NPAC-AIIPC Annual Conference Terms and Conditions For Exhibitors and Sponsors
The NPAC (“the Organizer”) reserves the right to decline or prohibit any exhibit or portions thereof, and to permit only such matters or conduct as shall be approved by the Organizer. Canvassing or distributing advertising materials outside the Exhibitor’s own exhibit space is not permitted. The Organizer reserves the right to alter or change the space assigned to the Exhibitor.
Conduct of Exhibitors
The Organizer reserves the right to require any Exhibitor to immediately cease employing on the premises, any person whose conduct, in the sole opinion of the Organizer, is prejudicial to the proper management and/or purposes of the Exhibition or the NPAC Annual Conference. We require that exhibiting organizations staff their exhibits with at least one qualified representative of the company throughout the operating hours of the Exhibition.
Two (2) complimentary conference registrations per booth (access to Exhibition, conference sessions, refreshment breaks, lunches) Any additional representatives or guests will be required to pay a registration fee.
All products/services to be displayed by Exhibitors must receive prior approval by the Organizer. The Organizer reserves the right to withhold approval of the Exhibitor’s product/services which, in the Organizer’s judgement, do not conform to the educational purpose of the NPAC Annual Conference. At the request of the Organizer, an Exhibitor shall immediately remove any products/services included in an exhibit for which approval had not been given.
Components of Exhibits Audio-visual equipment, as part of a display, is acceptable; however, sound equipment must be regulated so as not to disturb neighbouring Exhibitors. In addition, spectators at exhibits may not obstruct aisles or interfere with access to other exhibits. The Organizer reserves the right to determine when sound levels from audio equipment constitute interference with others or become unacceptable. In such cases, sound levels will be reduced, or the equipment will be removed at the
Exhibit Installation and Receipt of Goods
All exhibits must be ready for the opening of the Exhibition. The Organizer will not allow any moving of exhibits after the opening.
The Exhibitor shall not assign nor sublet any part of
its exhibit space without the written consent of the Organizer. All exhibits shall be subject to the approval of the Organizer.
Care of Exhibits
The Organizer will ensure that aisles are swept and cleaned, but Exhibitors must keep their exhibit space cleaned and their exhibits dusted and in good order, at their own expense. Exhibits must remain intact until after closing on the last day of the Exhibition.
Exhibitors are requested at all times to co-operate with the Organizer by maintaining their exhibits in perfect condition and keeping them properly staffed throughout the Exhibition.
In case the exhibit space contracted for shall not be available for the uses herein specified due to war, acts of international or domestic terrorism, government action or order, acts of God, fire, strikes, labour disputes, or any other cause beyond the control of the Organizer, this Agreement shall immediately terminate and, in such event, the Exhibitor shall and does hereby waive any claims to damages or any other recovery therefore except the return of the amounts paid as rental for the exhibit space, less the prorated share allocated to the exhibit of the actual expenses incurred by the Organizer in connection with the Exhibition. Should the Organizer, in its sole discretion, consider it inadvisable to hold the Exhibition at the time and place herein provided the Organizer may, at its option, terminate this Agreement and, return the sums paid by the Exhibitor for the exhibit space, and there shall be no further liability on the part of either party to the other. Upon written notice to the Exhibitor, the Organizer shall also have the right to change the date and the place where the Exhibition is to be held.
Removal of Material During Event
The Exhibitor agrees that no display may be dismantled, or goods removed during the exhibition but must remain intact until the closing hour of the last day of the exhibition. The Exhibitor also agrees to remove its exhibit equipment and appurtenances from the Delta Hotel and Conference Centre by the final move-out time limit or, in the event of failure to do so, the Exhibitor agrees to pay for such additional costs as may be incurred.
Exhibitors who desire insurance on their exhibit and staff must place the same at their own expense. The Organizer will not be liable for any loss or damage to the property of the Exhibitor or its employees due to fire, robbery, accidents, or any cause whatsoever that may arise, for use and occupancy of the leased space or the Delta Hotel and Conference Centre. The Exhibitor agrees to indemnify and hold harmless the Organizer, and the Delta Hotel and Conference Centre and its employees against any and all claims of any person whomsoever, arising out of acts of omission of Exhibitors or their employees (Exhibitors shall furnish their own public liability insurance). The Organizer assumes no liability for damages or losses resulting from, or related to, the failure of the Exhibitor to comply with the provisions of this Agreement. If, due to unforeseen circumstances beyond the control of the Organizer, the Exhibitor’s materials do not arrive in time for display during the entire period of the Exhibition, or any portion thereof, the Organizer assumes no liability for damages or losses to the Exhibitor and is under no obligation to refund the Exhibitor’s fees.
The Organizer shall not be held responsible in any way whatsoever for any loss or theft of Exhibits at the Delta Hotel during the set-up, Exhibition, or dismantling period. It is recommended that each Exhibitor purchase a rider on the Exhibitor’s own insurance policy protecting them against loss, theft, fire, damage, etc.
Compliance with Laws
The Exhibitor agrees to observe all union contracts and labour relations in force, agreements between the Organizer, the official exhibition contractors and the building in which the exhibition will take place and act according to the labour laws of the jurisdiction in which the building is located and observe the provisions of the provincial Human Rights Code and the Labour Standards Act in the hiring and treatment of exhibit booth staff.
Termination of the Contract
This agreement may be terminated by the Organizer at any time on the breach of any of the conditions by the Exhibitor, and thereupon all its rights hereunder shall cease and terminate, and any payments made by the Exhibitor on account hereof prior to said termination shall be retained by the Organizer as liquidated damages for such breach, and the Organizer may thereupon re-sell said booth space.
The Organizer shall have full power to interpret and/or amend these rules and regulations which in the Organizer’s discretion, shall be in the best interest of the NPAC Annual Conference. The decision of the Organizer must be accepted as final in any dispute with the Exhibitor or in any situation not covered by these rules and regulations. The Exhibitor agrees to abide by the rules and regulations.
Cancellation of Contracts
This contract may be cancelled by either party, provided written notice is received by February 29, 2024, by the NPAC, in which case all monies paid by the Exhibitor/Sponsor will be refunded less a 30% administration fee. If the Exhibitor/Sponsor cancels after February 29, 2024, it shall be liable for 100% of the total contracted space costs. By cancelling this contract, the Exhibitor/Sponsor forfeits all rights or claims to the allocated space and the NPAC is free to rent it to others and collect the cancellation charge.