|Exhibit Agreement - 2019 MTA Annual Convention|
1. Booth Space
The Minnesota Telecom Alliance (MTA) will approve all booth space. Booth space will be reserved only when full payment for booth space is received. No refunds or cancellations will be made after February 1, 2019. Exhibitor may not assign, sublet or apportion to others, the whole or any part of the space allotted, and may not advertise or display goods or services other than those produced or sold by exhibitor in the regular course of its business. However, exhibitor may use equipment or products of another exhibitor or vendor in its booth(s) for the purpose of better presentation of exhibitor’s own products.
2. Installation/Set-Up of Exhibits
Installation or set-up of exhibits at the Hyatt Regency Minneapolis is on Monday, March 18, 2018 from Noon to 5:00 p.m. and on Tuesday, March 19 from 8:00 a.m. to 12:30 p.m. Exhibitor must be fully operational by 12:30 p.m., Tuesday, March 19, 2019. Exhibitors must check in at the MTA Exhibitor registration desk (located in the Nicollet Ballroom foyer) prior to set-up on Monday, March 18 or Tuesday, March 19.
3. Contractor Services
Exhibitor Service Kits will be available approximately six weeks before the convention. MTA has designated GES Exposition Services as the official show contractor. GES will provide all show services, material and equipment — other than materials and equipment owned by exhibitor — to be used in the exhibit space. All services not ordered in advance must be procured through the GES ServiCentre (located on the exhibit floor). Any unauthorized contractors or personnel will be removed from the area. GES will provide storage space for crates, boxes, etc., and will handle the storage and return of exhibitor materials. All material to be stored must be properly marked with exhibitor’s information and booth number. Loose boards and materials must be securely bundled. All combustible wrapping materials such as paper, excelsior, etc., must be completely enclosed within packing boxes. Materials not in accordance with these regulations will be considered refuse.
4. Booth Construction and Arrangement
Booths are 8 ft. deep by 10 ft. wide and have an 8 ft. high background drape and 3 ft. high side drapes. The draping color is blue. Each booth will be carpeted (ceiling height in the exhibition hall is 10 ft). The garage entrance into the hall is 10 feet high by 12 feet wide. Placement of exhibition equipment must not block the visibility of neighboring exhibitors or extend beyond the booth. All exhibits must be presented in a quality, professional manner that will not detract from the Convention trade show. Only quality display equipment and materials should be used, with all surfaces and edges having a finished appearance. All displays and exhibits must conform to local building and fire codes and regulations. MTA may inspect booths to ensure displays meet acceptable specifications. At MTA’s discretion and determination, any booths requiring changes must be corrected immediately at the exhibitor’s expense. Exhibitor must maintain, clean and keep their exhibits and contracted space in good order.
5. Exhibitor Conduct and Appearance
All employees and agents of the exhibitors that are registered must check in on the exhibit floor. All exhibitors will be given a badge that identifies the booth sponsor. This badge must be worn at all times. No one without a badge will be allowed access to the exhibit area. An exhibitor representative must be in the booth from 1:00 p.m. to 6:00 p.m. on Tuesday, March 19 and 8:30 a.m. to 10:30 a.m. Wednesday, March 20. Representatives will have a professional appearance and will provide suitable assistance to convention guests to explain exhibitor’s products and services.
All exhibitor activities must be confined to its contracted space. Exhibitors are not allowed to exhibit products in the parking ramps or streets, sleeping rooms or non-designated space within or around the Hyatt Regency Minneapolis Hotel. Audio visual, sound and attention-getting devices and effects will be permitted only in those locations and in such intensity that, in the opinion of the MTA, they do not interfere with the activities of the neighboring exhibitors. Exhibitor understands and agrees that it will not play, present, perform or cause to be played, presented or performed any live or recorded music at the trade show other than music which is original or manufacturer owned. Exhibitor shall indemnify and hold MTA harmless from and against lawsuits, claims, actions, or causes of actions, arising out of or in connection with, a breach of this provision. This obligation includes, but is not limited to, the cost of defense, payment of any judgments and payment of any expenses for attorney’s fees and other costs which may be incurred by MTA, its officers, directors, members, agents or employees. Operational demonstration equipment must not create noise levels or distractions objectionable to neighboring exhibitors. While on the exhibit floor, exhibitor’s representatives are to conduct themselves in a manner commensurate with acceptable public behavior. At MTA’s discretion, any exhibitor who is deemed out of order will be required to leave the exhibit area. No smoking or vaping shall be allowed in the exhibit hall or ballroom areas used for exhibits.
