Cancellation Policy
In the event of cancellation by the Exhibitor, a full refund will be issued if the cancellation is made in writing 30 days prior to the scheduled event. No refunds will be issued for cancellations made after this deadline. For any cancellations within 30 business days before the start of the show, 100% of exhibit space cost is due. If Exhibitor defaults on payment, Exhibitor is liable to FreedomRoads for collection costs, including reasonable attorney’s fees.
Installation/Dismantling
Please see Exhibitor Manual for exact move in/move out times and dates. Exhibitor agrees to provide, at the Exhibitor’s expense, all labor for installing and removing exhibiting materials. No Exhibitor shall be allowed to remove any part of their booth until the show is officially closed. Exhibitors shall be responsible for any expenses incurred by FreedomRoads caused by their delay in removing their equipment. The Exhibitors are liable to the property owner for any damage that may occur to the property during the installation and removal of exhibits. Exhibits shall be arranged so as not to obstruct the general view nor hide the exhibits of others.
Operation
The Exhibitor will keep exhibit open and staffed at all times during show hours. All sales activity must be confined to the booth area. Distribution of promotional materials must be confined to the exhibit space. FreedomRoads reserves the right to restrict exhibit’s appropriate and suitable methods of operation and reasonable noise levels. Management reserves the right to decline or remove any exhibit or contents that are deemed objectionable by show management. Should such eviction or restriction be enforced, show management will not be liable for refunding any fees. FreedomRoads reserves the right to add or delete spaces, and to move Exhibitors to facilitate crowd control, safety regulations, or for other reasons at the discretion of FreedomRoads and show management. This agreement does not reserve for, nor guarantee to the Exhibitor any space, a specific area or space priority, right of first refusal or any other manner of participation in any future show.
Care of Space
Exhibitors shall be responsible for the space being returned at the end of the show in the same condition as when taken over. In case of damage, the Exhibitor shall pay for such claims as are necessary to restore the space to its original state. Exhibitors agree to conform to the regulations set forth by the appropriate departments of the local jurisdiction (such as Fire, Building and/or Electrical Departments) and the rules set forth by the owners of the Facility. All decorations used must be fireproof. Public aisles and areas will be cleaned by the managements of the show. Cleaning of booth and display space is the responsibility of each Exhibitor. A cleanup fee will be charged companies who leave excessive debris in the space at the close of the show. No helium balloons or food products are to be given away without prior written approval of the Management.
Insurance
Show management will take all reasonable precautions to protect the Exhibitor’s property but will not be responsible for loss or damage. Exhibitor agrees to save the exhibit hall owner, employees and show management and their agents and employees free and harmless of and from all claims, demands, damages, and liability whatsoever kind and character asserted by the person or persons on account of any loss or damage to the property, or injury or death of any persons occurring upon or about the leased premises arising out of the use of leased premises by the Exhibitor. Exhibitors shall carry and maintain insurance during the show, including move-in/move-out days at their own cost and expense. Personal injury and property damage insurance coverage under policies of general public liability, auto and workers compensation with limits of at least $1,000,000 combined single limit for bodily injury and property damage are required. Prior to move-in, Exhibitor must provide a certificate of insurance naming Affinity Group, Inc., including FreedomRoads, its parent, subsidiaries, affiliates, officers, directors, employees and agents as additional insured.
Licenses
Any and all City, County, State or Federal licenses, inspections, or permits required by law of any Exhibitor in the installation or operation of the display shall be obtained by the Exhibitor at their own expense prior to the opening of the show. Exhibitor agrees to obtain, at its own expense, any licenses or permits from government bodies which may be required for the operations of Exhibitor’s trade of business during the show and to pay all taxes that may be levied against Exhibitor as a result of the operation and business during the show. By law, Exhibitors are required to obtain a tax and/or business license for each state in which they participate prior to exhibiting.
Force Majeure
Neither party shall be liable in damages or have the right to terminate this Agreement for any delay or default in performing hereunder if such delay or default is caused by conditions beyond its control including, but not limited to Acts of God, Government restrictions (including the denial or cancellation of any export or other necessary license), wars, labor unrest/labor strikes, insurrections and/or any other cause beyond the reasonable control of the party whose performance is affected.
Data Collection & Privacy Rights
Exhibitors shall comply with all laws, rules, regulations, and ordinances applicable to the operation of their business, including privacy laws (collectively, "Applicable Laws"). Exhibitor shall maintain a privacy policy that fully and accurately reflects its data collection, use and processing practices and otherwise comply with all obligations required by Applicable Laws, including without limitation the California Consumer Protection Act of 2018 and other similar laws as they become effective.
Liability for Personal Property
Although guard service will be furnished, Exhibitor shall be solely responsible for and hold harmless FreedomRoads and the Facility from any damage to, loss, or theft of property belonging to Exhibitor, its agent, employees, business invitees, visitors or guests. Small and valuable exhibit material should be packed away each night.
Indemnification
Exhibitor covenants and agrees to indemnify and save harmless FreedomRoads, its affiliates and parent companies, and each of their employees, from and against any and all claims, demands, suits or judgments (including attorney’s fees) arising out of or in connection with any/or omission of Exhibitor or its employees or agents, a breach of this Agreement by Exhibitor, or the operation of Exhibitor’s business at the show.
