3rd Annual NPN Developmental Differences Resource Fair

Chicago, IL
Sunday, February 09, 2014

2014 NPN EXHIBIT SPACE SHOW RULES 
CONTRACT TERMS AND CONDITIONS

EXHIBITOR SPACE:

InclusionsEvent Booth consists of one 6ft table and 2 chairs. If you have your own tablecloth, please bring it with you.

Staffing: Table spaces are for use by no more than two Exhibitor representatives at one time. Exhibitors wishing to staff their table with additional people should purchase additional table space.

Badges: Each table space will receive 2 exhibitor badges

Electricity:  If you need a power outlet, confirm when Registering online. Extension cords will NOT be provided and outlets are limited. We recommend you arrive with a fully charged laptop. Wi-fi is NOT available.

Signage & Displays: Due to our unique space, we have made adjustments to our signage guidelines. 

  • Table top signs only. Signage must not exceed a maximum of 4 feet high x 4 feet wide
  • Table top signage must NOT obstruct attendee interaction with exhibitors.
  • Logo table cloth and runners are permitted. 
  • Vinyl banners may be hung on the front of your table. 
  • Hanging banners to the wall are NOT permitted.
  • Signage is NOT permitted behind or in front of your table or on the floor due to limited space between exhibitor tables. 
  • Exhibitors must stay behind their table throughout the event. 
Note: If you require assistance securing affordable signage please email schoolfairs@npnparents.org. Examples of appropriate signage can be found by visiting the following links. 

LOAD IN/SETUP:   Exhibitors must be at their table and ready to go by 9:30 am. Access to Gordon Tech High School will begin at 8:15 am on Sunday, February 9th; entering from the loading zone in front of the Gymnasium - 3633 N California. Note: Exhibitors will not be allowed access to the gymnasium prior to 8:15 am.

The fair hours are 10:00 am – 2:00 pm in the Gymnasium. It is recommended that you arrive early to allow ample time to load in, find parking, secure electrical needs and set-up your table.  After you unload, please park at the far end of the parking lot or using street parking.  Please leave nearby parking for attendees.

EVENT THROUGH GYMNASIUM DOORS:


TEAR DOWN: Begins AFTER 2:00 pm. Exhibits may not be removed until the official closing of the Fair.

PRODUCT CARRY-IN/OUT ACTIVITIES: Exhibitors may carry or move items using any non-motorized cart.

TRANSPORTATION AND PARKING: Gordon Tech is easily accessed via car or public transportation.  There is a parking lot north of school on the east side of California Ave..  Neighborhood parking is also available.

EXHIBITOR BADGES are for booth personnel and are designated for those individuals representing the Exhibitor's company at the Fair. Exhibitor badges will reflect the name of the company shown on the application for exhibit space. Each company will receive 2 exhibit badges per 6 foot table. 

PRINTED MATERIAL: Circulars, advertising or marketing matter of any description may be used or distributed only within the booth assigned to the Exhibitor presenting such material. If you would like information regarding program advertising space or be included in the gift bags distributed to parents at the event, contact schoolfairs@npnparents.org for sponsorship information.

INSURANCE: obtaining insurance is a responsibility of the Exhibitor, who holds harmless Gordon Tech High School and Neighborhood Parents Network, its officers, agents, employees, interns and volunteers, from all liability. See additional details below.

FINANCIAL TERMS AND CONDITIONS: Booth space must be paid in full no later than January 18, 2014. Booth space not paid in full by January 18, 2014 may be reassigned at the discretion of NPN. There will be a $100.00 service charge for any returned check. See additional financial details below.

RETAIL SALES: Exhibitors are responsible for any and all City, State, and Federal sales tax incurred by their activity during the Fair.

ELIGIBLE EXHIBITS: This exhibition is held to provide school options, service providers, and nonprofits in one place that focus on serving parents of children with developmental differences to the attending public and media. NPN shall determine the appropriateness of any company, product or service. NPN may refuse rental of exhibit space to any company whose display of goods or services is not compatible, in the sole opinion of NPN, with the character and objectives of the FAIR. In the event this application is not accepted, any paid space rental fees or deposits will be returned.

OBJECTIONABLE PRACTICES AND DISPLAYS: Use of noisemakers, huckster-type promotions and presentations, or anything which may be judged not in good taste, lacking in dignity, or not in keeping with the purpose of the NPN Developmental Differences Resource Fair is prohibited. Exhibitors and their personnel agree to abide by the decision NPN .

LIABILITY: Exhibitor shall protect, save and hold NPN and its officers, directors, employees and agents and Gordon Tech High School, and all agents and employees thereof, forever harmless from any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitors or those holding under the exhibitor, and further, Exhibitor shall at all times protect, indemnify, save and hold harmless the Indemnities against and from any and all losses, costs, damages, liability or expenses (including attorney's fees) arising from or out of or by reason of any accident or bodily injury or other occurrences to any property, person or persons, including the exhibitor, its agents, employees and business invitees which arise from or out of or by reason of said Exhibitor's occupancy and use of the facilities, or any part thereof.

