The following rules and regulations have been designed for the benefit of all exhibitors.
The NAD requests the full cooperation of the exhibitor in their observance. The NAD reserves the right to terminate the exhibitor’s display privileges at any time for breach of any of these terms, rules, and regulations. Such termination may become effective during the Conference, at which time the exhibitor agrees to close his/her exhibit upon receipt of notice of termination and thereafter remove his/her exhibit from the exhibition hall as soon as possible without disruption of the meeting. Expulsion of an exhibitor under these rules shall not give rise to a claim for a refund of the fees paid by such exhibitor.
1. Agreement
Exhibitor signature on the contract stipulates having read and agreed to the Rules and Regulations. The Rules and Regulations are incorporated into the contract by reference and the application becomes a contract when accepted and confirmed by the NAD Exhibit Coordinator. All fees are to be paid in full upon submission of signed contract.
2. Booth Sales—Payment of License Fees/Taxes
Exhibitors shall be solely responsible for the payment of any licensing fees, the payment of any sales tax or for the collection and payment of any sales or other tax necessitated by any sale or promotion within its booth during the course of the NAD Conference. The NAD shall not be responsible for the payment of any such fee or tax, and the exhibitor hereby expressly holds the NAD harmless for the obligation of the payment of any such fee or tax and further agrees to indemnify the NAD in the event that a demand for the payment of any such fee or tax is made upon the NAD.
3. Cancellation of Exhibit Contract
Should an Exhibitor wish to cancel this contract, the refund schedule is as follows:
- Notification of cancellation of contract on or before Friday, April 22, 2016 – refund of 100% of total contracted costs;
- Notification of cancellation of contract after Friday, April 22, 2016 or if Exhibitor fails to occupy the space – the NAD retains 100% of contracted costs. NOTE: Exhibitor contracts are not considered cancelled unless the NAD has received notice in writing.
4. Default in Occupancy
Any exhibitor failing to occupy space contracted for is not relieved of the obligation of paying the full rental of such space as provided in the signed application. If not occupied by the time set for completion of installation of displays, such space may be used by the NAD for other purposes as it sees fit. If Exhibitor fails to occupy the space – the NAD retains 100% of contracted costs.
5. Exhibit Space Assignment
Exhibit booth location is based on the following: Submission date of application and full payment; sponsor status; affiliate of the NAD; type of business or service.
6. Exhibitor Representatives
Each person assigned to staff exhibit booths must wear NAD Conference Exhibitor identification. Each Exhibitor is entitled to four free personnel identification badges per booth. NOTE: Exhibitor badges do not constitute Conference registration. Exhibitors will not be able to access Conference events or workshops unless registered for the Conference.
7. Installation and Dismantling of Exhibits
All construction (set-up) and dismantling (breakdown) of exhibits must be carried out during the times stipulated in the Exhibition Dates and Hours section. No exhibit may be set up after the exhibition opens or dismantled before the official breakdown time. Exhibits should be constructed and arranged so that they do not obstruct the general view, or detract from the exhibits of others (i.e., flashing lights, loud noise or music, swirling objects). The NAD reserves the right to determine the appropriateness of exhibit space and materials.
Wednesday, July 6, 2016, 8:30 am – 5:00 pm (Exhibitors Move-In Only)
Thursday, July 7, 2016, 9:00 am – 5:00 pm
Friday, July 8, 2016, 9:00 am – 5:00 pm
Saturday, July 9, 2016, 10:00 am – 3:00 pm
Saturday, July 9, 2016, 3:00 pm – 8:00 pm (Exhibitors Breakdown/Move-Out Only)
NOTE: The exhibit area must be cleared of all exhibit materials by 8:00 pm on Saturday, July 9, 2016. Late departure past specified times and break down past 11:00 pm will be charged at $25 per hour.
8. Insurance and Security
The NAD will provide peripheral security in the Exhibit Hall during the move-in and breakdown as well as closed hours of the exhibition. The NAD and its subcontractors cannot accept any responsibility for the protection of exhibitor’s materials and displays during the conference. Exhibitors are expected to carry all risk insurance on their exhibits, utilize lock boxes, and/or arrange for their own security in their booths, as appropriate, at their own expense.
9. Interpreting Services
Exhibitors are responsible for their interpreter needs. Those who require interpreters can make arrangements through NAD Conference Interpreter Services. Interpreters shall be provided personnel identification badges and will not be counted towards the four free personnel identification badges provided. Please check the appropriate box on the Exhibit Contract.
10. Liability
It is mutually agreed by and between the National Association of the Deaf (NAD) and Exhibitor that the NAD shall have no liability whatsoever to an exhibitor, his/her employees or business activities during the course of the Conference. The NAD have no liability for loss or damage resulting from any cause to the property of Exhibitor, his/her employees or business. It is further understood and agreed that all claims against the NAD for any such damage, loss or injury are expressly waived by Exhibitor and assumed as Exhibitor’s responsibility. Space is leased with the understanding the NAD will act for Exhibitor and his/her representatives only in the capacity of agent and not as principal. The NAD assumes no liability whatsoever for damages for any act of omission or commission in connection with the said agency, and the Exhibitor and his/her representative/s hereby keep forever harmless the NAD from any and all liabilities for loss ensuing from a cause. It is further understood and agreed that the NAD shall in no event be liable to an exhibitor for any lost profits, sales or business opportunities, or any other type of direct or consequential damages to be due from a breach of this contract. It is understood and agreed that the sole liability of the NAD to Exhibitor for any breach of this contract shall be for refunds of all monies paid by Exhibitor pursuant to this contract as the exclusive remedy.
