California Dental Expo Exhibitor Contract

Transcription

1 California Dental Expo Exhibitor Contract This Exhibitor Contract ( Contract ) is between California Dental Expo and exhibiting individuals or companies ( Exhibitor or Exhibitors ). 1. Location of Exhibition The exhibition will be held at the Los Angeles Convention Center ( LACC ). Exhibitor shall be subject to and agrees to comply with all California Dental Expo rules and regulations and those of LACC such as are set forth in the LACC Event Planning Guide and in the LACC Standard Terms and Conditions for Conventions, Trade Shows, and Assemblies. 2. Exhibit Dates and Times Move-in: Wednesday and Thursday January 15 and 16, am 5pm Exhibition: Friday, Saturday, and Sunday January 17, 18, and 19, am 6pm* Move-out: Sunday and Monday January 19 and 20, pm -8pm (Sunday) *Exhibits will close at 5:00 p.m. on Sunday, January 19, Acceptability of Exhibitors 9am-12pm (Monday) The California Dental Expo, at its sole discretion, accepts or declines applications for exhibit space. Exhibit space will be assigned at the sole discretion of California Dental Expo. Exhibition is restricted to individuals and companies that are in good standing with California Dental Expo. California Dental Expo reserves the right to deny admission to any individual, company, or organization. 4. Application/Contract for Space Applications to rent a booth space must be made online at The California Dental Expo will do its best to accommodate Exhibitor s desired space, but does not guarantee that it will be able to assign the space that is requested. California Dental Expo reserves the right to change or modify requests and to accept or reject applications for booth space at its sole discretion. California Dental Expo cannot guarantee that competitors will not be placed near each other, but will attempt not to do so. By applying for and accepting exhibit space, Exhibitor agrees to be bound by the terms of this Contract. Page 1

2 5. Exhibit Space Rental Fees A special inaugural discount of 20% will be provided for exhibitors who reserve space and place their deposit prior to July 15, Prior to July 15, 2013: Booth Size Fee Deposit 10x10 $2,800 $500 10x10 (corner) $3,200 $500 10x20 $5,440 $1,000 20x20 $10,800 $2,000 20x30 $16,400 $3,000 20x40 $21,600 $4,000 30x30 $24,000 $4,500 40x40 $43,200 $8,000 After July 15, 2013: Booth Size Fee Deposit 10x10 $3,500 $500 10x10 (corner) $4,000 $500 10x20 $6,800 $1,000 20x20 $13,500 $2,000 20x30 $20,500 $3,000 20x40 $27,000 $4,000 30x30 $30,000 $4,500 40x40 $54,000 $8,000 The price of the booth includes: 1) space rental; 2) pipe and drape (8 high drape back wall and 3 high side drapes); 3) a 7 x 44 one-line ID sign with company name and booth number and; 4) Exhibitor badges (3 per 10x10 booth). Exhibitors who request island space that is already not mapped out on the Exhibit Floor Plan, must rent the additional adjacent spaces that would make up the island. 6. Booth Space Assignments Booths will be assigned on a first come, first serve basis during this inaugural year. In subsequent years, priority booth assignments will be given to individuals and companies based on their total expenditures the prior years. These expenditures will be a combination of booth rental fees and various sponsorship fees. The assignment of the exhibit space location that is not rejected in writing by Exhibitor 15 days after space is assigned will be presumed to be accepted by Exhibitor. Page 2

