Exhibitor Registration Form and Contract
Exhibitor Registration Form and Contract-Atlanta
2nd Georgia Tech - Emory International Bioinformatics Conference
In Silico Biology: Bioinformatics After the Human Genome
November 15-18, 2001
EXHIBITOR REGISTRATION INSTRUCTIONS AND CONTRACT
1.Please print out this form, read all pages of this contract carefully and print or type all information requested.
2.Complete and sign original copy and remit with 50% deposit of total Exhibit Space rental to:
MAKE CHECKS PAYABLE TO:
Georgia Tech Foundation -Bioinformatics Conference
MAIL CHECKS TO:
C/O Liz McCarty
Bioinformatics Exhibit Coordinator
Department of Biology
Georgia Institute ot technology
Atlanta, Georgia 30332
3.Confirmation and your booth assignment will be sent to you in the form of one signed copy of this contract.
4.Full payment must be received by October 22, 2001, 5PM eastern standard
5.Questons should be addressed to Liz McCarty preferably via email
firstname.lastname@example.org or via telephone 404-894-8253
EXHIBIT CHARGES ARE BASED ON A COST OF $1800 AND INCLUDES:
1-6ft x 30inches black skirted table
1-limited conference package to include meals (welcome reception, 3 continental breakfasts, am and pm snacks) and as available* seating to all conference activities.
To be listed in our conference handbook given to every attendee:
The following items/information will be displayed in our booth(s) and should appear as written below:
*all registered attendees and members of the press have seating preference
Address and telephone number to be listed. If different from information listed below:
Name of person in charge of exhibit, and to whom instructions should be sent (include address and telephone if different from below):
The Georgia Institute of Technology and the In Silico Conference committee, in its sole discretion, reserves the right to make changes in space assignment that it deems are in the overall best interest of the Exhibit.
Enclosed herewith is a 50% deposit of the total Exhibit Space Rental. In accordance, the undersigned agrees to the following provisions: Space will be assigned by the Georgia Institute of Technology on the basis of the order in which the Application/Contr
acts are received. If Exhibitor fails to pay the balance of space rental
on or before October 22, 2001 Exhibitor's right to exhibit may be
without further notice or refund of any deposit. If Exhibitors cancels its participation in the Exhibit, s
uch cancellation shall be considered a default on its part, and any monies
paid hereunder shall be retained by the Georgia Institute of Technology as
liquidated damages. Final payment must be received by October 22, 2001,
5PM eastern standard time. If pa
yment is not received the exhibitor's right to the exhibit will be cancelled without further notice or refund of default on its part, and any monies paid hereunder shall be retained by the Georgia Institute of Technology as liquidated damages.
THE TERMS, CONDITIONS AND RULES SHALL BIND EXHIBITOR AND THE GEORGIA INSTITUTE OF TECHNOLOGY for exhibiting in a Georgia Institute of Technology Exhibit which has been received and considered as part of this agreement.
CITY__________________STATE___________ZIP__________TELEPHONE ( ___)________________
FOR GATECH USE ONLY
Total Booth Space Rental_____________________ Contract Received_____________________
Amount of Deposit____________________________ Date Space Confirmed ________________
Balance Due on Space Rental_________________ Booth Assigned_____________________
Balance on Space Rental Received_______________ By_________________________________
Terms, Conditions and Rules for Exhibiting in a Georgia Tech-Sponsored Exhibit
1. PURPOSE OF EXHIBIT
Georgia Institute of Technology conferences (hereinafter GaTech) is an educational, scientific and technical institution organized to provide a mechanism for promoting interchange between the various disciplines represented within various communities. As
such, it sponsors conferences as one means of accomplishing this end.
The main purpose of these Conferences is educational and the exhibit staged in conjunction with the technical sessions is a vital element of this education's process. No selling, price posting or order taking will be permitted on the exhibit floor or othe
r areas controlled by GaTech during the exhibition.
2. INDEMNITY AND LIMITATION OF LIABILITY
Neither GaTech, the sponsoring committee members or their associations, conference sponsors, nor the host Hotel/convention facility (hereinafter Exhibit Building, nor any of its officers, agents employees or other representatives shall be held liable for,
and they are hereby released from liability for, any damage, loss, harm or injury to the person or property of the Exhibitor or any of its visitors, officers agents, employees or other representatives, resulting from their theft, fire, water or accident
or any other cause. The Exhibitor shall indemnify, defend and protect GaTech and the Exhibit Building and save GaTech and the Exhibit Building, harmless from any and claims, demands, suits, liability damages, loss, costs, attorneys
fees and expenses of any kind which might result from or arise of any action or failure to act on the part of the Exhibitor or its officers, agents, employees or other representatives. It is the responsibility of the Exhibitor to maintain proper insurance
cover be for it's property and liability.
3. ASSIGNMENT OF EXHIBIT SPACE
GaTech shall assign the Exhibit Space to the Exhibitor for the period of the Exhibit (provided the Exhibit Building is made available toGaTech) in priority order passed on receipt of enclosed contract Such assignment is made for the period of this Exhibit
only and does not imply that the same or similar space be held or offered for future exhibits.
Every effort will be made to respect the Exhibitor's space choices whenever possible, but GaTech's decision will be final. GaTech reserves the right to transfer assignments when such action is deemed to be in the best interest of the total exhibition. GaT
ech reserves the right to withdraw its acceptance of this application/Contract if it determines in its sole discretion that the Exhibitor is not eligible to participate or the Exhibitor's product or services is not eligible to be displayed in this Exhibit
4. USE OF EXHIBIT SPACE
An exhibitor shall not assign to a third party its right hereunder to the Exhibit Space or any portion thereof without the prior written consent of GaTech, which it may withhold at its sole discretion if such consent is given, the Exhibitor shall assume f
ull responsibility for the conduct of the assignee and all its representatives, and the Exhibitor shall not charge its assignee more than a proportionate share of the exhibit fee based upon the amount of Exhibit Space assigned.
