Event Sponsorship

1. General Event Information
The Event is being organized by Management. This Agreement is subject and subordinate to the lease agreement between the venue at which this Event is being held (the “Venue”) and Management for the Event premises for the period of the Event. This Agreement shall be binding on the parties hereto upon acceptance by Management, which acceptance shall be evidenced by Management’s execution of this Agreement or issuance of an invoice. Management reserves the right to change the name, location and/or dates of the Event. Event hours will be established by Management. Management makes no representations or warranties regarding the number of persons or Sponsors who will attend the Event, such numbers being impossible to predict accurately ahead of time.

2. Exhibit Space Assignment
Management shall assign exhibit space (the “Space”) to Sponsor for the period of the Event only and this does not imply that the same or similar space will be held or offered for future events. Management will make commercially reasonable efforts to respect Sponsor’s Space choices, but Management reserves the right to move such Space after initial assignment and Management’s decision in this regard will be final. Management reserves the right to re-allocate Space in the event changes in the floor plan are required by structural changes in the Event premises by municipal authorities, in the interest of a better showing of exhibits or for any other reason. Should Management assign to Sponsor, in lieu of the original Event Space, such other Space as Management may deem appropriate, Sponsor agrees to use such other Space under the terms of this Agreement. Such re-assigned Space will be the same size as the original Space.

3. Assignment and Subletting of Space; Assignment of this Agreement
Management will not permit Sponsor to sublet or otherwise assign any part of the Space without the prior written consent of Management, which consent shall be granted in Management’s sole discretion. Neither this Agreement nor any part or portion hereof shall be assigned, sublicensed or otherwise transferred by the Sponsor without the prior written consent of Management, which consent shall not be unreasonably withheld or delayed. Management may freely assign this Agreement.

4. Character of Exhibits; Sponsor Conduct
The Exhibit Fee does not include any exhibition stand fitting unless specifically set forth above. The Exhibitor has full responsibility for all other exhibition stand fittings and must conform to any stand fitting regulations as promulgated by Management from time to time.

Management’s written permission must be obtained prior to Exhibitor contracting for double-decker or multi-story exhibition stands. Drawings of the exhibition stands must be submitted to Management in advance, and a premium for the extra area will be calculated at fifty percent (50%) of the Exhibit Fee, plus all applicable taxes. Approval of the relevant authorities shall be required.

All exhibits, demonstrations or other promotional activities:

  • are subject to the approval of Management, which approval shall be granted in Management’s sole discretion. Management reserves the right to expel, decline or prohibit any exhibit or part of any exhibit which is not suitable or in accordance with the standards of the Event or which does not comply with the rules established for the Event. In the event of such prohibition or eviction, Management is not liable for any refund of Event fees or any other exhibit expenses or for any other damages the Sponsor may suffer.
  • must be confined to the limits of Sponsor’s Space and in accordance with this Agreement. Interference with the light or space of other exhibits is not permitted. Noise, music, live or recorded announcements, and lighting that are deemed objectionable or excessively loud by Management, in its sole discretion, may be prohibited, restricted or relocated.

Sponsor (and each of its representatives, as appropriate) shall:

  • provide adequate staff for maintenance and operation of its exhibit during all Event hours;
  • at its own expense, keep its assigned Space clean and in good order. Management has final approval for all arrangements and items displayed in Sponsor’s Space and may at its discretion require rearrangements or alternate placement of exhibition stand materials.
  • conduct itself in a manner in accordance with standards of the Event, decency and good taste and may not interfere with other Sponsors;
  • first obtain written permission from the owner/copyright holder as required by applicable laws, if Sponsor utilizes music or any third party’s intellectual property during the Event;
  • procure at Sponsor’s own cost and expense any necessary licenses and/or official permits necessary for the purpose of its displaying and/or exhibiting any products or services at the Event;
  • show only goods manufactured or distributed by it in the regular course of business;
  • display only the sign of the Sponsor in the Space or in the printed list of Sponsors of the Event, and not of any third party.

