The Decibel Expo
Festival Rules and Regulations
I. DEFINED TERMS: The term “The Event” means Decibel Entertainment Festival (DEF) 2019, currently scheduled to be held on July 5 th – 7 th , 2019 (hereinafter “Event Dates”) at Queen’s Hall, St Ann’s, Trinidad (hereinafter “The Facility”). The Event is owned, produced and managed by DeciBel Limited. As used hereinafter, the term “The Organizer” means, collectively, DeciBel Limited, and each of its officers, directors, shareholders, agents, affiliates, representatives, employees, and assigns, unless the context requires otherwise. The term “The Exhibitor” means collectively, (i) the company or person that applied for exhibit or vendor space rental and agreed to enter into this contract upon acceptance by The Organizer in the manner stated below and (ii) each of its officers, directors, shareholders, employees, contracts, agents, representatives and/or invitees, as applicable.
II. PAYMENT SCHEDULE: Only the company name listed on this Contract is considered an official Exhibitor/Vendor. The Exhibitor must make payments in accordance with the agreed payment terms.
Under no circumstances will The Exhibitor be permitted to participate in The Event and/or occupy its exhibit space if full payment has not been received. Payments submitted in accordance with this Contract may be applied, first, to any outstanding balances due from previous shows and/or events.
Contracts may not be accepted, and exhibit space may not be assigned to any exhibitor whose prior financial obligations to The Organizer have not been met. Any and all payments marked as being payment in full or as being settlement of any dispute may be accepted by Organizer without Organizer forfeiting its rights under this agreement and/or the law.
III. DEFAULTS: A. If The Exhibitor fails to pay any of the installments as outlined in Section II (above), Organizer shall reserve the following rights: 1. Organizer reserves the right to cancel the exhibitor’s participation and/or release the contracted exhibit space and is free to provide said space to other exhibitors. 2. Any exhibition fees paid shall be retained by Organizer as liquidated damages. 3. Any outstanding payments as outlined in Section II are due and payable in consideration for Organizer having reserved space and providing services to the Exhibitor until the date the Exhibitor’s exhibit space is canceled per III.A.1. above. B. The canceled Exhibitor may reapply for exhibition participation on a first-come, first-served basis. Monies previously paid on account may be applied to The Exhibitor’s new exhibition fee if a new contract is accepted by The Organizer. However, if the new exhibition fee is less than the original exhibition fee, the exhibitor will be held liable for a downsizing fee according to the schedule outlined in Section V below. C. Exhibitor represents and warrants that it owes no past due amounts to The Organizer and that it owes no past due amounts to the entities which sponsor The Event.
If at any time during the term of this Agreement Exhibitor owes past due amounts to Organizer and/or one or more Affiliate, Organizer may at its sole option either: (i) terminate this Agreement, provided that Exhibitor shall not have paid all such past due amounts within thirty (30) days of receipt of notice by Organizer of its intent to terminate or (ii) prohibit the Exhibitor from rebooking or participating in a future edition of The Event. In the event of a termination under this section, Organizer shall be entitled to retain all amounts deposited by Exhibitor.
IV. EXHIBITOR CANCELLATION: A. All exhibitor participation cancellations must be received by Organizer in writing (return receipt requested) and acknowledged by Organizer. B. If written notice of participation cancellation is received by Organizer before June 15 th , 2019 , the Exhibitor shall pay a cancellation fee equal to 50% of the total exhibition fee. If written notice of participation cancellation is received by Organizer on or after June 15, 2019, the Exhibitor shall pay a cancellation fee equal to 100% of the total exhibition fee. Exhibitors contracting on or after June 15, 2019, are responsible for the full (100%) exhibition fee, even in the event of cancellation any time thereafter. Any deposits made by the Exhibitor may be used to fully or partially reduce the cancellation fees described above.
V. DOWNSIZING: All downsizing requests shall become effective when approved by Organizer. A downsize fee of 50% of the difference between the cost of the original exhibition space cost and the cost of the revised downsize exhibition space will be charged on any downsize requested by the Exhibitor and approved by Organizer before June 15, 2019. The downsize fee increases to 100% of the difference between the cost of the original exhibition space and the cost of the revised downsize exhibition space on any downsizing requested by the exhibitor and approved by Organizer on or after June 15, 2019. The above downsizing fee(s) shall be in addition to the actual cost of the revised downsize exhibition space. Any deposits made by the exhibitor may be used to fully or partially reduce the downsizing fees described above.
VI. SPACE ASSIGNMENT AND ATTENDEES:
A. Although Organizer will attempt to accommodate exhibitor requests for specific exhibition space assignments, no guarantees can be made that the Exhibitor will be assigned the specific exhibition space(s) requested. Exhibitor acknowledges that he/she is not contracting for a specific exhibition space(s), but rather for the right to participate as an Exhibitor in The Event.
