2004 Contract for Exhibit Space: CarbAware Expo & Conference

Applications for exhibit space at the Carbohydrate Awareness Council’s (CAC) CarbAware Expo & Conference (CAEC) at the Hyatt Regency Crystal City Hotel in Arlington, Virginia, September 16-19, 2004 indicate the applicant's willingness to abide by all accompanying exhibit terms and conditions and general regulations, as well as such additional rules and regulations as the CAC deems necessary for the success of the exhibition, provided the latter does not materially alter the exhibitors contractual rights.

This application will become a contract when booth assignment is confirmed. Please reference the Exhibit Brochure and CAEC 2004 Exhibition Hall Floor Plan for additional information including booth sizes, location, and costs. All efforts will be made to accommodate selection requests made for booth locations. Assignments are based on date of receipt. Exhibitor agrees—the CAC will assign what it deems “best available” space if your preferred selection(s) is/are not available.

BOOTH REGULATIONS AND INFORMATION  

APPLICATION AND ELIGIBILTY.  Application for booth space must be made on the printed form provided by the Carbohydrate Awareness Council (herein referred to as the “CAC”), contain the information requested, and be executed by an individual who has authority to act for the applicant.  The CarbAware Expo & Conference is designed for the dissemination of information, professional education, and display, sampling and demonstration of products and services that advance the low-carb and controlled-carb nutritional approach.  The CAC shall determine the eligibility of any company, product, or service.  The CAC may reject the application of any company whose display of goods or services is not compatible, in the sole opinion of the CAC, with the educational character and objectives of the exhibition.  In the event an application is not accepted, any paid space rental fees or deposits will be returned in full. 

PAYMENT DATES.  No booths will be reserved and assigned until the CAC receives as deposit, $350 of the total booth fee per 10x10 space, along with a signed contract. Full-payment on any balance is due on or before August 20, 2004.  If full-payment is not received by that date, the CAC will have the right to resell the assigned booth space.  The exhibitor expressly understands and agrees that all amounts paid hereunder will be applied first to any outstanding obligations due to the CAC by the exhibitor, and then to the amounts due in accordance with this paragraph hereof, that any resulting arrearages must be paid within the time limits specified herein, and that the CAC will have the right to cancel this agreement if the exhibitor is or becomes in arrears with respect to any outstanding obligation to the CAC. 

Those applicants returning contracts and full-payment on or before June 30, 2004 may take a 10% discount on their booth price.  

CANCELLATION OF BOOTH SPACE.  In the event that the exhibitor notifies the CAC, in writing, of the exhibitor’s intent to repudiate the contract after acceptance, but prior to July 16, 2004, a full-refund minus a $350 administrative fee, per 10x10 space, will be made.  No refunds will be made or cancellations accepted after July 16, 2004.  

If for any cause beyond the control of the CAC, such as but not limited to, the destruction of the exhibition facility by an act of God, the public enemy, authority of the law, fire or other force majeure, and the CAC is unable to comply with the terms of this contract and deliver the space allotted hereunder by the exhibitor, this contract shall be considered terminated and any payments made hereunder by the exhibitor shall be refunded to the exhibitor, less expenses incurred by the CAC to the date of the termination allocable to the exhibitor after prorating thereof among exhibitors.   

ASSIGNMENT OF BOOTH SPACE.  Space shall be assigned beginning June 14, 2004, according to the date on which the contract and deposit are received, the availability of the requested area, amount of space requested, special needs, and compatibility of the exhibitors products and/or services with the CAC’s aims and purposes.  The CAC reserves the right to assign space other than the choice requested, if necessary and the right to arrange the floor plan and/or relocate any exhibit. 

BOOTH, FURNISHINGS, EQUIPMENT AND SERVICE.  A uniformly styled exhibit booth will be furnished that consists of draped material on aluminum framework with a back wall that is 8 foot high (unless ceiling height is lower) side rails that are 33 inches high, carpeted aisles in the exhibit hall, identification sign that is 7 inches by 44 inches, and upon request on the application, a skirted table with two (2) chairs and wastebasket.  Exhibitor is responsible for carpeting their exhibition space. 

Exhibit displays must not project so as to obstruct view of the adjacent booths.  In the rear 4 feet of all booths, display material or equipment can be placed to a height not to exceed 8 feet (unless ceiling height prevents this).  In remainder of the booth space, all material or equipment shall not exceed 42 inches in height without written approval from the CAC. 

