TERMS AND CONDITIONS FOR BOOTH RENTAL

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1 TRIUMF International Particle Accelerator Conference 2018 JW Marriott parq Vancouver Level 4 Vancouver, BC Canada April 29 May 4, 2018 TERMS AND CONDITIONS FOR BOOTH RENTAL 1. TERMS OF AGREEMENT Lease of exhibit space to the Exhibitor at the 9th International Particle Accelerator Conference, IPAC 18 (the Event ) is expressly conditioned on the Exhibitor s consent to these Terms and Conditions (the Agreement ), which are accepted as part of the contract between TRIUMF (the Event Host ) and the Exhibitor. The Exhibitor and Event Host may each be referred to as Party, or collectively, as Parties herein. The Exhibitor hereby agrees to comply with the terms of this Agreement before, during, and after the Event, and with other reasonable terms considered necessary by Event Host and JW Marriott parq Vancouver (the Venue ) as communicated to the Exhibitor from time to time. Additionally, Exhibitor agrees that it shall abide by all terms imposed by the Venue, which are available here. Event Host shall have the sole authority to interpret and enforce all the terms and conditions included herein, to make any amendments thereto, and to impose further terms and conditions as necessary to ensure the orderly conduct of the Event. The Parties hereby agree and acknowledge that any waiver of or failure to exercise any right provided for herein shall not be deemed a waiver of any further or future right under this Agreement. 2. ACCEPTANCE OF EXHIBIT APPLICATIONS The character of the exhibit is subject to the approval of TRIUMF. Event Host reserves the right to make such approval determinations in its sole discretion. 3. PAYMENT INFORMATION In exchange for rental of booth space at the Event under the terms specified herein, the Exhibitor agrees to remit the payment due based on the quantity of booths chosen, and the sponsorship package selected. Prices and description of island, booths and sponsorship packages are listed at:

2 Payment for the Industrial Exhibition and Sponsorship Program is due in full at the time of registration. Applications will not be accepted without full payment and payment can be made by credit card or wire transfer. 4. EXHIBIT BOOTH CANCELLATION, REFUND, & BOOTH REDUCTION POLICY Exhibit Booth Cancellations: Cancellations must be received by to The Exhibitor acknowledges that by cancelling exhibit booth space, the Exhibitor relinquishes all benefits included with the exhibit booth space. A C$500 administrative fee will be withheld for cancellations received on or before January 31, No refunds will be issued for cancellations received after January 31, LOCATION OF EXHIBIT AREA The Event will be located on level 4 of JW Marriott parq Vancouver, BC. 6. GENERAL SERVICES a. Levy Show Services Inc. shall provide general show support services to Exhibitors for the Event. b. Exhibitors employees may work in booths without the use of union labor. Exhibitors are not permitted to use power tools that create dust and/or debris (power saws, etc.) on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, etc. are allowable within size and time limitations. Exhibitors may not borrow tools, ladders or other equipment from the exhibit area and/or Levy Show Services Inc. c. Freight Handling: One individual from each exhibiting company is permitted one trip to hand-carry items into the exhibit area. The Exhibitor s use of flat trucks and other mechanical equipment is not permitted. Levy Show Services Inc. will control access to the IPAC 18 floor which includes access from the loading docks and/or all doorways into an exhibit area. Unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by Levy Show Services Inc. Rates for material handling services will be included in the Exhibitor Service Manual. Levy Show Services Inc. shall be the sole authority on all matters in the loading dock area. This shall include but not be limited to such items as assignment of dock space and loading or unloading of all materials and equipment. Exhibitors are advised to use the Levy Show Service Inc Advance Warehouse service: IPAC 18 - BOOTH NO. & COMPANY NAME YRC c/o Levy Show Service Inc Still Creek Avenue Burnaby, BC V5C 4E2 Please refer IPAC18 Exhibitor Service Manual for all forms and shipping information.

