CCR Sponsorship Exhibitor Contract
1. Exhibit Regulations
Exhibitors agree to abide by the conditions of contract herein described and by all conditions under which space at the Hilton Hotel at San Diego, CA is leased to the A&R Educational Group, LLC (hereafter referred to as A&R). Exhibitors accept responsibility for informing all of their employees and agents of these conditions and agree that they will abide by them also. All of the rules and regulations are to be construed as part of all space applications. The A&R reserves the right to interpret them, as well as make final decisions based on the A&R’s sole discretion, on points these rules do not cover. In all interpretations of the rules and regulations, the decision of the A&R is final.
2. Eligibility to Exhibit
The A&R determines eligibility of any company or product to exhibit. Exhibit eligibility will be granted to those companies whose products and services meet the standards of generally accepted medical practices and are in harmony with the A&R’s stated purpose to serve the medical profession. Products, which require approval by the Food & Drug Administration (FDA), must receive this approval before being eligible to exhibit. The A&R may forbid installation or require removal of any exhibit or discontinuance of any promotion, wholly or in part, that in its opinion is not in keeping with the character and purpose of the A&R. The A&R reserves the right to reject, at any time, any application to exhibit for any reason.
3. Liability
The A&R acts for exhibitors and their representatives in the capacity of agent, not as principal. The A&R assumes no liability for any act of omission or commission in connection with this agency, including, but not limited to, any loss or damages suffered by an exhibitor as a result of any act or omission of any party, including but not limited to, any vendor, service providers, or other exhibitor. Exhibitors and their representatives hereby release the A&R from any and all liabilities for loss or damage ensuing from any cause whatsoever, except for claims for damages or injuries resulting from the A&R’s failure to fulfill its obligations as set forth in this prospectus. In addition, each exhibitor and its representatives agree to indemnify and hold harmless the A&R for all costs, damages and liability, including attorney’s fees, claimed against the A&R based upon acts or omissions of the exhibitor or any of its employees or agents. The A&R disclaims any and all liability for injury or other damages to an individual based on products or services displayed at this meeting and for all claims that may arise out of the use of the displayed products or services.
Exhibitors shall indemnify and hold harmless A&R and its officers, directors, employees, agents and contractors from any judgment, loss or other expenses including attorney’s fees arising from allegations, claims or lawsuits relative to product or services offered by exhibitors or actions of exhibitors, their employees or agents.
4. Non-contracted Exhibit Space
Persons, companies, or organizations that have not contracted with the A&R to occupy space in the exhibit hall will not be permitted to display or demonstrate products, processes or services, solicit orders, or distribute advertising materials or other literature in the exposition facility, parking lots or in any hotel contracted by the A&R. Non-compliance with this regulation will result in the prompt removal of the offending person(s) and property from that area.
5. Subletting Space: Subletting space is not permitted. Two or more technical exhibitors may not exhibit in a single space.
6. Terms of Payment: A $100 deposit must accompany the application. Full payment must be received no later than July 27, 2024 in order to hold the space assigned to you at CCR San Diego. Checks are to be made payable to the A&R EDUCATIONAL GROUP, LLC. If full payment is not received by July 27, 2024, your space may be reassigned, and any partial payment retained by the A&R.
7. Outstanding Invoices: Outstanding invoices due to the A&R, as a result of previous transactions, must be paid before exhibit space will be assigned.
8. Installation CCR San Diego: Wednesday, September 25, 2024: 12:00 PM – 8:30 PM. Children are not allowed on the exhibit floor during installation or dismantling.
8A. Exhibition Hours CCR San Diego
Thursday: September 26, 2024: 6:30 AM– 3:45 PM Friday & Saturday: September 27-28, 2024: 6:30 AM-2:00 PM. Note: Breakfast & lunch are served every day in the exhibits & the exhibits remain open. Morning breaks will also be held in the exhibits. The location of afternoon breaks is at the discretion of the organizers. The food in the Exhibit hall has been purchased and is intended for the attendees, not the exhibitors. Exhibitors may be asked to leave if eating the food placed out for Attendees.
