Terms & Conditions
Application and Acceptance of Exhibitors/Sponsors/Advertisers: A limited number of the same type of Exhibitors will be allowed to exhibit at this conference. The purpose of the Exhibit Hall is to promote the use of integrative, complementary, and alternative products and services to conference attendees. All applications are reviewed by the IMMH conference committee who reserves the right to refuse the application of any party whose product, service, or proposed exhibit is, in IMMH’s sole discretion, not in keeping with the character of the Exhibition.
Exhibitors earn two complimentary Exhibitor/booth personnel registrations per booth. Additional Exhibitor registrations may be purchased.
The floor plan for this exhibit will be maintained as originally presented whenever possible. However, IMMH reserves the right to modify said plan to the extent necessary for the best interests of the market, Exhibitors, and attendees. Exhibitors understand and agree that IMMH has sole discretion on the assignment of booths and is under no obligation to assign Exhibitor any of the booth preferences listed on the application.
PAYMENT TERMS & CANCELLATION POLICY
The total booth rate is due with Exhibitor registration. Cancellations must be provided in writing by July 15, 2019. IMMH will retain 50% of the Exhibitor registration fee for any cancellations. If written cancellation is received between July 16 and August 9, 2019, 75% of the Exhibitor registration fee will be retained. No refunds will be provided if cancellation notification is given after August 1, 2019.
FAILURE TO OCCUPY SPACE
Any Exhibitor who fails to occupy their paid exhibit space will receive no refund and will be obligated to pay the full exhibit fee. The conference coordinators will have the right to use this unoccupied space as deemed appropriate.
SUBLETTING OF SPACE
The Exhibitor shall not assign, sublet, or apportion the whole or any part of the space assigned, or have representatives, equipment, or materials from firms other than their own in the exhibit space without prior written consent of IMMH.
IMMH will not be liable for loss or damage to the property of the Exhibitor or their representatives or employees from theft, fire, accident or any other cause. Exhibitor agrees to indemnify and hold IMMH, the Hilton San Diego Bayfront, and all their respective agents and employees (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 under the authority of the Exhibitor. Exhibitor also agrees to indemnify and hold harmless the Indemnities against and from any and all claims, losses, damage or costs, including attorney’s fees arising out of or in any way connected to Exhibitor’s or its agents’, employees’, and business invitees’ actions, omissions, occupancy and use of the exhibition premises, the hotel, or any part thereof.
EXHIBITOR RESPONSIBILITY CLAUSE
To the fullest extent permitted by law, the person/legal entity described as “Exhibitor” in this clause and in this exhibitor contract (regardless whether such person/legal entity is also described as “Exhibitor” in this contract) hereby assumes full responsibility and agrees to indemnify, defend and hold harmless Hilton San Diego Bayfront (“Hotel”), Hotel’s owner Sunstone Park Lessee, LLC., Hilton Worldwide, Inc., and each of their respective owners, managers, subsidiaries, affiliates, employees and agents (collectively, “Hotel Parties”), as well as Integrative Medicine for Mental Health (IMMH) (“Group”), from and against any and all claims or expenses arising out of Exhibitor’s use of the Hotel’s exhibition premises. Exhibitor agrees to obtain and maintain during the use of the exhibition premises, Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor’s indemnity obligations in this clause. Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage. The Hotel Parties and Group shall be named as additional insureds on such policy, and Exhibitor shall supply the Hotel with a Certificate of Insurance at least 30 days prior to the use of the exhibition premises. The Exhibitor understands that neither the Group nor the Hotel Parties maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance. Exhibitor must provide IMMH with a certificate evidencing such insurance or submit a signed waiver of liability. Exhibitor must also provide IMMH proof of workers compensation insurance.
*Insurance forms (both general liability and workers compensation) or signed waivers are due to IMMH by June 1, 2019. Exhibitors who do not provide these forms or signed waivers by this day will be subject to removal as an Exhibitor at the conference. The cancellation policy will apply to any Exhibitors who are removed from the conference due to non-compliance.
FIRE, SAFETY AND HEALTH REGULATIONS
While participating in the exhibition, Exhibitor agrees to comply with all applicable local state, federal and other laws, ordinances, rules and regulations; with the provisions of any labor agreements which might cover activities conducted within the exhibition facility; with all rules and regulations of the exhibition facility; and with any other rules and regulations that may be issued from time to time by IMMH. All materials used for the building, decorating, draping or covering of booths and/or stands must be non-flammable, or rendered so by being immersed in a fire-proofing solution. All exhibits are subject to inspection by the public safety authorities having jurisdiction over the exhibition facility and Exhibitor agrees to comply with the directions of said authorities on all matters. Exhibitor hereby covenants, represents and warrants that any and all materials and products displayed or otherwise used by Exhibitor within the Exhibition facility will have been obtained in full compliance with the laws of the respective jurisdiction(s) of origin of such materials and products. Exhibitor agrees to indemnify IMMH against any claim, action or loss occasioned by any breach of this section.
RECORDING AND PHOTOGRAPHY CLAUSE
IMMH reserves exclusive rights to record (audio and video) and/or photograph all conference proceedings, including exhibits, for use in marketing materials, presentations and course content sales.
ACTIVITIES DURING PRESCHEDULED IMMH EVENTS
No activities or events for attendees are to be scheduled by any Exhibitors during pre-scheduled conference activities without express permission from IMMH.
COMPLIANCE WITH SCHEDULE
An exhibit attendee must be made available and in charge of their booths during conference exhibit hours. Also, each Exhibitor agrees to maintain installed display during conference hours. If space is vacated during conference hours, the conference committee reserves the right to take possession of said space and resell same or any part thereof.