Any conflicts or disagreements regarding exhibit material handling should be resolved with representatives of Levy Show Services Inc. and the Industry Exhibition Liaison. d. Safety: Exhibitor agrees to comply with all applicable occupational safety standards and procedures, including those outlined in the Exhibitor Service Manual.

3 Any conflicts or disagreements regarding exhibit material handling should be resolved with representatives of Levy Show Services Inc. and the Industry Exhibition Liaison. d. Safety: Exhibitor agrees to comply with all applicable occupational safety standards and procedures, including those outlined in the Exhibitor Service Manual. Event Host and Levy Show Services Inc. are not responsible for injuries or falls caused by Exhibitor s failure to comply with such standards and procedures. 7. BOOTH EQUIPMENT AND SERVICES PROVIDED Each single booth includes: - 8 x 10 (3m x 2.5m) booth space - 8 (2.5m) high white sintra hardwall backwalls - 8 x 40 W (2.5m x 1m) step down to 40 x 80 L (1m x 2m) white sintra sidewalls (3m) single color vinyl letterings header - One pedestal table 30 diameter x 30 high (0.76m diameter x 0.76m high) - Two fabric chairs (grey) - Electrical connection - Wireless internet access at the booth

4 Each double booth includes: - 8 x 20 (2.5m x 6m) booth space - 8 (2.5m) high white sintra hardwall backwalls - 8 x 40 W (2.5m x 1m) step down to 40 x 80 L (1m x 2m) white sintra sidewalls (3m) single color vinyl letterings header - One pedestal table 30 diameter x 30 high (0.76m diameter x 0.76m high) - Two fabric chairs (grey) - Electrical connection - Wireless internet access at the booth 8. FLOOR PLAN Event Host retains the right to modify the floor plan to the extent necessary at its sole discretion. The most current Event floor plan is available at:

5 9. EXHIBIT SPECIFICATIONS Vendors who sell products and/or services to the accelerator community are required to register to purchase exhibit booth space prior to the Event. Unregistered vendors will not be permitted to conduct or solicit business at the Venue. Violation of this requirement will result in Event Host s refusal to accept any and all late registrations and future registrations. Exhibit Booth Structure: No walls, partitions, decorations, or other obstructions may be erected that in any way interfere with the view of another Exhibitor. Exhibitors who wish to use any non-standard booth equipment, signs, decorations, or arrangements of display materials that do not appear in the Exhibitor Service Manual must submit their requests for approval to Yetvart Hosepyan (booths@ipac18.org) no later than April 1, a. Standard Exhibit Configuration (8 x 10 and 8 x 20 booths): Exhibits must not be higher than 8 in the back and 4 on each side. Display fixtures over 4 high must be confined to the area of the exhibit booth which is within 5 of the backline. Nothing over 4 high can be within 5 of the aisle line (the front half of the booth). Hanging signage and other items from the ceiling is not permitted. b. Island Exhibit Configurations: Island exhibits must not be higher than 16 feet (subject to building ceiling height). Multi-storey exhibits must be approved through stamp or signature of a structural engineer indicating that the structure is properly engineered for the proposed use. Island configuration and multi-storey exhibits must be pre-approved by the Event Host Industry Exhibition Liaison and JW Marriott parq Vancouver. Submissions for pre-approval must be received no later than March 1, c. Exhibit Materials: No combustible decoration, such as crepe paper, cardboard, or corrugated paper, may be used at any time. All packing containers, excelsior, and wrapping paper, which must be flameproof, are to be removed from the floor and must not be stored under tables or behind displays. All muslin, velvet, silken or any other decoration must stand a flameproof test as prescribed by the fire ordinance of Vancouver, BC. Balloons are not permitted in the exhibit area. d. Exhibit Booth Staffing: Event Host and the Event requires that each Exhibitor opens its exhibit booth on time each day. The opening times are as follows: 4:00 PM on Sunday (April 29, 2018), 8:00 AM Monday (April 30, 2018) to Wednesday (May 2, 2018).All booths must be staffed throughout the day until the exhibit area closing announcement has been made at approximately 6:00 PM. A C$ fee will be charged to Exhibitors who dismantle prior to the official close of the exhibitor portion of the conference. All booth personnel must be either employed or contracted by the Exhibitor hosting the booth. During Exhibition opening hours, booths shall be staffed by an authorized representative, technically qualified to explain and demonstrate the equipment or services displayed.