CONDUCT OF EXHIBITS.  The advertisement or display of goods or services other than those manufactured, distributed, or sold by the exhibitor in the regular course of business and identified in this contract, is strictly prohibited.  An exhibitor may not assign, sublet, or apportion all or any part of the contracted booth space, nor may an exhibitor permit the display, promotion, sales, or marketing of non-exhibitor products and services.   

Interviews, demonstrations, and distribution of literature or samples must be made within the booth area assigned to the exhibitor.  Canvassing or distributing advertising outside the exhibitor’s own booth will not be permitted.  There is no restriction on selling on the exhibit floor provided that sales transactions are conducted only within the exhibitor’s own booth.  Exhibitors are responsible to the Internal Revenue Service for the collection and submission of the applicable state and local sales taxes for sales which occur on the exhibition floor.  Exhibitors may not serve or dispense food or beverage of any type from their booths or in the exhibit area without permission from the CAC.  

Helium balloons are prohibited on the exhibition floor.  No part of the display, including products, is permitted outside the exhibit space.  Products and furnishings should be arranged with the safety of the exhibitors and attendees in mind. 

The CAC reserves the right to restrict the operation of, or evict completely, any exhibit which, in the sole opinion of the CAC, detracts from the general character of the exhibition as a whole.  The applies to displays, advertising, novelties, souvenirs, conduct of persons, etc.  No exhibits will be permitted which interfere with the use of, or impede access to, other exhibits or impede free use of the aisles. 

CONTRACTOR AND LABOR COORDINATION.  The Official Contractor (Absolute Expo) will have control of all inbound and outbound freight to prevent congestion in the loading and unloading area, in aisles, and in any freight traffic area. Absolute Expo will have complete control of all labor hired and scheduling and coordination of labor for the purpose of orderly setup, management, and dismantling of the exposition.   

INSTALLATION/DISMANTLING. 

 Installation.  Full details of installation dates and hours will be communicated to exhibitors from Absolute Expo.  All exhibits must be set up by 9:00am on Friday, September 17, 2004, without exception.  Assembly of exhibits during regularly scheduled show hours will not be permitted.  At 10:00 AM an inspection will be made and exhibits that obviously are not worked on and have no representative present will be assigned to the labor contractor for uncrating and erecting to facilitate the removal of crates and the initial cleaning prior to the opening.  Charges will be billed to the exhibitor.  Exhibit aisles must be clear by 9:00 AM. 

Dismantling.  The official closing of the exhibits is 4:00PM on Saturday, September 18, 2004.  All exhibit material must be packed and ready for removal from the exhibit area no later than 10:00PM on Saturday, September 18, 2004.  No packing of equipment or literature or dismantling of the exhibits is permitted until the exhibit hall is closed.  Any company violating this regulation will be fined $100 and may be denied exhibit space at any future CAC events. 

ADDITIONAL EXHIBITOR SERVICES.  All other services are available to exhibitors at normal charges through the official show contractor, Absolute Expo (herein referred to as “Official Contractor”).  An Exhibitor’s Service Kit will be mailed to all exhibitors approximately 60-days in advance with complete details and deadline order dates for rental displays, additional decorating, furniture, carpeting, signs, cleaning, photography, floral, electrical, telephone, audiovisual service, drayage, and labor. 

CORPORATE SPONSORED SYMPOSIA – HOSPITALITY & ENTERTAINMENT.  Hospitality suites and or suites/meeting rooms reserved for Corporate Sponsored Symposia or Corporate Entertaining must be approved by the CAC.  No entertainment may be scheduled in conflict with the CAC scheduled events, programs, expo or conference, during conference hours or exhibit hours.  The CAC has reserved a number of suites and meeting rooms for this purpose and they are available on a first-come first-served basis.  Firms that are not exhibiting are NOT permitted to have hospitality suites and/or meeting rooms for Corporate Sponsored Symposia. 

