2022 PLRB Claims Conference and Insurance Services Expo
Henry B. Gonzalez Convention Center
Exhibit Hall 4AB
200 East Market Street
San Antonio, TX 78205
Monday, April 4, and Tuesday, April 5, 2022
Terms, Conditions, Rules, and Regulations
1. Definitions
A. Decorator means Freeman Exhibitor Services
B. Decorator's Website means http://www.freemanco.com/
C. Facility means the Henry B. Gonzalez Convention Center, Exhibit Hall AB
D. Expo means the 2022 PLRB Insurance Services Expo.
E. Expo Management means the Property & Liability Resource Bureau (PLRB).
F. Expo Manager means the Property & Liability Resource Bureau's designated Expo Manager.
G. Early Bird Closing Date means the date that the Early Bird Enrollment promotion ends, which is September 1, 2021, in the year before the year of the Expo.
H. Set up Day of the Expo means Friday, April 1, Saturday, April 2, and Sunday, April 3, 2022.
I. Opening Day of the Expo means Monday, April 4, 2022.
J. Closing Day of the Expo means Tuesday, April 5, 2022.
K. Year of the Expo means 2022.
L. Fees are as follows:
|
|
Affiliate Member Rate |
Non-Member Rate |
|
Exhibit Booth |
$2,650 each |
$2,975 each |
|
Corners |
$300 additional each |
$300 additional each |
|
Diamond Sponsorship Plus |
$30,000 |
$31,000 |
|
Diamond Sponsorship |
$25,000 |
$26,000 |
|
Gold Sponsorship |
$5,250 |
$5,550 |
|
Platinum Sponsorship |
$10,250 |
$10,850 |
|
Additional Booth Staff |
$175 per person |
$250 per person |
|
Welcome Reception |
$100 per person |
$150 per person |
M. Hours: The hours are Central Standard Time Zone.
(Note: Expo hours are subject to change. Check your exhibitor service kits for exact hours.)
BOOTH SET-UP TIMES
Set up Day of the Expo: Friday, April 1, 2022, 8:00 a.m. – 5:00 p.m.
Saturday, April 2, 2022, 8:00 a.m. - 5:00 p.m.
Sunday, April 3, 2022, 8:00 a.m. – 8:00 p.m.
Opening Day of the Expo: Monday, April 4, 2022
Expo Hours: Monday, April 4, 2022 9:30 a.m. – 5:00 p.m.
Tuesday, April 5, 2022, 9:30 a.m. – 6:00 p.m.
Expo Tear-Down Time: Tuesday, April 5, 6:30 p.m. – 10:30 p.m.
Wednesday, April 6, 8:00 a.m. – 12:00 p.m.
BOOTH SET-UP DEADLINE
All booths must be show ready by 8:00 a.m. on the Opening Day of the Expo. Exhibitors who do not have their booth or booths set up by 8:00 a.m. will not be allowed to set up until the end of the Expo hours on Monday after 6:00 p.m. and only after receiving express PLRB approval to set up their booth or booths.
BOOTH DISMANTLE TIMES
Closing Day of the Expo: 6:30 p.m. to 11:00 p.m.
Day after Closing of the Expo: 8:00 a.m. to 12:00 p.m.
Early Booth Dismantle
Exhibitors may not begin to dismantle booths prior to 6:00 p.m. on the Closing Day of the Expo. Early booth dismantling is a distraction to your neighbor, a potential safety problem, and may result in loss of exhibiting privileges at future PLRB events.
N. All times indicated herein are Central Standard Time Zone.
O. Applicant means the party listed on the application seeking exhibit space and/or seeking to sponsor the Conference.
P. Application means the application for exhibit space and/or sponsorship of the Conference submitted by the Applicant, which is incorporated into and made part of these terms and conditions.
Q. Conference means the PLRB Claims Conference for the Year of the Expo.
R. Next Year's Claims Conference and Expo means the 2023 PLRB Claims Conference and Insurance Services Expo held in Orlando, FL at the Orlando World Center Marriott.
