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Educational Conference Exhibit and Sponsor General Terms of Contract
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GENERAL TERMS OF CONTRACT

RECITALS: The Association is a non-profit mutual benefit corporation duly organized under the laws of the State of Virginia. The Association has the right to use the premises hereinafter described for the purpose of exhibition in connection with the annual conference of the American Escrow Association. Exhibitor is in the business of providing services and/or products to escrow practitioners and, in order to promote such business, desires to obtain space at the exhibition referred to herein. 

PRICING: If reserved by April 1, 2017 -- $1,250 per booth After April 1, 2017 -- $1,400 per booth

RETURNING 2016 EXHIBITORS GET AN ADDITIONAL $150 DISCOUNT! Contact Danielle McKee at [email protected], or 916-446-5165 for your coupon code. Deadline to remit exhibit registration is Friday, April 28, 2017.

SPACE GRANTED and TERMS OF PAYMENT: Exhibitor is hereby granted the use of an 8 foot exhibit space, as contracted for, to be located at venue described in specific contract terms Exhibitor booth fees include registration of two (2) persons only. Any additional person(s) would be required to register separately and pay additional fees prior to event. 

Exhibitor shall be entitled to the use of the exhibit space referred to herein beginning at 6 p.m. on Thursday, May 18, 2017. Booth setup is between 6 p.m. and 9 p.m. on Thursday, May 18, 2017. The Exhibitor Trade Show will be open during the conference at the times noted in the conference schedule as issued for the event. The use of the exhibit space must terminate, and all items belonging to the Exhibitor must be removed no later than 5 p.m. on Saturday, May 20, 2017. Booth tear-down is not permitted until 2 p.m. on Saturday, May 20, 2017 and will end at 5 p.m. All exhibits must be broken down no later than 5 p.m. on Saturday, May 20, 2017.  

Exhibitor shall pay to The Association the specified sum for each exhibit space utilized. Such sum is delineated in the “Pricing” section, above. Payment of the exhibit fee is due upon the execution of this agreement. Any Exhibitor wanting to purchase a second booth space adjacent to the primary booth space may do so, subject to availability. Full payment to the American Escrow Association (AEA) is required with the signed Exhibitor Contract found on page 11. Space will not be assigned or held without the completed contract and full payment. 

We accept payment by check or credit card (VISA, MasterCard, American Express or Discover). If paying by credit card, be certain to complete all necessary credit card information on the contract. Make all checks payable to: 


AEA
1000 Q Street, Suite 205
Sacramento, CA 95811
►EXHIBITOR FLOOR PLAN IS SUBJECT TO CHANGE◄


CANCELLATION POLICY: If AEA cancels the program, 100% of the fees will be refunded. In the event of cancellation at Exhibitor’s request, Exhibitor shall notify The Association Executive Office no later than 60 days prior to the event, in writing. It is agreed that 25% of the exhibit fee shall be retained by The Association in the event of such a cancellation. Cancellation after 90 days prior to the event will result in The Association retaining 100% of the fee. 

USE AND DESIGN OF EXHIBIT: Exhibitor shall use the space referred to herein to display or demonstrate Exhibitor’s products or services. The space referred to herein shall not be used for any type of exhibit of any product or service other than those relating to escrow, without the express prior written approval of The Association. 

Exhibitor shall have the right, subject to the provisions hereof, to arrange and design the exhibit within the space allotted herein in such manner as Exhibitor shall deem best suited for the display, demonstration, or sale of the products or services specificed herein. The Association reserves the right to disapprove the display of any item if The Association, reasonably and in good faith, determines it is not in keeping with the nature, character, or orderly conduct of the exhibition, or is detrimental to the appearance of any other exhibits or of the exhibition as a whole. 

The Association also reserves the right to require the exhibit be arranged in such a manner as to not interfere with other exhibits and in particular those exhibits in close proximity to that of Exhibitor. The Association also reserves the right to require alteration of the appearance of the exhibit in order to prevent the destruction, deterioration, or loss or effect on any other advertising or any other exhibit. 

