Laserfiche WebLink
Page | 2 GeekFest | Official ● GeekFest 2024 Exhibitor Advertising / Sponsor Terms & Conditions Version 10/9/2023 10:28 AM <br /> <br /> <br />In all questions of booth design or layout, CYMF reserves the final <br />approval authority. Should a question arise regarding this or other <br />guidelines, the matter should be submitted to CYMF well before set-up <br />for a final determination. <br />Colors/Carpeting. Draping color will be Black. Theme/Special CYMF <br />area will be TBD. Sponsor Areas will be TBD. Aisles and Food/Beverage <br />areas will be determined at a later time. <br />Exhibit Agreement Specifications. Each exhibiting company shall be <br />eligible to receive four (4) booth personnel registrations per booth. <br />Setup is the day before, with 10 hours dedicated exclusively to the <br />setup of booths unless otherwise noted; upon the close of the event on <br />the final day, we will provide security from installation to dismantle for <br />three hours. A company listing on the event website and mobile app. <br />Additionally, exhibitors will receive access to both a pre- and post-event <br />newsletter. We will provide additional badges for booth personnel at a <br />reduced cost for all event passes. <br />Exhibit Space Assignments. Priority exhibitors in good standing will be <br />able to select space based on their priority points status beginning <br />October 2024 for the 2025 event. After this date, all space is assigned <br />on a first-come, first-served basis at prevailing rates. CYMF shall act in <br />good faith to assign space in the location selected by the Exhibitor; <br />however, does not guarantee separation of competing exhibitors or <br />guarantee neighboring space(s) indicated available will be completely <br />occupied at time of the Event. <br />Priority Point Assignments/Calculations. Exhibitors receive priority <br />points based on two categories: Size of space, and sponsorship/ <br />advertising related to convention activities as well as qualified <br />advertising dollars spent with GeekFest and/or banner advertising. <br />Points are calculated on October 1st of each year, including all eligible <br />advertising for 12 months prior and previous show exhibit space and <br />sponsorships calculated for your official priority points status. Priority <br />exhibitors are notified of their current status in advance to opening <br />sales for the immediate future year event. <br />Priority Point Calculation Details. Exhibitors receive five (5) point per <br />100 sq. feet of space paid and occupied. <br />Sponsorships and advertising related to CYMF Events, qualified banner <br />advertising, and advertising in GeekFest are calculated at one (1) point <br />for every $1,000 spent. Certain special sponsorships each year also <br />have priority points built into that sponsorship and will also be included <br />in the one point per $1,000 calculations. <br />Priority Point Terms/Forfeit <br />1. Any exhibitor who does not reserve space at the CYMF for <br />two consecutive years will forfeit all its accumulated points. <br />2. Any contracted exhibitor who is a “no show” at a given show <br />will be assessed a penalty of -25 points. No show is defined <br />as contracting exhibit space without a formal cancellation <br />and has not been set up prior to the opening day of the <br />Event. <br />3. Any contracted exhibitor who breaks down early or early <br />departure during an event, will forfeit all accumulated points, <br />regardless of reason. The event goes until 5:00pm on Sunday <br />and as such teardown starts at 5:10pm on that day. <br />4. For mergers and acquisitions, points are not cumulative. Only <br />the higher points of the two companies involved are applied. <br />When a company splits or separates into two different <br />(distinct) companies, existing points are assigned to only one <br />of the companies. <br />Space Selection Liability. Exhibitor assumes all liability of space <br />selection during reservation process including but not limited to <br />acknowledgement of columns or other obstructions near selected <br />space, neighboring exhibitors, and layout of space in relation to <br />surrounding spaces. Exhibit sales are open until the Event dates; <br />therefore, the floorplan and occupants are continually being modified. <br />It is the Exhibitor’s responsibility to monitor any changes that may <br />adversely affect the Exhibitor pre/post show or onsite. There will be no <br />refunds issued for space based on Exhibitors’ selected location, <br />misprints/typos/omissions in printed/digital material, columns or other <br />obstructions, traffic flow, and/or neighboring Exhibitors. <br />Booth Cost/Payment Policy. Exhibit fees are shown on the exhibit <br />booth price list and must be paid in full upon registration. <br />Booths located in prime areas (entrance, exit, corners, near Food and <br />Beverage areas or special event areas in the hall) also reflect premium <br />pricing. Booth space will be assigned in accordance with the space <br />reservation procedures. <br />All requests for cancellation or reduction of exhibit space must be <br />made in writing and shall become effective upon receipt by CYMF. Due <br />to the difficulty of determining and detailing the losses which would <br />result from cancellation of exhibit space, the Exhibitor agrees to pay <br />the following as liquidated damages (and not as penalty) if the <br />Exhibitor cancels its exhibit space. In the event of cancellation by an <br />exhibitor prior to June 19, 2024, CYMF will retain or shall be owed a <br />cancellation fee equal to 75% of the total exhibit fee (not just the <br />deposit) plus a $250 processing fee; if received after June 19, <br />2024, CYMF will retain or shall be owed a cancellation fee equal to <br />100% of the total exhibit fee. Cancellations after June 19, 2024, will <br />affect an exhibitor’s priority points (See also “Priority Point <br />Assignments/Calculations”). Reductions or downsizing in booth space <br />will be treated as booth cancellations; Furthermore, CYMF has full <br />authority to relocate any Exhibitor after downsizing of space. The <br />above cancellation fee terms shall apply regardless of the execution <br />date of this Agreement and regardless of any re-sale of booth space <br />cancelled by Exhibitor. <br />All booth assignments remain the exclusive prerogative of CYMF. In all <br />reassignment cases, preference will be given to the exhibitor whose <br />reservation and payment was received the earliest. <br />Occupation and Use of Space. Exhibitor will not be permitted to move- <br />in to their space until the day prior to the event and/or receive limited <br />services from official show contractors including but not limited to: <br />drayage, installation, cleaning, a/v, utility services, etc. <br />Exhibitor who fails to occupy its assigned space 30 minute before <br />entry each day or to the published expo hours, and has not given <br />Zoho Sign Document ID: 3264C716-MALFHVJPZFICEEMOTAGPVVAI2NEXMRLKGPT8XYW9TLY