EXHIBIT SPACE APPLICATION & CONTRACT
Contents
1. 1 Contract for Space The Exhibit Space Contract amp Application Application and these Contract Terms and Conditions Any part of an exhibit space which does not complement the purpose of the exhibition must be corrected at the Exhibitor s together constitute a contract between the exhibiting organization identified in the Application hereinafter known as the Exhib expense Show Management reserves the unilateral right to correct any unsightly exhibit and the exhibitor agrees to pay Show itor and Penton Business Media Inc hereinafter known as Show Management or Management this Agreement for the Management for expenses incurred in making the necessary alterations right to use space for the Comfortech event indicated in the Application the Show Exhibitor agrees to comply with the terms 14 Gadgets Gimmicks Demonstrations Music and Sound Side show tactics scantily clad individuals or other undignified pro and conditions set forth in this Agreement as well as Show Management rules regulations and guidelines relating to the Show motional methods will not be permitted Exhibitors are asked to observ2. x 44 with Exhibitor s name and booth number abilities of any kind or nature whatsoever in connection with or which are caused by or arise out of a any breach or alleged Equipment must be spotted within the confines of the exhibit space and allow sufficient space for exhibitor personnel to breach of any representation warranty covenant or other provision of this Agreement by Exhibitor or anyone acting on its conduct business within the space behalf including any employee or contractor or b the negligence gross negligence recklessness fraud or willful misconduct All demonstrations must be within the confines of the exhibit space Aisles must not be obstructed at any time by exhibitor of the Exhibitor its Representatives servants invitees patrons or guests personnel or attendees Show Management reserves the right to unilaterally determine if a demonstration interferes with he Exhibitor is charged with knowledge of all local laws ordinances and regulations pertaining to business licenses health adjacent exhibit spaces and may if necessary order its discontinuation Note Please refer to the exhibitor manual for specific ire prevention and public safety affecting its participation in the Show Compliance with such laws is mandatory for all exhibi booth dimension instructions tors and is the sole responsibility of the exhibitor If unusual equipment is to be installed the exhibitor must communicate with 12 Contractors Services All serv
3. TERMS Please read the Contract Terms and Conditions on back e 10 must accompany all contracts submitted before October 23 2014 e 50 must accompany all contracts submitted on or after October 23 2014 through May 21 2015 e 100 must accompany all contracts submitted on or after May 22 2015 Cancellation Reduction in space policy see 7 on the reverse side of this contract The undersigned hereby represents and warrants that he she is duly autho rized to execute this binding contract on behalf of the Company named above The undersigned has read the Rules and Regulations on the front and reverse of this form and accepts the same All inclusions are limited to promotions that are implemented after agreement is signed Name please print Title Options Cost Option Booth Cost from above Authorized Signature Date Corner Charge from above TOTAL COST FOR SHOW MANAGEMENT USE ONLY Booth Assigned Date Received Size Total Sq Ft Accepted for Show Management by Sales Rep CONTRACT TERMS AND CONDITIONS COMFORTECH 2015 e SEPTEMBER 16 17 2015 ST LOUIS MO USA Comfortech 2015 is produced by Penton Business Media Inc hereinafter referred to as Show Management
4. cancellation or reduction of space exhibits plus is agreed to applicant will be liable for payment by this contract or its officially designated hotel properties during the dates of said exposition This limitation does not apply based on the following schedule Cancellation or Reduction of Space Exhibits Plus Penalty Space Exhibits Plus cancelled or to participation in other trade association exhibitions which may coincidentally be ongoing in the same city or to Exhibitor s reduced before October 23 2014 will be charged a 10 service charge on the net cost of the original space Space Exhibits regular place of business or show room Violation of this provision by an exhibitor will constitute a breach of the contract and Plus cancelled or reduced on or after October 23 2014 thru May 21 2015 will incur a 50 service charge on the net cost Show Management may in its sole discretion cancel this contract and exhibitor will remove their display and any equipment of the original space exhibits plus The full contract price is due and payable and non refundable for any space cancelled or contained in the exhibit hall and forfeit all payments to Penton Business Media pursuant to this contract reduced on or after May 22 2015 16 Soliciting Access to Lists Samples amp Prizes No exhibiting firm organization or trade publication regardless of its product R 3 7 cine or service is permitted to sell product off the show floor No soliciting of registrants shall
