Terms and Conditions
IT IS THE RESPONSIBILITY OF THE COMPANY’S CONTACT PERSON TO SHARE THE RULES AND REGULATIONS WITH ALL ITS REPRESENTATIVES BOTH ON AND OFF SITE.
NATURE OF ENGAGEMENT
All companies participating in the eduWeb Summit (event organizer) must be in keeping with the intent of the conference and must be clearly related to the educational marketing, communications, and digital-related fields. eduWeb Summit reserves the right to decline any company if, in its sole judgment is the product or services to be shown or demonstrated are unrelated to eduWeb Summit purposes. However, eduWeb Summit will not unreasonably withhold approval of any application and will provide a written explanation for any denial of participation.
In addition, eduWeb Summit reserves the right to deny participation to any for-profit or non-profit organization whose programs, products, events, and/or services, in whole or in part, compete with eduWeb Summit programs, products, events, and/or services.
Company shall not directly or indirectly solicit any attendees or exhibitors/sponsors of the eduWeb Summit, in whole or in part, to compete with eduWeb Summit programs, products, events, and/or services, for a period of 1 (one) year thereafter.
NOTE: Exhibitor/Engagement Space space purchased is done so by a company or organization, as opposed to a division of such. The eduWeb Summit will include the name of the company on the conference website. The company description may list division and affiliate names. Applications from subsidiary organizations or divisions will be considered new exhibitors, and as such, exhibitor priority points from parent companies will not be applied or transferred.
ASSIGNMENT
Exhibitor/Engagement Space and sponsorships will be reserved and assigned based on the order of full payment received. Confirmation of the assignment(s) will be sent via email to the company within 15 business days pending booth space choice and receiving full payment.
It is strongly recommended that the company refrain from printing any promotional material or advertisements that indicate a specific assignments until written confirmation is received. Full payment is due 30 days after the company registers.
CIRCULATION AND SOLICITATION
Circulars or advertising matter of any description may be distributed only within the exhibiting/engagement space assigned to the company. Any firm, organization or individual not assigned exhibiting/engagement space will be restricted from distributing circulars or advertising matter of any description within the event space.
USE OF SPACE
All demonstrations or other promotional activities must be confined to the limits of the Exhibitor/Engagement Space. Exhibitors may not construct or arrange any walls, partitions or signs, or use decorations, etc., that may obstruct the general view of any other exhibitor or access to emergency exits, fire pulls, or lighting.
Displaying of any promotional materials, products or any other information within the conference venues, except in the purchased table space, is strictly prohibited. No exhibitor shall assign or sublet its space. Only confirmed exhibitors will be permitted to solicit business in any way within the Exhibitor/Engagement Space.
The eduWeb Summit reserves the right to restrict or remove exhibits which—because of noise, method of operation, materials, failure to comply with safety regulations, interference with other exhibits. Also, the eduWeb Summit may prohibit or remove any exhibit that, in the opinion of the conference, may detract from the general character of the conference as a whole.
Dismantling of any exhibit may not begin before the close of the conference the last day.
All property of the exhibitor remains under their custody and control in transit to and from the exhibit space and while it is in the confines of the exhibit space. Neither eduWeb Summit, its service contractors, the venue, the management of the exhibit space, nor any of the officers, stage members, or directors of any of the same are responsible for the safety of the property of exhibitors from theft, damage by fire, accident vandalism, or other causes, and the exhibitor expressly waives and releases any claim or demand he may have against any of them by reason of any damage to or loss of any property of the exhibitor. It is recommended that exhibitors obtain adequate insurance coverage, at their own expense, for property loss or damage and liability for personal injury. No exhibitor materials will be stored or secured in eduWeb Summit offices or space.
EXHIBIT SPACE INCLUSIONS & EXCLUSIONS
All contracted exhibitor space inclusions, supplied by the venue:
6’ skirted and draped table
2 chairs
Venue carpet
Basic WiFi in the meeting space
Exhibit Space Exclusions: [These optional services are the responsibility of the exhibitor and may be available through the venue at a cost.]
Electricity
Dedicated WiFi or Hard Wired Internet
Additional furnishings
Cleaning
Security
F&B
Pipe & Drape
ID Signage
Should you need any of these services above, please contact the eduWeb Conference Manager.