5. EXHIBIT HOURS
GaTech will establish exhibit hours and reserves the right to make choices, however, such changes will be made as far in advance of the exhibition as possible Each Exhibitor is required to keep at least one attendant in his booth during a11 exhibit hours;
failure to do so may result in removal of his exhibit from the show at his expense.
6. INSTALLATION AND DISMANTLING
The Exhibitor explicitly agrees that in the event he or she fails to install his or her products in assigned Exhibit Space or fails to remit payment for required space rental at time specified GaTech shall have the right to take possession of said space a
nd lease same or any part thereof to such parties and upon such terms and conditions as it may deem proper in addition the Exhibitor shall not dismantle or otherwise interfere with the orderly conduct and display of the exhibits until the Exhibit Floor is
finally closed to the public.
7. DISPLAYS AND DECORATIONS
Merchandise, signs, decorations or display fixtures shall not be pasted, taped, nailed or tacked to walls. No Exhibit, merchandise or equipment shall be left in any aisle, but shall be confined to Exhibit Space No signs or advertising devices shall be dis
played outside Exhibit Space or protecting beyond limits of Exhibit Space as to interfere with any neighboring Exhibit.
8. UNION LABOR
Exhibitor must comply with all union regulations applicable to installation, dismantling and display of the exhibits.
9. FIRE REGULATIONS
Exhibitor shall not pack merchandise in paper, straw, excelsior or any other readily inflammable materials. All cartons stored in the Exhibit Building shall be emptied of contents Exhibitor shall use no inflammable decorations or covering for display fixt
ures and all fabrics or other material used for decoration or covering shall be flameproof. If required by local law or ordinances, Exhibitor shall have on hand in its Exhibit Space a notarized affidavit establishing that its display material has been tre
ated during the last year by an approved chemical. All wiring devices and sockets shall be in good condition and meet the requirements of local law.
10. BOOTH EQUIPMENT AND SERVICES
Space rental includes those terms listed in the accompanying exhibit brochure or letter.
11. STORAGE AND PACKING CRATES AND BOXES
Exhibitor will not be permitted to store packing crates and boxes in the booth or the Exhibit Hall during the Exhibit but these, when properly marked will be stored and returned to the booth by service contractors. It is the Exhibitor's responsibility to
mark and identify all crates and boxes. Crates and boxes not properly labeled may be destroyed. No trunks, cases or packing material shrill be brought into or out of the Exhibit Space during exhibit hours.
12. OBSERVANCE OF LAWS
Exhibitor shall abide by and observe all laws, rules regulations and ordinances of any applicable government authority and all rules of the Exhibit Building.
14. CANCELLATION OR TERMINATION OF EXHIBIT
If because of war, fire, strike, Exhibit facility construction or renovation project, government regulation, public catastrophe, Act of God, or the public enemy or other CAUSE beyond the control of GaTech, the Exhibit or any part thereof is prevented from
being held, is canceled by GaTEch or, the Exhibit Space becomes unavailable, GaTech, in its sole discretion, Shall determine and refund to the Exhibitor its proportionate share of the balance of the aggregate exhibit fees received which remains after ded
ucting expenses incurred by GaTech and reasonable compensation to GaTech. In no case shall the amount of refund to Exhibitor exceed the amount of the exhibit fee paid.
15. EXHIBITOR CANCELLATION
Cancellation of any portion of this Application/Contract by the Exhibitor will be accepted upon the following refund schedule: At least 90 days-5O% of contract. Less thin 90 days-no refund except as the Exhibitors rental obligation may be reduced as set f
orth in the preceding sentence, the Exhibitor is responsible for total booth rental irrespective of the reason for the cancellation by the Exhibitor because of the failure of an Exhibit to arrive for any reason.
16. EXHIBITOR CONDUCT
Exhibitor and its representatives shall not congregate or solicit trade in the aisles. The prior written consent of GaTech is required for the employment or use of any live model, demonstrator, solicitor or device for the mechanism reproduction of sound.
Such employment or use shall be confined to the Exhibit Space.GaTech, in its sole and absolute discretion, may withdraw its consent at any time, in which event Exhibitor shall terminate such activity immediately All promotional plans must be submitted to
GaTech for approved Distribution of pamphlets, brochures or any advertising matter must be confined to the Exhibit Space. Exhibitors are prohibited from bringing alcoholic beverages into the Exhibit Area. Exhibitor shall refrain from any action that will
distract attendees from attendance at the Exhibit during open hours. Exhibitor shall not lead attendees from one Exhibit Space to another or to elevators or escalators. Exhibitors or any of its representatives shall not conduct itself in a manner offensiv
e to standards of decency or good taste.
No photographs of other exhibitors shall be taken without prior consent of the Exhibitors involved.
18. AGREEMENT TO TERMS CONDITIONS AND RULES
Exhibitor agrees to observe and abide by the foregoing Terms, Conditions and Rules and by such additions Terms, Conditions and Rules made by GaTech from time to time for the efficient or sale operation of the Exhibit, including but not limited to, those c
ontained in this contract. In addition to GaTech's right to close an Exhibit and withdraw its acceptance of this Application/Contract GaTech in its sole judgment, may refuse to consider for participation in future Exhibits an Exhibitor who violates or fai
ls to abide by all such Terms, Conditions and Rules. There is no other agreement or warranty between the Exhibitor and GaTech except as set forth in this document. The rights of GaTech under this contract shall not be deemed waived except as specifically
stated in writing and signed by an authorized representative of GaTech.