULES AND REGULATIONS Vendors who sell products and or services to the museum community are not allowed to conduct or solicit business in The Walter E Washington Convention Center Washington DC unless they have purchased exhibit booth space rented an Exhibitor Forum or sponsored an exhibit hall special event at MuseumExpo 2016 Violation of this policy will result in the Alliance s refusal to accept any and all registrations and future registrations a Exhibit Booth Structure No walls partitions decorations or other obstr
10. ctor Rates for material handling services will be included in the exhibitor service manual The General Service Contractor shall be the sole authority on all matters in the DOCK area This shall include but not be limited to such items as assignment of dock space and loading or unloading of all materials and equipment Any conflicts or disagreements regarding the union jurisdictions or interpretations thereof should be resolved with representatives of The General Service Contractor and Show Management c Safety Standing on chairs tables or other rental furniture is prohibited This furniture is not engineered to support your standing weight The General Service Contractor cannot be responsible for injuries or falls caused by the improper use of rental furniture Please assist in our efforts to provide a safe working environment for everyone d Tipping The General Service Contractor requests that exhibitors do not tip our employees They are paid at an excellent wage scale denoting a professional status and we feel that tipping is not neces sary This applies to all employees 7 BOOTH EQUIPMENT AND SERVICES PROVIDED Back and side wall draping and one identification sign 7 high x 44 wide will be provided by the Alliance without cost to the Exhibitor if ordered at least 90 days prior to the start of MuseumExpo Furnishings including carpet tables and chairs can be ordered at Exhibitor s expense Adequate lighting will be provided in the exhi
11. d party use of its logo Each Exhibitor is responsible for obtaining all necessary licenses and permits to use music photo graphs or other copyrighted material in exhibit booths or displays Exhibitors playing broadcasting or performing music or displaying any other copyrighted material such as photographs or other artistic works must present upon request of show management satisfactory proof that the Exhibitor has or does not need a license to use such music or copyrighted material The Alliance condemns intellectual property infringement and counterfeiting however as a neutral organizer of MuseumExpo the Alliance cannot get involved in exhibitor disputes or provide legal advice Exhibitor agrees not to sue or threaten to sue the Alliance for contributory infringement or any other theory that the Alliance is indirectly or secondarily liable for a violation of intellectual property rights e g trademark copyright or patent by a third party Exhibitor warrants that it is the owner or licensee of all intellectual property used by Exhibitor at MuseumExpo or in promotion thereof Exhibitor agrees to defend indemnify and hold harmless the Alliance their officers directors employees and agents harmless from all loss cost claims causes of action obligations suits damages liability expenses and costs including attorney s fees arising from or out of any dispute involving intellectual property owned or used by Exhibitor at MuseumExpo
12. elated to the Expo 11 CANCELLATION OR RELOCATION OF THE ANNUAL MEETING AND MUSEUMEXPO In the event of cancellation or relocation of the Alliance Annual Meeting and MuseumExpo due to circumstanc es within the Alliance s control the liability of the Alliance shall be limited to a refund of deposit fees paid to the Alliance by the Exhibitor In the event the Alliance has no control over the cancellation or relocation of the annual meeting and MuseumExpo the Alliance shall have no liability of any kind for deposits or fees paid by the Exhibitor 12 LIABILITY AND INSURANCE The Alliance shall not be liable for loss or damage of any property of Exhibitor which Exhibitor may suffer during installation or removal or during the annual meeting and MuseumExpo itself by reason of burglary fire accident or any destructive cause Insurance if desired must be procured by the Exhibitor Exhibitor shall at its own expense secure and maintain through the period of the annual meeting and MuseumExpo inclusive of move in and move out days commercial liability insurance with combined single limit of at least 1 000 000 00 each occurrence for bodily injury and property damage Such insurance shall name the following American Alliance of Museums The Wal ter E Washington Convention Center Washington DC and the District of Columbia and their respective members officers agents and employees At least 60 days prior to the move in date Exhibito
13. ers excelsior and wrapping paper which must be flame proof are to be removed from the floor and must not be stored under tables or behind displays All muslin velvet silken or any other decoration must stand a flameproof test as prescribed by the fire ordinance of the District of Columbia All materials and fluids which are inflammable are to be kept in safety containers Open flames butane gas acetylene oxygen tanks or other flammable materials are not permitted Balloons are not permitted in the exhibit hall e Exhibit Booth Staffing The Alliance and MuseumExpo requires that each organization open its exhibit booth on time each day at hours specified on the Alliance website aam us org and that all booths be staffed throughout the day until the hall closing announcement has been made hours specified on aam us org A 500 00 fee will be charged to Exhibitors who break down prior to the official close of the show Exhibitors who break down prior to official closing will not be permitted to exhibit at future MuseumExpo shows All booth personnel must be employed contracted with organization contracting exhibit space from the Alliance f Soliciting Demonstrating Soliciting or demonstrating by an Exhibitor must be confined to the Exhibitor s own booth and may not interfere with neighboring booths g Contests Raffles Giveaways Contests lotteries raffles and games of chance may be conducted only with the prior approval of the All