SPONSORSHIP & CUSTOM PACKAGES INCLUSIONS & EXCLUSIONS
Please consult the eduWeb Summit Prospectus PDF document or custom package documentation for additional details on inclusions and exclusions.
CODE OF CONDUCT
All companies must abide by the eduWeb Summit Code of Conduct and review the Exhibitor/Sponsor Guidelines.
DEFAULT
Any Exhibitor failing to occupy and/or notify by 24 hours prior to the start of the conference, any space contracted and paid for but not canceled, is obligated for the full cost of the space and is not entitled to any refund. eduWeb shall have the right to use said space to suit its own convenience.
USE OF COMMON AREAS
The aisles, passageways, and overhead spaces remain strictly under the control of eduWeb, and no signs, decorations, banners, advertising matter, or special exhibits will be permitted in them except by special written permission of eduWeb Summit Uniformed booth staff, models, and other employees must remain within the booths occupied by their employers. Any and all advertising distribution must be made from the Exhibitor’s booth space. The Exhibitor will be responsible to abide by all city fire and safety codes, which may be in effect.
CONFERENCE ATTENDANCE
Conference attendance (all events) is limited to those registered and paid.
VARIATIONS
Exhibitors and sponsors acknowledge and agree that the eduWeb Summit reserves the right to change any aspect of the event at its sole discretion, without liability to the Exhibitor/Sponsor. Substantial changes that will impact the Exhibitor/Sponsor will be communicated within 5 business days.
CANCELLATION/TERMINATION POLICY
Either party may terminate this Agreement without cause upon 60 days’ prior written notice, via email, to the other party. Payment will be refunded in full, less a $250 cancellation fee. If either party is terminating this Agreement between 30 - 60 days, payment will be refunded in full, less a $395 cancellation fee. Telephone cancellations will not be accepted.
No refunds will be made if the company cancels within 30 days or if the company fails to occupy the Exhibitor/ Engagement Space on site or fulfill their sponsorship responsibilities.
These regulations become a part of the contract between the company and the eduWeb Summit. They have been formulated in the best interest of the company and the event.
FLOOR PLAN
The eduWeb Summit and the venue maintains the right to modify the floor plan to the extent necessary for the best interest of the event.
SHIPPING/RECEIVING
When mailing packages to the hotel, please have the correct contact name who will be claiming it, marked with the name and date of your meeting, on the shipping label.
MARKETING/TABLE MATERIALS
The conference is not responsible for any misguided or lost materials shipped to the hotel for your table space.
TRAFFIC AND ATTENDANCE
eduWeb Summit works to make the conference an engaging and educational environment for its attendees. Appropriate marketing and promotion of the event will be provided by eduWeb Summit. However, eduWeb Summit makes no guarantees of traffic flow, demographic nature, quantity or presumed quality of leads. eduWeb Summit strongly encourages Exhibitors to market their presence at eduWeb Summit which has been shown to favorably impact both traffic and return on investment.
LISTINGS AND PROMOTIONAL MATERIALS
By exhibiting or sponsoring at the Event, the Exhibitor/Sponsor grants to eduWeb Summit a fully-paid, perpetual non-exclusive license to use, display and reproduce the name, trade names and product names of Exhibitor/Sponsor in any directory (print, electronic or other media) listing the exhibiting/sponsor companies at the Event and to use such names in eduWeb Summit promotional materials. eduWeb Summit shall not be liable for any errors in any listing or descriptions or for omitting any Exhibitor/sponsor from the directory or other lists or materials. eduWeb Summit may also take photographs or video of Exhibitor/Sponsor’s booth space, exhibit, activity and personnel during, before or after the open hours of the Event and use such photographs for any eduWeb Summit promotional purpose. Exhibitor/Sponsor warrants that it owns, or has right to use pursuant to a valid license, all intellectual property (copyright, trade mark, etc.) to be used by Exhibitor/Sponsor for promotion or exhibition at the Event.
HOTEL PROPERTY
Care of building and equipment: Companies or their agents shall not injure or deface the walls or floors of the building, the exhibit space, or the exhibit equipment. No nails, tacks or screws shall be attached to the walls, woodwork or floor of the hotel facilities. When such damage appears, the company is liable to the Hotel management, if caused directly by the company.
