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Exhibitor Guidelines.
Exhibitor Form B
Exhibit Terms and Conditions |
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- CHARACTER OF EXHIBIT – The purpose of CAMT exhibits is to promote the teaching and learning of mathematics education. The exhibit both complements and enhances the CAMT program to which it is tied.
Each Exhibitor agrees to exhibit only those of its products used in the field of mathematics education or related to the growth of knowledge in mathematics teaching methods.
CAMT reserves the right to prohibit any exhibit, part thereof, or proposed exhibit that in its opinion is not suitable or in keeping with the spirit and character of the exhibit or the purpose of the Conference for the Advancement of Mathematics Teaching. CAMT reserves the right to restrict exhibits that become objectionable because of noise, method of operation, materials, or any other reason and also to prohibit or to evict any exhibit that in the opinion of the CAMT Exhibits Chair may detract from the general character of the exhibit as a whole. This reservation includes persons, things, conduct, printed matter, or anything of a character that the management determines is objectionable to the exhibit. In the event of such restriction or eviction, the CAMT is not liable for any refunds of rentals, travel, or other expenses.
- TERMS OF PAYMENT - The cost for rental of exhibit space is shown on the information sheet. The exhibit fee must accompany the application. All applications must be accompanied by full payment. Request for space will be assigned in order of date of registration and payment received.
- REFUND – Refund of the Exhibitor’s deposit will be made in the event CAMT does not accept the Exhibitor’s Application and Contract.
In the event the Exhibitor desires not to occupy the contracted space, Exhibitor shall promptly notify CAMT Co-Chair in writing. Cancellation of exhibit space before sixty days prior to the opening dated of the exhibit will result in 50 percent of the full exhibit price being retained by CAMT. No refund will be made for cancellation after sixty days prior to the opening of the conference.
Upon cancellation Exhibitor loses all rights to space. CAMT reserves the right to reassign that space to another Exhibitor.
CONSTRUCTION AND ARRANGEMENT OF EXHIBITS – No special signs, booth structures, apparatus, or lighting fixtures are permitted in excess of 8' in height. Display materials should be arranged so as not to obstruct sight lines of neighboring exhibitors.
- EXHIBITS – Acceptance of this contract by CAMT should in no way be construed as an endorsement by the CAMT of either an exhibiting company or its products or services.
Each Exhibitor must deliver to the exhibit area all equipment, apparatus, goods, material, etc., and there erect and completely install the display in the space contracted for by such Exhibitor by one-half hour prior to the published opening time of the exhibit. Unsightly work will be strictly prohibited after that time. Property received after the opening must be arranged in spaces only during the hours the exhibit is not operating. Exhibits will not be permitted to be packed or removed from the building at any time after installation until after the final closing of the exhibit, unless special permission in writing is obtained from CAMT. CAMT reserves the right to make such modifications in the exhibit hours that may be necessary to meet program needs, with full and sufficient notice given all contracted Exhibitors.
Exhibitors whose booths are vacated or dismantled in any way before the official closing time on the last day will not be allowed to exhibit the following year.
- EXHIBIT STAFFING – Exhibits must be staffed at all times during exhibit hours.
- ASSIGNMENT AND RELOCATION OF EXHIBITS – Exhibitor understands and agrees that CAMT has sole discretion on the assignment of booths. CAMT is under no obligation to assign Exhibitor any of the booths preferred by Exhibitor.
Further, CAMT reserves the right to alter Exhibitor’s assigned location at any time in its sole discretion if deemed in the best interest of the exhibits. Before exercising its discretion, CAMT will consult with the Exhibitor.
All measurements shown on the diagrams are believed to be accurate, but management reserves the right to make such modifications as may be necessary to meet the needs of Exhibitors and the exhibit programs.
- INSURANCE – CAMT shall not be liable for loss or damage of any article of equipment or property of Exhibitor which Exhibitor may suffer during installation or removal or during the exhibit itself by reason of robbery, fire, accident, or any other destructive cause. The Exhibitor, if desired, must obtain their own insurance.
