EXHIBITOR TERMS & CONDITIONS
This document details the agreement between PHR Media LLC the Nashville Winter and/or Summer Wellness Fests (the organizer) and any company, individual, partnership or organization (exhibitor) that participates in the Nashville Winter and/or Summer Wellness Fests (the exhibition). These terms and conditions apply to the exclusion of any others unless expressly agreed in writing.
i. Nashville Winter and/or Summer Wellness Fests
ii. Open Days: Jan 18th 2020 and May 3rd 2020
iii. Venue: The Expo Halls, Nashville Fairgrounds, Nashville, TN 37203
iv. Public Opening Times for both Fests:: Saturday 10.00am-4.00pm, Exhibitor Set up times: Winter Fest: Jan 17th, Summer Fest May 2nd, 3.00pm to 7.00pm
a. The submitted contract becomes legally binding when the organizer acknowledges receipt of a completed contract and deposit by raising an invoice for the payment. The invoice will also detail the schedule of payments due.
b. The contract must state clearly the nature of all goods and services to be promoted at the exhibition. Only those goods and services entered on the application form may be displayed.
c. The organizer reserves the right to decline an application to exhibit if, in their opinion, it is deemed unsuitable for the exhibition.
a. Upon acceptance of the signed contract the exhibitor agrees to adhere to the schedule of payments as itemized on the application form and the subsequent invoice. In the event of cancellation by an exhibitor the cancellation fees are as follows:
Cancellations received by 180 days before the Fest- loss of deposit.
Cancellations received 90 days before the Fest 50% refund if full amount already paid.
Cancellations after 90 days before the Fest. No refund.
b. Notification of cancellation must always be given in writing and received by recorded delivery. Exhibitors remain liable for any payments overdue at the time of cancellation. The organizer retains the right to resell canceled space without prejudice.
c. In the event of non-compliance with the schedule of payments for any reason whatsoever, the organizer may, at its sole discretion
i. Cancel the booking without return of deposits and/or
ii. Relocate the stand to another position and/or
iii. Alter the size of the stand
d. Should the Wellness Fest be cancelled due to circumstances beyond the control of the organizers, vendor and exhibitors booth refunds will only be given if the Event Organizer’s Insurance covers such risks (ie fire, weather, strikes etc).
e. If the Organizer’s Insurance does not cover the reason the Event has been cancelled (Pandemic and other risks), then no refunds can be given, but Exhibitors and Vendors will be offered a comparable booth at the next Wellness Fest to be held.
f. No refunds can be made for any consequential costs or loss exhibitors and vendors may have incurred due to their planned attendance at the Fest.
g. No refunds can be given if a Vendor or Exhibitor decides not to transfer their booking to a subsequent event.
4. Alterations to Bookings
a. In the event that an exhibitor wishes to alter the listed goods and services between the time of booking and the exhibition itself, they must notify the organizer in writing. Permission to display additional goods and services may be given at the sole discretion of the organizer.
b. Should an exhibitor wish to alter the size or location from that listed on the application form the change(s) must be agreed in writing with the organizer.
c. If an exhibitor wishes to decrease the size of the stand, the organizer, at its discretion, will reduce the size where possible; however the exhibitor will still be contractually obliged to pay the original stand price, as stated on the original signed contract.
d. Under no circumstances must a stand be sublet, shared or transferred without the prior consent of the organizer. All requests must be made in writing via recorded delivery. The exhibitor is still liable for the full price of the stand to be paid to PHR Media LLC. The exhibitor is responsible for collecting any owed money from companies who sublet, share or transfer to/on their stand.
a. The stand cost includes floor space and stand construction. Also included are exhibitor passes for staff, and a program listing (provided the stand is booked prior to the copy deadline).
b. The cost specifically excludes electricity supplies, furniture, telephone, car parking and insurance, and any other additional services as may be required by individual exhibitors.
c. The boundaries of the stand are delineated by the shell scheme construction and do not include any aisle space whatsoever. Displays must not be placed anywhere other than within the perimeter of the stand. Canvassing of visitors is not permitted beyond the perimeter of each exhibitor’s stand such as in the aisles or entrance hall.
a. Stands must be staffed at all times throughout the opening hours of the exhibition.
b. Any failure by an exhibitor to furnish their stand by the opening time of the exhibition will be deemed as a cancellation, and the organizer will be entitled to reallocate the space without refund.
c. Exhibitors selling food items must be in possession of current food hygiene certification and may require permission from the venue caterers. Any applicable concession fees made by the Venue Owners (normally 37% of gross sales) will be the financial responsibility of the exhibitor.
No cooking is allowed.
Samples of less than 2oz maybe provided free of charge.
Exhibitors must not block the front of a neighboring stand with their displays nor arrange their stand in such manner as to cause the public to block the aisle in front of it, or any adjacent stand.
a. Public liability insurance is a requirement of this exhibition. The level of cover required is determined by the requirements of the exhibition hall owners and is $1,000,000 for each Exhibitor. The organizer, exhibition hall owners and management, official contractors and local authority cannot accept any liability for any loss or damage sustained from any cause whatsoever.
b. Some limited security services are provided throughout the exhibition and build-up period, but while every reasonable precaution is taken, exhibitors are advised to take common-sense precautions regarding the safety of their effects at all times.
c. The organizer disclaims responsibility for any loss or damage to property of any exhibitors from any cause whatsoever. However, it is essential for exhibitors to report immediately to the organizer any loss sustained. The organizer accepts no responsibility for exhibitors’ goods left at the exhibition hall at the end of the exhibition.
d. The organizer accepts no responsibility for the failure of any exhibitor to arrange the required insurance cover.
e. The current required Public Liability insurance rates for 2020 are $1,000,000.
