LFTX Conference — Exhibitor Rules and Regulations
These Rules and Regulations apply to any vendor or organization proposing to enter into an exhibit contract with LFTX for their Conference and these Rules and Regulations are incorporated into any resulting contract accepted by LFTX(hereafter “Contract”).
Efforts will be made to assign exhibit/booth space in accordance with the Exhibitor’s specified preference; however, no guarantee is made by LFTX that Exhibitor’s preference will be met. Efforts will be made to avoid placing competitors adjacent to each other. Booth sales will be processed in the order in which they are received.
LFTX will provide display space to the Exhibitor as indicated on the official floor plan, to the extent possible, but reserves the right to make any changes in the interest of any Exhibitor or LFTX reserves the right to decline or prohibit any exhibit product or service that, in its judgment, does not fit the character of the Conference. This reservation is all-inclusive as to persons, things, printed matter, products, and conduct.
No Exhibitor may assign, sublet, or apportion exhibit space in whole or in part, nor exhibit any products or services other than those provided or sold in the normal course of Exhibitor's business.
Each booth measures 10' across the front and 10' deep. Each booth will be equipped with a 6’ table and 2 chairs. Other equipment may be purchased and requested by using the Irving Convention Center forms in the Exhibitor Service Kit. Additional information about furniture, carpeting, utility outlets, and complete display service information will be included in the Exhibitor Service Kit.
The Exhibitor shall not display or place any product, sign, partition, person, apparatus, shelving, or other construction that extends more than 8' above the floor or more than 4' forward from the back wall of the booth, with the exception of such products as school buses or freestanding island spaces, subject to the approval of LFTX. Displays between the back construction and the front of the booth may be no higher than 4'. No interference with the light or view of other Exhibitors will be permitted.
All exhibit installations must be completed by the Move-In date and time. Any space not claimed and occupied or for which no special arrangements have been made before 9:00 a.m. on June 20, 2022, may be resold or reassigned by LFTX without any obligation on the part of LFTX for any refund whatsoever. In the event Exhibitor or its agents request a late installation, a call must be made to the Conference Manager before 9:00 a.m. on June 20, 2022. Exhibitors are required to participate during all show hours on June 20 and 21, 2022. Exhibitor understands and agrees that early withdrawal from Exhibitor's space could adversely affect LFTX and could cause LFTX to incur additional expenses. If the Exhibitor fails to exhibit throughout all show hours, LFTX reserves the right to adversely consider the Exhibitor's record of non-performance in future Conference contract opportunities. Exhibitors may not use escalators or passenger elevators to transport equipment or freight into or out of the Facility. No vehicle may be parked in the loading dock for more than 15 minutes. Vehicles are allowed in the dock area strictly for loading and unloading purposes. Dismantling of displays must not begin until after exhibits close at 5:00 pm on June 21, 2022. All exhibits must be removed and the building vacated no later than June 22, 2022. No one under the age of 18 is permitted in the Exhibit Hall during move-in or move-out.
No installing, dismantling, rearranging, repairing, servicing, removing, or supplementing of exhibits will be permitted during the viewing hours without the permission of LFTX. To ensure the continuation of a smooth installation, dismantling, and operation during the Exhibition, official contractors can provide services. Complete details for the official contractors and the labor and services they provide are outlined in the Irving Convention Center Exhibitor Kit. An Exhibitor-Appointed Contractor is any person or company other than the designated “official” or “exclusive” contractors that provide a service (e.g., supervision, display installation and dismantling, advertising agencies, models, florists, photographers, aquarium supply firms, computer firms, audio-visual firms, etc.) and requires access to the Exhibit Hall any time during move-in or move-out or show dates. If LFTX is charged a fee by the Facility because the Exhibitor caused damage or did not properly remove material after the Conference, that fee will be passed on to the Exhibitor.
LFTX is not responsible for any of the Exhibitor’s costs. Exhibitor bears all responsibility for any costs it undertakes to comply with this Contract.
Exhibitor must furnish LFTX with an advance list of its representatives. Exhibitor must not send any representative who has been convicted of a violent felony (in any jurisdiction) or for whom Exhibitor has reason to believe might pose a danger to others. Representatives must register upon arrival at the exhibit area and must wear Exhibitor identification badges at all times. A maximum of 2 Exhibitor badges per contracting company will be issued without extra charge. Up to 2 additional Exhibitor badges may be purchased for $50 each. Exhibitor badges entitle the wearer to attend activities held in the Exhibit Hall and General Sessions. Exhibitors who want to attend other Conference activities must register as a Conference attendee. Exhibitors will be admitted to the Exhibit Hall at 9:00 am on June 20, 2022, and 7:00 am on June 21, 2022, before the Exhibit Hall opens on each day of the Conference, and power and lights will be turned on at that time. Any special arrangements or requirements must be coordinated with LFTX. LFTX reserves the right to exclude from the exhibit area and/or the Conference, without any refund or reimbursement, any Exhibitor (including its employees, independent contractors, or agents of any kind) who breaches this Contract, behaves inappropriately (including sexual harassment) at Conference functions or in the Exhibit Hall, violates the law, misrepresents the Exhibitor’s products or services, or otherwise brings discredit upon the Conference or LFTX. Any such conduct shall constitute a material breach of this Contract.
