As an exhibitor you agree to the following:

By purchasing your exhibit space you agree to the following Terms & Conditions.  These Terms & Conditions can be updated with or without notice.

TERMS AND CONDITIONS WDONC APPLICATION AND CONTRACT FOR EXHIBIT SPACE

TERMS AND CONDITIONS WDONC APPLICATION AND CONTRACT FOR EXHIBIT SPACE

The 2018 WDONC Symposium is sponsored by the Wisconsin Director of Nursing Council – Education Forum, Inc., hereinafter referred to as WDONC. These contract terms and conditions have been established for the mutual benefit and protection of exhibitors, attendees, and WDONC with such additions or changes as may be made in the Exhibitor Service Kit, or other communications being an integral part of the contract to which the exhibitor agrees.

The WDONC exhibit floor tries to protect each company’s contractual right to exhibit at the WDONC meeting, the following rule applies for the benefit of all exhibitors.

Violators may, in the sole discretion of WDONC, be removed from the premise. They further agree to indemnify and hold WDONC harmless for and against any damages that might be assessed against WDONC as a result of such an incident. Violators may also be removed from the meeting and barred from exhibiting or participating at any future WDONC event for a period of years, or even permanently.

1. Payments. Applications submitted must be accompanied by payment for booth selection to be held. Pay/ Applications submitted within 45 days of the event must be accompanied by a late registration fee of $50. Complimentary Exhibit space is the discretion of WDONC and held to the same rules and agreements.
WDONC reserves the right to refuse any registration for exhibit with or without notice or cause. A refund will be issued if a company’s exhibit registration is refused.

2. Cancellation of Contract. In the event an Exhibitor must cancel his request for exhibit space, the exhibit fee paid will be refunded in full (less a 10% processing fee) if the notice of cancellation is received by WDONC writing 90 days prior. 89-31 days of the event, 50% refund. No refunds will be made within 30 days of the event, or no-shows. Even if space is resold and the exhibitor is responsible for the total balance of the space rental charge as outlined in the above payment schedule. Complementary Exhibit Space will agree to reimburse WDONC for Exhibit Space not used in this agreement.

3. Failure to Hold Exposition. In the event that the WDONC Exhibit is cancelled because of reasons beyond the control of WDONC, space rental fees or deposits already made will be returned to exhibitors on a prorated basis after all related show expenses incurred by WDONC through the date of cancellation have been met plus an administrative fee and overhead expenses. However, exhibitors will not be reimbursed if the exposition is canceled, postponed, curtailed or abandoned due to act of war, act of terrorism, an act of God, insurrection, radioactive contamination, pollution, and contamination. This non-reimbursement clause is due to exclusions in coverage in WDONC’s Show Cancellation Insurance.

4. Force Majeure. In the event any part of the exhibit area thereof is unavailable whether for the entire event or a portion of the event as a result of fire, flood, tempest, or any other such cause or as a result of governmental intervention, malicious damage, acts of war, acts of terrorism, strike, lockout, labor dispute, riot, or any other cause or agency over which WDONC has no control, or should WDONC decide that because of any such cause it is necessary to cancel, postpone, or re-site the Symposium, or reduce the installation time, exhibit time, or move-out time, WDONC shall not be liable to indemnify or reimburse the exhibitor in respect to any damage or loss, direct or indirect, arising as a result thereof.

5. Exhibit Space Assignment. Previous year’s exhibitors are given a 30 day priority period to sign up for their preferred booth. After 30 days sales are open to all prospective exhibitors. Should any exhibitors request the same space at the same time, WDONC reserves the right to make the final determination using membership and previous exhibiting history. WDONC reserves the right to make final determination of all space assignments in the best interest of the exposition.

6. Relocation of Exhibit Space. WDONC may alter the location of exhibit spaces, at its sole discretion, in the best interest of the exposition.

7. Subletting of Exhibit Space. Exhibitors may not assign, sublet, or share their exhibit space with another business or firm. Only the name of the contracting exhibiting company will be listed in official show publications and promotions. All exhibiting companies are required to complete and submit a contract to WDONC and are required to abide by the terms and conditions of the contract.

8. Liability. Neither WDONC or Exhibiting Location can or will be responsible for damage to, loss, or theft of property belonging to or injury to any exhibitor, his agent, employees, business invitees, visitors, or guests. Each exhibitor is expected to carry his own appropriate insurance. The exhibitor shall protect, save, and hold WDONC and its Exhibit Location forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitor or those holding under the exhibitor, except for any of the foregoing indemnified persons or entities, as well as to strictly comply with the applicable terms and conditions contained in the agreement. The exhibitor shall at all times protect, indemnify, save and hold harmless WDONC and the Exhibit Location and Company against and from any and all losses, costs (including attorney’s fees), damage, liability, or expense arising from or out of or by reason of any accident or bodily injury or other occurrence to any person or persons, including the exhibitor, its agents, employees, and business invitees, which arises from or out of or by of said exhibitors occupancy and use of the hotel premises or a part thereof, except for those matters directly caused by the sole negligence of the foregoing indemnified persons or entities.

