HEUG Regional Events

THE FOLLOWING INFORMATION IS CONSIDERED PART OF THE EXHIBITOR CONTRACT TERMS AND CONDITIONS FOR HEUG REGIONAL EVENTS.

It is the responsibility of each exhibiting partner to know and understand these rules and regulations.

These rules and regulations are a bona fide part of the contract for exhibit space with the Higher Education User Group (HEUG) Regional Events, hereinafter referred to as the Event, which is organized and managed by members of the HEUG Regional Event Committee, hereinafter referred to as the Show Management. On behalf of the Event, the Show Management reserves the sole right to render all interpretations, amend and enforce these regulations, and to establish any and all further regulations not specifically covered below to assure the general success and well-being of the Event.

HEUG Regional Events provide a unique opportunity to network with representatives of many different institutions and with other exhibiting partners, in the sharing of implementation strategies and experiences. The Show Management reserves the right to decline, prohibit, deny access, or remove any exhibit which in its sole judgment is contrary to the character, objectives, and best interests of the Event or its attendee audience. This reservation includes, but is not limited to, any violation of any public policy or these rules and regulations, and extends to persons, things, printed matter, products, and conduct. The Show Management reserves the right to refuse applications from concerns not meeting required or expected standards, as well as the right to curtail exhibits or parts of exhibits that reflect poorly on the character of the Event. The Show Management’s decision and interpretation shall be accepted as final in all cases.

Each exhibitor, for themselves, their employees, and their contractors, agrees to abide by these regulations and by any amendments or additions hereafter made by the Show Management.

1. VALID APPLICATION FOR SPACE AND SPONSORSHIP

Applicants for exhibit space and conference sponsorship are required to execute and forward the Application and Contract for Exhibit Space.

2. PAYMENT FOR SPACE

Upon receipt and acceptance of the Exhibitor sponsorship purchase by Show Management, an invoice will be prepared and can be paid online or via check. Payment is

due immediately. Payment for all events must be received no later than 45 days prior to the first day of the event.

NOTE: Booths WILL NOT be assigned until the online application and payment have been received.

3. CANCELLATION AND REFUNDS

Cancellation of sponsorship must occur no later than 45 days prior to the first day of the event. Any cancellations after this point in time will result in no refunds. If no payment has been received at the time the partner cancels, the partner is considered to have a debt with the HEUG organization in the amount of the sponsorship(s) agreed upon in their original application. Until this debt is paid in full, that partner is unable to participate in any subsequent events with HEUG.

If a partner wishes to appeal the no-refund policy for cancellation, the HEUG Board Vice President of Finance, the HEUG Board Partner Relations representative, and the Account Executive with Higher Logic for the HEUG Board will review the partner's written appeal and make the final determination. This decision will be final and upheld by HEUG Board.

4. CANCELLATION, TERMINATION, OR POSTPONEMENT BY SHOW MANAGEMENT

In the event that any unforeseen occurrence shall render the fulfillment of this agreement impossible by the Event, the parties shall mutually amend or terminate this agreement at Show Management’s option. Exhibitor hereby waives any claim against Show Management for damages or compensation. Show Management shall not be financially liable in the event the show is interrupted, cancelled, moved, or dates changed, except as provided herein.

5. ASSIGNMENT OF BOOTH LOCATION

Wherever possible, booth locations will be assigned based upon the exhibitor’s stated preferences, level of sponsorship, and timing of receipt of the contract. However, the Show Management reserves the right to make the final determination of all booth assignments in the best interests of the Event.

6. USE OF BOOTH, SUBLETTING BOOTH

No exhibitor may assign, sublet, or apportion their booth to or with another business entity or individual without the express permission in writing from the Show Management. No exhibitor may show or demonstrate products or services other than those manufactured or handled in the normal course of their business.

7. OPERATION OF EXHIBITS

The Show Management reserves the right to restrict the operation of, or evict completely, any exhibit which, in its sole opinion, detracts from the general character of the Event as a whole. This includes, but is not limited to, an exhibit which, because of noise, flashing lights, method of operation, display of unsuitable material, or changes in the exhibitor’s business relationships with HEUG, is determined by the Show Management to be objectionable to the successful conduct of the Event as a whole. All demonstrations or other promotional activities must be confined to the limits of the booth space. Each exhibitor is responsible for keeping the aisles near its exhibit space free of congestion caused by demonstrations or other promotions.

8. TABLE TOP SET-UP

Booth Set-up must be complete by the time noted on the conference website for Exhibitor Move-in. If the exhibitor is not present in the vendor hall setting up their booth 1 hour prior to the end of the vendor move-in timeframe, Show Management reserves the right to deny table access. All costs for the set-up and related charges will be billed to the exhibitor.

9. PROMOTIONAL MATERIALS AND MARKETING ACTIVITIES

HEUG Regional Events are intended to be a forum for the exchange of information pertaining to the implementation and support of IT applications in Higher Education. Exhibitor participation is intended to support that objective and is not for direct sales. Exhibitors also agree that the use and distribution of promotional materials at or around the conference facility, in exhibit areas, session areas, hotel, etc. (i.e., anywhere other than the Exhibitor booth), including but not limited to flyers, circulars, and souvenirs, is subject to approval by Show Management.