9. Dismantling for San Diego: Saturday, September 28, 2024, 2:00 PM – 4:00 PM. No dismantling of exhibits is permitted until the afternoon sessions resume on Saturday. Children are not allowed on the exhibit floor during installation or dismantling.
10. No Shows .
Any company which reserves a booth space and does not inform A&R of its plans for non-attendance in writing will automatically not be permitted to participate in future A&R exhibitions. In addition, the company will also forfeit 100% of the total cost of the exhibit space assigned as well as all sponsorship application fees.
11. Cancellation of Booth Rental CCR-E/W
Exhibit space that has been assigned and confirmed can be canceled by written notice to the A&R Headquarters without penalty by August 1, 2024. If notice of cancellation is received after August 1, 2024 but before September 1, 2024 a $150 processing fee is charged. After September 1, 2024 but before September 15, 2024, the exhibitor forfeits 50% of total cost for exhibit space assigned. September 15 or after –Exhibitor forfeits 100% of total cost for exhibit space assigned. Space requests made after August 1, 2024 are subject to the above-mentioned cancellation policies seven days after the booth is assigned.
12. Cancellation of Exposition
In the event of cancellation of the Congress of Clinical Rheumatology due to fire, strikes, governmental regulations, terrorism, acts of God, or causes which would prevent or make commercially unreasonable its scheduled opening or continuance, then and thereupon exhibitors and the A&R have no further obligation to each other, and the A&R management shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of expenditures and commitments already made.
13. Exhibitor Responsibility Clause
To the fullest extent permitted by law, the person/legal entity described as “Exhibitor” in this clause and in this exhibitor contract (regardless whether such person/legal entity is also described as “Exhibitor” in this contract) hereby assumes full responsibility and agrees to indemnify, defend and hold harmless Hilton San Diego Bayfront (“Hotel”) and Hotel’s owners, managers, subsidiaries, affiliates, employees and agents (collectively, “Hotel Parties”), as well as A&R Educational Group, LLC (“Group”), from and against any and all claims or expenses arising out of Exhibitor’s use of the Hotel’s exhibition premises. Exhibitor agrees to obtain and maintain during the use of the exhibition premises, Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor’s indemnity obligations in this clause. Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage. The Hotel Parties and Group shall be named as additional insureds on such policy, and Exhibitor shall supply the Hotel with a Certificate of Insurance at least 30 days prior to the use of the exhibition premises. The Exhibitor understands that neither the Group nor the Hotel Parties maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.
14. Official Service Contractor
Pamela F. McLain is the A&R’s official service contractor for the CCR: 5200 Greystone Way, Birmingham, Alabama 35242
Email: exhibitors@ccrheumatology.com
15. Violations
The A&R reserves the right to levy a penalty, including refusal of/or termination of the exhibit, at our discretion. In the event of such restriction or eviction, the A&R will not be liable for any refunds or rentals or other exhibit expenses. The dismantling or packaging of an exhibit and/or exhibit materials prior to the close of the exhibits may, in the A&R’s sole discretion, prevent the exhibitor from being permitted to participate in future A&R exhibitions. In all interpretations of the conditions set forth in this prospectus and of all applicable rules and regulations, the decision of the A&R is final. Any objectionable practices by exhibitors or official suppliers should be reported to the A&R immediately.
16. Prohibition on Unapproved Events:
Sponsors are strictly prohibited from hosting any events, including but not limited to meetings, receptions, or presentations, without the prior written approval of CCR staff. This prohibition applies to all sponsors and their representatives and is intended to ensure the coordination and integrity of the overall event. Any violation of this provision may result in penalties, including the termination of the sponsor’s participation in the event without refund.
https://www.ccrheumatology.com
By supplying A&R with a sponsorship form, either electronically or through our e-commerce site, the sponsor consents to this agreement. This consent signifies the sponsor’s acknowledgment and acceptance of all terms and conditions herein described.
Note: If your company has its own exhibit contract, please submit with your exhibit fee. All exhibitors must wear CCR name badges or may be refused entry to the exhibit area. All exhibitors must be registered for exhibitor badges at least ten days prior to the meeting in order to have their Exhibitor Badges ready upon arrival. Exhibitors are not permitted to wear company badges on site. Exhibitor Badges may be obtained by registering as booth staff on the CCR website registration portal.
