Text Box:    NORTH AMERICAN SITE  
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Text Box: This page is under construction Please read, sign and return the Contract below to the address given at the end of the document. Thank you for participating at this exciting Symposium. EXHIBITION TERMS AND CONDITIONS The following Terms and Conditions govern this contract ("Contract") between the Joint North American - European and South American Symposium in Science and Technology Education ("The Symposium") and the Exhibitor. 1. Acceptance. Acceptance of this contract by the Conference is effective when The Symposium receives a returned copy signed by an authorized representative of your company. The Symposium reserves the absolute right to decline or reject any proposed exhibitor whose products or services do not conform to the Conference's published criteria.   2. Exhibition Dates, Location and Times. he North American site of the symposium will be held at Virginia Commonwealth University in Richmond, Virginia. The exhibits will be at Student Commons, 907 Floyd Avenue, PO box 842032, Richmond, VA 23284-2032. The dates and times of the Exhibition are: Move In: Thursday June 1, 10:00 a.m. - 1:30 p.m. Show Hours:     Thursday, June 1 2006,  2:00 p.m. - 5:00 p.m.     Friday, June 2 2006, 2:00 pm - 5:00 pm. Move Out: Saturday, June 3, 2006: 8:00 a.m. - 12:00 p.m. While the Symposium will use reasonable efforts to maintain the location, dates, times and floor plans of the Exhibition, The Symposium reserves the right to change any of these at any time and for any reason whatsoever without liability. 3. Move-in/Move-out. Move-in, setup, dismantling and removal of property will only be allowed during the posted hours. Any property remaining in the Student Commons after Saturday, June 3, 2006, may be removed by The Symposium or Exhibits. Inc. Exhibitor shall be responsible for all costs to remove and store such property. Neither the Conference nor Virginia Commonwealth University shall be liable for any casualty, theft, damage, or other loss that may occur to such property during removal or storage. 4. Staffing of Exhibitions. Exhibition booths must be staffed at all times during show hours and no Exhibitor will be permitted to pack, remove or otherwise dismantle their booth prior to the close of the show. Any exhibitor breaching this provision may be denied exhibition space in future exhibitions by The Symposium. 5. Booth Space Prices and Payment. Booth prices are $450 for a single 10'x10' booth; Larger boots (20' x 10' and 30' x 10') may be made available upon request. Payment is due within 30 days of receipt of this signed agreement. The deadline for the receipt of the registration forms is April 1 2006. 6. Booth Space Furnishings and Restrictions. Booth setup will be provided through the Office of Conference Services from VCU. It will include a 10' x 10' space, one 6' table, two chairs and table skirting. A limited number of boots will have electrical outlets. Electrical cords will be at the exhibitor's expense. Internet access is available for an extra fee. 7. Exhibitor Badges and Registration. All representatives of Exhibitor must be registered with The Symposium and wear exhibitor badges at all times during the exhibition. Two complimentary exhibitor badges are included with each registration. Additional exhibition badges may be purchased in advance for $50 each. 8. Exhibitor Attendance During Non-Show Hours. Exhibitor representatives will not be permitted to enter the exhibition earlier than 30 minutes prior to the scheduled opening time for each show day. Exhibitors requiring additional time must make arrangements for earlier admittance at the exhibitor registration desk on the previous day. 9. Booth Assignment. Booth preferences must be specified on the exhibitor registration form. The Symposium will make every effort to accommodate requests. The Symposium reserves the right to assign or change any booth assignment as deemed necessary. 10. Shipping Instructions. Materials may be shipped no earlier than 1 week prior to exhibit dates.  Limited storage will be available in the University Student Commons.  Drayage will not be provided at the University Center.  The Exhibitor is responsible for packing and pickup of materials from the Student Commons. 11. Promotional Materials and Marketing Activities. Exhibitor agrees that the use and distribution of promotional materials at or around the conference area, in exhibit areas or in the Student Commons immediately prior to and during The Symposium, including, but not limited to flyers, circulars, and souvenirs, is subject to approval by The Symposium and must be distributed within the limits of the Exhibitor's booth space. Furthermore, Exhibitor agrees that all marketing activities during the exhibition, including, but not limited to, live demonstrations and the use of costumed representatives are subject to approval by The Symposium and must be confined to the limits of the Exhibitor's booth space. No materials may be posted on walls at any time. 12. Endorsements by The Symposium. Unless expressly indicated otherwise, The Symposium does not endorse or assume responsibility for any exhibitor and their products and services. Mere participation in the exhibition does not imply such endorsement. As such, Exhibitor understands and agrees that they may not advertise or otherwise represent that The Symposium endorses its products and services unless such endorsement does in fact exist. An endorsement by The Symposium will only exist if there is writing explicitly indicating endorsement, signed by both parties. 