Event Terms and Conditions
You (referred to in this agreement as Presenter, Exhibitor or Vendor) are entering a binding agreement with the Promoter, Sacred Space Productions LTD (referred to in this agreement as either Promoter or SSP). By using this website or purchasing products or services from SSP, you agree to these terms and conditions. Please make sure you read this agreement carefully and understand the terms and conditions outlined herein.
All additions to this contract must be in writing, signed and dated by you and all SSP partners. Registration for an SSP event will act as acceptance of these terms as they are.
Presentations: Presentation Room Spots can be purchased in two time increments: Half or Full. Half spots give Presenters the room for 30 minutes including set up, present, tear down and clear out. Full spots give Presenters the room for 60 minutes including set up, presentation, tear down and clear out. Your presentation or demonstration must be performed within the scheduled time slot. You must begin your presentation on time. You may not exceed your allotted time under any circumstances. If you exceed your allotted time, you are subject to immediate removal and will be charged for an additional time slot. In addition, you may be required to compensate the next scheduled presenter for the time as well as any supplies they’ve purchased for their presentation spot.
By purchasing a Presentation, you are committing to perform a presentation, demonstration or ceremony for the set amount of time, which includes set-up and clean-up within the demonstration room.
The time and room number of the performance/presentation will be assigned 7 days before the event. The vendor may decline to purchase a performance/presentation spot, it is not required that all vendors present at the event. Presentation availability is limited to time allotted by the Promoter.
All Demonstration room reservations will include as part of the purchase price:
It is the responsibility of the Performer/Presenter to supply all needed connections for the A/V equipment provided. Details will be in the confirmation email. It is highly recommended that Presenter/Performer verify at event set-up that their A/V connections and software perform as expected and have a backup in case it doesn’t
The Performer/Presenter agrees to the following:
Concerning Vendor Exhibiting Space
Juried vendors: ALL VENDORS WILL BE JURIED FOR COMPATIBILITY WITH THE NATURE AND INTENTION OF EACH EVENT. SSP RESERVES THE RIGHT TO REFUSE A VENDOR FOR NON COMPATIBILITY.
Set up and show times: Set up times vary by event and will be sent in your confirmation email. Public hours vary by event and will be sent to your confirmation email. SSP will provide the earliest time for setup to begin that is offered by the venue. You must be set-up no later than 15 minutes prior to event start time. Tear-down begins immediately at the close of the event. No early tear-down is allowed. Any violations of set-up and tear-down will result in being banned from future events.
Fees and Payments: Payments must be made using the online portal. Reservations and requests for specific booth locations and accommodations will not be attempted until payment in full is accepted and confirmed. SSP reserves the right to refuse reservations without cause if SSP deems rejection to be in the best interests of the show.
Exhibitor shall not assign, sublet, share or apportion the whole or any part of the space allotted, or have representatives, products, equipment, signs, printed materials, or any representation from any company other than the company contracted and assigned the exhibit space unless such assignment, subletting or sharing is approved in writing by the Promoter.
SSP reserves the right to rearrange exhibitors or adjust the floor plan without notice to accommodate the venue, or best interest of the Event. The floor plan maintained by Event management shall be the official floor plan.
Marketed goods and services: All products, equipment or services to be sold, offered or marketed in any way during the event must include clear pricing. All services that include physical touch are required to provide a copy of liability insurance with SSP named as an additional insured party and agree to hold SSP harmless for any infractions. No illegal or illicit substances may be given away, sampled or sold on the premises. Vendors must receive approval a minimum of 30 days prior to an event for all edible samples, freebies and give-aways in accordance with Health Department regulations.
Pre-authorization: Vendors with a parent company with limitations must obtain and provide pre-authorization forms in order to purchase a booth. No reservations will be honored without proof of authorization from the parent company, if required.
Booth provisions: Promoter will provide a booth space, sized according to your purchase. Booth selection may include an uncovered banquet table and up to 2 chairs, unless otherwise noted. Event management reserves the right to change or move booth locations if necessary. Requests for electrical access must be purchased in advance. Exhibitor agrees to provide all devices to access power from the outlet to their booth.
Security and risk of loss: Although the Promoter will endeavor to provide basic security during the event, Promotor is not liable for lost, damaged or stolen goods, equipment or personal property. Vendors and exhibitors are advised to carry their own property and casualty insurance to cover losses from whatever source.
Exhibitors Financial Responsibility: Exhibitor is financially responsible for any damage caused to booths, decorations, venue property and any injuries and damages to third persons or their property that is caused by or originates in Exhibitors booth or through exhibitors action. Third persons include but are not limited to business guests, invitees, others in attendance at the event, other exhibitors, show staff and any other personas at the event. Exhibitor shall protect Promoter from all such claims, defend the Promoter from such claims and hold the Promoter harmless from all such claims and the expenses thereof including the costs and attorney fees incurred in defending such claims, and shall pay all such claims for which any legal liability is established.