RECEPTIONS/CATERED EVENTS/HOSPITALITY
Meetings, receptions or catered functions must not conflict with eduWeb Summit programmed events. Invitations and company literature may only be distributed at designated exhibit space. Please consult the eduWeb Summit website for specific program times and dates and contact show management for specific details.
RESTRICTIONS ON SELLING
It is agreed that the sole purpose of contracting for exhibit space is to display and/or demonstrate equipment, supplies and/or services. Sales within the confines of the Exhibit space are prohibited.
FIRE REGULATIONS AND TRAFFIC MANAGEMENT
Fire regulations and traffic management require that exhibit floor aisles be open at all times. Each exhibitor is responsible for keeping the aisles near its table free of congestion caused by demonstrations or other promotions. Exhibitor shall comply with all state, city and local laws and ordinances relating to fire, safety and health.
SECURITY
The eduWeb Summit and/or the conference hotel does not provide security in the event and function space and any property left in the event or function space is at the sole risk of the owner. The eduWeb Summit advises its exhibitors and sponsors that they are responsible for safekeeping of any property. The eduWeb Summit does not store/retain/hold any or all exhibitor/sponsor property.
ADA
Both Exhibitors and eduWeb Summit (including show management and facility) acknowledge their responsibilities under the Americans with Disabilities Act to make their tables and conference accessible to handicapped persons. Exhibitor and eduWeb Summit shall also indemnify to hold harmless each other against cost, expense, liability, or damage which may be incident to, arise out of, or be caused by their failure to comply with the act.
LIABILITY
Neither party will be responsible for any injury, loss or damage that may occur to either party’s employees, property or business except if caused by gross negligence, recklessness or willful misconduct of the party or its affiliates, contractors or agents. In no event will either party be liable to the other party for any indirect, special or consequential damages of any kind. Neither party shall be liable for failure to perform its obligations under this contract as a result of strikes, riots, war, acts of terrorism, acts of God, or any other cause beyond its control. Both parties assume full responsibility and liability for the actions of its agents, employees or independent contractors, whether acting within or without the scope of their authority and agrees to hold harmless the other party from responsibility and liability resulting directly, indirectly or jointly, from other causes that arise because of the actions or omissions of the party’s agents, employees or independent contractors, whether acting within or without the scope of their authority. In no event shall either party be liable to the other party for any consequential, special, indirect, or punitive damages arising out of or related to this Agreement, even if such party has been advised of the possibility of such damages.
There is no other agreement or warranty between the exhibitor and the eduWeb Summit except as set forth in this contract. The rights of either party under this contract shall not be deemed waived except as specifically stated in writing and signed by an authorized officer of the party.
LIMITATION OF LIABILITY
Under no circumstances shall eduWeb Summit or the venue be liable for any lost profits or any incidental, special, indirect, punitive or consequential damages whatsoever for any of their acts or omissions, whether or not apprised of the possibility of any such lost profits or damages. In no event shall eduWeb Summit’s maximum liability under any circumstance exceed the amount actually paid to eduWeb Summit by Exhibitor/Sponsor for exhibit space or sponsor items pursuant to this contract. eduWeb Summit makes no representations or warranties, express or implied, regarding the number and nature of exhibitors/sponsors and/or attendees who will attend the Event or regarding any other matters.
UNION RESTRICTIONS
Exhibitors are required to observe all union contracts in effect between eduWeb Summit, its official contractors, the hotel, and various other organizations. eduWeb Summit, cannot take the responsibility for interference with the show caused by disputes involving union personnel and individual exhibitors.
ASSUMPTION OF RISKS; RELEASES
Exhibitor/Sponsor expressly assumes all risks associated with, resulting from or arising in connection with Exhibitor/ Sponsor’s participation or presence at the Event, including, without limitation, all risks of theft, loss, harm, damage or injury to the person (including death), property, business or profits of Exhibitor, whether caused by negligence, intentional act, accident, act of God or otherwise. Exhibitor has sole responsibility for its property or any theft, damage or other loss to such property, including any subrogation claims by its insurer. Neither eduWeb Summit nor the venue accepts responsibility, nor is a bailment created, for property delivered by or to Exhibitor/Sponsor. Neither eduWeb Summit nor the Venue shall be liable for, and Exhibitor/Sponsor hereby releases all of them from, and covenants not to sue any of them with respect to, any and all risks, losses, damages and liabilities described in this paragraph.