This includes any materials to be included in the attendee registration bag as an optional service that Exhibitors have contracted for. The Exhibits Chair must receive approval requests and samples related to such marketing materials. Show management will not make attendee registration information available to exhibitors unless stated otherwise in the prospectus. However, exhibitors may collect this information at their booth when provided voluntarily by each attendee. Other options are available to sponsoring exhibitors; please contact the exhibit chair.

10. EXHIBITOR KIT, OFFICIAL EXHIBITS CONTRACTOR

The Exhibitor Kit will be made available on the conference website. It can be downloaded and as such will not be mailed in printed form. All policies, rules, and regulations contained in the Exhibitor Kit or its equivalent as provided by Show Management are hereby incorporated by reference and made part of this contract.

11. EXHIBITOR’S AUTHORIZED REPRESENTATIVE

The exhibiting firm assumes full responsibility for its authorized representative to follow all Event Rules and Regulations.

12. EXHIBITOR BADGES, REGISTRATION & EXHIBIT STAFFING

Exhibitor staff must register as regular attendees through the online registration system or onsite (at prevailing rates). Exhibitor booths must be staffed at all times during show hours. Exhibitors must not pack, remove, or dismantle their booth prior to the close of the show.

13. LIABILITY AND INSURANCE

All property of the exhibitor remains under their custody and control in transit to and from the exhibit hall and while it is in the confines of the exhibit hall. Neither the Show Management, its service contractors, the management of the exhibit hall, nor any of the officers, staff members, or directors of any of the same are responsible for the safety of the property of exhibitors from theft, damage by fire, accident, vandalism, or other causes, and the exhibitor expressly waives and releases any claim or demand they may have against any of them by reason of any damage or loss of any property of the exhibitor. It is recommended that exhibitors obtain adequate insurance coverage, at their own expense, for property loss or damage and liability for personal injury.

14. INDEMNIFICATION (SHOW MANAGEMENT & EVENT)

Exhibitor agrees that it will indemnify and hold and save Show Management harmless from and against all claims, demands, actions, damages, loss, costs, liabilities, expenses, and judgments recovered from or averted against Show Management on account of injury or damage to person or property to the extent that any such damage or injury may be incident to, arise out of, or be caused, either proximately or remotely, wholly or in part, by an act, omission, negligence, or misconduct on the part of Exhibitor or any of its agents, servants, employees, contractors, patrons, guests, licensees, or invitees, or of any other person entering upon the Premises leased hereunder with the express or implied invitation or permission of Exhibitor, or when any such injury or damage may in any other way arise from or out of the occupancy or use by Exhibitor, its agents, servants, employees, contractors, patrons, guests, licensees, or invitees of the Premises leased hereunder. Such indemnification of Show Management by Exhibitor shall be effective unless such damage or injury may result from the gross negligence or willful misconduct of Show Management, as the case may be.

Exhibitor covenants and agrees that in case Show Management shall be made a party to any litigation commenced by or against Exhibitor or relating to this lease or the Premises

leased hereunder, then Exhibitor shall and will pay all costs and expenses, including reasonable attorney's fees and court costs, incurred by or imposed upon Show Management by virtue of any such litigation.

15. RESPONSIBILITY OF EXHIBITORS

If an exhibitor fails to comply in any respect with the terms of this agreement, Show Management shall have the right, without notice to the exhibitor, to sell or offer for sale the exhibit space covered by this contract, said exhibitor to be liable for any deficiency, loss, or damage suffered by the Event by reason of the premises stated, which loss or damage the exhibitor agrees to pay upon demand. An exhibitor who fails to occupy the space contracted for is not relieved of the obligation of paying the full rental of such space. Should any rented space remain unoccupied on the opening day of the show, Show Management may rent said space to any other applicant or use said space for such purposes as it may see fit without liability on its part for failure to deliver said space to the original exhibitor.

16. MISCELLANEOUS

In the event the exhibitor, or any of its agents, servants, employees, contractors, patrons, guests, licensees, or invitees, shall fail to observe any of the terms or provisions of this agreement, Show Management may immediately, or at any time thereafter, without notice, set-off any sum or sums due or payable by Show Management to the exhibitor and may pursue any other remedy which it may be entitled to in law or in equity, including without limitation, terminating this agreement and repossessing said space.

This agreement, or any right therein, nor any interest therein may be assigned by Exhibitor without the prior written consent of Show Management. Any assignment without such consent shall be null and void.

If any provision of this agreement is held invalid or unenforceable, neither the remaining provisions hereof nor other applications of the provisions involved shall be affected thereby.

This agreement shall be governed by and construed in accordance with the laws of the State of Virginia.

17. AMENDMENTS/INTERPRETATIONS

These rules and regulations have been drawn with the most current information available at the time of writing. Show Management reserves the right to amend these rules and regulations or to make additions as necessary for the proper conduct of the Event. All

interpretations of these rules and regulations shall be made solely by the Show Management and are final.

*These Terms & Policies are subject to change without any prior notice.