2023 Exhibitor Terms and Conditions
This agreement governs the terms and conditions by which Exhibitor may display information concerning Exhibitor’s goods and services at the 2023 Conference & Trade Show Event scheduled to take place between October 1-3, 2023 at the Rosen Shingle Creek Resort, located at 9939 Universal Blvd, Orlando, Florida 32819.
The Exhibitor has rented booth space via IBPSA’s petcareconference.com website. This agreement provides that IBPSA in return will list Exhibitor’s name and contact information on the IBPSA website on the list of confirmed exhibitors for the event, along with a complimentary link to Exhibitor’s website homepage, and will have Exhibitor’s name and company information printed in the Final Program.
Please note that the exhibit fee does not include admission to pre-conference workshops, drayage, electricity, wifi, furniture, and other sundry charges which are all the responsibility of the Exhibitor. Management of the booth space will be available through the exhibitor’s online portal as set up at the time of registration.
Exhibits. Minimum space is 10’x10’; booth standard backgrounds are eight feet in height, except where noted on the floor plans, and divider rails are three feet in height. In any portion of the booth beyond five feet from the rear background of the booth, all parts of the exhibit shall be placed not to exceed a height of 48 inches from the building floor. In the area five feet forward from the rear background of each booth, display materials may be placed up to a height not exceeding the official height limitations. Any deviation must be submitted to IBPSA in writing for prior approval. All unfinished surfaces must be finished or masked to the satisfaction of IBPSA.
Exhibitors are prohibited from blocking aisles and walkways in the Exhibitor area. Product demonstrations to groups are not permitted in the Exhibitor area. All demonstrations and exhibits must be confined to the exhibit booths responsible for such demonstrations or exhibits.
Exhibitor Conduct. Exhibitor agrees not to display or distribute any promotional items or to engage in any marketing or advertising during the Event outside of its approved booth in the Exhibition Hall. Exhibitor further agrees to conduct itself in a manner respectful of IBPSA and its staff, fellow Exhibitors, and Conference Attendees. Any Exhibitor who, in the sole opinion of IBPSA, engages in conduct that is unethical or offensive may be dismissed from the Exhibition without refund. Any Exhibitor violating the Exhibition Rules may be further subject to ejection and may forfeit the opportunity to exhibit in subsequent years.
Booth Representatives. The Exhibitor’s booth registration includes admittance for two (2) representatives, whose identities must be assigned via the Exhibitor Portal. An additional two (2) booth representative tickets may be purchased for $350 each; not to exceed a total of four (4) representatives per booth. Booth representatives shall wear “Exhibitor” badge identification, furnished by IBPSA, at all times. Booths shall be attended at all times during trade show floor hours.
Floor Plan. IBPSA reserves the right to modify the Exhibition floor plan without notice or obligation for refund.
Signage. Signage and product displays are only allowed within the boundaries of the booth and are not allowed in public spaces such as the lobby or hallways. IBPSA reserves the right to approve booth signage and placement. An Exhibitor displaying any signs or phrases that are considered inappropriate or offensive will be asked to revise or remove the sign. Prior approval can be received by submitting the signage language to IBPSA for approval up to 10 days before the event set up date.
The following disclaimer statement or something similar may be posted in the conference program and on the IBPSA conference website and will be displayed at the Conference: “The views expressed by each Exhibitor are the views of the Exhibitor and may not represent the views of the IBPSA. The IBPSA does not endorse any products or Exhibitors except as expressly noted. Products offered for sale may or may not comply with all applicable health and safety requirements or laws pertaining to the sale and use of such products. IBPSA has made no investigation as to the registration, certification, and/or approval by regulatory agencies of products or equipment sold at the event and makes no representations or warranties regarding any products or equipment sold by Exhibitors at the event. Each purchaser is required to confirm the products or equipment are permitted for purchase and sale in purchaser’s state. IBPSA is not liable for any damages resulting from a purchase of products or equipment. All recourse for damages is from the seller of the product or equipment and not IBPSA.”