B. Organizer makes no representations or warranties with respect to the demographic nature and/or number of exhibitors and/or attendees participating in the exhibition.
VII. Specific Policies
All exhibitors must adhere to all rules and regulations pertaining to displays and product as outlined in this contract.
Exhibit activity or soliciting by any non-exhibiting firm of person on the tradeshow floor and/or on any property under the supervision or under the contract of the Association during the tradeshow is strictly prohibited.
Exhibitor agrees to keep exhibit properly staffed and intact during show hours.
Early dismantle of booth space is strictly prohibited.
No external food or beverages may be brought on the premises, unless agreed upon by the organizers.
The Organizers reserves the right in its sole judgment to prohibit or close any display or activity because of noise, odor or other disturbing features or which may be offensive to other exhibitors or attendees. Furthermore, this discretionary right of The Organizers applies to any demonstration or activity by any exhibitor resulting in obstruction of line-of-sight and/or access to a nearby exhibitor’s booth by either attendee/buyers of The Exhibitor.
Exhibitors demonstrating amusement rides and/or offering rides to show attendees or guests are solely responsible for compliance with all local laws and regulations governing the operation of rides, and for securing in advance all approval necessary to demonstrate and offer rides during the show dates.
No Exhibitor is allowed to assign, sublet, or apportion whole or any part of space allotted or exhibit any goods other than those manufactured or sold in the regular course of business by the exhibitor.
Exhibitors are prohibited from engaging in an exhibit activity in any space other than that which has been contracted.
“Suitcasing.” Please note that while all Event attendees are invited to the exhibition, any attendees who are observed to be soliciting business in the aisles or other public spaces or in another company’s booth will be asked to return their badges and to leave the show floor immediately. Violators will not be allowed to return to the show and no refunds will be made. Additional penalties may apply. The Event asks that both attendees and Exhibitors report any violations they may observe to The Organizers.
“Outboarding.” Outboarding is defined as marketing, sales and hospitality events conducted by exhibitors and others capitalizing on the presence of buyers and/or sellers attending the original show without previously notifying the original show organizer and finalizing an arrangement that benefits both parties. This practice is considered unethical. It includes practices such as “coat-tailing”, “piggy-backing”, co-location of events, and largescale hospitality events, particularly during show hours.
Exhibitors are responsible for knowledge of and compliance with all laws, regulations, and ordinances that may apply to any exhibit. These include, but are not limited to any venue laws, regulations and ordinances. The Organizers will not interpret laws, regulations and ordinances for any exhibitor.
Exhibitors with products, the sale of which may be illegal in certain jurisdictions, must display a sign in
their booth space to that effect.
Exhibitors are responsible for any damage done by them or their employees.
• No nails, bolts, tack or screws shall be driven into the wall, woodwork or floor of the building.
• The use of flammable substances as decorative materials is prohibited. All decorative fabrics must be flame proofed in accordance with the city and exhibit fire regulations.
• No gasoline, kerosene, acetylene or other flammable or explosive substances are permitted in the building.
• Exhibitors using grease or oil in the preparation of food must utilize cooking hoods to prevent splatter.
Booth must be set-up and complete for inspection and the surrounding aisles clear of Exhibitor’s equipment and debris no later than one hour before doors open Booth must be completely clear of all Exhibit Items Two(2) hours after the close of The Event
Exhibitor warrants and represents that the Exhibit and all related materials, including but not limited to photographs, written materials, and display models (collectively, the “Exhibit”) does not violate any proprietary or personal rights of others (including with- out limitation any copyrights, patents or privacy rights) that the Exhibit constitutes, the Exhibitor’s own original work or property, or that the Exhibitor has permission from the rightful owner to use such work or property. The Exhibitor agrees to indemnify and hold harmless The Organizer, its officers, directors, members, assignees and agents from and against any and all claims, actions, losses, demands, costs, attorneys’ fees and all other expenses relating or incidental to, or arising directly or indirectly from, the inaccuracy or breach of any of the warranties and representations contained in this Section
VIII. MISCELLANEOUS: This Contract is irrevocable, and the rights of Organizer under this Contract shall not be deemed waived except as specifically stated in writing by an authorized representative of Organizer. The Exhibitor further agrees that upon acceptance of this agreement by Organizer with or without appropriate or timely payment of any and all fees, this agreement shall become binding and enforceable in accordance with its terms. This Contract will be binding on the Exhibitor’s and Organizer successors. If any term, clause or provision hereof is held invalid or unenforceable by a court of competent jurisdiction, such invalidity shall not affect the validity or operation of any other term, clause or provision and the invalid term, clause or provision shall be deemed to be severed from the Agreement.
IX. PRIVACY: Exhibitor agrees and acknowledges that the data provided in this Contract and during the course of fulfilling this Contract may be used by the Organizer and its service providers to send Exhibitor updates on The Event and to communicate with Exhibitor for future editions of The Event.