The Association also reserves the right to disapprove any design or arrangement of the exhibit if The Association, reasonably and in good faith, determines said design or arrangement may endanger the lives or safety of persons attending the exhibition.

OPERATION OF EXHIBIT: Exhibitor shall not utilize any scheme or device which is illegal, in bad taste, or detrimental to escrow or related industries. The Association reserves the right to require cessation of any such activity. 

Exhibitor shall not cause any apparatus or device to be placed in the exhibit which shall produce undue noise or in any way interfere with, or be objectionable to, any other exhibitor, and The Association shall have the right to require the removal of any such apparatus or device. Exhibitor shall not cause any undue disturbance in the exhibit hall or conference site. The Association reserves the right to remove Exhibitor and all Exhibitors’ property from the premises in the event it is determined by The Association that such a disturbance has occurred. 

Exhibitor shall not take photographs, or record on video or audio tape, any portion of the room designated as the exhibit hall or other participants in the exhibit hall, without the written consent of The Association. 

Exhibitor shall work from their assigned booth space, and is prohibited from using the hallway outside the exhibit hall and the entrance to the exhibit hall as a place to distribute ㄮ㤱flyers and promotional materials; and from blocking the booth space of another Exhibitor. 

Exhibitor shall be responsible for all maintenance of the exhibit. At all times, including the hours the exhibit is open to the conference attendees, Exhibitor shall maintain the exhibit in a clean and orderly manner, and shall take such steps as may be necessary to prevent injury or damage to any person or exhibit on the premises. Exhibitor shall, at its own expense, remove the exhibit and all Exhibitors’ property from the premises prior to 5 p.m. on Saturday, May 20, 2017. The exhibit space shall be left broom clean and in the same condition as when first occupied by the Exhibitor.

ASSIGNMENT: Neither party to this agreement shall assign any right or delegate any duty hereunder. Exhibitor shall not permit any other entity to use the space referred to herein, without express prior written consent of The Association. If Exhibitor shall attempt to permit any other entity the space referred to herein, or shall attempt an assignment in violation hereof, such permit or assignment shall be without effect, and The Association shall have the right to refuse admittance to such permitted or assignee. In the event of such refusal hereunder, Exhibitor shall not be entitled to the return of any payment made hereunder and The Association shall not be liable to Exhibitor for any damages arising out of such refusal.

INSURANCE AND LIABILITY: Exhibitor hereby indemnifies and saves The Association and or Hotel, its owners, agents, servants, and employees harmless against any and all claims, demands, and liabilities for personal injuries or property damage which may be caused by the installation, maintenance, or conduct of the exhibit. Exhibitor shall, at its own expense, obtain liability insurance to cover such claims, demands, and liabilities in a minimum amount of $200,000.00. Proof of such insurance shall be provided to The Association no later than 30 days prior to the event. The Association shall not be responsible or liable for the loss of or damage to, any of the property of Exhibitor. Exhibitor shall, at its own expense, obtain the necessary insurance coverage with respect to loss by theft, accident, or other cause, if such protection is desired. Exhibitor is aware that no security, other than that provided by the hotel in its normal course of business, is provided and hereby releases The Association from any liability resulting there from. In the event premises in which the exhibition is to be held are destroyed by fire, the elements, or other calamity or other cause beyond the control of The Association, so that the exhibition cannot be held, The Association shall not be liable to Exhibitor except to the extent of returning any payment previously made by Exhibitor pursuant to this agreement. In the event the exhibition commences and cannot continue because of any circumstances beyond the control of The Association, The Association shall not be liable. The Exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury or damage to Exhibitor’s displays, equipment and other property brought upon the premises of the hotel and shall indemnify and hold harmless the hotel, agents, servants and employees, from any and all such losses, damages and claims.

ELECTRICAL AND INTERNET ACCESS: AEA will be arranging your power and internet needs for your booth through PSAV the exclusive provider of electrical and internet services. Costs associated with electrical and internet will be your financial responsibility. 