Sponsor (and each of its representatives, as appropriate) shall not:

  • hold any meeting or event that conflicts with Event;
  • promote its participation in any other event without prior written consent of Management;
  • make sales that result in the exchange of product or money within the Event premises;
  • bring or distribute alcoholic beverages into the Event unless specifically allowed pursuant to Venue license provisions;
  • operate games of chance or lottery devices or actual or simulated pursuit of any recreation pastime without prior written consent from Management;
  • exhibit anything not specified in this Agreement;
  • display material exposing an unfinished surface. Management reserves the right to have such finishing done and bill the Sponsor for the charges incurred;
  • utilize "live" microphones or loudspeaker equipment in any Space, unless specifically allowed pursuant to Venue license provisions, but laptop computers, portable film, slide and videotape projectors may be utilized as long as other rules are met; and
  • utilize paper decorations or branches, unless fireproofed.

No firm or organization not assigned exhibit space will be permitted to solicit business within exhibit area.

5. Decorations, Signs, Etc.
The Sponsor fee in this Agreement includes standard background, side railings and signage furnished by Management. No front railing will be installed. Plans for special exhibition stand work must be submitted before installation. All special exhibition stand work must conform with standard backwall and side rail dimensions fixed by the Management. All bunting, draperies, and other fabrics must be fireproof. If Union Labor is required to be used, all exhibition stand and installation work must be performed by Union Labor having jurisdiction, and Management cannot and will not take responsibility for interference with the show caused by labor disputes.

6. Observance Of Laws And Regulations
Sponsor shall abide by and observe any laws, rules, regulations, and ordinances, and all rules and regulations of Management and the Venue in connection with its participation in the Event as may be set from time to time. In addition, Sponsor must observe all union regulations (if applicable) and electrical codes to which the Venue is subject. Special electrical, gas or water service, as well as other special services needed by individual Sponsors are provided only when the Sponsor orders and agrees to pay for them from the supplier authorized to supply such services in conformity with city, insurance and other requirements.

7. Limited License
Sponsor grants to Management the right to use and reproduce Sponsor’s name, trademark and logo in connection with the promotion and production of the Event and for the purposes of this Agreement.

8. Photography/Video/Recording
No photographs, video or recording of the Event shall be made by Sponsor without the prior written consent of Management, which consent shall be granted in Management’s sole discretion. Sponsor agrees that Management may record, broadcast or take photographs or video of Sponsor’s exhibition stand space, exhibit, and exhibit personnel as part of the recording or broadcasting of the Event in general and not solely the Sponsor, and Sponsor authorizes such for any promotional use by Management.

9. Installation And Dismantling
All exhibits shall be installed, constructed and operated in a safe manner. All displays must be fully set up prior to the opening of the Event, and all exhibits must be open for business during all Event hours. In addition, Sponsor may not dismantle its exhibit until the Event closes according to the time and date specified by Management. When vacated, all Space shall be left in good order. Sponsor shall not injure or deface floors or walls.

10. Exhibit Space And Rates
Sponsor agrees that all Sponsorship fees related to exhibiting at the Event, or any other amounts owed to Management, must be paid to Management prior to move-in of Sponsor’s exhibit into the Event. In the event that the Sponsor fails to pay any or all such fees in a timely manner, Management, in its sole discretion, may reassign or cancel the Sponsor’s Space. In the event that Sponsor pays the Sponsorship fees after such reassignment, Management, in its sole discretion, will assign such other exhibit Space, if then available, which Management in its sole discretion, deems appropriate. Sponsor remains liable for payment of all fees set forth in this Agreement, subject only to the applicable cancellation schedule set forth herein. Sponsor shall be responsible for all collection costs and legal fees incurred by Management in connection with collecting fees due under this Agreement. Management shall have the right to offset the amount of any obligation owed to Management against any amount owed by Management to Sponsor or to apply any payments to any other amount owed by Sponsor to Management.

11. Sponsor’s Content
Advertising or other content provided under this Agreement shall only advertise or promote goods and/or services manufactured or sold by the Sponsor, and related to the Event. Sponsor may not assign, sublet or otherwise promote goods of any other firm or entity in such Advertising. Sponsor’s content submitted for use in the Advertising pursuant hereto, which content shall include, not to be limited to, text, illustrations, graphics, representations, sketches, maps, trademarks, logos, labels, or service marks, shall comply with all applicable laws including, but not limited to laws of obscenity, pornography, defamation, copyright, trademark and other intellectual or intangible property rights. Insertion instructions shall be submitted for every advertisement.