13. Right to Eject Exhibitors. Exhibitor understands and agrees that their attendance and participation at the exhibition must comply with all provisions of this Contract. If the Conference determines Exhibitor is in breach of this Contract, the Conference may terminate this Contract and eject Exhibitor from the show floor without a refund or liability to the Conference. Exhibitor understands that a condition of exhibiting is adhering to proper exhibitor conduct at all times while participating in the show. Proper conduct includes, but is not limited to: exhibitor staying within the confines of his/her designated booth space and not walking the aisles or exhibit floor, occupying another exhibitor's booth, or distributing materials outside the designated booth area. Such activity will be deemed improper conduct and will be grounds for the exhibitor being removed from the exhibit floor at the Conference's sole discretion. 14. Audio, Visual and Sound Effects. Exhibitors with audible sound or devices being utilized which the Conference deems objectionable will be required to discontinue use. The Conference reserves the right to restrict the use of glaring lights or objectionable lighting effects. No unauthorized cameras or videotaping are allowed in the exhibit area. All personnel using photography equipment must be approved and accompanied by a Conference representative. 15. Performance of Music; Intellectual Property. Performance of music at the exhibition, whether recorded, live broadcast or otherwise, which The Symposium deems objectionable to other exhibitors, will be required to discontinue use. Exhibitor understands and agrees that Exhibitor is responsible for all costs and licenses to perform such music. Exhibitor shall also be responsible for all costs and licenses to use any other licensed, patented, or copyrighted materials at the exhibition. Exhibitor agrees to indemnify, hold harmless and defend The Symposium, its officers, directors, employees and agents from and against any and all claims, liabilities, damages, losses, governmental fines or penalties, and costs or expenses (including court costs, interests, and attorney fees) of any kind whatsoever arising from Exhibitor's breach of this provision. 16. Sales. The Symposium is a forum for exchange of information on all aspects of science and technology education. Company participation is intended to support this objective. Any activity that might lead to profit or political advantage for any single organization is discouraged. Because of this ruling by the IRS regarding trade show income for associations, companies participating in The Symposium must not take orders for products or services during the Conference activities. 17. Decorations. The Symposium reserves the right to approve and determine final placement, arrangement and appearance of all exhibition decorations. The Symposium is not responsible for any costs incurred by Exhibitor that may result from compliance with the Conference directives under this provision. Due to the type of fire alarm system in place at the Student Commons, the following are not permitted - lit candles, fog machines and helium balloons. 18. Food. Unless permission is received from The Symposium and the Student Commons exclusive catering service, Exhibitors may not bring food into the exhibit hall area. 19. Exhibitor Property. Neither The Symposium nor VCU shall be liable for loss or damage to any Exhibitor property in storage, in transit to or from the exhibition building, or while in The Symposium building or premises. All property of the Exhibitor shall be deemed to remain under the Exhibitor's custody and control in storage, in transit to or from, and within the confines of the exhibition hall even though it may at times be under the temporary control or direction of The Symposium or the Official Exhibition Contractor. 20. Damage to Exhibit Hall/Conference Facility. Exhibitor shall be responsible for all damage to The Symposium facility that is caused from Exhibitor's booth display or the acts and omissions of its representatives, agents, or contractors and will immediately reimburse The Symposium for costs incurred as a result of such damage. 21. Security. The Symposium may at its sole discretion choose to provide security for the exhibits. Such security is provided solely for the purpose of preventing unauthorized access into the exhibition area, but in no event should it be relied upon as security for the Exhibitor's property. As such, Exhibitor understands and agrees that The Symposium is not liable for the acts or omissions of any security service and its employees which is alleged to be the cause of theft, damage or other loss to Exhibitor's property. 22. Cancellation by Exhibitor; Liquidated Damages. While Exhibitor may cancel this Contract at any time, Exhibitor understands and agrees that The Symposium will incur damages from the Exhibitor's cancellation. Due to the difficulty of determining such damages, Exhibitor agrees the following is a reasonable estimate of such damages and agrees to pay the following as liquidated damages in the event of Exhibitor's cancellation: Before March 1, 2006 $100 processing fee March 1- March 15, 2006 50% of the participation fee March 15-April 1, 2006 75% of the participation fee After April 1, 2006 No refund In order for cancellation to be effective, the Conference must be notified in writing and the date of cancellation will be the date the Conference receives such notice. 