CONTRACT TERMS AND CONDITIONS FOR EXHIBITION AT 2018 BILINGUAL EDUCATION FAIR OF DC
THIS CONTRACT is made between the DC Language Immersion Project (hereafter, “DC Immersion”) and the Exhibitor that completed the contract for exhibit space (hereafter, the “Exhibitor”) for lease of certain exhibit space, to be assigned by DC Immersion, during the 2018 Bilingual Education Fair of DC to be held at the Thurgood Marshall Center for Service and Heritage, 1816 12th Street NW, Washington DC 20009 on Saturday, January 20, 2018 from 1pm to 5pm. Hereafter, the exposition shall be referred to as the “Exhibit”. Hereafter, the full color 8.5″x5.5″ program booklet distributed to all participants to the Bilingual Education Fair of DC shall be referred to as the “Bilingual Fair Program”.
Date of the Contract – This contract shall be in effect upon acceptance of payment by DC Immersion.
Eligibility to Exhibit — Companies with an intended interest in reaching families, educators and administrators in the DC Region are invited to participate in the DC Bilingual Education Fair.
Cost, Payment Schedule —Contract is not valid without payment. Payment for the booth space is due within 30 days after the invoice date or no later than January 1, 2018 whichever occurs first. DC Language Immersion Project reserves the right to cancel space not paid in full by January 1, 2018. Exhibit space is confirmed upon full payment being received. If not paying by paypal or credit card, please send check to DC Language Immersion Project, 1816 12th Street NW, Washington DC 20009 or arrange bank transfer to DC Language Immersion Project Inc, National Capital Bank, Capitol Hill branch, account number 10113158, ABA 054000056.
Cancellation, Refund Policy — A $50 administrative fee will be charged per exhibit space if the exhibit space is cancelled anytime after the contract for space has been received in the DC Immersion office. Failure to cancel in writing by January 1st, 2018, to set up the exhibit booth and/or to staff the exhibit booth will result in no refund and exhibitor will be billed at full space rate.
Logo and description – Exhibitor shall provide a high resolution logo and a 100 word description for the listing in the Bilingual Fair Program by email to firstname.lastname@example.org no later that January 1st, 2018 .
Advertising Space in Bilingual Fair Program – In the event that Exhibitor is also entitled to 1/4, 1/2 or full page of advertising in the Bilingual Fair Program, Exhibitor shall deliver an electronic file with the high resolution copy of the advertising to email@example.com no later than January 1st, 2018.
Sponsorship– In the event that Exhibitor is also a Presenting Sponsor or a Sponsor, it shall have official mention in all communications and marketing (poster, flyers, emails, press releases, advertising) as “presented by” or “sponsored by”.
Parking – If Exhibitor is entitled to a parking spot, DC Immersion shall be in touch by the Friday preceding the Bilingual Education Fair to communicate the parking number allocated to it.
Set Up – Exhibitor may set up the Exhibit at the table and space designated by DC Immersion anytime from 9am on Saturday, January 20, 2018. Loading area situated on same level as Ground floor and connected by elevator to exhibition area.
Distribution of Materials/Canvassing – Canvassing, exhibiting, or distributing advertising or other matter outside the designated exhibit area is prohibited. People who are not exhibitors are prohibited from any detailing, exhibiting, or soliciting within the convention center or convention hotels. No Exhibitor is to distribute samples and printed materials outside of their assigned exhibit space without written approval from DC Immersion.
Care of Premises & Compliance/Exhibit Facility Regulations — No part of the exhibit nor signs or other materials may be pasted, nailed or otherwise affixed to walls, doors, or other surfaces in a way that might mar or deface the premises or booth equipment and furnishings. Nothing may be rigged, suspended from, or attached to any mechanical system. Damage from failure to observe this notice is payable by the Exhibitor.
Over-The-Counter Sales — Exhibitors should be aware that all sales and services made within the trade show or convention are subject to state sales tax unless the sale or service is specifically exempt. Contact the DC’s Department of Revenue for more information.
Americans with Disabilities ACT (ADA) — All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA) and are encouraged to be sensitive, as reasonably accommodating as possible, to attendees with disabilities. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line (800-514-0301) and at www.usdoj.gov/crt/ada/infoline.htm.
Sublease — Subletting, assigning or apportioning any part of the space allotted to anyone other than the exhibitor who has contracted with DC Immersion is prohibited without prior written approval from DC Immersion.
Security — DC Immersion in its discretion may provide security and take steps to safeguard exhibitor’s property. However, the provision of this service shall not be construed to be an assumption of obligation or duty with respect to the protection of the property of exhibitors, which shall at all times remain in the sole possession and custody of each exhibitor and shall be the sole responsibility of each exhibitor.