2. Management and Supervision The Expo shall be governed by these Terms, Conditions, Rules, and Regulations, as well as the terms of the Exhibit Space Application issued by Expo Management.
3. Consideration for Exhibit Space and/or Sponsorship: In consideration for rental of exhibit space and/or sponsorship of the Conference as indicated in the Application, Applicant delivered a check payable to "PLRB" or paid by credit card using the secure online system as indicated on the Application Page. Booth pricing is listed on the Application and under Paragraph 1 of these Terms, Conditions, Rules, and Regulations.
To obtain the affiliate rates, the Applicant must be an Affiliate Member of the PLRB at time of signing and at the time of the show. Affiliate exhibit and sponsorship rates apply only to businesses who are exhibiting or sponsoring under the corporate name listed on the PLRB affiliate membership records. Applicant may contact the PLRB concerning affiliate membership.
Exhibit application payments must be paid in full before the Application is considered to be officially submitted.
PLRB has moved to a paperless conference, meaning most, if not all, PLRB published promotional materials listing sponsors and exhibitors will be in electronic form rather than traditional paper booklets, brochures, expo-guides, and registration materials.
A. Standard benefits for exhibitors include:
1. Basic exhibitor sign. A sign with your company name and booth number will be posted at your booth. The sign measures approximately 7 inches high by 44 inches wide.
2. Attendee list. Exhibitors will receive three versions of the conference's attendee list. Three versions are provided to account for updates in registration and attendance records. Expo Management will send the first edition 30 days in advance of the Conference, send the second edition 10 days before the event and provide the third and final edition 10 days after the event. Pursuant to PLRB policy, the list will contain the attendee's name, title, company name, city and state; however, no addresses, telephone numbers, fax numbers, or e-mail addresses can be provided.
3. Access to the Conference's General Session for your registered booth staff and your registered conference attendees.
4. Access to any offered morning continental breakfasts and coffee breaks for the Conference and exhibit hall food functions for your registered booth staff and your registered conference attendees.
5. Expo directory listing. Your company name, contact information, and description will be promoted in the Expo Directory.
6. Exhibitor Services Kit. The Decorator will e-mail kits with shipping information and order forms for furniture, equipment and services.
7. Standard spaces that measure 10 feet deep by 10 feet wide and that can be combined to form a single larger space.
8. Pipe and drape back and side walls that are 3 feet high on the sides and 8 feet high in the back.
9. Three complimentary booth staff registrations for each 10 foot by 10 foot exhibit space. Up to three additional booth staff registrations may be added per booth by paying the appropriate Additional Booth Staff Fees listed above in paragraph 1. Booth staff registered as paid conference attendees do not have to pay the Additional Booth Staff Fees.
B. Not included in exhibit space fees:
1. Access for your representatives and staff to the Sunday Evening Welcome Reception is not included in the exhibit space fee. Access is, however, available to exhibitor representatives and staff that are registered conference attendees. In addition, your exhibitor representatives and booth staff, that are not paid conference registrants, may gain access to the Sunday Evening Welcome Reception by paying the Welcome Reception Fee listed above.
2. Conference registration is not included for your company representatives or your booth staff in the exhibit space fee. With the exception of the General Session on Monday morning, your booth representatives and staff are not entitled to attend conference sessions/classes. However, registration is available for your staff at an additional fee. Refer to the conference program or www.plrbclaimsconf.org for fees and session listings.
3. Booth furnishings and utilities such as tables, chairs, carpet, electricity, internet connections and similar are not included in the exhibit space fee. However, furnishings and utilities may be ordered through the Decorator for an additional cost. The Decorator will e-mail kits with shipping information and order forms for furniture, equipment, and services.
C. Diamond Sponsorship Plus Benefits include, in addition to Benefits 1 – 12, the following:
*** In-Person and Signage Recognition as Sponsor of the Claims Conference Keynote Speaker or Wednesday’s Closing Luncheon. Two sponsorships are available for either option.
1. Sponsor's company name and logo displayed at the expo hall entranceway and on the conference registration entranceway along with other sponsors.