6. Removal of Exhibits
All exhibits will close promptly at 10:30 a.m. on Wednesday, March 20. For safety reasons, as well as maintaining a professional and courteous atmosphere, no exhibitors will close or leave their booths prior to this time. Tear down times are from 10:30 a.m. to Noon, Wednesday, March 20. All exhibits must be removed from exhibit areas by Noon on Wednesday, March 20. Exhibitor will make arrangements for the removal of equipment, crates, and materials from the exhibit area according to instructions in the GES manual. These arrangements can be made at the GES ServiCentre.
7. Liability and Security
Although MTA will provide 24-hour security service in the exhibit area, all exhibitors are solely responsible for the loss or damage of their goods, materials, displays and equipment. Upon request by MTA, exhibitor shall furnish evidence of general liability insurance. Exhibitor must surrender booth space it occupied in the same condition as it was at the time of occupation. Exhibitor hereby releases MTA and each and all of its officers, directors, members, agents and employees from any and all claims, demands, causes of action or liability of any kind for injury or damages to persons or property which may now or in the future have been known or unknown, arising directly or indirectly out of attendance at or participation in the MTA Convention or trade show exhibit. Exhibitor further agrees to indemnify MTA as well as its officers, directors, members, agents and employees and hold them harmless from and against any lawsuits, claims, actions or cause of action, arising out of, or in connection with, this waiver of liability or participation in this event. This obligation includes, but is not limited to, the cost of defense, payment of any judgments and payment of any expenses for attorney’s fees and other costs which may be incurred by MTA, its officers, directors, members, agents, contractors or employees. Neither MTA, GES Exposition Services, nor the Hyatt Regency Minneapolis, their agents, contractors, or employees shall be liable for injuries to any person or for damage to property owned or controlled by exhibitor, unless caused by negligence of MTA, GES or the Hyatt Regency Minneapolis. In case any part of the exhibit hall is destroyed or damaged, preventing MTA or the Hyatt Regency Minneapolis from permitting an exhibitor to occupy assigned space during any part or the whole of the set up or exhibition period, or in case occupancy of assigned space during any part or whole of the set up or exhibition period is prevented by strikes, acts of God, national emergency or other causes only for the period space was or could have been occupied by the exhibitor, the exhibitor hereby waives any claim against MTA, its officers, directors, members, agents or employees for losses or damages that may arise in consequence of such liabilities to occupy assigned space. Exhibitor shall be fully responsible to pay for any and all damages to property owned by Hyatt Regency Minneapolis, its owners or managers, which results from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold harmless Hyatt Regency Minneapolis, its owners, managers, officers or directors, agents, employees, 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.
Violation of any of these regulations on the part of the exhibitor or the employees or agents of the exhibitor shall, at the discretion of the MTA, annul the right to occupy exhibit space and such exhibitor shall forfeit to MTA all monies paid. Upon evidence of a violation of regulations, MTA may take possession of the space occupied by the exhibitor and may have all persons and goods removed at the exhibitor’s risk and cost. The exhibitor shall pay all such expenses and all damages that MTA may incur and shall forfeit all monies paid or due MTA on account thereof. The exhibitor waives any right to service or written notice of MTA’s intention to terminate this agreement and repossess space occupied by the exhibitor.
Exhibitor agrees to abide by the terms of this contract as well as the Official Rules and Regulations Governing Exhibits, which are incorporated into this contract by reference. All matters not covered by the regulation are subject to the decision of the MTA. These regulations may be amended at any time by MTA, and all amendments shall be equally binding on all parties affected by them, as are the original regulations. In the event of any amendments or addition to these regulations, written notice will be given by MTA to such exhibitors as may be affected by them.
Written cancellation notice must be received online by January 24, 2019, to receive a 50% refund. No refunds will be given after this date. Exhibitors who purchased a sponsorship will not be allowed to receive a refund. If MTA cannot hold the Convention due to acts of God, war, government regulations, disaster, strikes, civil disorder, or curtailment of transportation facilitating other emergencies making it inadvisable, illegal, or impossible to provide the facilities or to hold the meeting, each prepaid registrant/exhibitor will receive a copy of Convention handouts and any other materials that would have been distributed. Fixed Convention expenses will be paid from the pre-registration funds. Remaining funds will be refunded to pre-registrants/ exhibitors. MTA is not responsible for any other costs incurred by pre-registrants/exhibitors in connection with the Convention.