This reservation form represents your offer to participate and is subject to acceptance by the Canadian Wind Energy Conference Partnership. The Canadian Wind Energy Conference Partnership reserves the right to terminate your reservation unless all of your financial accounts with the Canadian Wind Energy Conference Partnership and CanWEA are current 30 days prior to the show.
2. LIMITATION OF LIABILITY INDEMNIFICATION
A. Exhibitors waive all claims of every kind against the Canadian Wind Energy Conference Partnership, its directors, officers, members, agents and employees including, without limitation, all claims for damages based on personal property damage, destruction, loss or theft, personal injury, cancellation of the Show, failure or refusal to provide space for any exhibit, preventing the display, operation, removal or dismantling of any exhibit, any other act or failure to act by the Canadian Wind Energy Conference Partnership.
B. Exhibitors agree to indemnify and save the Canadian Wind Energy Conference Partnership harmless from claims by Exhibitors’ agents or employees or by any other person, arising out of any act or omission in any way related to Exhibitors’ participation in the Show, whether negligent or not.
C. In the event of cancellation or disruption of the Show for any cause, the Canadian Wind Energy Conference Partnership shall have the right to retain such part of Exhibitors’ space payments as may be required to reimburse the Canadian Wind Energy Conference Partnership for expenses incurred in connection with the Show.
Booths cannot be sublet or shared unless approved by the Canadian Wind Energy Conference Partnership. Booth space will be assigned on a first-come, first-served basis, and by membership level. If the booths selected are filled, the closest possible booth will be assigned. The Canadian Wind Energy Conference Partnership reserves the right to re-assign booth numbers and booth placement as needed at any time.
An invoice will be sent for the full amount. Payment in full is due within 30 days of invoice. For contracts executed June 1, 2017 or later, payment in full is due within 10 days of invoice date or September 12, 2017, whichever comes first. All cheques should be in Canadian dollars and made payable to the Canadian Wind Energy Conference Partnership.
Exhibitor must submit any participation cancellations to the Canadian Wind Energy Conference Partnership (Organizer) in writing. If Exhibitor cancels its participation it agrees to pay as liquidated damages (and not a penalty) the following: (a) if Organizer receives written notice of participation cancellation before or on April 15, 2017, Exhibitor agrees to pay a cancellation fee equal to 50 percent of the total participation fee plus any and all nonrefundable options and services ordered by Exhibitor prior to cancellation; however, if Organizer is unable to re-sell the cancelled space, Exhibitor will be liable for 100 percent of the total participation fee plus any and all nonrefundable options and services ordered by Exhibitor prior to cancellation (b) if Organizer receives written notice of cancellation after April 15, 2017, Exhibitor will be liable for 100 percent of the total participation fee plus any and all nonrefundable options and services ordered by Exhibitor prior to cancellation. All cancellation fee(s) are payable immediately upon cancellation. The above cancellation fee(s) terms shall apply regardless of the execution date of this Contract.
6. CANWEA EXHIBITOR DISPLAY RULES
The CanWEA display rules are in accordance with the International Association of Exhibitions and Events (IAEE) Rules and Regulations with exceptions noted as part of the text below. Please note that all exhibitors with 400 sq. ft. or more must submit their booth design to firstname.lastname@example.org for approval prior to August 9, 2017.
All booths are 10′ x 10′, except the island booths as noted on the floor plan. Pipe and drape backs are 8′ high and side rails are 3′ high. A one-line booth sign is included. Display material cannot exceed 10′ in height for interior linear booths. Equipment may exceed 10′ however the company name on in-line booth may not exceed 10′ and may not face into neighboring booth within 10′ of neighboring booth.
Display material for in-line perimeter booths cannot exceed 12′.
Display material for in-line booths cannot be higher than 4′ from the aisle to within 5′ of booth back wall this to preserve sight lines for in-line booths.
The height limit for island booths is 16′ with exceptions required in writing by the Canadian Wind Energy Conference Partnership for any higher heights.
Maximum height for hanging signs is 16′ (5.48m), distance is measured from the floor to the top of the sign. A booth must be at least a 20′ x 20′ to have a hanging sign. End-cap Booths do not qualify for hanging signs and graphics. All hanging signs require approval in writing from the Canadian Wind Energy Conference Partnership.
All exposed parts of a display must have a finished surface versus exposed framing. Crates, containers, other packing materials and boxes may not be stored behind booth.
Carpet is mandatory for all exhibitors.
Split Island Booths. A split island booth is a peninsula booth which shares a common back wall with another peninsula booth. The entire cubic content of this booth may be used, up to the maximum allowable height, without any backwall line of sight restrictions. 16′ is the maximum booth height allowance including signage and no signage may face within 10′ of the neighboring booth.