6 e. Soliciting/Demonstrating: Soliciting or demonstrating by an Exhibitor must be confined to the Exhibitor s own booth and may not interfere with neighbouring booths. f. Contests/Raffles/Giveaways: Contests, lotteries, raffles, and games of chance may be conducted only with the prior approval of the Event Host Industry Exhibition Liaison. In conducting any pre-approved contests, lotteries, raffles, or games of chance, the Exhibitor shall warrant that it has complied with the provincial and federal laws and regulations of Canada for such activity. g. Noise: No music is allowed in the exhibition booth. h. Destruction of Property: Nothing shall be posted on, tacked, nailed, screwed, taped, stapled, or otherwise attached to ceilings, columns, walls, floors, painted surfaces, or other parts of the Venue s buildings or furniture. No holes may be drilled, cored, or punched in the Venue s buildings. All Venue property destroyed or damaged by an Exhibitor must be restored to original condition by the Exhibitor at the Exhibitor s sole expense. i. Decorum: Event Host shall have the right to exclude or to require modification of any display or demonstration at the Exhibitor s expense which, at Event Host s sole discretion, it considers not proper or not otherwise in keeping with the character of the Event. Exhibitors shall be bound by the decisions of Event Host in all matters related to the Event. The Event reserves the right to remove any display that, because of noise or other objectionable features, detracts from the scientific and educational nature of the exhibit. Notice will be provided prior to such removal. 10. CANCELLATION OR RELOCATION OF THE EVENT In the event of cancellation or relocation of the Event due to circumstances within Event Host s control, the liability of Event Host shall be limited to a refund of fees paid to Event Host by the Exhibitor. In the event Event Host has no control over the cancellation or relocation of the Event, Event Host shall have no liability of any kind for fees paid by the Exhibitor. 11. LIABILITY AND INSURANCE Neither Event Host nor Venue shall be liable for loss or damage of any personal or commercial property of the Exhibitor which the Exhibitor may suffer during installation or removal or during the Event itself by reason of theft, fire, accident, or any destructive cause. Insurance, if desired, must be procured by the Exhibitor at the Exhibitor s sole expense. The Exhibitor shall, at its own expense, secure and maintain through the period of the Event, inclusive of move-in and move-out days, commercial liability insurance with combined single limit of at least C$1,000, for each occurrence for bodily injury and property damage. Such insurance shall name the following: TRIUMF, JW Marriott parq Vancouver and Vancouver, BC and their respective members, officers, agents, and employees as additional insureds. The Exhibitor shall provide the Event Host