3 7. Dental Organizations Established dental organizations and schools will be provided with a free 10x10 exhibit space free of rental charge. The number of these spaces is limited. These spaces will be given on a first come, first serve basis. In order to apply for space, dental organizations need to complete the Organizations Exhibit Space Application located under the Organizations tab on the California Dental Expo website. The Application is to be mailed to: California Dental Expo P.O. Box Los Angeles, CA The free booth includes: 1) pipe and drape (8 high drape back wall and 3 high side drapes); 2) a 7 x 44 one-line ID sign with company name and booth number and 3) three Exhibitor badges. Booth carpeting is mandatory. The cost for booth carpeting and other booth elements such as decorations, electricity, and furniture is not included in the fee and is the responsibility of Exhibitor. Dental organizations are bound by the same rules and regulations as other exhibitors. 8. Terms of Payment, Deposits, and Cancellations As specified in Section 5, a deposit is required to hold a space. The full payment for Exhibit space is required no later than September 15, An application for booth space after September 15, 2013 must be accompanied by the full payment. Exhibit space cancelled prior to August 15, 2013 will receive a full refund. Exhibit space cancelled between August 15, 2013 and September 15, 2013 will receive a refund of any money paid in excess of the deposit. Exhibit space that is cancelled or downsized after September 15, 2013 will not be eligible for a refund and will be assessed a 100% cancellation fee. Written notice is required for all cancellations. For a written notice, a certified letter needs to be mailed to the following address: California Dental Expo P.O. Box Los Angeles, CA In order to be included in the printed Program Guide, Exhibitors must reserve a space no later than September 15, If Exhibitor fails to make the final payment by the due date, California Dental Expo, at its Page 3

4 sole discretion, has the option to terminate the Contract, revoke the space, assign the space to another exhibitor, and/or retain as liquidated damages any payments made thus far.. Third party checks are not accepted. A charge of $50 will be accessed for any check that is unpaid by the financial institution regardless of the reason. A charge of $50 will be accessed for each foreign or overseas bank draft that is submitted. 9. Booth Design A standard booth comes with pipe and drape consisting of an 8 high drape back wall and 3' high side drapes. The booths will also come furnished with a 7 x 44 one-line ID sign with company name and booth number. All booths are required to be carpeted. All decorative material needs to be flame or fire retardant. Peninsula booths may have a back wall of only 10 or less. If a booth is less than 10 feet away from another booth, the maximum height of side structures immediately adjoining the next booth is 3 and the maximum height of the back walls cannot exceed 8. Construction on the sides of the booths cannot obstruct the line of sight of adjacent booths. For booth spaces that have enough clearance, LACC permits structures and display elements to be built to a maximum height of 36. Booth design and installations shall follow all federal, state, and local laws and regulations. At no point may exhibitor space be set in a manner that would block or cover another exhibit space, or interfere with a hall or passageway, access to exists, firefighting systems, or other emergency systems. Aisles and exit doorways, as designated on approved show plans, shall be kept clear and unobstructed. Chairs, tables, easels, signs, display items, exhibit structures, etc., shall not extend beyond the booth area into exit aisles. No exit door shall be locked, bolted, or otherwise fastened or obstructed at any time that the exhibit building is open for business. There shall be no obstruction blocking exit ways from the building to a public way, such as automobiles parked in front of doorways, barricades placed across sidewalks, carts, and pallets in front of doorways, or any similar obstruction. Page 4

5 A clear access aisle of at least three feet shall be provided to all fire protection appliances, fire alarm boxes, and sprinkler valves. Exit ways shall not be obstructed by drapes or any similar obstruction, unless such obstructions are on sliding rings and the color contrasts with the adjacent drapes, walls, or booths. Exit signs shall be clearly visible at all times. Drapes, signs, or other similar obstruction shall not cover them. Covered booths with a cover of at least 100 square feet, but not exceeding 750 square feet, shall be protected internally by a smoke detector that will sound a local alarm. These systems must be installed under permit from the Department of Building and Safety. All portions of the sprinkler system, including the sprinkler riser which supplies the water service to the booth, must be installed within the borders of the respective booth space. No portion of the sprinkler system, or any structures or barricades that protect said system, are allowed in any portion of an aisle. Sprinkler systems cannot be installed in any other areas of the building. For further information, clarification, or discussion, Exhibitor is to contact: Building Superintendent Show Operations Los Angeles Convention Center 1201 S. Figueroa St. Los Angeles, CA (213) Ext Fax: (213) Tfields@lacclink.com or Fire Inspector Public Assembly Los Angeles Convention Center 1201 S. Figueroa St. Los Angeles, CA (213) Ext Fax: (213) Cpruiet@lacclink.com or Freeman Phone: Fax: FreemanAnaheimES@freemanco.com Page 5