Electrical Pricing Per Day

5A Power Drop (power strip and ext. cord included) - $40 advanced; $50 on-site
Single Phase 20A Power Drop - $125 advanced; $150 on-site
100A Three Phase Power - Call 425-454-3844


Internet Access Pricing

High-Speed Wireless Service (1 device, shared bandwidth, 2Mb) – $145 per day, advanced; $240 per day, on-site. 

Other audio and visual aids such as: Wired internet access, static IP address, LCD flat panel computer monitors, LCD projectors, screen packages, Blu-Ray and DVD players, speakers, computers, printers and computer components are also available through PSAV. To request these specialty items, please contact Justin Koreis, PSAV Sales Manager, at [email protected], or 425-454-3844.

To order electrical and/or internet please follow the instructions on your Exhibitor Reservation Form and Contract. Regardless of your actual usage, once you have placed an order for power and/or internet, you will be responsible for payment. For questions pertaining to the specifics and technicalities of the internet and electrical options offered, please contact Justin Koreis, PSAV Sales Manager, at [email protected], or 425-454-3844 All pricing is subject to an event technology support charge and sales tax. 

PSAV TERMS AND CONDITIONS: No charge for equipment rental prior to exhibit booth set-up. The total charge per item is determined by multiplying quantity by the daily rate by the number of event days to be used.

To guarantee the “advanced” rate, order must be received 2 business days prior to delivery date. 
Equipment availability is subject to change without notice.

Cancellation of equipment ordered must be received one business day prior to delivery date to avoid a 50% cancellation fee.

Wall Outlets are 20 amps and are reserved for distribution by the hotel. Usage of wall outlets are equivalent to a 20A Power Drop and will be charged as such.

Tax Exempt Status needs prior approval, a Reseller’s Certificate for the State of Washington must be emailed to [email protected] 

BANNER HANGING: No materials are to be fixed to any hotel furnishing or structure with nails, tape, staples, or otherwise attached in any fashion. Distribution of gummed stickers or labels is strictly prohibited.  

SHIPPING AND RECEIVING: The Hotel will accept only pre-paid packages. The Hotel will refuse any packages delivered C.O.D. and the Hotel will make no notification to the Shipper. All packages must contain a label providing the following information:


American Escrow Association
c/o Angela Dallas
900 Bellevue Way NE
Bellevue, WA 98004
[Guest Name/Arrival Date]
[Exhibit Booth Name and Number]
Exhibit Dates: 5/18-20/2017



The Hotel shall not be liable for safe or timely arrival of any packages sent to the Hotel by or for the Group. It is the Group’s responsibility to check on the arrival of any packages and to insure that the contents are intact. The Hotel accepts no liability for lost, stolen or damaged goods.

A handling fee of $5 total per box will apply, for both in and out. In addition, there is a $100 handling fee for each pallet the hotel ships and/or receives. The storage of both boxes and pallets is complimentary [or up to three business days prior to the event start date. Additional days will be charged $10 per day per box and $100 per day per pallet.

NOTICE OF DISABILITY: In compliance with the Americans with Disabilities Act of 1990, AEA will make reasonable efforts to accommodate persons with disabilities at the AEA Educational Conference. If you have special needs, please contact us at (916) 446-5165.

MERGER: This writing contains the complete agreement between the parties hereto. No representations were made or relied upon by either party other than those expressly set forth herein. No agent, employee, or other representative of either party is empowered to alter any of the terms hereof unless the same is in writing and signed by an executive officer of all the respective parties hereto.

CONSTRUCTION AND CONTROLLING LAW: In construing this agreement and where the context so requires, words in the singular include the plural; the masculine includes the feminine and neuter; and generally, all changes shall be made or implied so that this instrument shall apply both to individuals and to corporations. The validity, interpretation, and performance of this agreement will be controlled by and construed under the laws of the State of California.

 

Contact Us

ADDRESS1000 Q Street Suite 205, Sacramento CA 95811-6518

PHONE NO 916-446-5165
FAX NO 916-443-6719
EMAIL [email protected]