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Page | 4 GeekFest | Official ● GeekFest 2024 Exhibitor Advertising / Sponsor Terms & Conditions Version 10/9/2023 10:28 AM
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<br />rental. Exhibitor shall carry special insurance to protect all exhibit
<br />materials against damage, theft or other loss, and liability insurance
<br />against injury to persons and the property of others, including, but not
<br />limited to, Show Management. Additional show insurance is offered
<br />through our approved contractor. Due to insurance and safety
<br />considerations, children under 5 are not allowed in the exhibit hall
<br />during setup and tear-down.
<br />Privacy Policy. Agreed upon by the European Parliament and Council in
<br />April 2016, the General Data Protection Regulation (GDPR) requires
<br />that Events/Organizations, such as CYMF, protect EU citizens’ personal
<br />data and privacy. CYMF will comply with this law in its entirety which
<br />can limit/impact data available to exhibitors. To review CYMF’s
<br />compliance efforts, download a copy of our Privacy Policy.
<br />List Usage/Rental. Further, to protect the integrity of the Event and the
<br />privacy of our participants, CYMF does not sell participant data.
<br />Unsolicited marketing from third parties claiming to offer access to
<br />names/contacts of the “attendee database” are completely fraudulent
<br />and are in no way associated with CYMF. Purchasing/Renting/Utilizing a
<br />list from a third party, is a direct violation of CYMF’s Privacy Policy and
<br />CYMF will not be liable for any fines imposed on the Exhibitor in
<br />accordance with the General Data Protection Regulation (GDPR).
<br />Further, CYMF considers purchasing or renting such lists as a violation
<br />of your participation in the event and may impose penalties/fines,
<br />including but not limited to loss of priority points associated with
<br />preferred exhibitors, cancellation of current or future participation,
<br />sponsorships included, resulting in no refund. This does not release the
<br />Exhibitor from the obligations of this contract.
<br />Americans with Disabilities Act. Exhibitors shall be responsible for
<br />making its exhibit space accessible to persons with disabilities as
<br />required by the Americans with Disabilities Act and shall hold CYMF, its
<br />agents, and employees harmless from any consequences of exhibiting
<br />companies that fail in this regard.
<br />Music Licensing. Exhibitors agree to comply with existing regulations
<br />on music licensing and agree to indemnify and hold harmless CYMF
<br />against any claims or expenses arising from noncompliance with these
<br />regulations.
<br />Live/Video Streaming/Photography. Exhibitors and attendees are
<br />prohibited from videotaping, video streaming/wireless transmitting or
<br />photographing other exhibitors’ booths, events or activities during the
<br />CYMF Convention & Expo GeekFest, without the express written
<br />permission of CYMF. However, an exhibit booth may be photographed
<br />or videotaped with the permission of the legitimate occupants of that
<br />booth, but that permission shall only apply to that exhibitor’s booth. By
<br />submitting your exhibit contract, the exhibitor gives consent to the
<br />CYMF professional photographer to use images of both your person(s)
<br />and/or your display. The prohibition against videotaping, video
<br />streaming/wireless transmitting or photographing the event extends to
<br />members of the press unless they are registered as press and possess a
<br />“press” badge/ribbon. Booth personnel should immediately notify
<br />CYMF’s show management if they believe their booth, or another
<br />booth is being photographed/videotaped without permission.
<br />Television and/or video cameras (including webcams) are prohibited
<br />without prior written approval of CYMF show management. CYMF
<br />reserves the right to deny, alter or limit such access or distribution as
<br />the Event is the proprietary property of the CYMF. In the case that
<br />sponsorships, advertising, or anything similar is sold based on content
<br />obtained from the Event, whether on the show floor or elsewhere tied
<br />to the Event, CYMF reserves the right to claim all such proceeds from
<br />seller without penalty. Any legal fees incurred by CYMF to secure such
<br />revenue/proceeds will be at the expense of the party in violation.
<br />Exhibitor Service Kit. Exhibitor Service Kits will be available through
<br />GeekFest.com on the official Conference website no less than two
<br />weeks from the Event. Kits will include a list of all approved and
<br />appointed official contractors, any amended or additional rules and
<br />regulations, display rules, installation/dismantle schedules, registration
<br />information, official contractor order forms and pricing, shipping and
<br />drayage, utilities and auxiliary services order forms, audio/visual,
<br />additional visibility opportunities, and a helpful deadline checklist to
<br />ensure you are meeting all deadlines. Additional fees will be incurred
<br />after deadlines.
<br />Unions and Official Contractors. Exhibitor shall employ labor only from
<br />sources officially designated by Show Management for the installation,
<br />maintenance and dismantling of its exhibit, and shall use only the
<br />service organizations officially designated by Show Management for all
<br />services in connection with the installation, maintenance, cleaning and
<br />dismantling of exhibits and in connection with the operation of
<br />projection devices. Exhibitor must request Show Management’s
<br />authorization to use an Exhibitor Appointed Contractor
<br />(EAC) no later than forty-five (45) days prior to the first scheduled
<br />installation date for the Show. Show Management shall have the right,
<br />but not the obligation, to resolve disputes or disagreements between
<br />Exhibitor(s), or between Exhibitor(s) and official contractors or labor
<br />organizations. In the event of such dispute, any action or decision by
<br />Show Management intended to resolve the dispute shall be binding on
<br />the Exhibitor(s).
<br />Exhibitor Service Desk. Provisions have been made to maintain an
<br />Exhibitor Service Desk, located on the first floor at the event center,
<br />throughout the exhibition’s installation, operation, and dismantling
<br />period.
<br />Listing and Promotional Materials. By exhibiting at the Event, Exhibitor
<br />grants CYMF a fully paid, perpetual, non-exclusive license to use,
<br />display, and reproduce the name of the Exhibitor in any directory or
<br />listing of exhibitors or Event and to use such names in promotional
<br />materials. CYMF shall not be liable for any errors in any listing or for
<br />omitting any Exhibitor from any directory or listing pertaining to the
<br />Event.
<br />Liability. The Agreement shall not constitute or be considered a
<br />partnership, employer-employee relationship, joint venture or agency
<br />between CYMF and the Exhibitor. Exhibitor agrees to indemnify, hold
<br />harmless, and defend Courtyard Media Foundation, and their
<br />respective members, officers, directors, agents, and employees
<br />(‘indemnities’) from and against any and all liabilities, damages,
<br />actions, losses, claims, and expenses (inclusive of attorney’s fees) on
<br />account of personal injury, death, or damage to or loss of property or
<br />profits arising out of or contributed to by any act, omission, negligence,
<br />fault, or violation of a law or ordinance by the Exhibitor or its
<br />employees, agents, contractors, patrons, and invitees caused by
<br />Zoho Sign Document ID: 3264C716-MALFHVJPZFICEEMOTAGPVVAI2NEXMRLKGPT8XYW9TLY
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