II. Selection of Exhibit Space: Exhibitors shall be selected from those companies providing products or services related or of interest to the life science research industry. In its role of Exposition Management, Biotech Connect Inc. reserves the right to select or reject in whole or part, any company or product for inclusion in the show, and shall have the right to exclude or to require modification, in whole or in part, of any exhibit which, in its sole discretion, it considers unsuitable or not consistent with the character of the Exposition. The Management reserves the right to prohibit the use of any electronic equipment or audio or visual displays or presentations which, in its sole discretion, in whole or in part, it considers objectionable. In the event an Exhibitor is uncertain whether a certain exhibit, or any portion thereof, is consistent with the Exposition’s standards, such exhibitor is strongly advised to contact the Exposition Management in writing to obtain a ruling with respect to the exhibit’s suitability sufficiently in advance of the commencement of the Exposition to obtain this ruling. Exhibitors shall be responsible for the compliance of their exhibits with the Exposition standards as set forth herein and are further responsible for informing all interested parties of the standards to which their exhibits are subject. All Exhibitors are urged to request an advance suitability ruling from the Management at least sixty (60) days prior to the commencement of the Exposition.
III. Exhibition Space Usage: 1. Parties entitled to use: Exhibitor shall not assign, subject, or share in whole or in part, its exhibit space without written consent from the Conference organizers. Those companies who share space without consent of the management may be subject to a $150.00 fee and/or banned from future exhibits. 2. Unauthorized Activities: Activities in any exhibit space that are contrary to the rules and regulations of the Exposition, or which will disturb exhibitors in the immediate area are prohibited and constitute grounds for termination and removal of an exhibit without right of refund. Only registered Exhibitors and their registered employees shall be permitted to display or demonstrate any products, processes or services, solicit orders, or distribute advertising, promotional, or other materials at the Exposition. Any infringement of these regulations may result in the termination and removal of the exhibitor without right of refund. Exhibitors shall not enter the exhibits of other Exhibitors without invitation. Exhibitors may not solicit a visitor from another exhibit. Each exhibitor shall remain within its own exhibit space in distributing literature, product samples, or other materials or conducting any promotional or other activities. The aisles of the exhibit area may not be used for any of the aforementioned purposes. Exhibitors may not serve or dispense food or beverages of any type from their exhibit space without prior approval of Exposition Management. Balloons or similar air or helium-filed items are not permitted within the exhibit space without prior written permission. 3. Space Rental: Space assigned consists of a table, which will vary in size depending on the venue. No attachment, sign or extension of an exhibit may exceed the width of the exhibit area without written consent of the Management. However, actual products or equipment that exceeds the 2 meters height maximum when in contact with the show floor may be displayed. No exhibit shall be bridged or connected across the aisle in any way to an adjacent exhibit.
IV. Furnishings: The rental fee for exhibit space includes a table, and 2 chairs.
V. Pre-Show Information: The Management shall prepare and send information to Exhibitors prior to the show containing general and technical details regarding the Exposition, instructions, rules, regulations, and other pertinent information prior to the Exposition’s date. Inquiries regarding items not included in the information sheets should be addressed in writing to the Exposition staff at least 15 days prior to the Exposition’s commencement date.
VI. Exhibit Assignment and Floor Plan: The Management will assign the Exhibitor space on a first-come first-served basis, with preference given to preferred vendors. The Management reserves the right to make its allocation of exhibit space or to change the space allocation at any time based upon space availability or other considerations. When available, the floor plans submitted by the Exposition Management to the exhibitor in advance are believed to be generally accurate, but the Management makes no warranties or representations with respect to actual measurements. Changes in placement or orientation of spaces may be made by the conference personnel if necessary.
VII. Set Up/Take Down of Exhibits: All exhibits shall be adequately staffed during Exposition hours. Exhibits shall not be removed until the conclusion of the Exposition. Violators will be subject to a $50.00 fee and/or barred from future events. Upon the conclusion of the show, all exhibits and related materials must be removed promptly, in no event later than the time specified in the pre-show information announcements. The removal of property belonging to the exhibitor is solely the responsibility of the exhibitor. Packing and shipping arrangements must be made by the exhibitor prior to the date of the exhibit.