6 At no time is Exhibitor permitted to store any boxes, parcels, or any other packaging material at any area inside the booth space. Any improperly stored packages or boxes will be removed and/or disposed of at Exhibitor s sole expense. Custom booth design can be done through the General Contractor of California Dental Expo, Freeman or through an Exhibitor company s own contractor, provided that they have a minimum of $1,000,000 liability insurance coverage. If Exhibitor wishes to use its own appointed contractor, Exhibitor must provide the California Dental Expo with the following by mail, no later than October 15, 2013: 1) A letter of intent to use Exhibitor s own appointed contractor; 2) a copy of the contractor s license to practice in the State of California; 3) a list of all subcontractors and personnel that will be providing services; 4) proof of the Contractor s insurance documenting California Dental Expo, Freeman, LACC, and their respective employees and agents, named as additional insureds under the liability insurance policy. Exhibitors who have not mailed in the required information by the above date must use Freeman. If Exhibitor chooses its own contractor for any allowable service, Exhibitor must include the Rules and Regulations of LACC and California Dental Expo in any contract or agreement between Exhibitor and its contractor and any other agents or subcontractors. Solicitation for business by Exhibitor appointed contractor in any shape or form from anyone is prohibited. Contractors that violate this provision will be asked to leave LACC and the California Dental Expo and will not be allowed to work. Any unfinished work will be done by Freeman. 10. Official General Contractor of California Dental Expo The official General Contractor for the California Dental Expo is Freeman. The contact information for Freeman is as follows: Freeman Phone: Fax: FreemanAnaheimES@freemanco.com Following the assignment of booth space, Exhibitors will be contacted by Freeman for booth set-up, booth design, booth furnishings, booth shipment, electrical service, plumbing service, and other exhibition-related services. 11. Banners and Signs All booth signs and banners must be professionally made. Exhibitors may not hang banners and signs anywhere outside their booth space or anywhere within their booth space that interferes with other exhibits. Hanging signs are only permitted for island and peninsula booths. Hanging signs are not Page 6

7 permitted for in-line booths. Two-sided signs that extend above 8 are not permitted for inline booths. Exhibitors may not hang signs that extend higher than the back wall/drape. The placement of all signs, banners, and advertisements located within 10 of an adjacent booth, shall face the exhibit space or the front of the exhibit towards the hall All improper hanging signs will be removed at Exhibitor s expense. 12. Maintenance of Exhibit Space Exhibitor shall keep the exhibit space clean and orderly throughout the exhibition. In the event that Exhibitor creates what California Dental Expo would consider a disorderly exhibit or excessive litter, the exhibit space shall be cleaned by Freeman or LACC at the sole expense of Exhibitor. Exhibitor may not use or operate any device that may cause or be a source of interference to another exhibitor. California Dental Expo shall be the judge for the acceptability of exhibits. 13. Setting up and Dismantling Exhibits Booth installation and set-up must be completed by 5:00 p.m. on January 16, Dismantling of exhibit space starts at 8:00 a.m. on Monday, January 20, 2014 and must be completed by 5:00pm on the same day. In the event that Exhibitor fails to carry out the set-up and dismantling by the times indicated and by the manner specified in this Contract, the California Dental Expo has the right to remove, store or discard any booth item in the exhibit space at its discretion and at the sole cost of Exhibitor. All hazardous material need to be removed by Exhibitor at the conclusion of the exhibition. Failure to do so will result in the imposition of removal and disposal fees. 14. Exhibition of Products, Equipment, and Services The exhibition of all products and equipment shall follow all manufacturers safety instructions and precautions. The exhibition of all products, equipment, and services shall follow all applicable federal, state, and local laws and regulations. Page 7