Terms and Conditions Modifications. Exhibitor will strictly comply with the terms and conditions in this Contract, especially as to terms and conditions regarding the event premises, and with other reasonable terms considered necessary by IBPSA, provided that the other terms do not materially alter the Exhibitor’s contractual rights. All matters and questions not covered by these terms and conditions are in IBPSA’s discretion. These terms and conditions may be amended at any time by IBPSA and any amendments that are made shall be equally binding upon publication on all parties affected by them, as if original terms and conditions. Non-compliance with terms and conditions and/or requests from IBPSA may result in an Exhibitor’s exhibition privileges being revoked without refund of any money previously paid.
Conditions. IBPSA’s performance of its obligations under this Contract are expressly contingent upon its ability to occupy the facility as now anticipated. IBPSA is only allowing Exhibitor to locate a display in a facility that is owned and operated by an unaffiliated third party. IBPSA’s agreement and ability to rent space from that third party is a condition precedent to this Contract and imposes on IBPSA certain restrictions and obligations by the facility owner that may be in addition to or contrary to those set forth herein. Therefore, Exhibitor understands that if for any reason the facility becomes unavailable or if IBPSA is unable to occupy the facility or to hold the event as scheduled because of any actions by the facility owner or operator, IBPSA will have no liability to Exhibitor if Exhibitor is likewise prevented from attending all or part of the event and IBPSA has the right to terminate this Contract without liability. Furthermore, this Contract is subject to modification or even cancellation at any time if the facility owner or operator notifies IBPSA or Exhibitor that Exhibitor is violating the agreement between IBPSA and the facility owner and such violation cannot be cured by IBPSA or Exhibitor.
Venue. Any questions or disputes relating to this Contract that arise under state law shall be governed by and interpreted in accordance with the laws of the State of Colorado notwithstanding any conflict-of-laws doctrines. Any controversy or claim arising out of or relating to this Contract, its interpretation or any breach, or any claim or action to enforce this Contract, must be brought in a forum located within the State of Colorado. Venue shall only be proper in the state courts situated in El Paso County Colorado. However, the United States District Court for the District of Colorado (10th District) shall provide the proper venue for all matters arising under the subject matter jurisdiction of such court. The Parties stipulate that venue over all controversies arising under this Agreement is proper therein and hereby waive any other jurisdiction and venue to which either may be entitled by virtue of domicile or otherwise. The Parties also consent to the in personam jurisdiction of said courts. If IBPSA is the prevailing party, it shall be entitled to recover its court costs and attorneys fees.
Non-Liability and Indemnity. Security will not be provided in the facility. However, neither IBPSA nor its agents can or will be responsible for damage to, loss, or theft of property in the facility belonging to Exhibitor or for injury to Exhibitor, his or her agents, employees, business invitees, visitors, or guests. Exhibitor hereby protects, saves, and holds IBPSA and its agents forever harmless for any claims and damages of any kind or any charges imposed for violations of any law or ordinance, even if caused by the negligence of the Exhibitor, and further, the Exhibitor shall at all times protect, indemnify, save and hold harmless IBPSA and its agents 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, guests and business invitees, which arises from or out of or by said Exhibitor’s occupancy and use of the facility or a part thereof. Further, neither Party will be liable in any manner to the other for failure or delay of fulfillment of all or part of this Contract owing to any events of force majeure or causes or circumstances beyond its reasonable control, including without limitation acts of God, government orders, war, acts of terrorism, strikes, lockouts, fires, and floods or other casualties.
Exhibitor agrees to defend, indemnify and hold harmless, Rosen Shingle Creek, Group, and their owners, managers, officers or directors, agents, employees, independent contractors, subsidiaries and affiliates, from any damages or charges resulting from Exhibitor’s use of the property. Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of the Exhibitor’s occupancy and use of the exhibition premises, the Hotel or any part thereof.
Insurance. All property of the Exhibitor is deemed to remain under Exhibitor’s custody and control in transit to and from or within the confines of the exhibit area. Due to exhibitor requests, we are now including compliant liability insurance which meets all our requirements, in with your booth space fee. You will no longer need to go through all the hassles and costs of getting and submitting your own compliant insurance. We want to make exhibiting at our show less stressful and as easy as possible. We hope you appreciate this new benefit.
Cancellation Policy
- 50% refund: through May 31, 2023
- No refund: Beginning June 1, 2023
Exhibitor Setup. All Exhibitor booths must be setup and complete by 4:30pm on Saturday, September 30th for approval by the Fire Marshall.