EVENTUALITIES & FORCE MAJEURE
Neither party shall be liable for any delay or failure to perform its obligations hereunder if such delay or failure is caused by circumstances beyond its reasonable control, including but not limited to, acts of God, war, terrorism, riots, embargoes, acts of civil or military authorities, pandemics, epidemics, fire, floods, accidents, strikes or shortages of transportation facilities, fuel, energy, labor or materials. The party whose performance is so affected shall promptly provide written notice to the other party and shall exercise due diligence to end the delay or failure and minimize the effects thereof. Either party may terminate this Agreement upon written notice if the force majeure event continues for more than 90 days.
Should it be impossible for the eduWeb Summit to use the contracted space to be occupied by the Exhibitor/Sponsor, or to hold the event as scheduled, the Exhibitor/Sponsor shall waive any and all claims to damage or compensation except the pro rata return of the amount paid for exhibit space. eduWeb Summit and Exhibitor/Sponsor hereby acknowledge that while current events related to the Covid-19 pandemic are known, future impacts of the outbreak are unforeseeable and shall be considered a Force Majeure event to the extent that they prevent the performance of the eduWeb Summit’s obligations under this Agreement.
IMPLIED ENDORSEMENTS
The eduWeb Summit does not endorse the programs, products, or services of the exhibiting/sponsoring organizations/corporations.
CONFERENCE LOGO/IMAGES
The eduWeb Summit does not permit the use of its logo, likeness or images in anyway without express written consent from the conference.
CONFERENCE ATTENDEE LIST
If your sponsorship or exhibititing package includes an opt-in attttendee registratition list, the Exhibitor/ Sponsor agrees that in utilizing the eduWeb Summit attendee list, they will not disclose, transfer, duplicate, reproduce or retain any portion of the list in any form whatsoever nor will they permit any third party, agent, employee, or contractor of their respective agents and employees to do so.
The Exhibitor/Sponsor agrees that the conference attendee list provided to them from the conference shall only be used ONCE unless specifically approved in writing by the eduWeb Summit.
Opt-In Attendee List info: The list provided includes Name, Title, Institution, Address, and Email. Attendees will need to opt-in to be included in the attendee list.
ERRORS AND OMISSIONS
eduWeb Summit will not be liable in the event of any errors or omissions in eduWeb Summit’s show program or any related materials. Exhibitor acknowledges and agrees no representation or warranties are made with respect to the number of show attendees or demographic nature of such attendance.
OUTSTANDING INVOICES
Any outstanding balances due to eduWeb Summit as a result of previous transactions must be paid in full before exhibit space or sponsorship will be assigned. Full payment is due 30 days after the company registers.
TAXES AND FEES
Exhibitor assumes responsibility for all state, federal and local taxes associated with sales activities.
ATTORNEY’S FEES
Should eduWeb Summit find it necessary to retain an attorney or attorneys to enforce any of the provisions of this Exhibitor/Sponsorship Contract or to protect its interests under this Agreement, eduWeb Summit shall be entitled to recover from the other party all reasonable costs, charges, and expenses including attorneys’ fees, only if eduWeb Summit prevails on the substantial majority of its claims.
INSURANCE, LIABILITY, & INDEMNIFICATION
The Exhibitor/sponsor agrees to maintain, at its sole cost, adequate insurance to fully protect the eduWeb Summit and its co-sponsors, service contractors, and the facility from any and all claims arising from Exhibitor/sponsor activities including but not limited to, the installation, operation, and dismantling of Exhibitor/sponsor displays. This includes claims under the Workers’ Compensation Act or due to personal injury, death, or damage to property. Exhibitor/sponsor is responsible for any and all damages caused by the Exhibitor/sponsor, its employees, and agents.
The Exhibitor understands that neither the eduWeb Summit nor the exhibit facility maintains insurance covering the Exhibitor/Sponsor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.
