2010 Rules and Regulations
In purchasing exhibit space for the Alternative Fuels & Vehicles Conference + Expo 2010, exhibitors accept the rules and regulations outlined below.
Qualifications to Exhibit
The purpose of the AF&V Conference + Expo is to feature products and services that meet industry standards in displacing petroleum, reducing dependence on foreign oil, and demonstrate environmentally beneficial emissions reductions. Products and services exhibited at the AF&V Conference + Expo must be available for purchase and must meet all appropriate government rules and regulations. Because of conflicting evidence regarding devices and products that claim to increase fuel economy (for example but not limited to air flow devices, magnets, hydro assist, gas pills or fuel additives), the AF&V Conference + Expo does not include exhibits or other features of such products.
Description of Exhibit
All exhibitors must provide a description of the products/services that will be displayed. If vehicles will be displayed in the booth, a complete list of the model year, make, and fuel of displayed vehicles must be submitted by April 2, 2010. All engines or conversion systems must be EPA certified.
Arrangement of Exhibits
All booth arrangements shall conform in all respects to the dimensional, height and weight requirements as set forth in the Exhibitor Services Kit.
Assignment of Space
AFVi shall use its best efforts to assign booth(s) in one of the locations requested by the exhibitor. AFVi reserves the right to change location assignments at any time, as it may in its sole discretion deem necessary.
Cancellations
No refunds will be issued.
Compliance with Laws and Rules and Regulations
Exhibitor agrees that its use of the licensed area will comply with all federal, tate, and local laws, ordinances, and regulations. The exhibitor agrees to comply with the policies of AFVi and the Rio All-Suite Hotel & Casino.
Exhibitor Applicability
AFVi reserves the right to determine the industry-related applicability of exhibitors to ensure that the company’s services or products work to advance the sales and use of alternative fuels, vehicles and/or advanced vehicle technologies. Exhibitors displaying vehicles, conversion systems or other EPA-regulated products must demonstrate that they have EPA certification or they must receive a waiver from AFVi before they may exhibit.
Exhibitor Costs
Exhibitor fees cover only those items described in this contract. Any other furnishings and equipment must be contracted through the official exhibit service contractor or the Rio All-Suite Hotel & Casino. Details will be provided in the Exhibitor Services Kit.
Exhibitor Tear-Down
Early tear-down is defined as disassembling and/or removing any part of your exhibit prior to the published closing time of the trade show. Early tear-down is prohibited and will result in a $500 penalty.
Failure to Hold Exhibition
AFVi shall not be financially obligated or otherwise committed in the event of the exhibition being canceled or deferred due to Force Majeure, as defined in contractual agreements with the Rio All-Suite Hotel & Casino, including fire; flood; riot; earthquake; civil commotion; insurrection; act of nature; labor disputes; strikes; terrorism; wars; shortage of or inability to obtain materials, supplies or utilities; or any law, ordinance, rule, regulation; or any other cause beyond AFVi’s reasonable control.
Indemnification and Hold Harmless Clause
Exhibitor agrees that it will conduct its activities upon the premises so as not to endanger any person lawfully thereon and agrees to indemnify and hold harmless AFVi (the “Indemnified Party”) from any and all claims, demands, losses, liabilities, costs or expenses of any nature whatsoever. The exhibitor hereby assumes full responsibility for the acts and conduct of all persons admitted to the premises by consent of exhibitor, and exhibitor agrees to pay damages for any damage to the Rio All-Suite Hotel & Casino or premises resulting from its use or occupancy thereof, or from persons participating with or attending the function contemplated by this agreement.
Insurance
The exhibitor acknowledges that AFVi and the Rio All-Suite Hotel & Casino do not maintain and are not responsible for maintaining insurance covering personal injury to the exhibitor or the exhibitor’s property. Exhibitors also acknowledge that it is the sole responsibility of the exhibitor to obtain insurance covering such losses or damages. It is highly recommended that exhibitors obtain all-risk insurance for their exhibits.
Registration
A maximum of four (4) Exhibit Staff Expo Only registrations will be allowed per 10' x 10' space, e.g. up to four of these registrations for one 10’ by 10’ booth or up to eight for two 10’ by 10’ booths. If additional registrations are needed above the allotted amount, then Full Conference Exhibitor or One-Day level registrations must be purchased.
Security
The Rio All-Suite Hotel & Casino maintains an in-house security operation. The building security staff provides 24-hour security coverage for the center’s perimeter and internal corridors, and is equipped with a life safety alarm system. Building security staff will secure exterior and interior access doors as well as monitor internal traffic flow. Reasonable efforts will be made to prevent loss. The final responsibility, however, lies with the exhibitor. AFVi and/or the Rio All-Suite Hotel & Casino assume no responsibility for property placed in the licensed area of the Rio All-Suite Hotel & Casino by exhibitors.
Subletting/Sharing of Space
Unless approved in writing by AFVi, sharing, subletting, assignment or apportionment of the whole or any part of the exhibitor’s space by an exhibitor is prohibited. No exhibitor may permit any other party to exhibit in their space any goods other than those manufactured or produced by the contracting exhibitor or permit the solicitations of business by others within their exhibit space. Any exhibitor displays in or outside of the Expo Hall, or in or outside of the Rio All-Suite Hotel & Casino sort must be approved by show management.
