Personal Information Policy

D.E. Systems' myConferenceSuite Registration System is responsible for personal information under its control. Collection of personal information by myConferenceSuite will be limited to what is necessary for the purposes of registration for the event.

When we use trusted third parties to act on our behalf by performing such functions as processing credit card payments, contractual or other appropriate means are used to ensure compliance by such third parties with this Policy and all applicable privacy laws.

Personal information will not be used or disclosed for purposes other than those for which it was collected, to process the registration data to a given event.

We will keep your personal information as accurate, complete and up-to-date as necessary for the purposes for which it is to be used.

The Policy is subject to PIPEDA and/or any other applicable privacy laws and myConferenceSuite reserves the right to change it at any time.

TERMS AND CONDITIONS AGREEMENT

CANCELLATION

The Exhibitor specifically recognizes and agrees that EDTA will sustain losses in the event the Exhibitor Fails to provide timely written notice of cancellation (by email and proof of receiving). ln keeping with industry practice, the existence of such practice being hereby acknowledged by the Exhibitor, and because such losses cannot be precisely measured but include the costs associated with the inability to replace those cancelling, advertising, credibility, redesigning of floor space, and the like, the Exhibitor agrees upon the following late cancellation assessment schedule as being in the nature of liquidated damages, which schedule is specifically designated to compensate EDTA for EDTA losses and not constitute a penalty, should the Exhibitor fail to provide timely written notice, or cancellation of ail or any part of EDTA assigned booth space. ln the event the Exhibitor cancels all or part of the exhibit space contracted herein, the Exhibitor must do so in writing by email to EVS36globalsales@jpdl.com, keep proof of receipt for tracking and will be obligated to pay to EDTA liquidated damages based on the schedule listed.

CANCELLATION FEES DURING THE PERIOD OF:

Before January 11, 2023 - 50% refund
On January 11, 2023 or after - no refund

Cancellations will be accepted only in accordance with the above schedule. There will be no refunds for cancellations received on or after January 11, 2023. Full payment is due with the signed Contract. Failure to make full payment before or on January 11, 2023 may be subject to Cancellation of Contract by JPdL or EDTA and result in the immediate release of exhibit space. If booth space is not occupied by 10:00 am, June 11, 2023, JPdL shall have the right to use the space. Reletting by JPdL or EDTA of an Exhibitor's cancelled space shall not act to excuse Exhibitor from assessment.

EXHIBIT HOURS:

Exhibit hours, subject to change, are as follows:

Sunday, June 11, 2023, 11:30 am to 7:30 pm
Monday, June 12, 2023, 9:00 am to 6:00 pm
Tuesday, June 13, 2023, 9:00 am to 6:00 pm

SPACE:

The exhibit space diagram in the exhibitor services manual shows the floor arrangement of space. Dimensions and location of each booth are believed to be accurate but only warranted to be approximate.

ARRANGEMENT OF EXHIBITS:

Rental space pricing is based on raw space only, with possibility to add the Fast Track option for a 10'x10' (3m x 3m) space. Exhibitor will provide all other furnishings, equipment, facilities, etc., at their own expense and responsibility. They may, at Exhibitor's discretion, be obtained through the official suppliers. Booth backgrounds should be eight feet in height (2.4m), and divider rails should be three feet in height (0.9m). In the area five feet (1.5m) forward from the rear background of the booth, all parts of the exhibit shall be placed not to exceed the height of four feet (1.2m). Island configurations are limited to 20 feet where ceilings permit. All exhibit booths must be carpeted. Any deviation must be submitted to JPdL for prior approval.

Exhibits not conforming to these specifications or which in design, operation, or otherwise, are objectionable in the opinion of the management will be prohibited. All demonstrations and exhibits must be confined to the exhibit booths. No exhibitor shall assign, sublet, or share the whole or any part of the booth space allotted. If JPdL gives permission for subletting of space, the Exhibitor is not permitted to resell or co-op their space at less than the full price.

Management reserves the right to modify the floor plan and subsequently relocate exhibitors from their original booth selection to a comparable space. Exhibitors will be notified of any changes in writing.

The laws of the City of Sacramento shall govern the construction, interpretation and enforcement of this agreement as required by the Facility and Fire Marshall.

LIABILITIES:

The Exhibitor agrees that EDTA, its agents, and employees, JPdL, its agents and employees, and the Facility or its employees: (a) Will not be responsible for any damage to or for the loss or destruction of the Exhibitor's property or injuries to the Exhibitor, his representatives, agents or employees, all claims for any such loss, damage, destruction, or injury being expressly waived by the Exhibitor, (b) Will be exempted from or indemnified for any claims for injury to any of the Exhibitor's representatives, agents, or employees. The Exhibitor is required to provide a certificate of insurance to EDTA by April 2, 2023, by email at evs36globalsales@jpdl.com . Exhibitor shall also indemnify and save and hold harmless EDTA, JPdL and Facility from and against any cost, expense, liability, or damage which may be incident to, arise out of, or be caused by an act, omission, negligence, or misconduct on the part of Exhibitor or EDTA or JPdL agents, servants, employees, contractors, guests, licensees, or invitees, provided such damage or injury has not occurred due to the negligence of EDTA, JPdL or Facility. Such indemnification shall not be limited to insurance required herein. EDTA and JPdL agents and employees will not be liable for failure to hold the Exhibits as scheduled. Payments for booth space will be returned in that event except that any actual expense incurred in the connection with the Exhibits will be deducted if the Exhibits are called off because of fire, or any act of God, or the public enemy, or strike, or epidemic, or any law or regulation of public authority or any other act beyond the control of JPdL or EDTA, which makes it impossible or impracticable to hold the Exhibition.