EXHIBT STAFF REGISTRATION.  Prior to August 20, 2004, registration of four (4) exhibition representatives (inclusive of spouses) per paid 10x10 space will be provided on a complementary basis provided names are provided before August 20, 2004.  There will be a $25 fee for each exhibition representative registered who exceeds the 4-per-10x10 allotment.  After July 30, 2004, a $25 fee will also be charged for 1) Name changes 2) Lost Badges 

GENERAL CONFERENCE REGISTRATION.  Each 10x10 exhibit space contracted and paid for in full, includes one (1) conference registration for the exhibiting company to use.  Delegates names must be provided on or before Augusts 20, 2004 and may be changed with written notification to the CAC.  Additional attendees may be registered through regular channels.  Registration forms will be mailed to exhibitors as soon as they are available. 

SPECIAL VISUAL AND SOUND EFFECTS.  Operation of equipment or audio-visual and/or sound effects may not create noise levels objectionable to neighboring exhibitors. 

UNACCEPTABLE EXHIBITS.  The exhibitor may not use any displays that the CAC determines, in its absolute discretion, will unreasonably endanger the person or property of the attendees or exhibitors, are in bad taste, are liable to discredit or subject the CAC to criticism or legal liability, are inconsistent with the stated purpose of the exhibition and the interest or welfare of its members, are inimical to the property rights of the CAC, or violate the booth regulations or any other provision of this contract. 

INSURING EXHIBITS.  Exhibitors are encouraged to insure their exhibits, merchandise and display materials against fire, theft, etc. at their own expense.  Neither the CAC, the Hyatt Regency Crystal City or Absolute Expo shall be held responsible for any damage or loss or property by the exhibitor. 

LIABILITY FOR DAMAGES OR LOSS OF PROPERTY.  The CAC will provide security in the exhibit area during move-in and non-exhibit hours. The furnishing of such service shall not be construed as any assumption of obligation or duty with respect to the protection of the property of exhibitors.  Exhibitor property shall at all times remain the sole possession and custody of the exhibitor and shall be the sole responsibility of the exhibitor. 

SHIPPING INSTRUCTIONS.  Information on shipping methods and rates will be sent to each exhibitor by the official show management company (Absolute Expo).  The exhibitor will ship, at his own risk and expense, all articles to be exhibited.  Exhibit materials CANNOT be received at the convention hotel prior to setup date.  Exhibitor expressly agrees that any exhibit material remaining in the exhibit hall after the contracted move-out time has terminated or any damaged exhibits left behind may be removed and disposed of at the expense of the exhibitor and without liability to the CAC, the Hyatt Regency Crystal City or Absolute Expo. 

FAILURE TO OCCUPY SPACE.  Any space not occupied by 9:00AM, Friday, September 17, 2004, shall be forfeited by the exhibitor, and space may be resold, reassigned, or used by the CAC without refund, unless a request for delayed occupancy has received prior written approval by the CAC. 

FIRE REGULATIONS.  No exhibitor shall use any flammable decorations, coverings or substances, and all fabrics or other materials used shall be flameproof. 

ADVERTISING MATERIAL.  The use or distribution of any souvenirs during the expo shall be subject to prior written approval by the CAC.  Such material shall be submitted to the CAC for approval 30 days prior to the expo.  Except as otherwise provided, the CAC will not endorse, support, or be liable for the claims made by the exhibitors as to the qualities or merits of their products or services.  All handouts must be distributed within the exhibit booths. 

CONVENTION PROGRAM. One (1) copy of the program book will be available to each exhibiting company at the exhibitors’ registration area. 

EXHIBITION SPACE FLOOR PLAN.  Every effort will be made to maintain the general configuration of the floor plan for this event.  However, the CAC reserves the right to modify the plan, if necessary, as determined solely by the CAC. 

MISCELLANEOUS.  The CAC shall have the sole authority to interpret and enforce all terms and conditions governing exhibitors and this exhibition.  Any and all matters not specifically covered herein are subject to decision by the CAC.  These terms and conditions may be amended at any time by the CAC upon written notice to exhibitors.  The exhibitor expressly agrees to be bound by the terms and conditions set forth herein and by any amendments thereto adopted by the CAC from time to time.  This contract shall be interpreted under the laws of the United States and the Commonwealth of Virginia. 

Signature denotes exhibiting organization’s agreement to the Rules and Regulations set forth in the above contract.

Signature/Title of Person Requesting Space:

_______________________________________________________________________________

Company/Address: __________________________________________________________________________________________

Company Contact:
__________________________________________Phone:________________________

E-mail: ____________________________________