8 15. Distribution of Products The distribution of products, merchandise, and giveaways is permissible only within Exhibitor s booth space. 16. Subletting of Exhibit Space The subletting of exhibit space is not permitted. Exhibitor also is not permitted to have any person not employed by their company or the representatives of any other company or institution to solicit or conduct business in Exhibitor s booth space. 17. Solicitation by Non-Exhibitors Solicitation of business by non-exhibiting companies in any shape or form is prohibited. Violators will be required to immediately leave LACC. Fines and other legal remedies will be imposed on individuals and/or corporations not adhering to this provision. 18. Failure to Occupy and Abandonment of Space Any exhibit space not occupied by the start of the show opening at 8:00am on January 17, 2014 may be resold, revoked or transferred without a refund or credit. Exhibit space must have a representative present in it all hours of the show. All representatives of an exhibiting company must be full-time employees of the company or must be employed for the duration of the exhibit. 19. Electricity, Plumbing, and Compressed Air Requirements For all electrical, plumbing, and compressed air requirements, Exhibitor is to contact the General Contractor of California Dental Expo. 20. Wi-Fi, Internet and Wireless Service Wi-Fi will be available at the Exhibit Hall if purchased separately by Exhibitor from LACC. The current price is $49.95/day, but this is subject to change. For more information, Exhibitor is to contact Client IT Services at (213) Foggers and Lasers Foggers and non-dental related lasers are not permitted in the exhibit space. Dental lasers in the exhibit space can be utilized using in the manufacturer safety instructions and adhering to all federal, state, and local laws and regulations. For further clarification, Exhibitor is to contact: Building Superintendent / Show Operations Office Los Angeles Convention Center 1201 S. Figueroa Street Page 8

9 Los Angeles, CA Tel: (213) Ext.5609 Fax: (213) Projection Equipment Projection equipment using electric arc or Xenon bulbs for illumination shall be installed with an underwriters lab rating permit from the LAFD with the approval of the Department of Building and Safety. 23. General Exhibit Hall Insurance Exhibitor is required to have a minimum of $1,000, of General liability Insurance, with California Dental Expo named as an additional insurer. Proof of insurance needs to be sent to the California Dental Expo upon the final payment of the booth rental fee. Certificates could be sent by or registered/certified mail to the following address: California Dental Expo P.O. Box Los Angeles, CA sales@californidentalexpo.com 24. Use of Photographs and Logo Art The usage of all California Dental Expo logos, photographs, and other copyrighted or trademarked material is subject to the approval of California Dental Expo. 25. Labor Union Regulations and Jurisdictions LACC provides all utility services (e.g., electrical, telecommunications, internet, audio/visual, and plumbing) for events hosted at the LACC. Every event s official general service contractor provides drayage, decorating, rigging, exhibit construction, carpentry, and freight movement. For questions regarding labor union issues, Exhibitor is to contact the LACC Event Manager. The following accepted union jurisdiction practices apply to all activity within LACC: Sign, Scene, and Pictorial Painters Union Local 831 Local 831 has jurisdiction over the installation/erection, clean up, touch-up, dismantling, repair, and building of all temporary exhibits. Exhibits can include structures, walls, towers, headers, floor covering, aisle covering, hanging of decorative material from the ceilings, overhead rigging, painting, and hanging of all types of signs, pictorial and scenic painting, etc. Their work also covers repairing of all animations and cleaning of the exhibit before the show opens. An Exhibitor is permitted to work with a Union installer on a one-to-one basis provided he/she is a permanent employee of the Exhibitor s company. This rule does not cover casual workers or a worker hired from an agency or union company. An Exhibitor may install and/or dismantle his own display, providing that the total time for installation of floor Page 9

10 covering, drapes, hanging of signs or any material, does not take any more than thirty minutes for one person to complete. This does not mean 15 minutes for two persons or 10 minutes for three people. If the work described above requires more than 30 minutes, properly qualified Union personnel must do the work. Teamsters Union Local 986 The Teamsters are responsible for the loading and unloading of all trucks or trailers of common carriers including van lines, as well as the handling of empty crates and the operation of forklift trucks. They also have jurisdiction of the loading and unloading of individual company vehicles, with the exception of the companies covered by the Sign, Scene, and Pictorial Painters Union Local 831. The above exception for exhibit builders is in effect only when they have either just built the exhibit or have performed some work on it that would require unpacking some of the exhibit material. Machine riggers will have the responsibility for unloading, uncrating, unskidding, leveling, cleaning, and assembling heavy machinery and equipment. Their jurisdiction also covers the reverse operations as outlined above for the removal of the equipment. Note: The classification of machine rigger should not be confused with the classification of rigger. A rigger is someone who installs suspended items from the ceiling structure (i.e., overhead rigging). Electricians LACC is responsible for supplying all electrical labor to each exhibit and/or production. This work covers the installation of electrical cords and cables, lighting fixtures, transformers, electrical distribution equipment, etc. All on-site assembly, modifications, repair or removal of electrical equipment or apparatus is to be accomplished by LACC electricians. LACC electricians are members of the International Brotherhood of Electrical Workers (IBEW). Plumbers LACC is the exclusive provider of plumbing service including the installation and connection of compressed air, water and drain lines, and natural gas for all exhibits and productions. Telecommunications/Internet LACC is the exclusive provider for all installation of telecommunication and/or internet equipment and services within the facilities. This jurisdiction covers telephone line connections, whether originating or terminating in LACC. Network/Cable Television The LACC is the exclusive provider for network installations and cable television (RF) installations. This includes the installation and removal of Category 5 Internet connections, booth to booth networking, satellite cabling, all booths to production vehicle cabling, etc. Audio/Visual The LACC provides A/V service, however, A/V contractors may perform related work in the facility. Non-LACC audio equipment may not be patched into the LACC sound system. Exhibitors need to work with the LACC Event Manager to establish technical needs and equipment placement for audio/video services. Room diagrams depicting accurate equipment locations, the specific service being ordered, and the date and time service is to be installed should be provided at least 21 days prior to the first event day. The LACC Event Manager can Page 10