INSURANCE:

Exhibitors shall insure their own exhibits and display materials. Exhibitors shall carry Public Liability lnsurance with a $2,000,000 aggregate bodily injury, accident, and property damage. Exhibitor shall obtain a waiver of subrogation, releasing the carrier's subrogation rights, from any insurance carrier that carries fire, explosion or any other risk coverage insuring their property. EDTA will provide security guard service throughout the entire meeting, including the official periods of exhibit installation and dismantling. The furnishing of such service is in no case to be understood or interpreted by exhibitors as guaranteeing them against loss or theft of any kind. Exhibitors are responsible for security inside their own exhibit space.

HANDLING AND STORAGE:

The Facility will not accept or store exhibit materials or empty crates. The Exhibitor will make his own arrangements for delivery and receipt of shipments and storage of crates before move-in time. These services are available from the official general contractor. Fire regulations prohibit the storage of empty crates and cartons within the exhibitor's booth area. Crates and cartons will be stored by the official general contractor and returned to the booth promptly at the end of the show as part of the handling contract.

MOTORIZED EQUIPMENT IN EXHIBIT HALL:

Only the appointed General Services Contractor has the authorization to drive vehicles onto the Exhibit Hall Floors during move-in and move-out. Vehicles which are on display are subject to the following conditions (if applicable): gas tanks are less than ¼ full, gas caps locked or sealed, batteries disconnected, drip pans are required under all vehicles while inside the facility. Consult your Event Manager if you have any concerns or questions.

BOOTH FURNITURE, LABOR, AND DRAYAGE:

When notified, exhibitors are encouraged to forward prepaid shipments directly to the warehouse of the official general contractor at the address given in the Exhibitor Service Manual with the name of show, name of exhibitor, and booth number. A copy of the bill of lading should also be forwarded to the official general contractor. Schedule of prices and applications for furniture rental and labor services will be emailed to exhibitors well in advance of show lime. Orders for utility services may have advance order deadline requirements that must be adhered to by exhibitors in order to ensure installation prior to show opening. Special forms, showing rates of other basis of charges will be sent in advance of show lime.

SAFE CONVENTION CENTER WASTE DIVERSION FOR EXHIBITORS:

Built with sustainability in mind, the SAFE Convention Center has long held a leadership role in green building and other environmentally responsible business practices. Information about the waste diversion policy will be available in the exhibitor manual. Exhibitors who fail to comply with the requirements may be charged for the extra waste removal.

GENERAL RESTRICTIONS:

Maintain the events professionalism and high caliber by applying the "Good Neighbor Policy'' at all times. Loud or obtrusive audio-visuals, presentations or other activities distracting neighboring booths will not be permitted.

ADMISSIONS:

All persons visiting the exhibits will be admitted according to the rules and of the Exhibits as issued or amended by the authorized representative of EDTA and/or JPdL.

• Exhibitors must confine their activities to their contracted space;
• To display a vehicle on the show floor; the length of the vehicle(s) multiplied by the width of the vehicle(s) cannot exceed 80% of the total booth space;
• Exhibitors will not be permitted to use strolling entertainment or to distribute samples or souvenirs except from their own booths;
• Exhibitors who use costumed models or mannequins should be sure that their manner of appearance and dress is such as to not offend even the most critical;
• Draping materials and other decorative materials must be flameproof and comply with local regulations;
• EDTA and JPdL reserve the right to require modification of questionable exhibits;
• "Cash and Carry" sales are not permitted from the exhibit floor;
• Intellectual Property Copyright: Exhibitors using music in their booth, either live or mechanical, are responsible for the payment of the necessary copyright and all other fees or assessments, which may be required by organizations representing artists. Exhibitors agree to pay them to the complete exoneration of EDTA and JPdL;
• Exhibitors must comply with all safety provisions as noted in the Exhibitor Service Manual and regulations of the Exhibits as issued or amended by the authorized representative of EDTA and/or JPdL.

RULES AND REGULATIONS:

Exhibitors will abide by all other provisions of these rules and regulations, and with fire regulations and all other regulations of governmental agencies and the Facility. AIl is expressly understood and agreed by applicant that the Rules and Regulations of the Exhibit as issued or amended by EDTA are hereby made an integral part of the Contract and of the agreement between Applicant and JPdL for this reference and to the same extent and effect as if said Rules and Regulations were set forth in full in the contract.

*Raw space 10’ x 10’ (3m x 3m) / Rates are in US Dollars. Taxes not applicable in Portland Oregon.

• 2 exhibitor badges (access to food/activities in exhibit hall), Additional Exhibit badges: $400 USD each. (Available for purchase with registration information).
• 100 words description of your company/product/services.
• Listing & web link on the EVS33 website.
• Listing & web link on the EVS33 Mobile App.

Inclusions with 10’ x 10’ (3m x 3m approx.) and 10’ x 20’ floor space

• Shell hard walls: 10’ x 8’ back panels with 2 – 3’ high side panels (color options white or black).
• Standard company name header with black and white artwork.

**To qualify for early bird rate, full payment must be received no later than November 30, 2019.

***To qualify for the EDTA Member discount: your organization must be a member in good standing as of the date that the contract for exhibit space is submitted. If a company is a member when they contract for exhibit space and they subsequently drop their membership, they must pay the non- member rate that is applicable at that time.

JPdL reserves the right to relocate exhibitors. In the event that it is necessary to relocate an exhibitor after a specific space assignment has been be made, JPdL will contact the exhibitor-authorized representative. Every effort will be made to reassign the exhibitor to similar space.