2. Recognition of Sponsors at the Conference's Sunday Evening Welcome Reception will be made with signage at the entrance and in the reception hall. Each Diamond Plus Sponsor will have a highboy cocktail table featuring its company name.
3. Recognition of the sponsorship will be made at the Conference's General Session. Sponsors' company names and logos will be recognized on the session’s entranceway signage, on-screen, and from the podium.
4. Recognition of sponsorship includes two expo hanging aisle signs measuring five feet high by three feet wide.
5. Seven complimentary passes for the Conference's Sunday Evening Welcome Reception.
6. Five complimentary Conference registrations permitting admission to all educational sessions and the Conference's Sunday’s Welcome Reception.
7. Seven complimentary badges granting admission to the expo hall only.
8. Recognition of your Sponsorship promoted in the PLRB online Exhibitor Directory and on the PLRB website.
9. Unique Sponsorship landing page, accessed from the Claims Conference website that includes company description, contact information, link to sponsor video, and the option to post an interactive case study. The landing page will be available (30) days before, during and (30) days following the conclusion of the Claims Conference.
10. Sponsor's company name and logo promoted in the Next Year's Claims Conference electronic registration material, but only if Sponsor renews the Sponsorship for the Next Year's Claims Conference and Expo by September 15 of the year before that event.
11. Sponsor company name, description, and logo promoted as part of the 2022 Claims Conference app.
12. The online Exhibitor Directory will have a direct link to the Sponsor website, from the date of confirmation of sponsorship until August 1, following the event.
13. A. Individual Recognition as the Sponsor of the Keynote Address or Wednesday luncheon from the
Podium at the General Session or Wednesday luncheon. Individual Tent Cards placed at each table
at the General Session or Wednesday luncheon recognizing sponsorship.
B. Scrolling Diamond Plus Sponsor Company logo on Claims Conference App dashboard.
C. Scrolling Diamond Plus Company logo on Claims Conference website.
D. Diamond Plus Sponsor can present a two minute video highlighting their organization prior to the
Monday morning Claims Conference General Session.
E. PLRB Claims Conference signage displayed adjacent to Insurance Services Expo inclusive of Diamond Plus Sponsor logo.
F. Standard Guest Room accommodation upgraded to an Executive Suite.
D. Diamond Sponsorship benefits include Sponsorship recognition of the internet access in the public space, meeting rooms and expo in addition to the additional following benefits:
1. Sponsor's company name and logo displayed at the expo hall entranceway and on the conference registration entranceway along with other sponsors.
2. Recognition of Sponsors at the Conference's Sunday Evening Welcome Reception will be made with signage at the entrance and in the reception hall. Each Diamond Sponsor will have a highboy cocktail table featuring its company name.
3. Recognition of the sponsorship will be made at the Conference's General Session. Sponsors' company names and logos will be recognized on the session’s entranceway signage, on-screen, and from the podium.
4. Recognition of sponsorship includes two hanging aisle signs measuring five feet high by three feet wide.
5. Seven complimentary passes for the Conference's Sunday Evening Welcome Reception.
6. Five complimentary Conference registrations permitting admission to all educational sessions and the Conference's Sunday’s Welcome Reception.
7. Seven complimentary badges granting admission to the expo hall only.
8. Recognition of your Sponsorship promoted in the PLRB online Exhibitor Directory and on the PLRB website.
9. Unique Sponsorship landing page, accessed from the Claims Conference website that includes company description, contact information, link to sponsor video, and the option to post an interactive case study. The landing page will be available (30) days before, during and (30) days following the conclusion of the Claims Conference.
10. Sponsor company name, description, and logo promoted as part of the 2022 Claims Conference app.
11. The online Exhibitor Directory will have a direct link to the Sponsor website, from the date of confirmation of sponsorship until August 1, following the event.
12. A. Signage Recognition for Sponsorship of the Expo, Exhibitor Lounge, Meeting Rooms and Public
Space Internet access.