Exhibit Requirements & Restrictions — Use of Space- All demonstrations or other sales activities must be confined to the limits of an exhibitor’s contracted exhibit space. The aisles, passageways and overhead spaces remain strictly under control of DC Immersion and no signs, decorations, banners, advertising material or special exhibits will be permitted in the aisles except by written permission of DC Immersion.
Fire & Safety Regulations — All local regulations will be strictly enforced and the Exhibitor assumes all responsibility for compliance with such regulations. All decorations must be flameproof. No combustible materials, merchandise or signs shall be attached to, hung, draped over or stored in or around the exhibit booth(s) or under tabletops.
(a) The Exhibitor shall be solely responsible to third parties, including invitees and the public, for all claims, liabilities, actions, costs, damages, and expenses arising out of or relating to the Exhibitor’s participation in the Exhibit.
(b) The Exhibitor shall indemnify and hold harmless DC Immersion, their officers, directors, members, agents, employees, and sponsoring organizations, against any and all actions, suits, proceedings, damages, losses, costs, and expenses asserted, brought or claimed by third parties, arising out of the Exhibitor’s participation in the Exhibit. The Exhibitor agrees to pay any and all costs and expenses (including reasonable attorneys’ and experts’ fees and litigation costs) incurred by DC Immersion, its officers, directors, members, employees, and agents, in defending or resolving such claims as may be asserted against them.
(c) DC Immersion shall not be responsible for any bodily injury or other damages or losses suffered by the Exhibitor, its employees, or agents or for loss or damage to property owned, leased, or used by Exhibitor, either while in transit to or from the Exhibit or while in the Exhibit Facility, from any cause whatsoever. Exhibitor agrees to safeguard its own exhibit materials or goods from the time they are placed in the Exhibit Facility until they are removed.
(d) Exhibitor acknowledges that DC Immersion does not maintain insurance covering the Exhibitor, its agents, or its property, and that it is the sole responsibility of the Exhibitor to obtain liability, business interruption, property damage, and other insurance covering such losses or liability by the Exhibitor. If obtained, Exhibitor should furnish proof of such coverage to DC Immersion.
(e) Under no circumstances, including but not limited to cancellation of the Exhibit Contract or removal or expulsion from the Exhibit Facility, shall DC Immersion be liable for any indirect, special, or consequential damages, including but not limited to lost sales, lost profits, administrative expenses, transportation costs, travel expenses, salaries, or any other expenditures incurred by the Exhibitor as the consequences of its participation in the show. The maximum liability of DC Immersion to Exhibitor, regardless of the basis for any claim, shall be the amount paid by Exhibitor to DC Immersion for rental of exhibit space.
Forfeiture/Right to Remove Exhibitor’s Property — If an Exhibitor does not follow the rules and regulations set by DC Immersion, the Exhibitor shall forfeit the amount paid for space rental and contracted space, regardless of whether or not the exhibit space is subsequently leased. DC Immersion reserves the right to remove from the Exhibit Facility any or all of the property of the Exhibitor should the DC Bilingual Education Fair be canceled or relocated or should the Exhibitor violate any of the conditions of the Exhibitor’s agreement. This right may be exercised without prior notice or hearing.
Interpretation & Enforcement — These terms and conditions become part of the contract between the exhibitor and DC Immersion, as well as their officers, directors, employees, agents, successors, and assigns. DC Immersion has full power of interpretation and enforcement of these rules. All matters in question not covered by these regulations are subject to the decision of DC Immersion and all decisions so made shall be binding on all parties affected by them as by the original regulations. In addition to the above terms and conditions, DC Immersion reserves the right to cancel or refuse rental of display space without refund and/or to refuse admission to future exhibitions to any person or company whose conduct or display of goods is, in the opinion of DC Immersion, incompatible with the general character and objectives of the exposition.
Force Majeure — DC Immersion shall not be financially obligated or otherwise committed if the convention is cancelled or deferred on account of strikes, fires, casualties, war, government regulation, civil disorder, curtailment of transportation facilities, acts of God, or causes beyond its control.
Controlling Law & Forum Selection — The Exhibit Contract, including these Terms and Conditions, shall be governed by and construed according to, the laws of the Commonwealth of Virginia without regard to conflict of laws principles. For any legal action, the exclusive jurisdiction and venue shall be the applicable federal or state court for Washington, District of Columbia and Exhibitor agrees to submit to the jurisdiction of the same.