7 Industry Exhibition Liaison with a Certificate of Insurance as evidence of coverage before March 2, INDEMNIFICATION The Exhibitor agrees to indemnify, hold harmless and defend Event Host, IEEE, American Physical Society (APS), and JW Marriott parq Vancouver, and their respective members, officers, directors, agents, and employees ( indemnities ) from and against all liabilities, damages, actions, losses, claims and expenses (inclusive of attorney s fees) on account of personal injury, death, or damage to or loss of property or profits arising out of or contributed to by any act, omission, negligence, fault or violation of law or ordinance by the Exhibitor or its employees, agents, contractors, patrons, or invitees. 13. FORCE MAJEURE Event Host shall not be liable for any failure to deliver space to an Exhibitor or for the loss of allotted space of an Exhibitor, who has contracted for exhibit space, if nondelivery is due to destruction of or damage to the building or the exhibit area by fire, or act of God, acts of public enemy, strikes, the authority of the law, or any other cause beyond Event Host s control (a Force Majeure Event ). 14. RIGHT TO REMOVE THE EXHIBITOR S PROPERTY Event Host reserves the right to remove from the Event premises any or all of the property of the Exhibitor should the Exhibitor violate any of the terms and conditions of the Exhibitor s obligations under this Agreement. This right may be exercised without prior notice or hearing. Any costs of such removal shall be at Exhibitor s sole expense. 15. PATENT, COPYRIGHT, OR TRADE SECRET The Exhibitor agrees to hold Event Host, its officers, directors, employees and agents, harmless from all loss, cost claims, causes or action, obligations, suits, damages, liability expenses, and costs including attorney s fees arising from or out of any violation or infringement (or claimed violation or infringement) by the Exhibitor, the Exhibitor s agents or employees of any patent, copyright, or trade secret rights or privileges. 16. TRADEMARK LICENSE The International Particle Accelerator Conference logo (i.e. the IPAC logo) is the property of the three regional sponsoring organizations (ACFA, EPS-AG and PAC OC). An instance of the IPAC series in the Americas region is conducted under the terms of the PAC OC Bylaws which mandate the host institution to manage all local and logistical aspects of the conference. Event Host, as the host institution for IPAC 18, hereby grants to the Exhibitor a limited, revocable, non-exclusive, non-transferable license without the right to sublicense to use the trademarks set forth below (hereinafter individually and collectively referred to as IPAC 18 Exhibitor Marks ) in connection with the Exhibitor s booth at the Event. The Exhibitor may use the IPAC 18 Exhibitor Marks to advertise and promote itself as an exhibitor at the Event from the date of Event Host s acceptance of the Exhibitor

through the last day of the Event. For quality control purposes, all uses by the Exhibitor of IPAC 18 Exhibitor Marks shall be subject to the prior approval of Event Host. 17.

8 through the last day of the Event. For quality control purposes, all uses by the Exhibitor of IPAC 18 Exhibitor Marks shall be subject to the prior approval of Event Host. 17. MUSIC & OTHER INTELLECTUAL PROPERTY TERMS Each Exhibitor is responsible for obtaining all necessary licenses and permits to use photographs, or other copyrighted material in exhibit booths or displays. No Exhibitor will be permitted to play, broadcast, or display any other copyrighted material, such as photographs or other artistic works, without first presenting to the Industry Exhibition Liaison satisfactory proof that the Exhibitor has, or does not need, a license to use such copyrighted material. The Exhibitor warrants that it is the owner or licensee of all intellectual property used by the Exhibitor at the Event or in promotion thereof. The Exhibitor agrees to defend, indemnify, and hold harmless Event Host, their officers, directors, employees and agents, from all loss, cost claims, causes of action, obligations, suits, damages, liability expenses, and costs including attorney s fees arising from or out of any dispute involving intellectual property owned or used by the Exhibitor at the Event or in promotion thereof. 18. BOOTH ASSIGNMENT Booth selection is on a first-come, first-served basis, secured by payment. 19. GOVERNING LAW This Agreement shall be construed in accordance with and governed by the Laws of the Province of British Columbia, Canada and the federal laws of Canada applicable therein. The Parties attorn to the non-exclusive jurisdiction of the courts of the Province of British Columbia. 20. SEVERABILITY In the event that any terms contained herein are declared invalid, illegal or unenforceable by a court of competent jurisdiction, this Agreement with respect to enforceable terms shall continue in force and all rights and remedies accrued under the enforceable terms shall survive any such declaration, and any non-enforceable term,

9 shall be replaced by a term which, being valid, comes closest to the intention underlying the invalid term. 21. ENTIRE AGREEMENT This Agreement contains the entire understanding between the Parties relating to the subject matter hereof and supersedes all prior and collateral communications, reports and understandings among the Parties. No change, modification, alteration, or addition to any terms in this Agreement shall be binding unless in writing and signed by the Parties.

Exhibit RULES & REGULATIONS

NATAS Conference 2018 University of Pennsylvania, Houston Hall August 6-9, 2018 Exhibit RULES & REGULATIONS 1. Agreement: By signing the Exhibit Space Application and Contract, the Exhibitor agrees to