FACILITY RULES: Exhibitor shall strictly comply with all conditions imposed by the Facility (Gordon Tech High School) in its contract with NPN and with the rules and regulations of the Facility.

DAMAGE TO PROPERTY: The Exhibitor is liable for any damage caused to Facility floors, walls or columns, or to standard booth equipment, or to other Exhibitors' property. The Exhibitor may not mar, tack, make holes, and apply paint, lacquer, adhesives or other coating to Facility/Building columns and floors or to standard booth equipment.

EXHIBITOR INSURANCE: All property of the Exhibitor is understood to remain under its custody and control in transit to and from or within the confines of the Facility. NPN and the Facility do not maintain insurance covering exhibitor's property. Exhibitor shall carry Comprehensive General Liability coverage, including premises, operations and contractual liability coverage for Personal Injury Liability and Property Damage Liability and statutory Worker's Compensation insurance in full compliance with all federal and state laws and covering all of exhibitor's employees with coverage for injury.

SECURITY: Security services will not be provided during the Fair. NPN and the Facility will not be responsible for damage to, loss, or theft of property belonging to any Exhibitor, their agents, employees, business invitees, visitors or guests. Exhibitors are to carry their own insurance.

FORCE MAJEURE: In the event that the performance by NPN or the Facility or any part of the exhibit area thereof is unavailable whether for the entire event, or a portion of the event, as a result of fire, flood, tempest, inclement weather, or other such cause or as a result of governmental intervention, malicious  damage, acts of God, war, strike, lock-out, labor dispute, riot, curtailment of transportation, or other cause or agency over which  NPN has no control, or should  NPN decide that because of any such cause that it is necessary to cancel, postpone or re-site the event, or reduce the move-in and installation time, show time or move-out time,  NPN shall not be liable to refund, indemnify, or reimburse the Exhibitor in respect of any fees paid, damage or loss, direct or indirect, arising as a result thereof.

FIRE SAFETY: All construction material must conform to standard safety practices. All display materials, including table, back drapes, textile, paper displays and decorations, must be fire resistant or flame proof. No combustible decorations may be used at any time. All packaging containers and materials are to be removed from the floor and may not be stored under tables or behind displays. All aisles, corridors, exit areas and stairways must be maintained at their required width at all times that the exhibition is open. No obstructions 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 while participating in this exhibition.

Compliance with all such laws is mandatory for all Exhibitors and the sole responsibility is that of the Exhibitor.

DISABILITY PROVISIONS: Exhibitor represents and warrants (i) that its exhibit will be accessible to the full extent required by law; (ii) that its exhibit will comply with the Americans with Disabilities Act ("ADA") and with any regulations implemented by the ADA; and (iii) that it shall indemnify and hold  NPN harmless from and against any and all claims and expenses, including attorneys' fees and litigation expenses, that may be incurred by or asserted against NPN, its officers, directors, agents or employees on the basis of the exhibitor's breach of this paragraph or non-compliance with any of the provisions of the ADA. 

MEDIA LICENSING: Exhibitor represents and warrants that it shall not violate any copyright, trademark, or other similar intellectual property laws and that it shall comply with all copyright restrictions including, but not limited to, any license NPN may obtain or any other laws and restrictions with respect to the use or performance of music or other multimedia displays.

NOTIFICATION OF INTENT TO CANCEL, REDUCE, OR CONSOLIDATE EXHIBIT SPACE

All intentions to cancel, reduce, or consolidate exhibitor space must be submitted in writing, signed by an officer of the exhibiting company, to NPN. The following penalty details apply.

BOOTH/SPACE CANCELLATIONS RECEIVED:

Prior to January 1, 2014 - payments received to date will be refunded, minus a $50 administrative fee.

January 2 to February 9, 2014 - there will be no refunds.

COMPLAINTS: Complaints of any violation of the Contract Terms and Conditions are to be made promptly to NPN and its representatives. Exhibitors and their personnel agree to abide by the decision of NPN.

AMENDMENTS: Any and all matters not specifically covered herein and in the Exhibitor Service Manual are subject to the decision of NPN.  NPN shall have the full power to interpret, amend and enforce these Contract Terms and Conditions, provided any amendments, when made, are brought to the notice of Exhibitors. Each Exhibitor, for itself and its personnel, agrees to abide by the foregoing Contract Terms and Conditions and by any amendments or additions thereto in conformance with the preceding sentence.

LAWS APPLICABLE: The laws of the State of Illinois shall govern this contract.

 

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