Comply with Rules: Exhibitors will comply with all venue and event rules when and where they apply, and shall confine Exhibitor’s activities including sound and odors to Exhibitors booth and the booth’s immediate surroundings. No aromatherapy dispersal methods are allowed.
Smoking: Smoking is not permitted in the building, nor is the burning of incense, candles, sage or any other material.
Safety Requirements: Exhibitor shall not allow its display to block the view of, or impede access to fire lanes, fire alarm boxes, fire hose cabinets, fire extinguishers, fire strobe lights, or other safety equipment. Compliance with Laws: The Exhibitor will abide by all Federal, State and City laws pertaining to fire, safety, and behavior. This includes any face mask or other mandates. All booth materials and covers must be flame retardant. Exhibitors are responsible for meeting all City/State taxation, resale, licensing and health department requirements.
Behavior: Exhibitors agree to conduct themselves in a respectful, cooperative manner appropriate to the integrity of the attendees, fellow exhibitors and event management staff.
Risk of Loss for Unavoidable Cancellation or Termination: Exhibitors bear risk of loss through event cancellation or termination for which SSP bears no responsibility. In the event that any outside force, beyond the Promoter’s control, cancels the event or prevents it from taking place or continuing, such as but not limited to acts of God, acts of civil disobedience or terrorism, acts of war, or work stoppage, the Promoter reserves the right to retain payments made by the Exhibitors to defray all Promoter’s expenses and losses.
Prepayment of Fees: All booths must be paid in full at the time of registration unless otherwise noted in writing by the Promoter. Any presale booth that is not fully paid by the presale deadline for that specific event is subject to cancellation without refund or other provisions. It is your responsibility to submit monies in a timely manner. The booth space will be resold without any further compensation to Exhibitor.
Event Promotion: It is recommended that Exhibitors, Presenters, and Vendors promote the Event at least weekly or as much as possible via whatever means reasonable, such as social media, posters, postcards, flyers, word-of-mouth, etc. ALL PROMOTIONAL POSTERS, POSTCARDS, AND FLYERS CREATED BY THE EXHIBITOR FOR THE EVENT MUST INCLUDE THE OFFICIAL EVENT SPECIFIC LOGO AND BRANDING. Downloadable versions of the official posters, postcards, and flyers will be available on our website starting a minimum of 12 weeks prior to an event.
EXHIBITOR MAY NOT RECREATE DIGITAL EVENT PROMOTION PAGES TO PROMOTE THE EVENT.
The official event promotion page will be shared with Exhibitors for distribution to their followers.
SSP will provide share-able media posts via Facebook/Meta, Instagram, Twitter, and email newsletters. Promotions of the event must include the proper event-specific logo and branding unless it is just a line item event listing. Digital copies for these items will be available on our website. SSP will make a reasonable effort to respond to requests not covered by the online offerings.
Media acquired on the day of the event, such as photo and video, may be used for marketing or promotional purposes during or after the event by SSP. Such media can be made available to you upon request, but is owned by SSP for use in promotional purposes.
Attendants, models, and other employees and representatives of Exhibitor must confine their activities to the contracted exhibit space.
Booths must be staffed at all times during show hours. Exhibitors with booths that are not staffed during Show hours are subject to loss of credentials for future events and loss of other event privileges as determined by SSP.
Exhibitor personnel and representatives may not enter the exhibit space or loiter in the area of another exhibitor without permission from that exhibitor. Violators may be ejected from the event.
Exhibitor personnel and representatives may not sample goods or products from another exhibitor during open event hours.
Exhibitor shall not photograph or video an exhibit or product of another exhibitor unless such photography or videography is approved in writing by the other exhibitor or SSP.
Exhibitor may not harass or antagonize another party, remove anything from another exhibitor’s booth or register or give a badge to anyone not qualified to attend or exhibit at the event.
No area of the Facility shall be used for any political, improper, immoral, illegal, objectionable purpose. This includes, but is not limited to, flags, printed material, apparel, and booth displays.
All Exhibitor personnel and their contractors must wear appropriate apparel at all times. This requirement prohibits, among other items, bathing suits, thongs, lingerie, excessively short skirts, painted bodies, political statements and transparent apparel. SSP reserves the right to make determinations on appropriate apparel. Business or business casual attire is recommended. Exhibitors who are uncertain with regard to compliance with the appropriate apparel and entertainment regulations are encouraged to consult with SSP in advance of the event.
