Child Welfare League of America

2008 CWLA Western Region Training Conference Exhibiting Rules

Exhibit Fee

Payment in full must be received before the conference start date of September 15, 2008. Checks should be made payable to CWLA. The per-booth fee is $450 for non-profit organizations; $600 for for-profits. Each exhibitor will receive (1) table, (2) side chairs, and a one-time use of the post-conference attendee mailing list.

Installation and Dismantling

Exhibitors may install exhibits as of 1:00 pm, Sunday, September 14, 2008; all exhibits must be in place by 5:00 pm, Sunday, September 14, 2008. All exhibits must remain intact until the final closing hour at 3:30 pm, Tuesday, September 16, 2008. Dismantling may begin at 3:30 pm, Tuesday, September 16, 2008; all materials must be removed from the Exhibit Hall by 6:00 pm, Tuesday, September 16, 2008. Material not removed by this time will be removed and put in storage or force-shipped at the exhibitor's expense. All exhibits must be staffed during open exhibit hours.

Liability and Insurance

Exhibitor shall be fully responsible to pay for any and all damages to property owned by the Hilton Portland & Executive Tower, its owners or managers, resulting from any act or omission of exhibitor. Exhibitor assumes responsibility and agrees to indemnify and defend the CWLA Western Region Training Conference and the Hilton Portland & Executive Tower and their respective employees and agents against any claims or expenses arising out of the use of the exhibition premises. The exhibitor understands that neither the CWLA Western Region Training Conference nor the Hilton Portland & Executive Tower maintain insurance covering the exhibitor's property and it is the sole responsibility of the exhibitor to obtain such insurance. Exhibitor's liability shall include all losses, costs, damages, or expenses arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents, employees, and business invitees, which result from or out of the exhibitor's occupancy and use of the exhibition premises, the hotel, or any part thereof.

The exhibitor waives all claims of any kind against the Child Welfare League of America and its respective employees and agents arising from the conduct of the exhibition, and agrees that none of the parties referred to above shall be liable for any loss, damage, or destruction of property belonging to the exhibitor, its agents, or its employees, nor for any personal injury that may occur to the exhibitor, its agents, or its employees, nor for any other loss or damage whatsoever, including, without limiting the foregoing, any loss or damage to the exhibitor's business by reason of failure to hold the conference and/or the exhibition, or failure to provide space for an exhibit or the removal of an exhibit, or for any action of the parties referred to above in relation to the exhibit or exhibitor. The exhibitor further agrees to defend, indemnify, and hold harmless CWLA and its respective employees and agents from any and all damages, claims, or other liabilities resulting from any act or omission connected with exhibitor's participation in the conference and/or exhibition, whether negligent or not.

Cancellation Policy

In the event that the Exhibit Hall, or any other portion thereof, must be canceled, CWLA will refund to the exhibitor any booth fees paid. Cancellations by exhibitors must be in writing and are subject to a service charge. If cancellation is postmarked more than 60 days before exhibit opening, a refund will be issued, minus a service charge of $125. No refunds will be issued if the cancellation is postmarked 60 days or less before exhibit opening unless all booth spaces are sold, in which case, a refund will be issued minus a service charge of $125.

Security

Exhibitors must make provisions for safeguarding their goods, materials, equipment, and displays at all times. All exhibitors are solely responsible for their own exhibit materials and should insure their exhibits against loss or damage. All property of exhibitors is understood to remain in their care, custody, and control in transit to or from or within the confines of the Exhibit Hall. If you have security needs, contact the security department at the Hilton Portland & Executive Tower. No bailment is created by virtue of this contract.

Use of Exhibit Space

Exhibitors must confine all demonstrations or promotional activities to the limits of the exhibit booth. At no time will individual exhibitor signs or displays be allowed in any common or conference areas. Sufficient space must be provided within the booth to contain persons watching demonstrations or other activities. Exhibitors are responsible for keeping the aisle or aisles near their booths free of congestion due to demonstrations or other promotions.

Any portion of an exhibit shall not exceed a height of 8' at the back of the exhibit. The height along the side dividers may not exceed 4' for the front half of the booth in from the aisle.

Interference with the light and space of other exhibitors is prohibited. If the reverse side of an exhibitor's back wall, or side wall, or display will be visible, it must be finished at the exhibitor's expense. All sound equipment and other noises must be kept at a low-enough level that they will not disturb other exhibitors.

CWLA reserves the right to restrict or evict exhibits that become objectionable because of noise, method of operation, materials, or any other reason. This reservation includes persons, things, conduct, services, production, printed matter, or anything of a character that CWLA determines is objectionable. In the event of any restriction or eviction, CWLA is not liable for any refunds or other expenses. If in doubt, call CWLA in advance of the event to discuss your exhibit.

It is the responsibility of the exhibitor to be aware of and be in compliance with the rules set forth in the Americans with Disabilities Act.

Care of Building and Equipment

Exhibitors, or their agents, must not damage or deface the walls or floors of the Exhibit Hall, the booths, or the equipment of any exhibitor. If such damage occurs, the exhibitor is liable to the owner for the property so damaged. All materials used in decoration must be flame-proofed in accordance with local building and fire codes. Electrical wiring must conform with the National Electrical Code Safety Rules. All exhibitors shall comply with all local laws, rules, regulations, codes, and ordinances in force. CWLA reserves the right to correct any violation at the expense of the exhibitor if corrections are not made by the exhibitor promptly. Any exhibitor using any toxic substances must clearly label them for the fire marshal to note during his inspection of the exhibition prior to opening. The exhibitor is responsible for the safe disposal of all toxic materials used in conjunction with the exhibit. Any substances of questionable origin or content will be removed at the exhibitor's expense.
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