The Exhibitor/sponsor shall defend, indemnify and hold harmless the eduWeb Summit, its subsidiary, and each of their officers, directors, employees,agents, and representatives from any losses, liabilities, damages, demands, suits, causes of action, judgments, costs or expenses (including court costs and reasonable attorneys’ fees) arising out of or due to (a) the construction or maintenance of Exhibitor/sponsors’ exhibit; (b) the negligence or willful misconduct of Exhibitor, or its personnel, employees, agents or representatives; (c) Exhibitor/Sponsors’ materials distributed in connection with the trade show, including but not limited to Show Organizer’s use of the materials; or (d) Exhibitor/Sponsors’ breach of any commitment made in this Contract.
Any controversy or claim arising out of or relating to this contract, or the breach thereof, shall be settled by arbitration in accordance with the Rules of the American Arbitration Association, and judgment upon the award rendered by the Arbitrator(s) may be entered in any court of competent jurisdiction.
CHOICE OF LAW AND FORUM
This contract shall be governed by the laws of Delaware. Any action commenced by Company arising out of or relating to this Agreement, or arising out of or relating to the Event, shall be brought solely in the local or federal courts located in the State of Delaware, as appropriate, unless eduWeb Summit consents in writing to another forum. Company consents to the jurisdiction of these courts for the resolution of any action arising out of or relating to this Contract or arising out of or relating to the Event.
SEVERABILITY
In the event any provision in this Contract is deemed to be invalid or unenforceable by a court of competent jurisdiction, that provision shall be considered severed from this Contract and the rest of the Contract shall remain in full force and effect.
INTEGRATION - FINAL AGREEMENT
This contract contains the entire agreement between eduWeb Summit and Company. It may not be orally modified. Only an agreement in writing signed by a duly authorized representative of the party against whom enforcement or waiver or modification is sought will be enforceable.
ASSIGNABILITY
eduWeb Summit may assign its rights and obligations under this Agreement in connection with a sale of all or a substantial part of its business to which such rights and obligations pertain.
ENFORCEMENT OF CONTRACTS
If it is necessary for the eduWeb Summit to enforce any provision herein, the Exhibitor/Sponsor shall pay all costs of enforcement and collection, including, but not limited to, reasonable attorney’s fees, whether or not such enforcement or collection includes the filing of a lawsuit.
MODIFICATIONS
Any modifications to this agreement must be made in writing and signed by both parties to be enforceable.
TERMINATION FOR CONVENIENCE
Either party may terminate this Agreement without cause upon 60 days’ prior written notice to the other party.
TERMINATION FOR BREACH
If either party breaches a material provision of this Agreement and fails to cure such breach within 30 days after receiving written notice of the breach from the non-breaching party, the non-breaching party may terminate this Agreement immediately upon written notice to the breaching party.
TERMINATION FOR NON-PAYMENT
The eduWeb Summit may terminate this Agreement immediately. upon written notice to the Company if the Company fails to make any payment due under this Agreement within 30 days after receiving written notice from the eduWeb Summit that such payment is overdue.
TERMINATION WITHOUT CAUSE
Either party may terminate this Agreement without cause upon 90 days’ prior written notice to the other party.
EFFECTS OF TERMINATION
Upon termination of this Agreement:
The Company shall pay the eduWeb Summit for all services performed up to and including the effective date of termination.
The Company shall deliver to the eduWeb Summit all documentation, data, and tangible materials developed by the Company in connection with this Agreement. The eduWeb Summit retains ownership of all materials and data in its possession as of the effective date of termination.
The Company shall cease all use of the eduWeb Summit’s intellectual property, including its name, logo, and any promotional materials.
The provisions of this Agreement which by their nature are intended to survive termination shall survive termination.
REFUND UPON TERMINATION
If this Agreement is terminated 30 days or more prior to the start date of the Event for any reason other than the Company’s breach, the eduWeb Summit shall refund 50% of the fees paid by the Company. No refund shall be due if this Agreement is terminated less than 30 days prior to the start date of the Event or due to the Company’s breach.
GENERAL
These Rules and Regulations are incorporated into and part of the Exhibitor/Sponsor Contract between Exhibitor/Sponsor and eduWeb Summit. eduWeb Summit reserves the right to interpret all matters and questions not covered by these Rules and Regulations.
9/11/24