B. Scrolling Diamond Sponsor Company logo on Claims Conference App dashboard.
C. Scrolling Diamond Sponsor Company logo on Claims Conference website.
D. Diamond Sponsor can present a two minute video highlighting their organization prior to the Monday morning Claims Conference General Session.
E PLRB Claims Conference banner sign displayed adjacent to Insurance Services Expo inclusive of Diamond Sponsor logo.
E. Platinum Sponsorship benefits include:
1. Sponsor's company name and logo displayed at the expo hall entranceway and on the conference registration entranceway along with other sponsors.
2. Recognition of Sponsors at the Conference's Sunday Evening Welcome Reception will be made with signage at the entrance and in the reception hall. Each Platinum Sponsor will have a highboy cocktail table featuring its company name.
3. Recognition of the sponsorship will be made at the Conference's General Session. Sponsors' company names and logos will be recognized on the session’s entranceway signage, on-screen, and from the podium.
4. Recognition of sponsorship for Food & Reception events specified by Expo Management including signage at all food and beverage stations located within the Expo Hall including two hanging aisle signs measuring five feet high by three feet wide.
5. Four complimentary passes for the Conference's Sunday Evening Welcome Reception.
6. Two complimentary Conference registrations permitting admission to all educational sessions and the Conference's Sunday Evening Welcome Reception.
7. Four badges granting admission to the expo hall only.
8. Recognition of your Sponsorship promoted in the PLRB online Exhibitor Directory and on the PLRB website.
9. Unique Sponsorship landing page, accessed from the Claims Conference website that includes company description, contact information, link to sponsor video, and the option to post an interactive case study. The landing page will be available (30) days before, during and (30) days following the conclusion of the Claims Conference.
10. Sponsor's company name and logo promoted in the Next Year's Claims Conference electronic registration material, but only if Sponsor renews the Sponsorship for the Next Year's Claims Conference and Expo by September 15 of the year before that event.
11. Sponsor company name, description, and logo promoted as part of the 2021 Claims Conference app documents.
12. The online Exhibitor Directory will have a direct link to the Sponsor website, from the date of confirmation of sponsorship until June 30, following the event.
F. Gold Sponsorship benefits include:
1. Sponsor's company name and logo displayed at the expo hall entranceway and on the conference registration entranceway along with other sponsors.
2. Recognition of Sponsors at the Conference's Sunday Evening Welcome Reception will be made with signage at the entrance and in the reception hall. Each Gold Sponsor will have a highboy cocktail table featuring its company name.
3. Recognition of the sponsorship will be made at the Conference's General Session. Sponsors' company names and logos will be recognized on the session’s entranceway signage, on-screen, and from the podium.
4. Recognition of sponsorship for Food & Reception events specified by Expo Management including signage at all food and beverage stations located within the Expo Hall including one hanging aisle sign measuring five feet high by three feet wide.
5. Recognition of your Sponsorship promoted in the online Exhibitor Directory and on the PLRB website.
6. Two complimentary passes for the Conference's Sunday Evening Welcome Reception.
7. One complimentary Conference registration permitting admission to all educational sessions and the Conference's Sunday Evening Welcome Reception.
8. Two badges granting admission to the expo hall only.
9. Sponsor's company name and logo promoted in the Next Year’s Claims Conference electronic registration material, but only if Sponsor renews the Sponsorship for the Next Year's Claims Conference and Expo by September 15 of the year before that event.
10. Sponsor company name, description, and logo promoted as part of the 2021, Claims Conference app documents.
11. The online Exhibitor Directory will have a direct link to the Sponsor website, from the date of confirmation of sponsorship until June 30, following the event.
4. Material Handling Services and Union Rules Shipping of exhibit materials will be arranged between the exhibitor and the Decorator. Any booth furnishings, electrical furnishings, drayage, labor, and storage services will be arranged directly between each exhibitor and the Decorator. After payment of a rental fee by exhibitor and assignment of exhibition space by the Expo manager, the exhibitor will be e-mailed the Exhibitor Service Manual (initial mailing in January of the year of the Expo) containing complete information concerning services provided by the Decorator. Exhibitor may also obtain the Exhibitor Service Manual on-line at the Decorator's Website. The manual will include a Material Handling Order Form to assist in arranging the efficient transportation of the exhibitor's materials to the Expo hall. Exhibitor agrees to send no exhibiting materials directly to the hotel or exhibit hall.
