California Audio Show Contract Terms and Conditions:
PAYMENTS: Full payment is required. Your 1st payment indicates contract agreement.
Non-payment constitutes forfeiture of exhibition space reservation. The exhibitor will not be allowed to exhibit at the Show, and the Organizer reserves the right to reassign the reserved space to other exhibitor(s) in the case of delinquent payment and/or any other circumstances leading to the exhibitor’s inability to make scheduled payments. Exhibitors will be charged $50.00 for all returned checks.
CANCELLATION / DOWNSIZING BY EXHIBITOR:
All cancellation requests must be presented in writing to the Organizer. Exhibitor acknowledges that if he cancels, which otherwise essentially abandons his planned use of the space, or if he downsizes from his contracted plan, it will constitute a breach of the exhibitor’s obligation to the Organizer. The Organizer will bear substantial losses that cannot be determined in advance. Due to the difficulty in determining the sustained losses incurred by the exhibitor, the exhibitor will be liable for the following charges:
Cancellation prior to April 15, 2018: 50% of total payments made. If no payment or insufficient payment has been made, the exhibitor is liable for 34% of total exhibit space cost.
Cancellation after April 15, 2018: 100% of total exhibit space cost.
CANCELLATION BY ORGANIZER:
The Organizer is not liable for events beyond his control, such as acts of God, outages, calamities including but not limited to human intervention, that leads to the cancellation of the show.
The exhibitor shall indemnify and hold harmless the Organizer AND the Hotel, their respective agents, officers and/or employees from and against any and all claims, demands, penalties, fines, liabilities, settlements, damages, acts of God, loss, costs and/or expense of any kind of nature, including legal fees and expenses for expert witnesses and consultants, arising out of or in any way connected with any injury, death or property loss/damage incurred by use of premise while the exhibitor is occupying the contracted space under the terms of this Contract. The exhibitor also acknowledges that the Organizer AND the Hotel is not liable for damages to the exhibit space, or circumstances that make the exhibit space unavailable for use during any period of the contract.
The exhibitor is recommended to obtain liability insurance in the minimum amount of $1,000,000.
The exhibitor acknowledges that, upon confirmation by the Organizer, this contract does not constitute as a guarantee by the Organizer on availability of specific rooms but an acceptance by the Organizer of the exhibitor’s participation. However, the Organizer pledges to fulfill specific room requests to the best of his ability. The Organizer reserves the right to reassign exhibit spaces, deny requests, cancel exhibits in the best interest of the show and its exhibitors.
The Organizer does not make any guarantees on level of attendance, and the exhibitor agrees to release the Organizer from any claims of loss due to any level of attendance.
EXHIBITING AND NOISE LEVEL: The exhibitor shall open its demonstration to the attendees within the show hours published and will not generate noise of any kind outside of the show hours unless sanctioned by the show. Violation of this policy may subject the exhibitor to disqualification of exhibit participation, and the exhibitor shall not be qualified for refunds or any compensations.
a. The exhibitor must not position displays and exhibit materials beyond the confines of the designated exhibit space. Violation of this policy shall result in but not limited to removal of material and disqualification of exhibit participation.
b. All items hung on walls/doors must be adhered by either Scotch tape or masking tape only.
c. The exhibitor acknowledges his responsibility to pay the hotel for any damages to the exhibit space while using it.
FOOD AND BEVERAGES:
In compliance with city and state health and liquor laws, all food and beverages served at meeting rooms during the show must be provided, prepared, and served by Hotel, and must be consumed on Hotel premises. Exhibitors are allowed to provide for their own food and beverages only in Guest Sleeping Rooms.
For tax periods after Jan. 1, 2001, Ca. Rev. and Tax Code §6203(e) allows an out-of-state company 15 days of nexus-free attendance at conventions and trade shows each year. However, the company must not have derived an annual net income of more than $100,000 from activity at such conventions or trade shows during the previous calendar year. An out-of-state seller must collect tax on property sold at a California trade show or convention and on property sold pursuant to orders taken at such a trade show or convention.
Exhibitors that choose to co-exhibit in any given exhibit space are responsible for assignment of designated personnel for representation before the Organizer, as well as morning opening and evening closing of exhibit space, security and management of cost-sharing. The said designated representative is responsible for providing a complete list of co-exhibitors to the Organizer for listing purposes.
The exhibitor must use AFC LS, the CAS official carrier, for shipping products to the show. The hotel does not provide storage facility. However, Standard Room exhibitors are allowed to begin moving of exhibit materials/equipment into his exhibit beginning 3pm on Wednesday, July 25 while Meeting Room exhibitors may begin to set up at 7am on Thursday, July 26. At 4pm, Sunday, July 29, the exhibitor is allowed to begin dismantling of exhibit until 12am, Monday, July 30.
The exhibitor is responsible for arrangement of shipping of exhibit equipment to a hold location, such as a local dealership or a freight company midway warehouse, for further delivery to the hotel/exhibits after 3pm on Wednesday, July 25, 2018 for Standard Rooms and after 7am on Thursday, July 26, 2018 for Meeting Rooms. The hotel does not offer transportation assistance. The exhibitor agrees to not engage the hotel staff on the moving of any exhibit material/equipment.
Any matters relating to this contract or the California Audio Show will be subject to the laws of the State of California and that the parties agree that any disputes will be resolved in the courts of Contra Costa County, California and that all parties waive any right to assert jurisdiction in any other courts.