11. Hold Harmless Agreement
Exhibitor will take all steps necessary, including hiring counsel, to defend, protect, indemnify, and hold harmless the National Association of the Deaf (including its officers, directors, employees, agents and/or volunteers) against any and all claims, demands, suits or causes of action brought against the National Association of the Deaf (including its officers, directors, employees, agents and/or volunteers) for all liability, damage or loss, whether sought under law or in equity, which may be asserted against the National Association of the Deaf (including its officers, directors, employees, agents and/or volunteers) on account of injury, loss or damage caused by, arising out of, or in any way incidental to the conduct or operation of the Exhibitor.
The National Association of the Deaf and the Exhibitor agree that the obligations under this agreement include, but are not limited to those situations where liability for:
1 Injury, loss or damage is caused by the combined or concurrent negligence of the National Association of the Deaf, Exhibitor or any third party (and any of their respective officers, directors, employees, agents and/or volunteers); and/or Injury, loss, or damage arises with or without fault based on any theory of strict liability, statutory liability or by operation of law.
2 The National Association of the Deaf and the Exhibitor agree that to the extent this indemnification of the National Association of the Deaf (its officers, directors, employees, agents and/or volunteers) for injury, loss or damage may be found to be contrary to existing or newly enacted law, this provision, to such extent (and only to such extent), is and shall be void or voidable. In such instance, Exhibitor agrees to immediately defend, indemnify, and hold harmless the National Association of the Deaf to the fullest extent allowed by law.
3 The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the premises of the Phoenix Convention Center and will indemnify, defend, and hold harmless the Phoenix Convention Center, its owners, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.
12. Restriction on Use of Space
1 Exhibitors must confine all display and materials within the space given. Ceiling height in the Exhibit Hall is no more than 30′ with each booth space measuring 10’ X 10’ and including a booth back drape that is 8’ high, 3’ high rails on the sides, one draped 6’ table, two side chairs, one wastebasket, and booth identification sign.
2 Two or more organizations are not allowed to share an assigned booth space. No exhibitor may sublet, assign, or share any part of the space allotted them without the advance written consent of the NAD.
3 Exhibitor materials, signs and displays are prohibited in any area other than the booth assigned, unless approved in advance by the NAD and site facility management. These areas include, but are not limited to public places, meeting facilities, hotel hallways or guest room and guest room suites.
4 Nothing can be affixed without permission to any hotel wall or pillar such as through the following: nails, hooks, staples, tape, velcro, or any other manner. Repairs for any damages will be charged to the exhibitor.
5 No equipment or materials are to be leaned against or placed immediately against the walls, this includes scaffolding, staging, crates, and boxes. Reasonable distance and care is to be used at all times.
6 Any property damaged or destroyed by an exhibitor must be replaced in its original condition by the exhibitor at the exhibitor’s expense.
7 Exhibitors are not allowed to sell food and beverages (including but not limited to: popcorn, snack packets, sodas, and other liquids).
8 No laser lights are allowed in the Exhibit Hall.
9 No alcoholic beverages are allowed in the Exhibit Hall.
10 No flames or use of fire are allowed in the Exhibit Hall.
11 Helium balloons shall not be used or given away by exhibitors.
12 Glitter, confetti, or similar items shall not be used on tables or floors in carpeted areas, or given away by exhibitors.
13 No type of live animals or vehicles will be permitted as part of any exhibit in the Exhibit Hall without the advance written consent of the NAD.
14 Storage space is not available for crates and other materials within the Hotel. Exhibitor must work with decorating company should storage for materials be needed.
15 Only the walkways of the Exhibit Hall will be cleaned at the end of each day. Exhibitors will need to order cleaning of the booth and trash if desired.
16 Points not covered here are subject to decisions of the NAD.
17 Distribution of fliers, stickers, and other materials in NAD event meeting spaces, parked vehicles is strictly prohibited in all locations.
13. Shipping, Handling, and Removal Instructions
Exhibitors are responsible for the cost of shipping their materials and equipment and shall make arrangements directly with the NAD Conference contracted decorator. Once the NAD receives the signed contract and payment in full from the Exhibitor, the NAD will provide shipping, handling, and removal instructions.
14. Terms of Payment
Payment in full is due upon submission of signed contract. Payment can be made payable to the National Association of the Deaf via company check, Cashier’s check, Visa, or MasterCard. To ensure that any mailed contracts with payments safely arrive at the NAD office, we strongly recommend such mailings be done via registered or certified mail.
15. Miscellaneous Exhibit Information
Exhibit Dates/Hours
| Move-in: | Wednesday, July 6 | 8:30 am – 5:00 pm |
| Exhibit Hours: | Thursday, July 7 and Friday, July 8 | 9:00 am – 5:00 pm |
| Saturday, July 9 | 10:00 am – 3:00 pm | |
| Breakdown: | Saturday, July 9 | 3:00 pm – 11:00 pm |
Exhibit Rates
| For-Profit | Deaf Owned | Non-Profit |
| $1,500/booth | $1,250/booth | $1,000/booth |
Exhibits will take place on the third floor of the Phoenix Convention Center.
Exhibit Space Details
Each 10’ x 10’ exhibit booth package will consist of one draped 6’ table, two side chairs, one wastebasket, and booth identification sign. Booth back drape will be 8’ high with 3’ high side rails.
Exhibit Space Extras
Furnishings, rental of carpeting, phone/internet lines, electricity, special sign service, audio-visual services, and labor are not included in the price of the exhibit space. These services will be handled by the NAD contracted decorator. You will receive an Exhibitors Service Kit containing information on shipping exhibit materials, information, and rates for decorator and drayage services, and order forms for labor, cleaning, and electrical services, etc. Please note that instructions contained in the Exhibitors Service Kit take precedence over those outlined in this contract.