5. Name Badges Expo name badges must be worn at all times by exhibitor personnel on the Expo floor.
Exhibitor Badges – Each of the exhibitor's designated booth representatives (i.e. booth staffer) will be furnished with one badge listing the company's name and the representative's name. To minimize distractions to neighboring booths, exhibitors are restricted to three booth representatives for each ten foot by ten foot booth space at any given time.
Setup/Dismantle Special Passes -- Special passes will be available on-site for contractor and other essential personnel assisting with the Expo set up and/or dismantle process. The special passes will authorize admittance to the Expo floor only during set up/dismantle times. Such special passes will be void during Expo hours of operation.
No Other Badge Admittance -- Only Exhibitor Badges and Setup/Dismantle Special Passes will authorize admittance onto the Expo floor during setup and dismantle times.
6. Exhibitor Attendance The maximum number of exhibitor representatives permitted to work in any single ten foot by ten foot space at any one time is three. The license to have three exhibitor representatives cannot be transferred from one exhibitor to another. This applies regardless of any relation or association of the exhibitors.
7. Care of Exhibits Space Construction, decoration, and equipment for each exhibit must conform to local fire prevention, safety, and health codes and ordinances. Packing containers, shipping cartons, and similar materials may not be stored in the exhibit area. Use of nails, glue, paint, ink, or other materials that deface or mar the Facility's or the Decorator's property is prohibited. Exhibitor is liable for payment of any costs associated with damage from its conduct to the Facility's or the Decorator's property.
8. Time of payment and Space Reservations.
A. Space or Sponsorship Reservation: No exhibit space or Conference sponsorship will be reserved in response to an Application that is submitted to Expo Management until Expo Management receives and processes full payment for the space and/or Conference sponsorship.
B. Early Bird Discount or other Discounts: Where a discount is offered to Applicants and an Applicant applies to receive Expo space at the discounted rate, the Applicant must make full payment for the discounted space when submitting the application.
C. Space Allocation: Where possible, consideration will be given to allocating space based upon the Applicant's initial input and request. However, ultimate allocation will be based on what works best for the entire program as determined by Expo Management. All exhibit spaces are subject to approval, assignment, or reassignment if necessary, by Expo Management. No refunds will be given as a result of any booth location reassignments. Expo Management, at all times, reserves the right to modify the location, size, and display limits of a display booth where such modification is for the overall benefit of the Expo, required by law or administrative rule, or required by contract with the Facilities.
D. Maximum Exhibit Size: Each exhibitor or group of exhibitors under common management shall be limited to a total number of booth spaces not to exceed twelve (12) spaces.
E. Informal Associations. Unincorporated associations of businesses are not eligible to rent or occupy a booth.
9. Display Limitations Exhibitor shall confine the display and promotional activities to its allocated booth space. Any portion of a booth exhibit standing higher than forty-eight inches shall not extend beyond a point half way from the back of the booth (5’). No portion of any booth exhibit shall interfere with aisle traffic. Booth structures that block sightlines of neighboring booths are subject to removal. Expo management adheres to the International Association of Exhibitions and Events (IAEE) Guidelines for Display Rules and Regulations. Dimensions and Use of Space--An Island Booth is typically 20ft by 20ft (6.10m by 6.10m) or larger, although it may be configured differently. The entire Cubic Content of the space may be used up to the maximum allowable height, which is usually a range of 16ft to 20ft (4.88m to 6.10m),
10. Sound and Lighting Exhibit noise levels shall at no time infringe on the rights of neighboring booths. All lighting and audiovisual equipment operation shall not interfere with activities of other exhibitors.
