SACNAS Exhibit Agreement/Contract

Please carefully review the exhibition contract.  With submission of an exhibit booth reservation for the SACNAS National Conference, the exhibiting organization agrees to all terms. 

All Booths Are Guaranteed to Receive the Following:

• 8’ x 10’ booth space with 3’ side rail and 8’ back drape
• 6’ draped table
• 2 chairs
• 1 waste basket
• 1 booth identification sign
• 1 exhibitor conference registration (waived)
• Corporate/Industry Booth Package includes, in addition:
  
  • 1 sponsor table for the Postdoc and Graduate Student Networking Reception & Postdoc Poster Session

Booth Personnel: All persons planning to serve as exhibitors are paid for and registration managed through the online booth reservation form. PLEASE NOTE: avoid registering exhibitors through the National Conference registration form, as this will result in double registration. 

Additional Furnishings: Electrical outlets, internet service, and any furnishing other than those listed above are the sole responsibility of the exhibitor and must be ordered with the official decorator. 

Space Selection: Exhibit booth spaces are self-selected on a first-come first-served basis during the reservation process and will be finalized once SACNAS has received and processed the booth reservation form, signed exhibitor contract (online or hard copy version), and full payment. 

Nonprofit Organizations: Nonprofit booth prices are only applicable to choice booth locations. Institutions requesting reduced nonprofit booth reservation rates must submit eligibility documents: proof of 501c3 status (IRS letter) and summary of the institutions’ operating budget of $1M or less. 

Payment: Payment is due within 30 days from invoice date. Failure to make payment or payment arrangements will result in potential loss of booth reservation.

Payment Options:

1. Fax PO (please indicate booth number) to: Accounting at 831-459-0194
2. Call our office to provide credit card info: 831-459-0170 (AMEX, MasterCard, VISA)
3. Send a check (payable to SACNAS; please indicate booth number) via mail to: SACNAS, PO Box 8526, Santa Cruz, CA 95061-8526

Cancellation: An exhibitor shall have the right to cancel this agreement at any time by written notice to SACNAS. If notice of cancellation is received and acknowledged by SACNAS on or before the booth reservation deadline, SACNAS will refund the exhibitor's booth fees less a $500 cancellation processing fee per booth. If notice of cancellation is made after the booth reservation deadline, no refund will be made. Under all circumstances, SACNAS retains the right to reassign any booth space cancelled by an Exhibitor without incurring any liability to the Exhibitor. PLEASE NOTE: No refunds will be issued on any exhibitor registrations that are prepaid but unused during the conference. Additionally, canceling a booth cancels all related exhibitor registrations. 

Terms of Agreement

Contract for Exhibit Space: The submission by online form, fax, mail or other method of a duly signed exhibitor contract constitutes an unqualified offer to accept exhibit space assigned pursuant to the provisions hereof. Upon acceptance by Society for Advancement of Chicanos and Native Americans in Science (SACNAS), as provided herein, this Agreement shall constitute a binding contract for exhibit space at the 2011 SACNAS National Conference ("The Show"). The term SACNAS shall mean the Society for Advancement of Chicanos and Native Americans in Science or its officers, directors, agents or employees authorized to act for it in the management of the Show. 

Selection of Exhibitors: Exhibitors shall be selected from those companies generally providing products or services related or of interest to the multidisciplinary scientific education image of SACNAS. In keeping with its bylaws and directives set forth by the SACNAS Board of Directors, SACNAS reserves the right to select or reject, in whole or part, any product or company not consistent with the image of SACNAS or its policies and objectives, and shall have the right to exclude or to require modification, in whole or in part, of any exhibit which, in the sole discretion of SACNAS, it considers unsuitable or not consistent with the character of the Show. SACNAS reserves the right to prohibit the use of any electronic equipment or audio or visual displays or presentations that, in its sole discretion, in whole or in part, it considers objectionable. SACNAS reserves the right to demand that any person or persons associated with an exhibit demonstrating improper, objectionable or inappropriate appearance, conduct or demeanor alter such appearance, conduct or demeanor, or be subject to immediate removal from the Show. 

Use of Exhibit Space

A: Parties Entitled to Use: Exhibitors shall not assign or share, in whole or in part, its exhibit space without prior written permission by SACNAS. 