Buyer Activities: Exhibitors are not permitted to host or sponsor any show off the event floor that attracts buyers during exhibit hours unless such show is approved in writing by SSP. Hospitality functions away from the Convention Center shall not open before 6:00 pm of each event.
Outboarding: “Outboarding” occurs when a company that is eligible to exhibit at the Event does not exhibit, but hosts buyers at a venue away from the Event during set-up days or Event days. Companies that engage in outboarding may be prohibited from exhibiting at the Show for one to three years as determined by SSP. Registration credentials will not be issued to any employee of a company prohibited from exhibiting due to outboarding.
Exhibiting companies are encouraged to protect their investment and report any outboarding to SSP.
Outside Advertising: Exhibitor shall not distribute, or permit to be distributed, any advertising matter, literature, souvenir items, or promotional materials in or about the Exhibit Areas except its own allotted exhibit space unless such distribution is approved in writing by SSP. Exhibitor shall not post or exhibit any signs, advertisements, show bills, lithograph posters, or cards of any description on any part of the premises of the Facility, except within the Exhibitor’s exhibit space and upon such space as is made available for such purposes by the Facility. Exhibitor shall not affix anything to the walls, columns, carpet, concrete, or pavement, nor shall Exhibitor cause or allow anything is projected on space or areas beyond Exhibitor’s exhibit space without approval in writing from SSP and the Facility.
Booth Noise: Public address, sound-producing, or amplifying devices that project sound beyond the exhibitor’s booth, or excessive operating noise that distract neighboring exhibits, is expressly prohibited, SSP reserves the right to restrict exhibits which, because of noise or for any other reason, become objectionable or which may detract from the general character of the Event.
Entertainment, Music: All music and entertainment must be confined within the Exhibitor booth space. All music and entertainment must be in good taste and not include any lyrics that are inflammatory, sexually explicit, sexist, gang-related, political or violent or that promote activities of any type that defame or denigrate women, law enforcement, or other established authorities. Dancing and modeling shall not include any lewd or sexually suggestive poses or actions. SSP shall be the final authority on the acceptability of music played by the Exhibitor and the activities of booth models and entertainers. Violators are subject to immediate closure of their booth, removal of booth personnel, and/or closure of the exhibit for the duration of the event.
Objectionable Exhibits: See above regarding SSPs right to remove and/or cancel exhibit space, or any portion thereof, that SSP deems objectionable.
Early Move-out: Exhibitor shall not initiate move-out or abandon its exhibit prior to the official Event closing time on the final day of the Show. Violation will cause Exhibitors to be subject to a $500 fine and will result in a permanent ban from future SSP events.
Inspection: All displays will be inspected during set-up and any exhibitor deviating from the Rules must make modifications to its exhibit space at the Exhibitor’s expense prior to event opening. If modifications are not made by the Exhibitor, SSP will instruct its official contractors to make any necessary adjustments, at the Exhibitor’s sole expense. Moreover, the Exhibitor shall be responsible for all costs associated with ensuring any activities and displays outside, if applicable, are deemed safe under any and all conditions, as determined by SSP in its sole discretion. SSP will not be subject to any damages whatsoever should an activity or display be required to be terminated or removed by SSP, or its designees, due to such circumstances.
Important note: All booth sales are final and no refunds will be given if the Exhibitor cancels or if the event is rescheduled, moved or canceled. Should a transfer of fees to a different event be approved, an admin fee will be applied in the amount of $25 if 30+ days prior to the event; $100 if between 10-30 days of the event. If approved, a credit minus this fee may be issued for future events with SSP. This credit will be available to be applied to any future event. No credit of any kind will be available within 10 days of the event. All credit approvals must be authorized by SSP in writing.
Event Management Decisions Binding: Any decisions concerning the operation of the event, conduct at the booths and in the aisles, including but not limited to objectionable content, conduct, product, persons, dress and behavior, not otherwise covered by these rules is subject to the sole discretion of the Promoter.
At its discretion, if at any time the Promoter deems an exhibit, Exhibitor, or an exhibit’s contents objectionable, the Promoter reserves the right to remove and/or cancel the exhibit space or any portion thereof at Exhibitor’s sole expense. This reservation includes persons, things, conduct, printed matter, signs, products, or any item of poor character, which, in the sole judgment of the Promoter, is detrimental to or unsuitable for the Event or jeopardizes the Event’s safe operations. This right may be exercised by the Promoter at any time, regardless of whether it is before the Event or during the Event. In the event the right is exercised during the Event, the Promoter shall not be liable for refund of exhibit space rental fees, exhibit equipment rental fees, or any other expense incurred by reason of the Promoter’s removal of objectionable contents or cancellation of the exhibit space or any portion thereof. Exhibitor hereby expressly waives any and all rights and claims, actions and demands for damages, costs and expenses, including without limitation, legal fees, lost profits, and costs of goods sold, against the Facility, Promoter, their directors, officers, agents, employees and/or servants for such removal and/or cancellation.