11. Advertising by Others Advertising at the Expo is limited to those persons, firms, and corporations that have contracted and paid for exhibit space and Conference sponsors. No other persons, firms, or corporations will be permitted to demonstrate a product, solicit orders, or distribute advertising materials in the exhibition area. No exhibitor, sponsor or other entity shall distribute any publication at or about the Conference or Expo purporting to be or in any manner resembling an official or unofficial conference and/or expo daily without express written consent of the Expo Management. No exhibitor, sponsor or other entity shall distribute materials at the Conference or Expo for which the exhibitor, sponsor or other entity sold advertising to third parties unless express written consent is granted by the Expo Management.
12. Assignment of Expo Space Exhibitor may not assign its contract for exhibit space or allow any other person or organization to use any part of the space without written permission from Expo Management. Only one business can occupy a booth. Unincorporated associations of businesses are not eligible to rent or occupy a booth.
13. Liability of Exhibitor Exhibitor is responsible for obtaining any and all insurance coverage for its exhibit and all personal property owned, rented, leased, borrowed, or used by Exhibitor as part of its exhibit and coverage for its conduct.
Exhibitor will be responsible for ensuring that each EAC furnishes evidence of workers’ compensation insurance in the minimum amount required by state law; evidence of commercial general liability insurance, in a minimum amount of one million dollars ($1,000,000) covering all operations; and automobile liability insurance in a minimum amount of one million dollars ($1,000,000) covering all owned, hired, and non-owned vehicles. The policies for commercial general liability and automobile liability shall name PLRB, Venue, and Freeman as additional insureds for the events covered by this Agreement.
Exhibitor must make provision for the safeguarding of all goods it owns, rents, or leases from the time they are placed in the exhibit space until they are removed by its agents. Expo Management and the Facility shall not be liable or responsible for, shall not insure, and shall not guarantee to exhibitor, the safety of exhibits materials against fire, accident, theft, or any loss or injury whatsoever.
Any damage or destruction of others' property or personal injury to others resulting from the conduct of exhibitor, its agents, or employees will be exhibitor's sole responsibility.
Expo Management disclaims any liability for destruction of others' property, personal injury to others, or any dispute arising from the contractual relationship of exhibitor and the Decorator.
Exhibitor agrees to protect, save, and hold the Expo Management and the Facilities, and all agents and employees thereof (hereinafter collectively called Indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitors or those holding under the exhibitor. Further, the exhibitor shall, at all times, protect, indemnify, save and hold harmless the Indemnities against and from any and all losses, costs, damages, liability, or expenses (including attorney’s fees) 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 or business invitees, which arise from or out of or by reason of said exhibitor’s occupancy and use of the exhibition premises, the hotel, or any part thereof.
Furthermore, exhibitor shall be fully responsible to pay for any and all damages to property owned by the Facilities, its owners or managers that results from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold harmless, the PLRB, the Facilities, their 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.
Health and Welfare Code of Conduct: Exhibitor or Sponsor acknowledge that event participants and set-up crews for exhibitors and sponsors may be asked to agree to follow health and welfare-related conduct requirements such as those instituted for COVID-19 including but not limited to staying away from the facilities if ill or symptomatic, staying away if recently exposed to those with COVID-19, wearing masks under certain conditions, physical distancing, reducing occupancy, curbing of conduct such as loud speaking or handshaking, and similar safety protocols. If an Exhibitor or Sponsor sends participants or contractors that do not wish to abide by such safety protocols, those individuals should be relieved and substitutes made at your option and expense. Each Exhibitor or Sponsor should be prepared to adapt to such health and welfare measures.
14. Failure to Occupy Space If the exhibitor does not claim or occupy its assigned space before 8:00 A.M, CST on Opening Day of the Expo, Expo Management may, at its option, reassign the space to another exhibitor. The defaulting exhibitor will not be entitled to a refund of its rental fee.
15. Cancellation by Exhibitor or Sponsor This cancellation section refers to cancellation due to reasons other than "impossibility" as discussed in a subsequent section of these Terms, Conditions, Rules and Regulations (See paragraph 17.).