B: Unauthorized Activities: Activities in any exhibit space that are contrary to law or to the rules of the Show, and which disturb exhibitors in the immediate area or any other conference participants, are prohibited and constitute grounds for termination and immediate removal of an exhibit without the right of refund. It is understood that this is an alcohol free event. Use of alcohol or other controlled substances in conference areas or being under the influence of alcohol or other controlled substances in conference areas is strictly forbidden. Only duly registered Exhibitors and their duly registered employees shall be permitted to display or demonstrate any products, processes or services, solicit orders or distribute materials at the Show. The aisles of the exhibit area may not be used for distributing literature, product samples, or other materials or conducting any promotional or other activities. 

C: Construction of Booths: Booths shall be constructed so that they do not exceed 2.5 meters (8’3” feet) in height. No part of the booth may extend outside the 8’ by 10’ space provided to the exhibitor.

Space Assignment and Floor Plan: SACNAS will attempt to satisfy any and all requests for space assignment. SACNAS reserves the right to change its space allocation at any time based upon space availability or the necessity of floor plan changes due to fire marshal requirements or other reasons.

Maintenance of Exhibits: All exhibits shall be adequately staffed during Show hours. Exhibits shall not be removed until the conclusion of the Show. Freight handling service is provided by the Official Service Contractor as specified by SACNAS. Upon conclusion of the Show, all exhibits and related materials must be removed promptly, in no event later than the time specified by SACNAS.

Sales at the Show: All Exhibitors who wish to make sales for immediate or later delivery must submit in writing a detailed description of the items to be offered for sale and must have with them at the Show written approval from SACNAS. Failure to have written approval constitutes grounds for termination and removal of an exhibit without the right of refund.

Safety Precautions: All exhibit materials must conform to applicable fire, Convention Center and safety codes, rules and practices. Displays are subject to inspection for safety by SACNAS and by the local Fire Department. Any materials determined by SACNAS, the local Fire Department, or the Convention Center to be a safety hazard must be promptly removed. Determination of a safety hazard is the sole discretion of SACNAS, the local Fire Department, or the Convention Center.

Attendance: SACNAS shall have sole control over admission of visitors to the exhibit hall according to the rules and regulations of the Show.

Security: Security guards shall be furnished during the hours the show is closed. However, the furnishing of security guards shall not result in any liability of SACNAS to Exhibitor or any other party.

Meetings: No Exhibitor shall hold any meetings, events or hospitality suites that conflict with the Show or conference hours unless approved in advance in writing by SACNAS.

Existing Regulations: Exhibitor must abide by existing regulations concerning the use of services and labor in the exhibit facility.

Default: In the event of any violation by an Exhibitor of the provisions of this Agreement or the applicable Rules and Regulations, an Exhibitor will not be permitted to install its exhibit and may be subject to termination of contract and eviction without refund.

Amendments: Any and all matters not specifically covered by the preceding rules and regulations shall be subject to the determination of SACNAS. SACNAS shall have full power to interpret, amend and enforce these rules and regulations, provided reasonable notice of any amendment is provided to the Exhibitor.

Force Majeure: In the event that the exhibit facility or any part of the exhibit area is unavailable, whether for the entire Show, or a portion of the Show, as a result of fire, flood, act of nature or any other such cause, or as a result of governmental intervention, malicious damage, acts of war or terrorism, strike, lock-out, labor dispute, riot or any other cause or agency over which SACNAS has no control, or should SACNAS decide that because of any such cause it is necessary to cancel, postpone, or alter the location of the Show, or reduce the time for installation of exhibits, conduct of the Show, or removal of exhibits, SACNAS shall not be liable to indemnify or reimburse the Exhibitor with respect to any alleged damage or loss, direct or indirect, arising as a result thereof.

Indemnification: Exhibitor hereby agrees to indemnify, and hold harmless, SACNAS and the exhibit facility, their managers, officers, directors, sponsors, employees, agents, successors, and assigns from any suit, action or claim whatsoever, including for personal injury or property damage, lost profits or for loss of use of property by whomsoever sustained, relating to or arising out of the Exhibitor’s participation in the Show.

Insurance: All property of the Exhibitor is understood to remain under its custody and control in transit to and from and within the confines of the exhibit area. SACNAS and the exhibit facility do not maintain insurance covering Exhibitor’s property. Exhibitor shall carry comprehensive general liability, and statutory Workmen’s Compensation with Employer’s Liability with a limit of at least $300,000 per personal injury liability, and $100,000 for Property Damage Liability, and statutory Workmen’s Compensation with Employer’s Liability with a limit of at least $100,000.

Last Updated April 2012