5. corrections cannot be made exhibit ie ae i shall be removed at Exhibitor s cost with no liability accruing to Show Management Under no circumstances may the weight of Note Supplying Exhibitor personnel badges to current or prospective customers by exhibitors is expressly forbidden If such use any exhibit material exceed the specified maximum floor load of the exhibit hall Exhibitor accepts full and sole responsibility for of exhibitors badges is made and this is recognized individuals wearing said badges will be removed from the premises and any injury or damage to persons or property resulting from failure to distribute the placement of his exhibit material to conform badges will be confiscated Show Management will supply Guest Passes which the Exhibitor may distribute to said customers with the floor loading specifications BIBI se of attendee registration The Exhibitor personnel registration is to be used solely for employees or agents of the Indemnity Exhibitor agrees to indemnify defend and hold harmless Show Management and its affiliates the event venue and ee N i its affiliates and each of the Representatives of any of the foregoing from and against any and all third party claims losses 11 Displays and Construction Show Management has arranged for a standard uniform booth background including header actions proceedings damages penalties demands causes of action fees including reasonable attorney s fees costs or sign 7
6. damage caused by fastening fixtures to the floors walls columns or ceilings of Service Manual for other requirements Notification to use independent contractor s must go to both show management and the exhibit building and for any damage to equipment furnished by Show Management or service suppliers designated by them the Official Exhibit Services Contractor Exhibitor will communicate to any subcontractor that such subcontractor is bound by 21 Violation The interpretation and application of these rules and regulations are the responsibility of Snow Management this Agreement and Exhibitor will be liable for any act or omission by such subcontractor which would if taken by Exhibitor Any violation by the Exhibitor of any of the terms or conditions herein shall subject Exhibitor to cancellation of its contract to constitute a breach of any provision of this Agreement occupy booth space and to forfeiture of any monies paid on account thereof as well as any other rights or remedies of Show 13 Character of Exhibits It is the desire of Show Management that each exhibitor design and create an exhibit of an attractive Management under applicable law Upon written notice of such cancellation Show Management shall have the right to take nature which will enhance the overall appearance of the exposition and be a credit to the industry All exhibitors will comply possession of the exhibitor s space remove all persons and properties of the exhibitor and hold the exh
7. day Show Management reserves the right to have the Official all costs or damages including attorneys fees related to any copyright violations that result from Exhibitor s failure to obtain the Exhibit Services Contractor install the exhibit or remove unopened freight at the expense of the exhibitor Dismantling may not appropriate license s begin until the close of the exposition on the final show day Balloons horns odors or congestion in Exhibitors booths are not permitted Goods and materials used in any display shall not be removed from the exhibit hall until the exposition has officially been Give aways demonstrations and or entertaining the attendees in booths must be arranged so that attendees coming into the closed Any exception to this rule must have the written approval of Show Management exhibit do not block aisles or over ap into neighboring exhibits Dismantling must be completed and all exhibit materials removed by the final moveout date and hour shown NOTE Exhibitors he operation of equipment indoors will not be permitted on a continuous basis Operation of equipment may be approved for are advised to remove small portable items immediately upon conclusion of the exposition demonstration purposes for short periods approximately one to five minutes provided Show Management is notified in writing 3 Storage Boxes and Packing Crates Exhibitors will not be permitted to store boxes or packing crates in or behind exhibi 30 days
