Exhibitor, by signing the License for Exhibit Space and/or the Space Reservation & Contract, agrees to all the following terms and conditions of this License. Note that the headings and titles used in this License are provided for convenience of the reader but are not controlling with respect to the terms and provisions of this License agreement.
The Water Environment Federation Annual Technical Exhibition and Conference, also known as and referred to in this License agreement as “WEFTEC” provides its members and public conference registrants with an educational program with an emphasis on cutting edge technological advances in the fields of water and wastewater treatment, collection systems, water quality, water reuse and pollution control. The WEFTEC exhibition is an integral part of the educational offerings; products and services displayed must be related to the water quality industry.
This license is being granted to the Exhibitor to permit the Exhibitor to exhibit at WEFTEC. Failure of the Exhibitor to fully comply with all the terms and conditions of this license may result, in the sole discretion of WEF, in the termination of this license to participate in WEFTEC. To permit the preparation of the Exhibition in a timely manner and to create the appropriate ambiance for all the participants at WEFTEC, the policies, regulations, and procedures, including the schedule of certain activities, has been established by the Water Environment Federation. At its sole discretion, the Water Environment Federation, with or without advance notice, reserves the right to unilaterally change, amend, or waive any of these requirements. All exhibitors are required to comply with all local ordinances and the rules and regulations of the McCormick Place Complex, and all Illinois union jurisdictional rules.
Assignment of Space
WEF reserves the right, in its sole discretion, to assign the next best substitute space when the requested space is not available. WEF reserves the right to reassign exhibit space and to modify the floor plan. No use of exhibit space by a party other than the Exhibitor pursuant to this license is permitted. Only subdivisions of companies with a common parent company may utilize booth space jointly. A minimum of 100 square feet per division is required. All invoices due to WEF must be paid prior to the assignment or occupation of exhibit space.
Exhibit space is assigned according to an Exhibitor’s earned priority points during the advance assignment round and during booth moves. Space is assigned on a date-received basis during all other assignment periods.
Terms of Payment
A 25% deposit is due no later than January 31, 2017 and full payment for the Exhibitor's assigned space must be received ON OR BEFORE MAY 31, 2017. If full payment is not received by this date, WEF, in its sole discretion, may cancel Exhibitor’s assigned space. Upon cancellation of exhibit space, Exhibitors are liable for liquidated damages up to 100% of the total contracted booth space fee.
Exhibitor is eligible for the Exhibitor Member rate if the Exhibitor has an Exhibitor membership at the time of billing and continuously through to the time of the Exhibition.
All deposits and payments become the sole property of WEF and their return is subject to the cancellation and refund provisions as follows:
Exhibitor shall provide WEF with a written notice of the space cancellation. Cancellations are not effective until received by WEF in writing. Written cancellations may be sent via FAX to 1-703-684-2482 or by e-mail to email@example.com.
Exhibitors who provide a written cancellation to WEF on or before January 31, 2017, will receive a full refund.
Exhibitors who provide a written cancellation after January 31, 2017, but on or before May 31, 2017, will be liable for liquidated damages equal to 10% of the total contracted booth space fee; any fees paid that exceed the amount of liquidated damages due will be refunded.
Exhibitors who provide written cancellation after May 31, but prior to October 1, 2017, will be liable for liquidated damages equal to 100% of the total contracted booth space fee, unless the Exhibition is sold out and in the sole judgment of WEF the space can be reassigned, in which case the Exhibitor will pay 50% of the total contracted booth space fee as liquidated damages.
Exhibitors who do not claim their space or for which special arrangements have not been made by 3:00 pm on Sunday, October 1, 2017, will forfeit the space and pay as liquidated damages 100% of the total contracted booth space fee.
Reduction of Space
If the Exhibitor reduces the space reserved, the cancellation clauses will apply to that portion of the space cancelled.
Cancellation of the Exhibition
If, in the sole discretion of WEF, it is impossible or impractical to hold WEFTEC for any reason, including by way of illustration acts of God, war, specific threat of war, terrorist acts and/or specific threats of terrorism, government regulation, civil disorders, travel advisory, curtailment of transportation services, epidemics, fear for personal safety by attendees, disasters, fire, earthquakes or other weather conditions, shortages or disruption of the electrical power supply causing blackout in the city where the Hotel or Convention Center is located, strikes or threat of strike, nuclear hazard, WEF will not be obligated to hold the Exhibition. Except as provided herein, a cancellation of the Exhibition shall cause the return of payment(s) for exhibit space, less a proportional share as determined by WEF in its sole determination of actual expenses incurred in connection with the production of the Exhibition. Except as specifically provided herein, WEF, its employees, and agents will have no further obligation to the Exhibitor and the risk of loss shall be solely that of the Exhibitor.