LFTX will distribute to registrants a list of Exhibitors, their booth numbers, and their products and services. LFTX reserves the right to publish a list of immediate past Exhibitors in the following year’s promotional materials and on the Conference Web Site and conference app. Web site links from the Conference’s online list of exhibitors will remain active July–December of the current Conference year. Exhibitor authorizes LFTX to capture or record Exhibitor’s exhibit space, including all persons and property situated therein, and use same in any medium (photograph, video, etc.) for any lawful purpose.
Interviews, demonstrations, distributions of literature, etc., are permitted only within the Exhibitor’s space. Samples or souvenirs may not be sold, and if distributed, must directly relate to merchandise displayed in the Exhibitor’s booth. LFTX will not permit non-exhibitors or non-sponsors to canvass, solicit, hold conferences, or distribute literature or other promotional devices during the Conference. Aisles must be kept clear of exhibit materials, and debris must be disposed of in building trash containers. Fire regulations in most exhibit facilities prohibit storing product, literature, empty packing containers, or packing materials behind back drapes or under draped tables. In most cases, however, Exhibitors may store a limited supply of literature or product appropriately within the booth area, as long as these items do not impede access to utility services, create a safety problem, or look unsightly.
Meetings, demonstrations, press conferences, or social functions held by Exhibitors must not be scheduled during exhibit hours or conflict with any official Conference activities unless approved by Show Management. Two priority points will be deducted for conducting such events in violation of this provision.
Exhibitors may only provide prizes or gifts in accordance with law and the terms of this Contract. Exhibitors conducting drawings or offering prizes must comply with state laws prohibiting gambling and bribery of public servants. Personal tangible gifts to public servants should be limited to caps, T-shirts, coffee mugs, or other token items. In no event should the value of the personal gift exceed a $50 fair-market value. Additionally, no cash or cash equivalents (e.g., bank or gift cards) can be offered or provided to public officials or employees.
Exhibitor may sell products on the exhibit floor during regular exhibit hours, provided that (1) Exhibitor has given LFTX prior written notice. LFTX harmless from every claim of any kind that may arise from the sale of such products, including without limitation, any consumer suit, complaint, or demand; any product liability suit; any claim for sales or use taxes; or any other claim, demand, or suit, whether in a court of law or equity or in an administrative forum. | LFTX reserves the right, in its sole discretion, to prohibit or discontinue sales for any reason, at any time. All Exhibitors, whether or not such Exhibitors have Texas business locations, must comply with all applicable laws, rules, and regulations including applicable provisions of city codes, building codes, fire codes, Facility rules and regulations, and state and federal laws and regulations.
No part of the building shall be defaced in any manner, nor shall signs or other articles be posted, nailed, or otherwise affixed to any pillars, walls, doors, or other parts of the building. Helium balloons are not allowed in the Facility. Exhibitors will be liable for the cost of removing excess debris. All internal combustion driver vehicles or machinery using flammable fuels involved in a display must have the least amount of fuel required (between one-eighth of a tank and empty). Gas caps must lock or be sealed with tape. Batteries must be disconnected while on display. Displays of vehicles must obtain the approval of the Irving Convention Center and Irving’s Fire Department prior to the Conference. Exhibitors must comply with all rules and regulations of the Facility. Such rules and regulations are available for review by contacting the Facility directly or by contacting LFTX Conference staff. No animals are permitted in the Facility unless written permission for such animal’s presence is given. With the exception of service animals, no animals are permitted in the Facility without LFTX prior written consent. Exhibitor is responsible for and agrees to maintain proper control of any animals in the Facility, and further agrees to indemnify and hold LFTX and the Facility harmless for any claim, liability, or loss, including without limitation attorneys' fees, arising out of or related to the presence of such animals. To the extent applicable and enforceable by law, possession of firearms is forbidden in the Facility with the exception of licensed peace officers and licensed honorably retired peace officers.
Musical instruments, radios, sound systems, motion-picture equipment, recorded music players, noise-creating devices, or amplifying systems shall be operated only at a level that will not interfere with other Exhibitors or add unduly to general acoustical inconvenience, and their operation must conform to LFTX requirements.
The Exhibitor shall have insurance as outlined in the Irving Convention Center exhibitor kit.