In the event an Applicant, exhibitor, or sponsor cancels their application and/or agreement to lease booth space at the Expo or sponsor the Conference, refunds will be provided as listed below. Note that deductions from full refunds are intended to represent an approximation of the actual value of damages for early cancellation and not a penalty. The applications submitted and fees collected are used to determine budgeting and related spending decisions for the Expo and Conference including food, amenities, paid speakers and other important aspects of the event. Consequently, cancellations impact the event.
For cancellations by Applicant, Exhibitor, or Sponsor:
On or Before December 15, of the year before the Expo
Exhibitor Fees will be refunded for the amount paid and collected less a 10% administrative fee;
Sponsor Fees will be refunded for the amount paid and collected less a 10% administrative fee;
On or After January 30, of the year of the Expo
Exhibitor Fees will be refunded at a rate of 50% of the amount paid and collected;
Sponsor Fees will not be refunded;
On or After February 26, of the year of the Expo
Exhibitor Fees will not be refunded; and.
Sponsor Fees will not be refunded.
16. Cancellation by Management or Inability to Hold Exhibits This cancellation section refers to cancellation due to reasons other than "impossibility" as discussed in the next section of these Terms, Conditions, Rules and Regulations (See paragraph 17.).
Pre Event: If Expo management cancels the Expo before Opening Day of the Expo or if, before the Opening Day of the Expo, causes beyond the control of Expo management arise which prevent the planned holding of the Expo, the exhibitor and/or sponsor will be refunded 100% of its rental fee. Management will not be liable for any other expenses the exhibitor or sponsor might incur or any consequential damages the exhibitor or sponsor may claim.
At Event: If Expo management cancels the Expo on the Opening Day of the Expo or if on the Opening Day of the Expo causes beyond the control of Insurance Services Expo management arise which prevent the planned holding of the Expo, the exhibitor and/or sponsor will be refunded 75% of its rental fee. Expo management will not be liable for any other expenses the exhibitor or sponsor might incur or any consequential damages the exhibitor or sponsor may claim.
Day two: If Expo management cancels the Expo before the show on the Second Day of the Expo or if before the show on the Second Day of the Expo causes beyond the control of Insurance Services Expo management arise which prevent the planned holding of the Expo, the exhibitor will be refunded 50% of its rental fee. Expo management will not be liable for any other expenses the exhibitor might incur or any consequential damages the exhibitor may claim. No refund will be made to sponsors.
If Expo Management cancels the Conference before the Opening Day of the Expo, Sponsorship fees will be refunded less a 10% fee for administration and benefits received.
17. Impossibility The performance of this agreement by either party is subject to acts of God, war, terrorism, government regulation, disaster, fire, strikes, civil disorder, curtailment of transportation facilities, or other similar cause beyond the control of the parties making it inadvisable, illegal, impractical or impossible to hold a successful meeting or to provide the facility. This agreement may be terminated without penalty for any one or more such reasons by written notice from one party to the other, except as provided in paragraphs 15 and 16 above.
18. Playing or Performing of Music Applicant represents and warrants that no musical work protected by copyright will be staged, produced or, otherwise performed via either “live” or “mechanical” means at or around the Expo, by or on behalf of Applicant, unless Applicant has previously obtained written permission from the copyright owner’s designee (e.g. ASCAP, BMI, or SESAC) for such use.
Applicant further represents and warrants that it shall be fully responsible for the performance of all obligations under any agreement permitting the use of such music, including but not limited to all obligations to report data and pay royalty fees.
Applicant agrees to indemnify, save and hold harmless and defend Expo Management, its directors, officers, agents, employees, and each of them, from and against any and all claims, costs and expenses (including legal fees and expenses), demands, actions, and liabilities of every kind with respect to any breach of the foregoing representations and warranties.
19. Special Assistance/ADA Compliance In compliance with the American with Disabilities Act, all exhibitor personnel needing special assistance should contact Expo Management with their requests.