The Exhibitor must maintain and provide proof of insurance coverage with limits of liability as follows. Comprehensive General Liability and Automobile Insurance must name the following Additional Insureds: Water Environment Federation, SMG, Metropolitan Pier and Exposition Authority, the Chicago Park District, and their agents, trustees, officers, board members and employees.
Comprehensive General Liability
$2,000,000.00 for bodily injury
$1,000,000.00 for property damage
Comprehensive Automobile Insurance covering any owned, not owned/hired and hired self-propelled vehicles of the type for use on and off the McCormick Place complex. Coverage should include loading and unloading hazards
$1,000,000.00 for property damage
Worker’s compensation and occupational disease insurance in full compliance of all Federal and State laws covering all employees and Independent Contractors.
➢Additional insurance protecting exhibitor’s assets and property brought to the exhibit is recommended.
Proof of Insurance Submission Deadline
Proof of insurance must be provided to WEF by August 25, 2017, via email to firstname.lastname@example.org or post to Exhibition Operations, Water Environment Federation, 601 Wythe Street, Alexandria, VA 22314. Faxed copies will not be accepted.
Indemnification and Hold Harmless
The Water Environment Federation, its facilities, agents, officers, board members and employees, SMG, the Metropolitan Pier and Exposition Authority, the Chicago Park District, its facilities, agents, officers, board members and employees are not responsible or liable to any person for the Exhibitor's property, owned or rented, its personnel or invitees, or that of its employees or agents, for any liability, claims, loss and expenses (including but not limited to attorneys’ fees, expenses of litigation or arbitration, expert witness fees and costs of settlement) arising from Exhibitor’s participation in the event, including without limitation the use by the Exhibitor of any WEF Trademark, personal injury, fire, theft, or any other causes.
The Exhibitor shall indemnify and hold the Water Environment Federation, its facilities, agents, officers, board members and employees, SMG, the Metropolitan Pier and Exposition Authority, the Chicago Park District, its facilities, agents, officers, board members and employees harmless from any and all liability, claims, loss and expenses (including but not limited to attorneys’ fees, expenses of litigation or arbitration, expert witness fees and costs of settlement) arising from Exhibitor’s participation in the event, including without limitation or related to the activities of the Exhibitor, its employees, invitees, contractors, guests, or agents at WEFTEC, or from the use by the Exhibitor or its agents of any WEF Trademark. In all instances the liability of WEF, SMG, the Metropolitan Pier and Exposition Authority, the Chicago Park District, if any, shall be limited to the total amount paid for the exhibit space solely for actual losses directly related to the gross negligence of the Water Environment Federation, SMG, the Metropolitan Pier and Exposition Authority, the Chicago Park District. The Water Environment Federation and SMG, the Metropolitan Pier and Exposition Authority, and the Chicago Park District shall not be liable for any losses or claims which in whole or in part constitute consequential, exemplary, incidental, indirect or special damages, all of which are specifically waived by the Exhibitor.
Assigned Exhibition Space and Exhibitor Functions
Exhibitors must confine their activities on the grounds of the exhibition facility to the space for which they have contracted; this includes booth personnel, the distribution of printed materials and the placement of signs. WEF policy prohibits functions being scheduled during WEFTEC Exhibition hours, Monday, October 2—Wednesday, October 4 between 8:30am - 5:00 pm.
Product displays are prohibited in hotel suites and locations other than the Exhibitor's rented space in the exhibit hall. Any violation of this requirement will result in the termination of the existing contract for exhibit space. If the Exhibitor has a function in an official WEF hotel, signs for that function may be placed in the public space of that hotel only. No Exhibitor signs may be placed in any other official WEF hotel for any other reason.
Equipment Demonstrations and/or Entertainment
The Exhibitor is solely liable for the operation of all displays and agrees to indemnify and hold WEF, its officers, directors, volunteers, employees, guests, invitees, and agents harmless from any and all claims of liability arising out of Exhibitor's exhibit, demonstrations and the like.
Selling in the Exhibition
The on-site sale and delivery of goods is not permitted. Any violation of this requirement will result in the termination of the existing contract for exhibit space.
Giveaways, Contests, Drawings
Federal, state and local laws heavily regulate drawings, lotteries, and/or contests that have prize giveaways. The laws of each state and location vary widely. Each Exhibitor is solely responsible to ensure that all giveaways, contests, drawings, etc. conducted as part of its exhibit comply with all federal, state and local laws. The Exhibitor agrees that it is solely responsible and liable for any government action or legal claims, fees, penalties or charges brought relating to the Exhibitor’s promotional giveaway activities.
Cameras and Filming
Only the Exhibitor may grant permission to have his/her exhibit and/or product photographed or videotaped. Exhibitor grants to WEF an exclusive, royalty-free, non-revocable license to WEF to use the photographs, videos, or other likenesses taken by employees or agents of WEF at WEFTEC in any and all media of any and all nature, now or hereafter developed, including but not limited to print and electronic media, in and for all languages, for WEF’s educational and promotional purposes throughout the entire World.