9. Exhibitor Insurance. All property of the exhibitor is understood to remain under its custody and control in transit to and from or within the confines of the exhibit area. WDONC and Exhibit Location do not maintain insurance covering exhibitor’s property. Exhibitor shall carry Comprehensive General Liability coverage including premises, operations, and contractual liability coverage for Personal Injury Liability and for Property Damage Liability. Exhibitor shall also carry Worker’s Compensation insurance in full compliance with all federal and state laws and covering all of exhibitor’s employees engaged in performance of any work for exhibitor for each accident for bodily injury;

Exhibitor shall deliver to WDONC upon request.
10. Disability Provisions. Exhibitor represents and warrants (i) that its exhibit will be accessible to the full extent required by law; (ii) that its exhibit will comply with the Americans with Disabilities Act (ADA) and with any regulations implemented by that Act; and (iii) that it shall indemnify and hold WDONC harmless from and against any and all claims and expenses, including attorney fees and litigation expenses, that may be incurred by or asserted against WDONC, its officers, directors, agents, or employees on the basis of the exhibitor’s breach of this paragraph or non-compliance with any of the provisions of the ADA.

11. Damage to Property. The exhibitor is liable for damage caused to any building floors, carpeting, walls, columns, standard booth equipment, or to the other exhibitor’s property. The exhibitor may not mar, track, make holes, and apply paint, lacquer, adhesives, or other coating to building columns, carpeting, and floors to standard booth equipment.

12. Photography and Video. Cameras may be carried in the exhibit area, but under no circumstances may photographs or drawings be made without the expressed authority of the exhibitor concerned in each case. WDONC reserves the right to take photographs or video. These are the property of WDONC and may be used in print, digital or social media promotional material.

13. Exhibits. Minimum space is 8’x10’; booth standard backgrounds are eight feet in height, except where noted on the floor plans, and divider rails are three feet in height. All booth equipment and displays must be maintained within the booth area. Any deviation must be submitted in writing to WDONC for prior approval. All demonstrations and exhibits must be confined to the exhibit booth.

14. Booths and Equipment. The booth price shall include back wall, booth divider, and one company name sign, one skirted table and two chairs. All other furnishings, equipment, services, etc., required by each exhibitor shall be at his/her own expense and responsibility, and may be ordered through the official Exhibit Service Contractor.

15. Delivery and Removal During Show. Under no circumstances will the delivery or removal of any portion of an exhibit be permitted during the exposition without written permission from WDONC. All arrangements for delivery, during non-show hours, of supplies, such as flexible materials, cartons, and products to be packaged must be made with WDONC. No deliveries may be made during show hours.

16. Conflicting Events During Show Hours. The exhibitor shall not extend invitations, call meetings, hold hospitality events, or otherwise encourage absence of visitors/attendees from the exhibit hall and meeting rooms during official show hours or educational programs.

17. Dismantling. Exhibitor’s displays shall not be dismantled or packed in preparation for removal prior to the official closing.

18. Badges. Badges will be required for entry into the exhibit hall at all times. Badges are not transferable and will be confiscated if worn by other than the person to whom it was issued.

19. Character of Exhibits. The general rule of the exhibit floor is to be a good neighbor. No exhibits will be permitted which interfere with the use of other exhibits or impede access to them or impede the free use of the aisle. Booth personnel, including demonstrators, are required to confine their activities within the exhibitor’s booth space. Apart from the specific display space for which an exhibiting company has contracted with WDONC, no part of HCC and its grounds may be used by any organization other than WDONC for display purposes of any kind or nature. Within the hotel property, exhibitor brand or company logos, signs, and trademark displays will be limited to the official exhibit area only.
A. Attire. Representatives should be conservatively attired to maintain the professional and businesslike climate of the exposition.
B. Sound. Video presentations relating to exhibitors’ equipment will be permitted. Sound movies will be permitted only if the sound is not audible in the aisle or neighboring booths. Sound systems will be permitted if tuned to a conversational level and if not objectionable to neighboring exhibitors.
C. Lighting. In the best interest of the exposition, WDONC reserves the right to restrict the use of glaring lights or objectionable light effects.
D. Booth Exteriors. The exterior of any display cabinet or structure facing a side aisle, or adjacent exhibitor’s booth must be suitably decorated at exhibitor’s expense.
E. Noise and Odors. In fairness to all exhibitors, no noisy or obstructive activity will be permitted during show hours, nor will noisily operating displays, nor exhibits producing objectionable odors be allowed.

20. Display Heights. Display materials including show case displays or storage cabinets, electrical fixtures, wire, conduits, etc. must adhere to the Exhibit Construction Guidelines outlined in the Exhibitor Service Kit.

21. Safety Regulations. Fire regulations require that all display materials be fire resistant or treated with a flame- retardant solution to meet requirements of the standard flame test as provided by exhibit space for fire prevention. Electrical signs and equipment must be wired to meet the specifications of Underwriters Laboratories. No storage of any kind is allowed behind the back drapes or in the exhibit space. All cartons, crates, containers, and packaging materials may not be stored within the exhibit space. All aisles, corridors, exit areas, and exit stairways must be maintained at all times that the exposition is open. No obstruction such as chairs, tables, displays, or other materials will be allowed to protrude into the aisles.

22. Raffle Prizes. Exhibitors may bring prizes to raffle-off at the end of the exhibit. It is for the best interest of the Exhibitor and the attendee that the prizes advertised must be given away at the end of the WDONC Exhibit Showcase.

23. Complaints. Complaints of any violation of the Contract Terms and Conditions or exhibit construction guidelines are to be made promptly to WDONC, and exhibitors and their personnel agree to abide by the decision of WDONC.

24. Amendment Rules. WDONC reserves the right to make changes, amendments, and additions to these rules at any time and all changes, amendments, and additions to be made shall be binding on the exhibitor with the provision that all exhibitors will be advised of any such changes. Any matters not specifically covered herein are subject to decision by WDONC.

25. Laws Applicable. The exhibitor agrees to abide by both the laws of the Wisconsin and the rules and regulations of WDONC and the Exhibiting space.

Updated September 2017. Previous versions invalid. May update with or without notice.