RULES and REGULATIONS for EXHIBITORS
CONTRACT FOR SPACE: Your application for exhibit space has been accepted by the California Society of Industrial Medicine and Surgery. We will attempt to comply with any special requirements you may request, however, CSIMS cannot guarantee that all of your requests may be complied with to your satisfaction. No exhibitor will be allowed to set up in any area not designated to that firm nor can any exhibitor attempt to move, exchange or in any manner alter the master layout provided. No exhibitor will be allowed to participate whose exhibit’s dimensions exceed the area provided. Please advise your exhibit personnel that they must comply with this requirement or be excluded from the exhibit area with no refund due the parent company.
SET UP, TEAR-DOWN, EXHIBIT HOURS AND LOCATION: Exhibitors must set up their displays in the Grand Sierra Ballroom of the Resort at Squaw Creek (400 Squaw Creek Rd., Olympic Valley, CA 96146), Friday, June 9 from 6 a.m. to 7 a.m. All exhibits should be set up during this time.
- Exhibit hours are: Friday, June 9 from 7 a.m. to 6 p.m. (Welcome Reception is this evening), Saturday, June 10 from 7 a.m. to 4 p.m.
- Tear down is scheduled from 4 p.m. to 5 p.m. on Saturday, June 10. All exhibits must be down by 5 p.m.
EXHIBITOR FLOOR PLAN IS SUBJECT TO CHANGE
EXHIBIT CONDUCT: The rights and privileges of an exhibitor should not be infringed upon by any other exhibitor. Exhibitors shall not disparage the goods, services or reputation of other exhibitors. The Association reserves the right to expel, without refund, any exhibitor engaging in misconduct, or to restrict exhibits or exhibitors that may be objectionable or in the judgment of the Association detrimental or detracts from the general order of the exhibit area. This applies to persons advertising, soliciting, or anything of a similar nature. Please note: you must have an actual product or service to sell to qualify as an Exhibitor at CSIMS conference.
Vendor representative(s) must staff exhibit at all times during key exhibit hours. All Exhibitors are required to dress in appropriate attire. No alcoholic beverages are to be served in the Exhibit Area.
PROVIDED TO EXHIBITORS: The CSIMS exhibitor will be furnished with the following:
- One six foot table with two chairs (pipe and drape).
- Names badges and table top signage.
- Link to your website on the CSIMS site (www.CSIMS.org).
- Admission for two to the Saturday Hosted Luncheon.
- Admission to the Friday Welcome Reception.
- Electrical power and internet access (if requested; at an additional charge).
- Inclusion in the conference program.
- Placement of a one-page (not to exceed 8 ½ x 11 inches) company flyer in the attendee materials.
- List of attendees emailed to you after the conference.
LIABILITY: Neither the California Society of Industrial Medicine and Surgery nor Resort at Squaw Creek assumes responsibility for damage or loss of any kind. The exhibit area will offer all exhibitors maximum exposure. The exhibit hall will be locked during non-exhibit hours. It is suggested that any property of value be removed from the exhibit hall during non-exhibit hours. Security personnel will be stationed overnight during that portion of the exhibit hall hours. Neither the California Society of Industrial Medicine and Surgery nor Resort at Squaw Creek will be held responsible for property or material left unattended at any time in the hotel.
HOLD HARMLESS: In the event that the premises in which the CSIMS Conference was to be conducted shall become, in the sole discretion of CSIMS, unfit for occupancy, or has been substantially interfered with by reason of any cause or causes not reasonably within the control of CSIMS, this agreement may be terminated by the California Society of Industrial Medicine and Surgery. For this purpose the term “cause or causes” shall include but not by way of any limitation, fire, flood, epidemic, earthquake, explosion or accident, blockage, embargo, inclement weather, government restraints, restraints or orders of civil defense or military authorities, riot or civil disturbance, strike, lockout, boycott or other labor disturbance, or commandeering of necessary supplies or equipment by local, state, or federal law, ordinance, rule, order or decree or regulation, legislative, executive or judicial, and whether constitutional or an act of God.
Should CSIMS terminate this agreement pursuant to the provisions of the previous paragraph, the Exhibitor waives any and all claims for damages and agrees that CSIMS may, after computing the total amount refundable to all Exhibitors (the amount by which the total amount of fees paid by preparation for conducting the show, including reasonable reserve for claims and other contingencies), refund to the Exhibitor, as and for, complete settlement and discharge of all said Exhibitor’s claims and demands.
The Exhibitor indemnifies and agrees to hold harmless the California Society of Industrial Medicine and Surgery, Resort at Squaw Creek and their officers, directors, employees and agents, from and against any actions, losses, costs, damages, claims and expenses (including attorney’s fees) arising from any damage to property or bodily injury to Exhibitors, his agents, representatives, or employees by reason of the Exhibitor’s occupancy or use of the exhibition facilities.
Materials Shipping Information: CSIMS will not be responsible for any shipping charges incurred by exhibitors. (Please see the Shipping and Receiving portion of your Exhibitor Contract for more information.)
Electrical and Internet Needs: Both electrical and internet will be your financial responsibility. (Please see power drop and internet portions of your Exhibitor Contract for more information.) Regardless of your actual usage...once ordered, you will be responsible for payment.
Banner Hanging: No materials are to be fixed to any permanent hotel furnishing or structure with nails, tape, staples, etc.
Hotel Reservations: Reservations can be made by calling the hotel directly at (800) 403-4434 or booking online by visiting http://tinyurl.com/jlbstlm. The discounted group rate is $199++ single/double and the deadline for booking the group rate is May 8, 2017.
Exhibitor cancellation policy is based on a graduated scale. All cancellations must be received in writing (e-mail or fax accepted). Cancel from time of signature until March 17, 2017 and 75% of fees paid will be refunded if we’re able to resell the space; otherwise 50% of fees paid will be refunded. Cancel between March 17, 2017 and April 14, 2017 and 50% of fees paid will be refunded if we’re able to resell the space; otherwise 25% of fees paid will be refunded. Cancel between April 14, 2017 and May 19, 2017 and 10% of fees paid will be refunded if we’re able to resell the space; otherwise no refund. NO refunds for cancellation requests received after MAY 19, 2017. There will be a full refund of all fees paid if CSIMS cancels the program.