The only videotaping or electronic recording of any exhibit or equipment in the WEFTEC exhibit halls which may take place is by the Exhibitor recording his/her own exhibit or equipment. Any exhibitor taking photographs or videotape of another's exhibit or product without permission must relinquish the film or digital media upon request; the film or digital media will be disposed of one year after being relinquished. Exhibitors shall comply with the WEFTEC Camera Policy for Media as currently posted on the weftec.org website.
Use of WEF Trademarks
WEF hereby grants to Exhibitor a non-exclusive, non-transferable, royalty-free right and license to use any and all trademarks that WEF has developed specifically to identify solely the Exhibition, including the trademark WEFTEC® 2017 (WEF Trademarks) strictly as provided in this license. This right does not include the use of any trademarks which WEF has developed to identify any of its other activities or publications. WEF has the right, at its sole discretion, to terminate this license at any time and for any reason, and Exhibitor agrees to cease all use of WEF Trademarks immediately upon receipt of such notice. The WEF Trademarks shall be used only by Exhibitor and for the sole purpose of indicating to the public that Exhibitor will be present and exhibiting at the Exhibition. The WEF Trademarks shall be used in print, online, email, and exhibit display materials only prior to and during the Exhibition itself. This license shall terminate automatically at the close of the Exhibition. WEF Trademarks appearing in pictures and/or video recordings of an Exhibitor’s booth created during the Exhibition may be used and shown after the Exhibition provided the picture(s) and/or video are used primarily to show Exhibitor’s booth and do not prominently feature or focus on the WEF Trademarks. The WEF Trademarks shall not be used on any promotional materials of Exhibitor, including without limitation clothing and wearing apparel, stationery, writing instruments, jewelry and accessories, toys and novelty items, and luggage. Exhibitor agrees not to use the WEF Trademarks in a manner which may create the impression that WEF endorses, sponsors or is otherwise affiliated with Exhibitor. Exhibitor agrees to use the Trademarks in a form identical to that used by WEF and not to alter, amend or mutilate the WEF Trademarks. WEF shall determine, at its sole discretion, whether usage of any WEF Trademark by Exhibitor is inconsistent with the educational mission of the Exhibition, or creates a less than positive, wholesome image of WEF, and Exhibitor agrees to cease any such unacceptable use immediately upon receipt of notice from WEF of such unacceptable use.
Exhibition Rules and Regulations
WEF Exhibition Management reserves the right to make changes, amendments and additions to the rules at any time, and all changes, amendments and additions so made shall be binding on the exhibitor with the provision that all exhibitors will be advised of any such changes. Exhibition management shall have the final determination, interpretation, and enforcement of all rules, regulations, and conditions governing exhibitors. All matters and questions not specifically covered by the agreement are subject to the decision of exhibition management and those decisions will be final.
Interpretation and Enforcement
The conditions of this license, along with the terms, conditions and rules included in the WEF Exhibitor Service Manual and all union and contractual agreements entered into by WEF with respect to providing services for the Exhibition, are incorporated herein by reference and together constitute a legally enforceable contract between the Exhibitor and WEF. The interpretation of these documents shall be made by WEF as it in its sole discretion shall determine is in the best interests of the WEFTEC Exhibition, the participants at WEFTEC and WEF. All matters in question not covered by this document are subject to the decisions of WEF as it in its sole discretion shall determine is fair and reasonable, and will be binding on all parties affected by them.
If in the sole determination of WEF an Exhibitor is in material violation of this license, then upon notice from WEF, acting through the Exhibition Manager or her designee, the Exhibitor shall immediately cure the violation. If in the sole reasonable judgment of the Director of Exhibitions or the Exhibition Manager, the violation constitutes a danger to others, violates any local statute or ordinance, or interferes with other exhibitors or participants at WEFTEC, the Exhibition Manager may immediately terminate the offending exhibitor’s license and thereupon the Exhibitor shall cease its operation at WEFTEC, immediately vacate its space and leave the Exhibition. Upon such termination of the Exhibitor’s license by the Exhibition Manager, the Exhibitor shall not receive any refund or credit for any expense, loss, or liability due to the action of the Exhibition Manager. Provided the Exhibition Manager shall have acted in good faith the Water Environment Federation shall have no liability to the Exhibitor for any expense, loss, or liability.
The Exhibitor acknowledges that Virginia law exclusive of its conflicts of law provisions governs the parties' rights and obligations under the agreement. The Exhibitor further acknowledges that venue for any dispute lies exclusively with either the U.S. District Court for the Eastern District of Virginia or the courts of the Commonwealth of Virginia.
The failure of WEF to enforce any of its rights under the provisions of this license shall not be deemed a waiver of said rights and shall not act to prevent the enforcement of said rights at any time in the future.