2024 Conference Vendor Agreement

Eligibility – Vendors must agree to comply with the rules and regulations, if any, of the conference site facility. Such rules and regulations will be posted when available.

Installation & Dismantling of Exhibits – It is mutually agreed that each vendor will be responsible for the delivery and removal of its products and display materials to and from the expo hall. Specific conference site facility delivery details will be communicated when available.

Terms of Payment – FULL PAYMENT must accompany the application for the exhibit space.

Cancellation/Refund Policy – Upon written notice, a vendor may cancel or withdraw from the reserved exhibit space, subject to the following conditions and restrictions:

a.    If cancellation is received on or before March 11, 2024, the full amount will be refunded, less a $100 administrative fee.

b.    If cancellation is received after March 11, 2024, no refund will be made.

Liability & Insurance – The vendor shall at all times protect, indemnify, save, and hold PA-DE ASLA harmless against and from any and all loss, cost, damage, liability, or expense arising from, out of, or by reason of any accident or other occurrence to anything and anyone, including the vendor, its agents, employees and business invitees, which arises from, out of, or by reason of said vendor’s occupancy and use of the exhibition premises or a part thereof.

Fire Rules and Regulations – The vendor assumes all responsibility for its agents’ and employees’ compliance with local, city, and state ordinances and regulations covering fire, safety, and health. No flammable or gas substance can be used in the expo hall.

Use of Booth Space – All activities must be confined to the limits of the rented expo booth space. Due to the importance of avoiding any disruption in the orderly operation of the conference, PA-DE ASLA reserves the sole right to resolve any dispute or disagreement among vendors, and PA-DE ASLA’s decision shall be final.

Intellectual Property – The vendor shall be responsible for securing any and all necessary licenses or consents for: (a) uses of copyrighted works or patented inventions and (b) use of any intellectual property owned by any third party which is used directly or indirectly by the vendor. The vendor agrees to indemnify, defend, and hold PA-DE ASLA harmless from and against any claim of liability and any incident or resulting loss, cost, or damage (including costs of suit and attorney’s fees) for failure to obtain said licenses or consents and/or for infringements or other violations of the intellectual property rights or the rights of privacy or publicity of any third party.

Special Assistance/ADA Compliance – In compliance with the Americans with Disabilities Act, all exhibit personnel needing special assistance should contact PA-DE ASLA with their requests. PA-DE ASLA staff is not permitted to move vendors’ items.

Security – Vendors are responsible for the safety and security of all their products, equipment, and literature. Items left unattended are subject to loss; PA-DE ASLA and its agents assume no responsibility for damage or loss of boxes, crates, equipment, or any other vendor materials.

Computer, Electrical, and Telephone Service – Vendors are expected to bring all necessary equipment and materials required for the successful operation of their exhibit booths. Electrical, telephone, internet, and computer connections must be arranged as soon as possible before the start of the conference. The vendor will be responsible for the expense of these items and will pay for expenses prior to the start of the conference. Specific conference facility ordering instructions will be provided when available.

Space Guidelines – The conference facility will designate individual booth spaces. Vendors are expected to not exceed their booth parameters.

Use of PA-DE ASLA Name and Endorsement – The use or display in any manner or medium of PA-DE ASLA’s name, logo, acronym, marks, or copyrighted materials is not permitted unless permission is sought from the PA-DE ASLA Executive Committee and granted in writing. No reference, implication, or use of such may be made to claim or imply PA-DE ASLA endorsement, affiliation, or approval of any product, service, or program without express prior written consent from PA-DE ASLA.

Giveaways/Drawings – Vendors are welcome to conduct booth giveaways or drawings. Vendors will manage their own giveaways and contact their winners to arrange prize delivery.