8. Health and Safety
a. Any other contractors employed on site for the purposes of stand construction or connection of utilities must gain the permission of the organizer and in turn the venue.
b. Set-up and breakdown of exhibition stands must only take place during the allocated times. Exhibitors are not permitted to set up or dismantle stand displays or move merchandise within the hall while it is open to the public. Specifically, exhibitors must not commence breakdown at the end of an exhibition before the public have vacated the hall.
c. Children under 16 are not permitted to be in the hall during build-up or break-down. The presence of such children would negate the insurance cover of all parties present in the hall at the time and must be absolutely avoided.
d. Exhibitors must not cause any aisle or emergency exit to be blocked in any way by their goods, displays or staff. In case of any dispute the decision of the duty fire officer is final.
e. Exhibitors must not bring explosives, dangerous or harmful substances into the exhibition. No naked flames, fireworks etc are allowed, and any item or device deemed unsafe by the duty fire officer will be removed by the organizers or the fire officer.
f. Exhibitors must seek the permission of the exhibition hall (via the organizer) should they wish to bring any animal into the exhibition.
g. While onsite the designated Health & Safety officer has final say on any issues of Health and Safety, all exhibitors must adhere to their guidance.
9. Fire Regulations
a. Any goods attached to your stand will constitute part of your stand and will be subject to the following regulations:
i. All timber under 25mm thick must be impregnated to Class 1 standard.
Treated boards have BS476-Part 7 Class 1 marked on them. Boards, plywood, chipboard must be treated if under 18mm thick. The exception to this is MDF due to its density.
ii. All textiles must be flame proofed or purchased already treated with approved chemicals. Fabric used within stands must be fixed taut or in tight pleats (not draped) to a solid backing and secured 7 cm from floor level, away from light fittings.
iii. All fittings, fixtures and products must remain within your stand area, and no empty boxes or packing materials can be stored on your stand.
b. All Nashville Winter and/or Summer Wellness Fests are non-smoking.
c. Exhibitors should note the specific fire evacuation procedures that apply to the exhibition hall.
a. Any images of participants taken by the official festival photographer remain the property of the organizer, and the organizer reserves the right to use any such images to promote future Exhibitions.
b. Exhibitors may not take photographs/video footage without the written consent of the organizer.
a. The organizer reserves the right to refuse admission to any member of the public or any exhibitor staff member.
12. Badges / Passes
a. Exhibitor badges are issued by The Nashville Winter and/or Summer Wellness Fests for the use of exhibitors and their staff. These must be completed with the name of the individual and the stand number.
b. Badges are strictly non-transferrable. The organizer reserves the right to refuse admission of any individual in possession of an exhibitor badge, who is not directly involved with an exhibition stand.
13. Noise Levels
a. Exhibitors must ensure that CD/iPods, videos, televisions and any other sounds emanating from their stands are kept to a level that does not cause disturbance to other exhibitors or to performers. In case of dispute, the organizer’s decision is final.
b. No voice amplifiers are to be used by any exhibitor.
c. Any use of pre-recorded music or video material must be registered with the Performing Rights Society.
d. Exhibitors must not cause any obstruction or disturbance to the neighboring or adjoining premises to the exhibition hall in the process of moving into or out of the exhibition hall.
e. During the Festival there will be louder performance sessions on the stage; these will all be done within the health and safety guidelines. These will run through designated times on each day, any loss of trade to an exhibitor due to the volume of these will not be the responsibility of the organizer.
14. Code of Conduct
a. Whilst participating in the exhibition, exhibitors must not conduct their business in a manner that could bring the reputation or integrity of the Festival into disrepute. The organizer reserves the right to stop or remove any act, display item or person deemed to be inappropriate or to be detrimental to its interests.
b. Exhibitors are responsible for any damage caused to the fabric of the exhibition hall by their activities while participating in the exhibition.
c. Exhibitors are responsible for any waste material left behind at the end of the exhibition. Any costs incurred by the venue in the specific disposal of such materials will be passed on to the exhibitor.
a. The agreement is not conditional upon the presence or absence of any other exhibitor, and any reference to such a circumstance does not constitute any part of the agreement.
b. The agreement is onerous upon the organizer to provide the exhibitor with an amount of space and shell scheme within the exhibition. However, the organizer reserves the right to change the position or number of that stands space within the exhibition.
a. Information is given by the organizer in good faith and to the best of their knowledge at that point in time. Any subsequent changes cannot be taken as cause to cancel the booking, likewise no omission or error on the part of the organizer can be held against them.
b. The organizer reserves the right to alter the overall layout of the exhibition if necessary, which in turn may affect the location and dimensions of individual stands. In the event that re-allocation of stand space is necessary for any reason, the organizer will undertake as far aspossible to allocate the closest equivalent stand. This eventuality does not constitute a violation of the contract and does not permit the exhibitor to revoke that agreement.
c. The organizer will act at all times in the best interests of the exhibition and in doing so may from time to time alter the details of these terms and conditions if required.
d. In the case of any breach of contract the organizer reserves the right to remove items or people from the exhibition and/or revoke the contract without prejudice to the right to recover any monies owed to the organizer.
e. In the event of postponement or abandonment by the organizer the exhibitor shall not have any claim against the organizer. Any failure to settle a dispute related to these terms and conditions will be resolved in a court of law.
No sub-letting or transferring of stands is allowed. The contract is specific to the exhibitor and must not be assigned, sublet or shared in any way. No material can be distributed that is not related to the exhibitor and listed on the booking form PHR Media LLC September 2019