8. COMFORT The National HVACR Hydronics and Plumbing Conference and Expo EXHIBIT SPACE APPLICATION amp CONTRACT September 16 17 2015 e America s Convention Complex St Louis MO comfortechshow com IMPORTANT INSTRUCTIONS Mail original with payment to Penton Media Inc Comfortech 2015 Attn Sam Posa 24654 Network Place Chicago IL 60673 1246 I COMPANY INFORMATION Company Name PHONE 800 525 9154 FAX 913 514 3818 EMAIL sam posa penton com Exhibiting As Street Suite City State Province Zip Postal Code Telephone Fax Country Please include city and country codes Key Contact Name Title Email Additional Contact Name Cell Phone ll SPACE REQUIREMENTS AND OPTIONS Minimum booth size 10 x10 100sq ft 3 05m x 3 05m 9 3m approx 4 Space Option 1 EXHIBIT STANDARD 23 75 per square foot 23 30 per square foot by 10 31 14 Desired exhibit size ft x ft total sq ft Corner charges 1 one corner 125 1 two corner peninsula 250 T four corner island 500 Booth Cost US per sq ft x total sq ft Our Space Preferences 1st 2nd 3rd prefer not to be located near the following companies 1 Package Option 1 Premier Partner ccsseccssseeesesseeeeseteeeees 1 025 Includes all features of the Exhibit Plus Package plus e Company logo and website displayed in a speci
9. Exhibitors are required to carry property and liability insurance in amounts sufficient to cover any losses or liabilities Se eae a oe n Exhibitor may incur in connection with the Show including without limitation due to damage or loss to Exhibitor s property Exhibitor s representatives manning the exhibit will be owners employees or agents of exhibiting companies and such repre or injury to the person and or property of others By executing this Agreement Exhibitor represents and warrants that it has sentatives will wear proper badge identification furnished by the exposition Such badges will be supplied upon presentation such insurance in effect as of the date of the Application and that it shall maintain such insurance at least through Exhibitor s of the list of personnel by the exhibitor or by application made at the Exhibitors Registration Desk Each exhibitor will place on occupancy of the Show and the event venue ile in the Show Management Office the name of the representative including hotel or local phone number who has primary niet responsibility on the floor for the Exhibitor s display and who is authorized to make decisions for the exhibitor as requested by Exhibitor must comply with all federal state and local laws rules and regulations as well as the event venue s rules and reg Show Management on site or in the case of an emergency ulations including all safety regulations Corrections will be made at Exhibitor s expense If
10. ace for the best interest of the exposition Exhibitors musi in the booth and in the storage area behind the booth All decorative materials must be flame proofed before being taken rent sufficient space to contain their exhibit completely within the confines of booth lines Equipment may not extend into the into the exhibit hall and must comply with local fire regulations Transferring of flammable liquids while in the exhibit hall is aisles over the aisles or across the Exhibitor s purchased booth line Heights and Depths addressed in the Exhibitor Kit must expressly prohibited Electrical equipment and wiring must meet all safety codes be observed 18 Beverages and Foods Food and or beverages may be supplied by the exhibitor with the prior written consent of Show Wait List Exhibitors have an opportunity to be placed on a Wait List for an alternative location on the show floor upon request Management and the Facility Alcoholic beverages are forbidden without the express written consent of Show Management in Exhibitors must have space reserved and appropriate payment received to be moved per the Wait List request see Section 7 which case Corkage fees to the Facility may be required Payment Schedule Cancellation or Reduction of Space 19 Liability Neither Show Management the official service contractors exhibit hall management Penton s security service 9 Sharing Subletting Space No exhibitor shall assign sublet or apportion the whole or any p
11. al section of the Attendee Brochure e Company logo displayed on the cover of the Show Guide handed out to all attendees at the show e Company logo displayed in the premier partner section on the homepage of comfortechshow com e Company logo website with link and booth displayed in promotional event emails sent to all industry prospects e Shared Premier Partner email sent 1 week before the event to attendees includes logo link JPEG image company description and booth 4 Package Option 2 Exhibit PluS 0 00 0 cccesseesseeseeeeseenseeeeeeeneeeeneee 595 Includes e Post Show attendee mailing list to promote your company e Company logo and website displayed in a special section of the Attendee Brochure e Enhanced Show Guide listing that includes your logo and a highlighted description e A link to your company s website from your online exhibitor listing Web address Additional Contact Email Exhibiting company is a 4 Service Roundtable Member m Quality Serrvice Contractors Industry Partner Ill PAYMENT INFORMATION METHOD OF PAYMENT 1 CHECK Payable in U S funds to Comfortech 2015 See remit info above L CREDIT CARD Credit card payments must be made online at www comfortechshow com payments You will receive detailed instructions and a password along with your invoice via e mail Your deposit is due immediately upon receipt of your invoice Please contact your sales manager for more information IV EXHIBIT SPACE