- UNFORESEEN EXPENSES – CAMT will not be liable in any instance for any unforeseen expenses incurred by Exhibitor due to the terms of the lease that CAMT has with the exhibit facility.
- USE OF COPYRIGHTED MUSIC – CAMT has signed music-performance agreements with Broadcast Music, Inc. (BMT), and the American Society of Composers, Authors, and Publishers (ASCAP). These agreements entitle CAMT to use copyrighted music; however, they also require the payment of a fee for each person attending an event where music is played.
Consequently, CAMT will not permit copyrighted music-either recorded or live-to be played in exhibit booths. This prohibition includes tapes, compact discs, videocassettes, television, and laser discs. Failure to comply could result in fees of up to $1000 each day, for which offenders will be responsible.
- EXHIBITOR HOUSING AND REGISTRATION – Housing information is available on the CAMT website. Exhibitors who wish to attend the conference sessions must pay the registration fee. Each exhibitor must have an official CAMT exhibitor’s badge to gain entry into the exhibit hall.
- SHIPMENTS OF EXHIBITS– All freight and express shipments of Exhibitor’s materials must be sent prepaid, NOT to the conference site, but to the official trucking contractor, which will receive and transfer all exhibit materials to and from the exhibit area. The Exhibitor will pay the cost of this service. All shipments will be released only to the representative showing full authorization for their receipt.
Complete shipping instructions, drayage forms, and Exhibitor’s service information bulletins will be sent to each Exhibitor contracting space sixty days prior to each meeting. It is the responsibility of each Exhibitor to arrange for the return shipment of its material, properly packaged and labeled before departure.
- PROTECTION OF THE PUBLIC – Exhibitors must operate and maintain exhibits so that no injury will result to any persons or property. Exhibitor undertakes and agrees to protect and keep harmless CAMT and the officials, agents, and representatives from any and all claims for damages, suits, etc., by any person by reason of negligence of the Exhibitor, its agents, representatives, or employees.
Exhibitors agree to release and to protect and keep harmless CAMT from any and all claims for damages, suits, etc., for injuries to themselves or their employees and for damages to property in their custody, owned or controlled by them, which claims for damages, suits, etc., may be incidental to, grow out of, or be connected with their use or occupation of space provided; however, nothing herein shall release CAMT from any liability for claims, damages, suits, etc., that are the result of the fault or negligence of CAMT.
- SOUND-PRODUCING APPARATUS – No Exhibitor shall show or operate any goods or apparatus if the same are noisy or objectionable to surrounding Exhibitors or to Exposition Management.
- MARKETING PARAMETERS – All promotional material must be distributed from within the confines of the Exhibitor’s own area. No exhibits bearing any name or form of advertisement may be displayed anywhere other than the space occupied. Exhibitors are prohibited from scheduling hospitalities or programs outside of their exhibit space during times of the CAMT official program.
- TAXES –Exhibitor is solely responsible for obtaining a Tax Identification Number and paying all sales tax due to the state. All exhibiting companies must submit a tax form (doc) to the CAMT office before their booth is assigned.
- PASSES FOR EXHIBITORS AND THEIR EMPLOYEES – Appropriate badges and identifications will be furnished to Exhibitors and their employees by the CAMT on proper registration.
- VIOLATIONS – Any violation of any of the terms and conditions of these rules and regulations on the part of any Exhibitor will nullify Exhibitor’s right to occupy space, and such Exhibitor will not be released from liability and will forfeit to the CAMT all monies that have been paid. In case of any violation of the terms and conditions of these rules and regulations on the part of the Exhibitor, right is herby given to the CAMT, at its option, to terminate the agreement to occupy space, and the CAMT may enter and take possession of the space occupied by the Exhibitor and remove all persons and goods at the Exhibitor’s own risk.
- AMENDMENT TO TERMS AND CONDITIONS– Any and all matters or questions not specifically covered by the terms and conditions contained herein shall be subject to the sole discretion of CAMT. CAMT may, in its sole discretion, make reasonable changes, amendments, or additions to these terms and conditions. Any such changes, amendments, or additions shall be binding on Exhibitor equality with the other terms and conditions contained herein.
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