VIII. Exhibitor Withdrawal & Breach of Contract: An exhibitor shall have the right to cancel this Agreement at any time by email or written notice to the Conference Managers. Exhibitors may cancel out of any event with at least 10 business days notice, depending upon event, without penalty. Any cancellation after this date will be charged 50% of the event fee, if a replacement is found. If no replacement is found, the vendor will be charged 100% of the event fee and their portion of all other event related costs such as exhibition space fee, catering, raffle prizes and any rentals. Please note that Special Events will have, at minimum a 30 day cancellation policy. Any refund amounts will be issued within four weeks of the show’s close. all Refunds are given in the form of credit towards future shows. Under all circumstances the Exposition staff retains the right to re-let any Exhibit space canceled by the Exhibitor without incurring any liability to Exhibitor.
IX. Fire & Safety Regulations: All exhibit materials must conform to applicable fire and safety codes and practices. All packaging containers and materials shall be removed from the floor and must be hidden from public view. Exhibitors shall be solely responsible for maintaining their display area, with due regard for the safety of the public.
X. Insurance, Liabilities, and Risks: All property of the Exhibitor is understood to remain under the exhibitor’s custody and control in transit to and from and within the confines of the exhibit area. The Exposition Management and the exhibit facility do not maintain insurance covering Exhibitor’s property. Exhibitor shall carry comprehensive general liability coverage, including Premises, Operations and Contractual Liability coverage of at least $1,000,000 per personal injury liability, and $1,000,000 for Property Damage Liability and stationary Workmen’s Compensation with Employer’s Liability with a limit of at least $100,000. A certificate of insurance shall be furnished listing Biotech Connect Inc. as additional insured. Additional certificates of insurance may be required for some facilities. Further, Exhibitor hereby agrees to indemnify, and hold harmless, the Exposition Management, and the exhibit facility, their managers officers, directors, sponsors, employees, agents, successors, and assigns from any suit, action or claim whatsoever, including for personal injury or for property damage, lost profits, or loss of use of property by whomsoever sustained, relating to or arising out of Exhibitor’s participation in Exposition, except for damages caused by the sole negligence or fault of the Management or exhibit facility.
XI. Admission & Attendance: The Exposition Management shall have sole control over admission of visitors to the exhibits according to the rules and regulations of the Exposition or as established by the Management.
XII. Exposition Facility Property & Regulations: Nothing will be nailed, taped, tacked, glued, stapled or otherwise attached to walls, floors, windows or other parts of the building or furniture. Exhibitors violating this regulation are expressly bound, at their expense, to repair any damage which they cause. Exhibitor must abide by existing agreements and regulations concerning the use of services in the exhibit facility.
XIII. Events & Meetings: No Exhibitor shall hold any meetings, events or hospitality suites that conflict with the show or conference hours.
XIV. Default: In the event of any violation by an Exhibitor of the provisions of this Agreement or the applicable Rules or Regulations, an Exhibitor will not be permitted to install its exhibit, and may be subject to termination and eviction without refund. Violators may, at the management’s sole discretion, be barred from exhibiting at future shows.
XV. Amendments: Any and all matters not specifically covered by the preceding rules and regulations and the rules and regulations contained in the Pre-Show Information notice shall be subject to the determination of the Exposition Management. The Management shall have the full power to interpret, amend, enforce these rules and regulations, provided reasonable notice of any amendments is provided to the Exhibitors. Each Exhibitor, for itself and its employees, agents and representatives, agrees to abide by the foregoing rules and regulations and by any amendments or addition thereto.
XVI. Force Majeure: In the event that the exhibit facility or any part of the exhibit area is unavailable whether for the entire Exposition, or a portion of the Exposition, as a result of fire, flood, act of nature or any other such cause, or as a result of governmental intervention, malicious damage, acts of war, strike, lock-out, labor dispute, riot or any other cause or agency over which the Exposition Management have no control, or should the Management decide that because of any cause it is necessary to cancel, postpone, or alter the location of the Exposition, or reduce the time for installation of exhibits, conduct of the Exposition, or removal of exhibits, the conference Sponsor shall not be liable to indemnify or reimburse the Exhibitor with respect to any alleged damaged or loss, direct or indirect, arising as a result thereof.
XVII. Applicable Laws: This contract shall be governed by the laws of the province of Quebec and the laws of Canada, and shall be construed and interpreted there under.