12. art of the space allotted or have nor any of the officers directors employees agents subcontractors or representatives Representatives of the above will representatives equipment or materials from other than their own firm in the said space be responsible for the safety of or any loss of or damage to property of Exhibitor or any of its Representatives for any reason ss 5 y i Da i including without limitation due to theft strikes damage by fire water storm or vandalism or other causes Show Management Show Management policy prohibits subcontracting or assignment of exhibit space Should an exhibitor decide to cancel exhibit will take reasonable precautions through the employment of security personnel to protect exhibits from such loss subject to space reverts back to Show Management he previous sentence 10 Exhibitor Personnel Each exhibitor will furnish Show Management in advance the names of those persons who will stai All property of the exhibitor is understood to remain in the Exhibitor s possession custody and control in transit to or from or he booth on the Exhibitor Personnel Form furnished by Comfortech in the Exhibitor Service Manual Personnel will be admitted within the confines of the exhibit hall and subject to the rules and regulations for the exposition to the show floor at 8 00 am each day In the event earlier admission is required special permission must be obtained from oy Be at a 4 are rare Show Management Note
13. be permitted in the aisles or in other Booth Space Cancellation Withdrawal Downsizing and Default Schedule for Liquidated Damages exhibitors booths Samples catalogues pamphlets publications souvenirs etc may be distributed by exhibitors and their CANCEL WITHDRAW DOWNSIZE representatives including hosts and hostesses only within their own booths No exhibitor will be permitted to conduct any prize 9 A P A drawings awards for signing of names and addresses etc without prior written approval of Show Management Signs show of Total License Fee Differential ing the price of items must not be displayed Penton Business Media reserves the right to limit access to attendee exhibitor BEFO October 23 2014 10 and any other list or information gathered by Penton or its contractors ONO October 23 2014 TI ss Exhibitors that publish industry publications may distribute their publications outside their booths only to the other exhibitors ONO May 221 209 SASE OOREEN EE ASA 100 and only during show hours Show sponsors that produce industry publications may distribute their publications to exhibitors at times designated by Show Management 8 Space Assignment Space assignment will be indicated on the accepted contract However should conditions or situations 17 Flammable and Hazardous Materials Flammable or hazardous fluids substances or material of any nature are prohibited warrant Show Management has the unqualified right to reassign sp
14. e the good neighbor policy at all times Exhibits should and other directives of Show Management consistent with this Agreement be conducted in a manner not to be objectionable or offensive to neighboring booths The use of photographers musicians All measurements shown on the floor plan are approximate and Show Management reserves the right to make such modifica entertainers loud speakers sound system equipment and noise making devices are restricted to within the Exhibitor s booth ions as may be deemed to be necessary making equitable adjustment with any exhibitor or exhibitors thereby affected Show Show Management reserves the right to determine when such items become objectionable Management also reserves the right to adjust the floor plan to meet the needs of the exposition Show Management requires exhibitors to obtain music licenses through ASCAP and BMI if they intend to use Copyrighted 2 Installation and Dismantling of Exhibits Delivery of freight installation of exhibits and completion of erection of exhibits will music in their booths Show Management is not responsible for the music used by exhibitors and without limiting Exhibitor s take place on the dates hereinafter shown The exhibits must be ready for inspection no later than 8 00 am of the first show obligations under Section 19 Exhibitor hereby agrees to indemnify defend and hold harmless Show Management for any and day Should an exhibit not be set by 8 00 am of the first show
15. ibitor accountable for all with applicable clauses of the American with Disabilities Act risks and expenses incurred in such removal Show Management reserves the right to approve the character of the display and to prohibit any display which because of 22 Social Functions Special Events Any social function or special event during Comfortech in the host city is reserved for noise or other objectionable features detracts from the general character of the exposition Exhibits must be in good taste exhibiting companies and must be approved by Show Management as determined by Show Management It is the Exhibitor s responsibility to create an attractive display area The exhibitor is 23 Show Rules In the event that unforeseen events make it necessary Show Management will have the right to amend these required to provide carpet to cover the area contracted including under carpet equipment rules and regulations or make additions thereto and all such amendments or additions shall be made available promptly to Provided with the booth space rental by Show Management for a standard booth is the 8 cloth backdrop 36 side cloth each exhibitor dividers 7 x 44 identification sign see order form in Exhibit Service Manual