14. iance MuseumExpo Exhibit Hall Manager In conducting any pre ap proved contest lotteries raffles or games of chance Exhibitor shall warrant that it has complied with all state and local laws and regulations for such activity h Noise The noise level from any demonstration or sound system should be kept to a minimum i Destruction of Property Nothing shall be posted on tacked nailed screwed taped stapled or otherwise attached to ceilings columns walls floors painted surfaces or other parts of the building or furniture No holes may be drilled cored or punched in the building All property destroyed or damaged by an Exhibitor must be restored to original condition by the Exhibitor at the Exhibitor s expense j Subletting Space Booth share is prohibited An Exhibitor may not assign sublet or apportion all or any part of the space allotted to him her Any materials other than those manufactured or distributed by the Exhibitor in the regular course of business may not be displayed by the Exhibitor or be allowed by the Exhibitor to be displayed by other persons or firms k Decorum The Alliance shall have the right to exclude or to require modification of any display or demonstration at Exhibitor s expense which in the Alliance s sole discretion it considers not proper or not otherwise in keeping with the character of MuseumExpo Exhibitors shall be bound by the decisions of the Alliance MuseumExpo Management in all matters r
15. l be entered into the system and a confirmation will be sent with your password to allow you to login to enter your description and make relevant changes If password is misplaced please e mail museumexpo aam us org The online version can be updated and edited up until the Annual Meeting amp MuseumExpo BOOTH LOCATION Please list your top six choices The Alliance will make every effort to accommodate each applicant s preferred booth location However the Alliance cannot guarantee location requests or contact you if your preferences are not available The Alliance reserves the right to assign space subject to such parameters as booth structure or size and to rearrange the floor plan as deemed necessary in the Alliance s sole discretion To view the floor plan and booth availability it is best to refer to our online Interactive Floor Plan which can be viewed on www museumexpo org Dimensions and locations on the Interactive Floor Plan are believed but not guaranteed to be accurate Additionally the Interactive Floor Plan is not guaranteed to be current at all times For the most up to date booth availability please call 202 289 1818 Ist Choice 2nd Choice 3rd Choice 4th Choice 5th Choice 6th Choice INSURANCE Name of the insurance company providing coverage for theexhibiting company organization at MuseumExpo See MuseumExpo Terms and Conditions on reverse side Section 12 for more information ALLIANCE USE O
16. of the Alliance Annual Meeting amp MuseumExpo 2016 Acceptance of this application constitutes a contract Signature Title Date Please email completed Application amp Contract to museumexpo aam us org 1 MUSEUMEXPO 2016 TERMS OF AGREEMENT It is understood that the following terms are accept ed as part of the contract between the American Association of Museums d b a the American Alliance of Museums the Alliance and the Exhibitor listed in the MuseumExpo 2016 Application and Contract for Exhibit Space the Exhibitor to rent exhibit space at the Alliance s trade show Museum Expo 2016 The MuseumExpo 2016 Application and Contract for Exhibit Space the Application is attached hereto and its terms are incorporated herein The Exhibitor and the Alliance may each be referred to as Parties or collectively as Parties herein It is agreed that the Exhibitor will abide by the rules and regu lations as set forth in the terms of this agreement and the MuseumExpo 2016 Exhibitor Service Manual to be provided to the Exhibitor no later than February 28 2016 before during and after MuseumEx po and by other reasonable rules considered necessary by the Alliance and The Walter E Washington Convention Center Washington DC Additionally it is agreed that Exhibitor shall abide by any and all agreements made by and between the Alliance and The Walter E Washington Convention Center
17. r shall provide the American Alliance of Museums with Certificate of Insurance as evidence of coverage Indemnification and Waiver Exhibitor agrees to indemnify hold harmless and defend the American Alliance of Museums The Walter E Washington Convention Center Washington DC and the District of Columbia and their respective members officers directors agents and employees indemnities from and against all liabilities damages actions losses claims and expenses inclusive of attorney s fees on account of personal injury death or damage to or loss of property or profits arising out of or contributed to by any act omission negligence fault or violation of law or ordinance by the Exhibitor or its employees agents contractors patrons or invitees The Alliance shall not be liable for any failure to deliver space to an Exhibitor or for the loss of allotted space of an Exhibitor who has contracted for exhibit space if non delivery is due to destruction of or damage to the building or the exhibit area by fire or act of God acts of public enemy strikes the authority of the law or any cause beyond the Alliance s control 13 RIGHT TO REMOVE THE EXHIBITOR S PROPERTY The Alliance reserves the right to remove from MuseumExpo hall premises any or all of the property of the Exhibitor should the Alliance Annual Meeting and MuseumExpo be canceled or relocated or should the Exhibitor violate any of the conditions of the Exhibitor
18. uctions may be erected that in any way interfere with the view of another Exhibitor Exhibitors who wish to use any non standard ooth equipment signs decorations or arrangements of display materials that in any way conflict with the stated regulations must submit two copies of a detailed sketch or layout including all dimensions no ater than February 1 2016 for approval by the MuseumExpo Show Manager b Standard Exhibit Configuration 10 x 10 10 x 20 and 10 x 30 booths Exhibits must not be high er than 8 in the back and 4 on each side Display fixtures over 4 high must be confined to the area of the exhibit booth which is within 5 of the backline Nothing over 4 high can be within 5 of the aisle line the front half of the booth Hanging signage and other items from the ceiling is not permitted c Island Exhibit Configurations Island exhibits must not be higher than 16 feet subject to Con vention Center ceiling height Multi story exhibits must be approved through stamp or signature of a structural engineer indicating that the structure is properly engineered for the proposed use All island configurations and multi story exhibits must be pre approved by the Alliance MuseumExpo Show Manager and The Walter E Washington Convention Center Washington DC d Exhibit Materials No combustible decoration such as crepe paper cardboard or corrugated paper may be used at any time All packing contain

2016 Contract & Application for Exhibit Space

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2016 Contract &amp; Application for Exhibit Space

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2016 Contract & Application for Exhibit Space