11 provide base drawings upon request. Crowd Control/Security The Employer, Hospitality and Service Employees Union, Local 399 AFL-CIO has jurisdiction over the crowd control/security of all exhibit areas. This includes credential check, ticket seller, and ticket taker to all access points. Refer to the Services Provided List for a list of approved companies Scheduling Rate For most unions, the minimum labor call is four hours. Lunch is a ½ hour and is from 12:00 noon to 12:30PM unless prior arrangements have been made. There is one 15-minute break in each four-hour period. Refer to the service order form for labor rates. Straight time is considered Monday through Friday, 8:00 a.m. to 4:30 p.m. (excluding holidays); all other times (Saturday, Sunday, and holidays) are considered overtime. Jurisdiction Disputes All unions agree that any labor dispute will be handled promptly, professionally, and with the unified goal of not impeding the set-up or tear down of the respective project. Non-LACC Labor Services such as A/V equipment, florists, photography, event/booth security, water coolers, and porter service can be contracted through LACC. Contact Freeman for ordering information. 26. Dental Procedures Exhibitors are not permitted to demonstrate live intra-oral technique or practice dentistry at the Dental Expo or permit anyone else to do so. 27. Gratuities Exhibitors, its agents, and employees are prohibited from giving or receiving any gratuities to and from anyone, either directly or indirectly, in relation to any work that is performed for and at the exhibition. 28. Food, Non-Alcoholic, and Alcoholic Beverage Sampling Exhibitors desiring to sample food and non-alcoholic beverages must request and receive specific written permission from LACC s Food Services Division, the LACC Concessionaire. All sampling must be in accordance with the policies of LACC and LACC s Food Services Division, and must be done in compliance with the rules and regulations of the Department of Health. The Food Services Division can offer guidance to Exhibitor in the process of complying with laws and regulations. Exhibitor is to contact LACC s Food Services Division sales office at (213) for all of Exhibitor s booth or catering needs. Alcoholic beverage samplings are not permitted. Page 11

12 29. Security Security personnel will be provided; however, Exhibitor is responsible to take all necessary safety precautions to prevent loss. California Dental Expo assumes no responsibility for the theft or loss of any exhibit material or equipment. 30. Cancellation If the California Dental Expo needs to postpone or cancel the show for any reason, such as but not limited to acts of nature, terrorism, war, government regulations, or other accidents, Exhibitor agrees that the sole responsibility of the California Dental Expo will be limited to return to each exhibitor its rental payment. 31. Non-Endorsement The use and rental of exhibit space does not constitute the endorsement of any manufacturers, companies, or products by the California Dental Expo. 32. Indemnification Exhibitor will indemnify, defend, and hold harmless California Dental Expo, and all of its officers, agents, employees, and affiliates from any and all incidents, claims, demands, defense costs, liability, expense, and damages to the fullest extent permitted by law, in any way related to this exhibit, including claims based on alleged negligence. Exhibitor further agrees to waive all damages and claims against California Dental Expo, except as provided herein. The provisions of this paragraph shall remain effective beyond the termination or expiration of this Contract. Page 12