Exhibit

with ICFW

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Exhibitor Agreement

Please note that this is only an APPLICATION to exhibit. You are not guaranteed entry unless you are accepted as an exhibitor. All applications will be reviewed by the Indiana Conference for Women (Conference) committee and responded to within 10 business days of submission. Although consideration will be given to exhibitors who have exhibited in the past, it is NOT a guarantee of acceptance.

 

  1. Exhibitor fees are $1500.00.  The Partner Exhibitor rate is $750.  To be considered as a Partner, Exhibitors must be past or present Conference sponsors or purchase a minimum of two (2) tickets to the 2020 Conference.   The not-for profit rate is $600.

  2. Application and payment deadline is 30 days before the Conference. Booths are approved and booth assignments are made based on the date of application receipt. Applications will not be reviewed without all the required information.

  3. Booths include a skirted table, 2 chairs, and wastebasket. If accepted as an exhibitor, you will receive notification of the location of your booth along with an exhibitor packet 30 days prior to the conference.

    1. Please note that exhibitors will be required to comply with all state and local protocols regarding COVID-19 safety. This may include social distancing between exhibit tables, plexi-glass barriers between exhibitors and attendees, and proper face coverings. Final guidelines will be determined closer to the event.

  4. Conference admittance is NOT included in the price of your booth. However, approved exhibitors may purchase one discounted admission at a reduced rate of $245, subject to availability. You may also receive up to 3 exhibit hall passes for your staff to work your booth, but these do NOT allow entry into the sessions or luncheon. Conference and staff registration instruction will be emailed upon acceptance.

  5. Electricity, phone and internet access are not included in your booth package and should be purchased separately through Markey’s Audio Visual. An exhibitors order form will be included in the exhibitors packet 30 days prior to the conference.

  6. Exhibitor shall not acquire any right in or to any name, mark, or design of the Conference.  Supplier shall not use any such name, mark, or design in any advertising or promotional material, or to state or imply any endorsement by Conference of Exhibitor or Exhibitor’s products or services, or otherwise. 

  7. Exhibitor shall not use any Conference data for marketing or other purposes.  This includes publicly available data.  Sources may include but are not limited to information obtained through registration, printed materials, mobile app, or website.  Exhibitor may obtain data only by direct request to the attendee and prior permission of the Conference with full disclosure of the usage.

  8. Exhibitor agrees to hold harmless, indemnify and defend (at Exhibitor’s expense) the Conference and its officers, directors, employees, successors, assigns, customers, and users from and against any claim, demand, expense, liability and damages resulting from Exhibitor’s actions.

  9. Exhibitor agrees, during any period which it is providing services at the Conference, to secure and maintain in force, Commercial General Liability, Business Automobile Liability, Workers’ Compensation with statutory limits and Employers liability and Professional Liability (when Professional Services are rendered) coverage at their own expense, in amounts commensurate with industry standards, to cover the obligations of the Exhibitor.  Exhibitor shall assume all deductibles in the described insurance policies. Exhibitor agrees that any subcontractors hired by the Exhibitor shall maintain Workers’ Compensation coverage and Commercial General Liability insurance and the Exhibitor retains sole responsibility for their subcontractors and any actions, damages or injuries thereof.  Any materials or equipment brought into the Conference venue shall be insured under an all-risk property insurance policy and shall be the sole responsibility of the Exhibitor. 

  10. No food or beverages may be sold or distributed without the prior approval from the Venue.

  11. Acceptance as an exhibitor is based on a review of your application and is at the sole discretion of the conference organizers.

  12. Cancellations must be requested IN WRITING via email. No refunds will be issued.

  13. Exhibitors interested in participating in a virtual exhibit hall for live online guests should contact leadership@indianaconferenceforwomen.com for more information.