12. Editorial Discretion
Requests for specific advertising positions will be given consideration, but no assurances can be given with respect to positions unless the Sponsor has specifically paid for a premium position as indicated on the front hereof. Management reserves the right to place the word “advertisement” or words of similar meaning in any Sponsor content. Management reserves the right to reject any Sponsor content which Management, in its sole discretion, determines to be inconsistent with its publication standards, the overall character of the Advertising for the Event, or the law. In the event Management repudiates acceptance of this Agreement or otherwise rejects any Sponsor’s content, Sponsor shall be entitled to the refund of a pro-rata portion of the Sponsorship fee actually received by Management and attributable to advertising, subject to an offset for any benefits received.

13. Payment Obligation
Signing this Agreement obligates Exhibitor to a One Hundred Percent (100%) deposit, due with this signed Agreement. Set-up will not be permitted without full payment and compliance with the terms of this Agreement. Management may impose a surcharge of four percent (4%) per month on any outstanding balance.

14. Impossibility of Performance; Rescheduling of Event
If Sponsor cancels this Agreement, Sponsor remains liable for the entire Sponsorship Fee and no amounts will be refunded to Sponsor.

15. Warranty
EXCEPT AS EXPRESSLY SET FORTH IN THIS AGREEMENT, MANAGEMENT EXPRESSLY DISCLAIMS ANY AND ALL OTHER WARRANTIES, EXPRESS OR IMPLIED.

16. Indemnity And Limitation Of Liability
Neither Management nor the Venue, nor either of their owners, directors, officers, agents, employees or other representatives (“Representatives”) shall be held liable for any damage, loss, harm, or injury to the person or property of the Sponsor or any of its visitors, invitees or Representatives, resulting from Sponsor’s participation in the Event, or its exhibition stand, whether from negligence, earthquake, fire, theft, water or accident of any other cause, or Sponsor’s breach of this Agreement. The Sponsor shall indemnify, defend, and hold harmless Management and the Venue and their Representatives, from, any and all claims, demands, suits, liability, damages, loss, costs, attorney’s fees, and expenses of any kind which might result or arise from any action or failure to act on the part of the Sponsor or its Representatives or breach of this Agreement. Neither Management nor the Venue shall be responsible for the security of Sponsor’s products, proprietary information or exhibit materials. Sponsor understands that neither Management nor the Venue maintains insurance covering the Sponsor’s property and liability, and it is the sole responsibility of the Sponsor to obtain such insurance. Sponsor shall, at its expense, obtain from reputable insurance companies (i) liability and property damage insurance in an amount no less than $1 million per occurrence, and (ii) workers’ compensation insurance covering its employees in at least the statutory amount, and, if required by Management or the Venue, shall provide evidence of such insurance to Management. Under no circumstances shall Management or its Representatives be liable for lost profits, or other indirect, incidental, consequential or exemplary damages in connection with the Event.

17. Governing Law
If the Event Location is in the United States, this agreement is to be governed by and construed in accordance with the laws of the State of New York. The parties consent to the exclusive jurisdiction of the federal and state courts located New York, New York. If the Event Location is in Asia, this agreement is to be governed by and construed in accordance with the laws of Hong Kong. The parties consent to the exclusive jurisdiction of the courts located in Hong Kong. If the Event Location is outside of the United States or Asia, this agreement is to be governed by and construed in accordance with the laws of the United Kingdom. The parties consent to the exclusive jurisdiction of the courts located in London, England.

18. Amendments; Waiver
Management shall have full power to interpret and amend this Agreement, provided that such amendments do not operate to diminish the rights reserved for the Sponsor hereunder this Agreement, and shall not operate to increase the liabilities of the Management. Any amendment(s), when made and brought to the notice of the Sponsor, shall be and become part hereof as though fully incorporated herein. Management shall also have full power in the matter of interpretation and enforcement of this Agreement. No agreement with reference to the subject matter hereof shall become a part hereof, unless executed in writing by Management. The rights of Management under this Agreement shall not be deemed waived except as specifically stated in writing and signed by an authorized representative of Management.

19. Entire Agreement
This Agreement contains the entire agreement of the parties with respect to the subject matter hereof, and subject to Management’s continuing right to promulgate additional or different rules and regulations concerning the Event as contemplated and described above, this Agreement may not be modified or terminated except in a writing signed by both parties. The interpretation of the terms and provisions of this Agreement is reserved solely to Management whose determinations are final and binding in all respects.