20. Application Acceptance Acceptance of an application does not mean endorsement by Expo Management of the Applicant's service or product. Rejection of the application does not imply disapproval of the Applicant's service or product.
21. Exhibitor Conduct Expo Management has authority to prohibit an exhibit from continuing, if at any time the purpose and character of the Expo is jeopardized by the continuation of the exhibit. In the event of an exhibitor discontinuation order, management will not be liable for any refund of the exhibit space rental fee.
22. Promotional Demonstration, Handouts, Food Demonstrations of products or services, as well as distribution of souvenirs, samples, and other promotional items shall not disrupt traffic flow nor infringe on visitors' and other exhibitors' rights. No food or beverages may be distributed by any exhibitor without express written approval of Expo Management, Facilities management, and the Expo Management's and Facility's approved food and beverage contractor. Prohibited items include any and all consumables such as beverages, candies, mints, nuts, popcorn, bottled goods, etc. Expo Management reserves the right to approve all promotional demonstrations, giveaways and/or handouts to be used by exhibitors. Exhibitor assumes all liability as indicated in paragraph 13 f these Terms, Conditions, Rules, and Regulations.
23. Entertainment Policy The purpose of the Conference is education. The strength, reputation, and national support of the Conference are the result of its commitment to hardworking, intense professional development. The official Conference program also provides helpful forums for networking among insurers' claims professionals and claims service providers. Any additional activity sponsored by a claims service provider in conjunction with the Conference that undermines or conflicts with the primary educational purpose and reputation of the Conference and future conferences is prohibited.
As example, entertainment during conference and expo hours is a conflict and prohibited. Also, after-hours entertaining of fifteen or more conference attendees by any one person, organization, or group that extends past 11:00 p.m. on an evening before morning sessions undermines the educational experience and is prohibited. “Adult themed” entertainment undermines the reputation of the event and is prohibited.
Failure to comply with the policy can result in sanctions, including but not limited to:
Loss of exhibiting privileges at PLRB events
Loss of speaking privileges at PLRB events
Loss of attendance privileges at PLRB events.
24. Raffles Because raffles, sweepstakes and lotteries are generally prohibited by law, Exhibitors are prohibited from holding raffles, sweepstakes or lotteries at PLRB events including the Expo. Furthermore, any giveaways to attendees, including attendees who may participate in a lawful game of skill, must be of de minimus value ($25.00 or less). The intention of the games of skill is to create networking opportunities between attendees and exhibitors. Please refrain from promoting the gift prize solely to draw attention to the booth.
25. Exhibit Hall Agreement This contract with exhibitor is subject to terms of the agreement between Expo Management and the Facilities.
26. Interpretation/Choice of Law Expo Management has total authority of interpretation and enforcement of these Terms, Conditions, Rules, and Regulations and reserves the right to amend them at any time for the benefit of the Expo. Exhibitors/Sponsors and their representatives who violate these Terms, Conditions, Rules, and Regulations or who, in the opinion of Expo Management, conduct themselves unethically, may be dismissed from the Expo and/or Conference without refund or other appeal and may be excluded from participation in future PLRB conferences and expos.
Should either party resort to litigation or any form of alternative dispute resolution, the parties agree that the jurisdiction, venue and choice of law shall be DuPage County, Illinois.
27. Entire Agreement This Agreement, including the Application and the Terms, Conditions, Rules, and Regulations, contains the entire agreement between Expo Management and the Applicant and there are no other promises or conditions in any other agreement oral or written. This Agreement supersedes any prior written or oral agreements between Expo Management and the Applicant.
28. Severability Should any provision of this Agreement prove to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable.
29. Release of Liability Applicant shall be fully responsible to pay for any and all damages to property owned by the Facilities, its owners or managers that results from any act or omission of Applicant. Applicant agrees to defend, indemnify and hold harmless, the Expo Management, the Facilities, their owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Applicant‘s use of the property. Applicant’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 Applicant, its agents, employees and business invitees which arise from or out of the Applicant’s occupancy and use of the exhibition premises, the Hotel or any part thereof.