23. Cancellation, Termination or Postponement by The Symposium. In the event that any unforeseen occurrence shall render the fulfillment of this agreement impossible by The Symposium, the parties shall mutually amend or terminate the agreement at The Symposium's option. The Exhibitor hereby waives any claim against The Symposium for damages or compensation. No monies will be returned should the dates or location of the show be changed by The Symposium, but exhibitor will be assigned space that the exhibitor agrees to use under these same rules and regulations. The Symposium shall not be financially liable in the event the show is interrupted, cancelled, moved or dates changed except as provided herein. 24. Compliance with All Applicable Rules and Laws. In addition to the provisions of this Contract, Exhibitor agrees to abide by all applicable rules, regulations, and state and local laws that may be applicable, including rules of the Conference Facility and fire and safety regulations. 25. Severability. If any provision or provisions of this Contract are held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby. 26. Choice of Law. This Contract will be construed under the laws of the State of Virginia. 27. Entirety of Contract. This Contract and all documents incorporated by reference constitute the entire agreement of the parties and may not be modified or amended in any respect whatsoever without the written consent of The Symposium. 28. Mediation. The parties shall attempt in good faith to resolve any dispute arising out of or relating to the application/contract by mediation. The mediator will be selected by the parties by mutual agreement. In the event the parties cannot agree on a mediator, each party will name a mediation or alternative dispute resolution company and will instruct the representatives of the chosen companies to jointly recommend a neutral third party to act as mediator. In the event that the dispute remains unresolved after 90 days after appointment of a mediator, the parties shall submit the dispute to arbitration. 29. Arbitration. Any dispute, claim or controversy in law or equity arising out of and between the parties to this application/contract shall be decided by arbitration in accordance with the Commercial Arbitration Rules of the American Arbitration Association. In the event of arbitration, a three-person arbitration panel shall be appointed to settle the matter as follows: each party shall choose a person to serve as an arbitrator and those two arbitrators shall mutually agree to a third person to act as an arbitrator. Judgment upon the award rendered by the arbitrators may be entered in any Court having jurisdiction thereof. All arbitration will be held in Richmond, Virginia. The substantially prevailing party, if any, and as determined by the arbitrator, shall be entitled to reasonable attorneys' fees. 30. Insurance. Exhibitor understands and agrees that neither The Symposium nor the Student Commons maintains insurance covering Exhibitor's property and it is the sole responsibility of Exhibitor to obtain sufficient insurance coverage for such property. 31. Outstanding Debts. All outstanding debts owed to The Symposium must be paid prior to participation in the exhibition. If such debts remain unpaid at the time of the exhibition, The Symposium reserves the right to exclude Exhibitor from the exhibition without liability. Failure of The Symposium to exercise rights under this provision will not waive The Symposium's right to full collection. 32. Americans with Disabilities Act. Exhibitor warrants that its planned exhibition design and use of booth space at the Conference will be in compliance with the Americans with Disabilities Act ("ADA") and hereby accepts full responsibility for compliance with the ADA. Furthermore, Exhibitor will notify The Symposium and the Conference Facility in writing of any disabled person(s) affiliated with Exhibitor who may be attending The Symposium and specify the special needs of such person should they exist. Such notice shall be given as soon as Exhibitor learns such person(s) will be attending The Symposium. 34. Indemnification; Limitation of Liability. Exhibitor assumes full responsibility for the acts, omissions and conduct of its representatives, agents and contractors and agrees to indemnify, hold harmless and defend The Symposium, its officers and directors, employees, and agents from and against any and all claims, losses, damages, governmental fines or penalties, and costs or expenses, including court costs, interest and attorney fees of any kind whatsoever arising from such acts omissions, and conduct except to the extent that such claims, losses or damages are the direct result of the Conference's gross negligence or intentional acts. In any event, the Conference's liability to Exhibitor under this contract shall be limited to and not exceed the amount of booth fees paid by Exhibitor. Please print this form, sign below and fax to the attention of Evelyn Perham at 804-828-7073. I understand that our participation must conform to these terms and conditions provided by The Symposium. Name__________________________________ Company_______________________________ Signature_______________________________ Date___________________________________