End-cap booths. No End-cap booths are permitted under 400 sq. ft.
7. OUTSIDE CONTRACTORS
Exhibitors may use contractors other than the Official Exhibit Contractor to set up and dismantle exhibits if Exhibitor provides to the Canadian Wind Energy Conference Partnership a copy of the applicable form provided in the Exhibitor Services Manual. This authorization must include the name and address of each contractor, a certificate of insurance for minimum of $3 Million Canadian, the name of the supervisor, and the number of workers. The exhibitor assumes full responsibility for all acts of its contractors and agrees to hold harmless and indemnify the Canadian Wind Energy Conference Partnership for any loss or any damage to the Palais des Congrès de Montréal.
8. EXHIBITOR ADMISSION
Two (2) exhibit passes are included with a standard 100 sq. ft. (10′ x 10′) booth. For all booth spaces larger than 100 sq. ft. please refer to the table Free Allocations for Exhibitors for booth personnel and client pass allocations listed on registration page of the CanWEA website. Exhibitor personnel passes are not transferable. Additional exhibitor personnel passes will be available for purchase. Exhibitors will have access to the exhibition floor during set up and tear down hours, exhibit hall one hour prior to exhibit hall opening on show days, opening plenary session, opening reception, happy hour and closing reception. Exhibitor have the ability to purchase tickets to the plenary luncheons via the online registration system. Booth personnel not displaying the proper exhibitor badge may be removed from the exhibit hall at the discretion of the Canadian Wind Energy Conference Partnership. Exhibitors are NOT permitted to use client guest passes for booth personnel. The exhibiting company takes responsibility for adherence to these admission regulations.
9. ADMITTANCE DURING NON-SHOW HOURS
Exhibit personnel will not be allowed to enter the exhibit floor earlier than one hour prior to the opening of the show. Exhibitors must have their CanWEA exhibitor badge for non-show hours admittance and make arrangements with show management and security ahead of time.
10. DAMAGE TO PROPERTY
The exhibiting company is liable for any damage caused to building floors, walls or columns or to standard booth equipment. The exhibitor may not apply paint, lacquer, adhesives, stickers or other coating to building floors, walls or columns or to standard booth equipment.
11. FOOD AND BEVERAGE
Any exhibiting company interested in providing any form of food or beverages on the show floor, please be advised that all food and beverage services for your booth must be ordered from the Palais des Congrès de Montréal vendor. No outside contractors will be permitted.
12. FIRE AND SAFETY REGULATIONS
No flammable liquids may be stored inside the Palais des Congrès de Montréal. Prior notification and approval will be necessary from the local Fire Department to display any heat producing products or chemical materials, gases, etc., deemed hazardous by the fire department. Everyone in the Exhibit Hall during Move-In and Move-Out is required to wear cap toe shoes at all times (and a hard hat if building overhead). During the move-in/move-out, the Convention Centre is considered a construction site.
Exhibitors are required to observe all contracts in effect between the Canadian Wind Energy Conference Partnership, service contractors and the Palais des Congrès de Montréal. All information relating to move-in, set-up, dismantling, and move-out at the Palais des Congrès de Montréal during the CanWEA Conference and Exhibition will be included in the online Exhibitor Services Manual.
In general, exhibitors may use sound equipment in their booths so long as the noise level does not disrupt the activities of neighboring exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle. Sound and noise should not exceed 85 decibels when measured from the aisle immediately in front of a booth. Exhibitors should be aware that music played in their booths, whether live or recorded, may be subject to laws governing the use of copyrighted compositions.
Exhibitors’ displays may not be dismantled or packed in preparation for removal prior to the official closing time on October 5, 2017. Every booth must be fully staffed and operational during the entire Exhibition. Failure to respect this rule may impact participation privileges in future CanWEA conferences.
16. MEMBERSHIP STATUS
You must be a member in good standing at the time of purchase in order to qualify for membership discounts. Fees will be assessed on level of membership at the time of booking. If you are unsure of your membership status, please contact email@example.com.
17. SPACE ASSIGNMENT
Although the Canadian Wind Energy Conference Partnership will attempt to accommodate Exhibitor requests for specific space location, no guarantees can be made that Exhibitor will be assigned the specific space requested. the Canadian Wind Energy Conference Partnership retains authority to assign or reassign space; determine articles and methods to be used for display of items; determine location of Exhibitor and agent identification; and overall decision authority concerning all matters directly relating to space and Exhibitor. Exhibitor acknowledges that he/she is not contracting for specific Space, but rather for t