In accordance with the Contract Regulations (below) governing the exhibits to be held at the Hilton Norfolk the Main, May 15-17, 2020, the undersigned accepts and agrees to all terms and hereby makes application to exhibit. Upon application acceptance, this document constitutes a formal contract.
EXHIBITOR CONTRACT REGULATIONS
This application for space, along with full payment and formal notice of assignment, constitutes a contract for the right to use the exhibit space as assigned. All exhibits and exhibitors are subject to the following regulations:
- Applications are processed and assignments made in the order
- Booths rent for prices stipulated on Exhibitors registration
- Full payment of booth rental must accompany this application to be processed.
- Booth space cancellation must be in writing and is subject to a $50 cancellation fee; NO REFUNDS after postmark or fax date of April 15, 2020.
- PLEASE NOTE: BOOTH ASSIGNMENTS WILL NOT BE TAKEN BY PHONE. NO EXCEPTIONS WILL BE MADE.
Exhibits must be arranged so as not to obstruct the general view or hide the exhibits of others. The standard equipment provided the exhibitor by the Virginia Optometric Association will consist of pipe, curtains, one appropriate size tables and two chairs. Additional tables will be provided only with advance payment for each table. Each exhibitor will be provided a sign listing company name.
Complimentary wireless internet and carpeting are provided throughout the entire exhibit hall. Trash receptacles will be throughout the exhibit hall but will not be provided for each exhibit booth. Electrical service (limited to one 110 volt outlet - 2 plugs) will provided. Exhibitors must supply their own extension cords.
3. Shipping, Installation and Dismantle
Arrangements with a moving company, if needed, are the sole responsibility of the exhibitor. Storage of exhibits shall NOT be the responsibility of the VOA or any committee or individual members of the VOA nor the hotel.
Installation of Exhibits: Friday, May 15, 2020 at 12:30 pm All installation must be completed by 5:00 pm.
Exhibit Hall Hours: Friday, May 15 4:45 pm – 6:45 pm
Saturday, May 16 9:30 am – 11:30 am
The exhibitor agrees not to dismantle, pack or remove any part of this exhibit until the close of the exhibit hall Saturday, May 16, 2020 at 11:30 am. Materials must be crated and packed for shipment by 2:00 pm on Saturday, May 16, 2020.
Should you need assistance with deliveries on-site, contact Exhibits, Inc. at (804) 788-4400.
4. Building and Equipment
Exhibitors or their agents shall not abuse or deface the walls or floors of the building, booths, equipment or furnishings in the booth. The exhibitor will be held liable for any and all damage.
No exhibitor shall assign, sublet or share the whole or any part of the space allotted. No exhibitor is permitted to show goods or services other than those manufactured or provided by his firm in the regular course of business. Exhibits related to employment or practice opportunities for non-profit organizations, government entities or educational institutions may be accepted. Should the Virginia Optometric Association fail to hold the exhibits herein provided, or to furnish to exhibitor the space herein described, it shall promptly refund to exhibitor all sums paid hereunder, and such refund shall be accepted by exhibitor in full settlement of all loss or damage suffered by exhibitor.
6. Safety Codes
The exhibitor assumes full responsibility for complying with city and hotel regulations concerning fire, safety, and health. It is understood that all exhibit material shall be flameproof and bottled gas or any other type of flame will not be permitted. All electrical displays and equipment must be wired in accordance with requirements.
All demonstrations and interviews must be conducted within assigned booth space. All exhibitor printed materials, souvenirs and other articles must be distributed within assigned booth space. Absolutely no exhibitor will be allowed distribution of printed materials, souvenirs or other articles in or around the registration area, educational sessions or exhibit hall entrance. Food and beverages, giveaways and other promotional techniques may be utilized with prior authorization from the Virginia Optometric Association. If hospitality suites are desired, they are the sole responsibility of the exhibitor. Hospitality suites may not be open any time during education courses, meetings, receptions, or exhibit hall hours and must be approved, in advance, by the Virginia Optometric Association. A copy of all surveys to be distributed during the VOA Annual Conference must be submitted to the Virginia Optometric Association prior to April15, 2020, for approval. Violation of that regulation may result in the eviction of an exhibitor.
The Virginia Optometric Association reserves the right to restrict exhibits which, because of noise, method of operation or any other reason, become objectionable. Exhibits which in the opinion of the Virginia Optometric Association detract from the general character of the exhibit as a whole will be prohibited. In the event of an eviction, the Virginia Optometric Association is not liable for any refunds.
Management will provide a guard(s) to take reasonable precautions for safeguarding the exhibitor's property. Neither the Virginia Optometric Association nor the hotel will be liable for loss or damage to property of the exhibitor or his representatives from theft, fire, accident, loss in transit or other causes. Exhibitor hereby assumes the entire responsibility and liability for losses, damages, and claims arising out of injury to persons or damage to exhibitor’s displays, equipment or other property brought upon the premises of the and agrees to indemnify, defend, and hold harmless the Virginia Optometric Association, the Hilton Norfolk The Main and its owners, servants, agents and employees against all claims or expenses for such losses - including reasonable attorney’s fees arising out of the use of the hotel premises excluding any liability caused by the sole gross negligence of the Virginia Optometric Association or the Hilton Norfolk The Main or its owners, servants, agents and employees.
Exhibit hall admission is by official badge only. Exhibitors are expected to wear the official badge at all times. Exhibitors not wearing and unable to produce the official badge immediately upon request may be ejected from the exhibit hall. Two free registration badges are furnished to each exhibitor for each booth space rented.
Additional badges must be purchased in advance or on-site for a $75.00 registration fee. Only official representatives of exhibiting companies are permitted to wear exhibitors’ badge.
The regulations are a part of the contract between the exhibitor and the Virginia Optometric Association formulated in the best interest of the exhibitor for each booth space rented. Points not covered in this contract are subject to the decision of the Virginia Optometric Association.
12. Space Assignments
Booth assignments are on a first come first serve basis according to receipt. The Virginia Optometric Association shall locate the booth in one of the locations designated on the Exhibitor's contract but reserves the right to change location assignments at any time, as it may in its sole discretion deem necessary.
COSTS: Standard Booth Space - $950; Deluxe Booth - $1,250.
All Booths include electricity and are 10-ft wide x 8-ft deep.