Violation Consequences: Violation of any terms and conditions, or rules made by the Promoter, in accordance with this contract may subject the Exhibitor to immediate expulsion from the event, and the Exhibitor’s property may immediately be removed at the Exhibitors expense, and the Exhibitor shall forfeit all payments made under the contract. The Exhibitor may also be banned from all future SSP events. This is at the sole and exclusive discretion of the Promoter, and Exhibitor shall not be relieved of any other liabilities and responsibilities under the terms and conditions of the contract.
Food and drink is available for purchase at the venue. The venue may restrict entry of outside food or beverages.
Liability and Insurance. Neither SSP, nor any of the officers, employees, agents, contractors, and affiliates of such entities nor the chosen Exposition Services Company, nor the owners, management company, employees, or representatives of the Exposition Site will be responsible for any injury, loss, or damage that may occur to the exhibitor or to the exhibitor’s employees or property, prior, during or subsequent to the period covered by the exhibit. The exhibitor expressly releases the foregoing persons and entities from and agrees to indemnify the same against any and all claims for such loss, damage, or injury arising from the negligent or willful acts or omission of the exhibitor and its employees, agents, contractors, and invitees. At the request of SSP or the chosen Exposition Services Company, the exhibitor will promptly provide to SSP a certificate of insurance showing that exhibitor has obtained for the duration of the Exposition comprehensive general liability insurance covering exhibitor’s liability arising in connection with the exposition, naming Sacred Space Productions Ltd, the chosen Exposition Service Company and the Exposition Site as additional insured, having a single limit per occurrence of not less than $2,000,000 and providing for at least 10 days prior notice to SSP of cancellation, if requested, at least 72 hours prior to the beginning of the set-up period. SSP may cancel this contract with the exhibitor and retain all fees paid if the exhibitor fails to deliver such certificate in a timely manner, or if such insurance coverage is not maintained during the entire Exposition, including the set-up and removal periods.
Damages. Exhibitor shall yield the Exhibit Areas back to the Facility at the conclusion of the event in good condition and repair, ordinary wear and tear excepted. Any costs incurred by SSP or the Facility to restore the Exhibit Areas to its condition prior to the Show, including but not limited to removal of signs, balloons, tape, and other things not removed by Exhibitor, shall be the responsibility of Exhibitor. Exhibitor is responsible for all damage to any property caused by Exhibitor personnel.
Accidents/Incidents. Any accident or incident involving or occurring in the Exhibitor's booth, or as it relates to booth personnel must be reported to SSP as soon as possible. SSP will create a report of the incident, and where applicable, provide the Exhibitor with a “Theft/ Damage Report” or “Injury Report.
Persons with Disabilities: SSP will make reasonable accommodations for persons with disabilities in order to comply with the law. Please contact SSP directly to request accommodations.
Force Majure: SSP will operate under its own best interests in the event of any Force Majeure.
(a) an act of war (whether declared or not), hostilities, invasion, act of foreign enemies, terrorism or civil disorder; (b) ionizing radiations, or contamination by radioactivity from any nuclear fuel, or from any nuclear waste from the combustion of nuclear fuel, radioactive toxic explosive or other hazardous properties of any explosive nuclear assembly or nuclear component thereof; (c) pressure waves from devices traveling at supersonic speeds or damage caused by any aircraft or similar device; (d) a strike or strikes or other industrial action or blockade or embargo or any other form of civil disturbance (whether lawful or not), in each case affecting on a general basis the industry related to the affected Services and which is not attributable to any unreasonable action or inaction on the part of the Company or any of its Subcontractors or suppliers and the settlement of which is beyond the reasonable control of all such persons; (d) specific incidents of exceptional adverse weather conditions in excess of those required to be designed for in this Agreement which are materially worse than those encountered in the relevant places at the relevant time of year during the twenty (20) years prior to the Effective Date; (e) tempest, earthquake or any other natural disaster of overwhelming proportions; environmental disasters; (f) discontinuation of electricity supply, not covered by the agreement concluded with the [utility company]; or (g) other unforeseeable circumstances beyond the control of the Parties against which it would have been unreasonable for the affected party to take precautions and which the affected party cannot avoid even by using its best efforts.
Hold Harmless: Exhibitor, performer, employees and representatives of Exhibitors and performers agree to hold harmless SSP from any wrongdoing, intentional or unintentional, agrees to binding arbitration to be held in Mesa County, Colorado, and will not slander or defame SSP and its representatives.
Sacred Space Productions, Ltd
Copyright © 2023 Sacred Space Productions, Ltd - All Rights Reserved.