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Page | 3 GeekFest | Official ● GeekFest 2024 Exhibitor Advertising / Sponsor Terms & Conditions Version 10/9/2023 10:28 AM
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<br />CYMF the required written notice of cancellation, will be considered a
<br />“no show.” CYMF has the right to use “no show” exhibit space in such
<br />a manner as it may deem in the Event’s best interest. Failure to occupy
<br />exhibit space does not relieve the Exhibitor from their obligation to
<br />the terms of the Agreement and will impact an Exhibitors priority
<br />points.
<br />Displays must remain fully intact and manned during all exhibit hours.
<br />No exhibits may be erected after official opening or dismantled before
<br />official closing times. Failure to adhere to this policy could result in one
<br />or more of the following: (a) penalty fines of up to 15% of your total
<br />booth costs, (b) the priority point status will revert to zero; (c) a 2-year
<br />ban from attending or exhibiting at the event, (d) preferred exhibitor
<br />status revoked for future events, (e) a surcharge of 15% added to your
<br />future exhibiting fees.
<br />Subletting Space. No Exhibitor shall assign, sublet, or apportion the
<br />whole or any part of the space allotted, or exhibit therein, any other
<br />goods, apparatus, etc. than those manufactured or sold by the
<br />Exhibitor in the regular course of business. Sub-divisions, subsidiary
<br />organizations or partner product distributors that share space with a
<br />parent company will not be recognized as Exhibitors. This applies to
<br />booth personnel representatives’ badges as well as any listings in
<br />digital/print. There is no exception to this policy.
<br />Care of Exhibit Space. Exhibitors shall care for and keep in good order
<br />all space occupied by them. Special cleaning and dusting of booth,
<br />display and equipment and material will be the Exhibitor’s
<br />responsibility and shall be performed at the exhibitor’s expense.
<br />Empty Crates/Box Storage. Exhibitors may store crates and /or boxes in
<br />their booths that are for the items being sold. You may provide baggage
<br />as needed for your customers, but empty boxes is not allowed.
<br />Exhibitor Representation. Exhibitors earn four (4) complimentary
<br />exhibitor registrations per registration. All company representatives
<br />must register upon arrival and wear CYMF-furnished identification
<br />badges/lanyards at all times. Exhibit staff/personnel registrations are
<br />non-refundable. Exhibitor Badges will not be issued until all financial
<br />obligations have been met. Exhibitors and distributors will be granted
<br />access to the exhibit hall during all expo hours and up to 30 minutes
<br />prior to and 30 minutes after published expo hall hours.
<br />Exhibitor Operation/Conduct/Right of Entry and Inspection. (a)
<br />Exhibitors may not schedule private functions or events which conflict
<br />with officially scheduled CYMF events. CYMF reserves the right to
<br />request and enforce cessation of any non-approved activity as it sees
<br />fit; (b) Exhibitors may not use strolling entertainment, nor distribute
<br />samples, magazine, or advertising materials in any area outside their
<br />exhibit booth including but not limited to, paraphernalia that is
<br />associated with or representing a competing or similar entity as the
<br />Association or their publications. Any type of product distributed for
<br />purposes of display in other Exhibitor’s booths will be immediately
<br />removed and destroyed; (c) The use of objectionable amplifying or
<br />lighting equipment may not exceed reasonable limits. CYMF reserves
<br />the right to have exhibitors remove any strobe lighting that negatively
<br />affects other exhibitors or attendees; (d) All activities must be carried
<br />on in Exhibitor’s contracted exhibit space. Furthermore, product
<br />demonstrations, presentations, and entertainment located within an
<br />exhibitor's booth space may not cause significant obstruction of aisles
<br />or encroach on neighboring exhibits. Adequate space/seating for
<br />presentations and demonstrations must be provided by the exhibitor
<br />within the exhibitor’s booth. CYMF reserves the right to have the
<br />exhibitor discontinue any activity or dismantle any
<br />display/demonstration feature that interferes with normal traffic flow.
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<br />To conduct a demonstration lecture within an exhibit, the exhibit space
<br />must be a minimum of 400 square feet and must be in a 20' x 20'
<br />configuration. Exhibitors are required to allocate adequate exhibit
<br />space near these gathering zones to conveniently accommodate
<br />company personnel and visitors. Linear exhibits do not qualify for
<br />demonstration lectures. (e) Entertainment, marketing schemes or
<br />activity outside of your assigned space for the purpose of generating
<br />traffic to your booth must have the express written consent of the
<br />Show Management prior to the event this will not happen or be
<br />approved during exhibit hall hours. Upon approval, this activity must
<br />not interrupt or cause harm to any other exhibitor or their display.
<br />If an Exhibitor or Exhibitor Appointed Contractor (EAC) engages in any
<br />conduct in violation of this Agreement and/or applicable laws, CYMF
<br />reserves the right to cancel the Exhibitor’s space without further notice
<br />and without further obligation to refund monies previously paid and to
<br />re-sell or remove completely from show floor. CYMF further reserves
<br />the right to reject Exhibitor’s application in future shows. Further,
<br />CYMF in its absolute discretion, shall have the right at any time to enter
<br />and inspect the area occupied by Exhibitor. Exhibitors and their
<br />representatives shall always conduct themselves in a professional
<br />manner and shall not disparage or defame fellow exhibiting companies,
<br />CYMF, or the employees of aforementioned organizations, or engage in
<br />other activities detrimental to the Event.
<br />Facilities Rules. Exhibitor agrees to comply with all rules and
<br />regulations prescribed by the management of the exhibit facilities,
<br />meet the requirements of all local authorities, and obtain, at their own
<br />expense, any necessary permits, licenses, or equipment, should any be
<br />required for the individual displays or the exhibit of the Exhibitor.
<br />Exhibitor agrees that failure to conform to all facility rules and
<br />regulations and local laws may result in the closure of its exhibit by
<br />CYMF.
<br />Fire Protection. All booth material must be nonflammable and meet all
<br />requirements of Everett Fire Department, Everett, WA.
<br />Loss, Theft, Damage. Show Management provides limited perimeter
<br />guard security but shall not be liable or responsible for any loss, theft
<br />or damage to the property of Exhibitor, its employees or
<br />representatives. Further, Show Management will not be liable for
<br />damage or injury to persons or property during the term of this
<br />Contract, from any cause whatsoever, by reason of the use or
<br />occupancy of the exhibit space by Exhibitor, its employees,
<br />representatives or assigns. Exhibitor acknowledges that certain
<br />activities at the Show, especially during set-up and tear-down of the
<br />show, can be dangerous, and Exhibitor, on behalf of itself and each
<br />member of its exhibit staff, assumes such risk and waives any liability
<br />on the part of Show Management, Venue, and all Event Partners, and
<br />further assumes all liability for such risk. If Exhibitor's materials fail to
<br />arrive, or if for causes beyond its control, Exhibitor is prevented from
<br />using its space, Exhibitor is nevertheless responsible for its space
<br />Zoho Sign Document ID: 3264C716-MALFHVJPZFICEEMOTAGPVVAI2NEXMRLKGPT8XYW9TLY
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