16. COPYRIGHT/INTELLECTUAL PROPERTY
Exhibitors are responsible for obtaining permission or the license to use any copyrighted work that is performed, broadcasted, or displayed by such Exhibitor during the LFTX Conference and to be prepared to furnish proof to LFTX of compliance with all intellectual property laws, including but not limited to copyright laws, if requested. Each Exhibitor assumes full liability for any infringement of intellectual property rights committed by or on behalf of such Exhibitor and agrees to hold LFTX and its employees and agents harmless and to assume all costs and damages for any direct or indirect liability LFTX may incur by such infringement. For any infringement committed, each Exhibitor agrees to assume the duty to defend, including paying for all costs associated with the infringement defense, giving LFTX the right to control litigation and choice of counsel. The provisions of this section shall survive the termination of this Contract.
LFTX reserves the right to make ancillary rules and regulations, as LFTX deems necessary or appropriate to enhance the success of the LFTX Conference, in the form of the Exhibitor Service Kit or other written format that provides notice to the Exhibitor. However, any such ancillary rules and regulations shall not conflict with the terms of this Contract or otherwise diminish either party’s rights hereof. Failure of LFTX to declare any violation of the Contract immediately upon occurrence thereof, or delay in taking any action in connection therewith, shall not waive such violation. LFTX shall have the right to declare any violation at any time and take any action authorized by this Contract or by law. Any and all matters not specifically covered by these rules and regulations shall be subject to the decision of LFTX, consistent with this Contract.
LFTX is committed to providing a welcoming, civil, and safe environment for all participants and guests. | LFTX will not tolerate any form of harassment or offensive conduct by any person toward any of our staff, registrants, guests, or other participants. Anyone deemed to be in violation of this policy will be required to
leave the event and no full or partial refund will be issued. If you wish to report conduct that you believe violates this policy, please visit the attendee registration desk to speak with an LFTX representative. However, if you feel you are in danger, contact law enforcement (911) or security at the facility immediately.
Exhibitor grants LFTX the right to share information regarding Exhibitor with third-party service providers to be used to fulfill the requirements of this Contract and to perform other duties in connection with Conference. The information shared may include the Exhibitor’s name, address, phone number, and email address, as well as the name, email address, and other contact information of the Exhibitor’s personnel who were disclosed to LFTX.
Exhibitor will be provided with the LFTX logo that exhibitors may use in their promotional material as a Conference exhibitor. Exhibitors may only use that logo and cannot copy or manipulate LFTX Conference logos, trademarks, or other intellectual property without their prior written permission. Unless otherwise set out in a separate written agreement, any promotional material must not indicate or imply that LFTX or the LFTX Conference created or endorsed the material or Exhibitor. Exhibitor's material must not be misleading about its relationship with LFTX or the LFTX Conference as an exhibitor. Nothing in this Contract makes Exhibitor a Conference sponsor, underwriter, or endorser; thus Exhibitor shall not communicate or imply otherwise.
Exhibitor agrees to comply with the laws and regulations set forth for public accommodation by the Americans with Disabilities Act (“ADA”) and applicable state and local law. Exhibitor further agrees and warrants that any Exhibitor booth, display, or other contrivance placed in the exhibit space licensed to the Exhibitor by LFTX shall at all times comply with the ADA and applicable state and local law, including accessibility, usability, and configuration. The Exhibitor further agrees to fully indemnify and hold LFTX harmless from any and all claims or actions (including administrative claims) brought against LFTX as a result of the Exhibitor being in violation of the ADA, its regulations, or applicable state or local law during the period of this Contract, including the amount of any claim or judgment LFTX is compelled to pay, and the costs, including attorney fees incurred by them in defending against all such claims. LFTX reserves the right to revoke this Contract without penalty if it determines that the Exhibitor is in violation of the ADA or any other law with respect to any exhibit booth, display, or other contrivance placed in the space licensed to the Exhibitor under this Contract.
This Contract is governed by Texas law and venue for any legal proceeding concerning this Contract shall lie in the state or federal courts located in Dallas County, in Irving, Texas.
The Exhibitor agrees that it shall remain obligated to LFTX under all clauses of this Contract that expressly or by implication survive the expiration of the period contemplated by this Contract.
This Contract represents the complete understanding of the parties. Unless specifically provided otherwise in this Contract, LFTX may amend this Contract by providing Exhibitor written notice of the amendment at least 30 days before the amendment’s effective date (which shall be stated in the notice) or at least 20 days before Conference. If LFTX presents such an amendment to Exhibitor, Exhibitor may cancel this Contract, without payment of any cancellation fees and with a full refund of any payments made to LFTX related to this Contract as of the date of cancellation, by providing written notice to LFTX prior to the amendment’s effective date. If the Exhibitor does not provide LFTX written notice of termination by the effective date, the amendment shall be considered accepted by conduct. The exhibitor’s signature will not be required for the amendment to be effective.