16. ices such as furniture carpeting labor cleaning storage of boxes and crates shipping and Show Management for information concerning the facility or applicable regulations other special services must be arranged through the Official Exhibit Services Contractor An Exhibitor Service Manual will be Show Management will not be liable for the fulfillment of this contract as to the delivery of space if non delivery is due to any provided with proper forms for ordering such services Forms should be carefully prepared and returned by the deadlines noted of the following causes By reason of the building being destroyed or substantially damaged by fire act of God public enemy to avoid late charges strikes auon of aw or any oner eet beyond the contrar ar aow Management In the grent of fior paing abie to on the Independent Contractors Notification to use an independent contractor to install dismantle exhibits must be received forty five exposition for any of these reasons Show Management will refund to each exhibitor the amount they paid for their space less a 45 days prior to the first day of the show If an exhibitor elects to use any contractor other than the official contractors desig prorated share of all the expenses incurred for the exposition up to the date of required cancellation nated by Comfortech Comfortech is not in a position to intercede in disputes on behalf of the exhibitor See rules in Exhibitor 20 Damage Exhibitors will be liable for any
17. ion 6 Applications for Space Conditions Reservations must be made on the Space Application form which must contain Exhibitors may take photos or videos of their display however they are not permitted to directly take pictures of any other complete information Show Management reserves the right to reject applications for space display or instruct others to take such pictures without written permission by Show Management and the exhibitor whose It is the policy of Penton Business Media to limit the use of exhibit spaces to firms whose products or services contribute to the display is being photographed purposes of Comfortech NO CASH SALES WILL BE PERMITTED Exhibitors must respect the privacy of other exhibitors and not intrude or disrupt another exhibitor while they are conducting 7 Payment Schedule Cancellation or Reduction of Space Exhibits Plus The payment schedule is listed on the face of the con business on the show floor ract and below Cancellation of this contract or reduction of space exhibits plus must be in writing and by mutual consent of 15 Other Exhibits The Exhibitor agrees that neither they their agents nor their distributors will distribute publications or he applicant and Management except that Management may unilaterally cancel this contract for non payment of any balance conduct any other display or exhibit any equipment bearing their trademark within a three mile radius of the exposition covered due by the date specified If
18. prior to the first day of the show Booths must be policed by each exhibitor so that disruption or noise level from any booths Prior to 8 00 am of the first show day all boxes and crates will be placed in storage provided they are properly labeled demonstration or sound system is kept to a minimum and does not interfere with others Remember the use of sound systems for storage Those not so labeled will be removed and destroyed as refuse NOTE Storage labels will be provided at the Official or equipment producing sound is an exception to the rule not a right Show Management reserves the exclusive right to Exhibit Services Contractor s Desk determine at what point a disruption or sound level constitutes interference with other exhibits and must be discontinued 4 Minors and Children Persons under 18 years of age will not be permitted in the exhibit area Exhibitors may be asked to discontinue any demonstrations indoors during show hours if surrounding exhibitors lodge com 5 Floor Plan The floor plan for this exhibit will be maintained as originally presented wherever practicable However Show plaints of excessive noise or other disruptions Management reserves the unqualified right to modify said plan to the extent necessary for the best interests of the exhibit the Racing lights flashing lights and strobe lights are considered offensive to neighboring booths and are not permitted unless it is exhibitors and the industry part of the product demonstrat
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