EXHIBITOR/SPONSOR AGREEMENT AND GUIDELINES
Rules and Regulations:
PNAH reserves the right to determine the eligibility of prospective exhibitors/sponsors. Eligibility will be determined following receipt of a completed contract and additional forms as requested by PNAH.
PNAH reserves the right to reject or require modification of materials, displays or demonstrations that, at PNAH’s sole discretion, is not in keeping with the character of PNAH.
No exhibitor/sponsor shall sublet, assign, or share any part of the contracted sponsorship with another organization without prior written consent from PNAH.
Cancellation of Exhibit Space:
Cancellations and refunds are not permitted once services have commenced. No exhibit space will be held until full payment is received. A penalty of 50% of the cost of the total exhibiting space contracted will be imposed for a written cancellation received on or before two (2) months prior to the conference. No refunds will be made for cancellations accepted within 30 days of the conference. Cancellation of exhibit space must be directed via email to email@example.com. Exhibitors must adhere to the cancellation policy in the Exhibit Agreement Form.
Insurance and liability are the full and sole responsibility of the exhibitor/sponsor. A contract with PNAH shall not constitute or be considered a partnership, joint venture, or agency between PNAH and the exhibitor. Neither the acceptance of a registration nor the existence of an exhibit shall imply an endorsement by PNAH of the exhibiting company.
Sponsors and exhibitors agree to protect, save and hold the Philippine Nurses Association of America – Hawaii Chapter (PNAH), its providers and vendors, any/all contracted facilities, as well as all of these entities’ owners, agents, contractors and employees (hereinafter collectively called Indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the sponsor or exhibitor or those holding under the sponsoring or exhibiting company.
Further, each sponsor or exhibitor shall, at all times, protect, indemnify, save and hold harmless indemnities against and from any and all the losses, costs (including attorneys’ fees), damage, liability or expenses arising from or out of, or by reason of, any accident or bodily injury or other occurrence to any person or persons, including the sponsor or exhibitor, its agents, employees and business invitees, which arise from or out of, or by reason of said sponsor’s or exhibitor’s activities and/or use of conference facilities or a part thereof.
The rights and privileges of any exhibitor shall not be infringed upon by any other exhibitor. No booth may obstruct exhibition attendees’ views of adjacent booths from any angle. Booth activities that cause attendees to congregate in the aisles and impede or restrict traffic are forbidden. All displays, signs, flyers, distribution of literature and souvenirs, entertainment or any other activities must take place inside the contracted booth space only.
Exhibits including audio and/or video devices must be conducted and arranged so that no noise will disturb adjacent exhibitors or attendees. PNAH reserves the right to prohibit the use of amplifying devices that it considers objectionable.
Any products to be sold must be pre-approved by PNAH 30 days prior to the conference. Company will be responsible for any local tax requirements. The displaying or quoting of inflated list prices on merchandise exhibited will also not be permitted.
Sponsors and exhibitors are responsible for and shall adhere to the Food and Drug Administration regulations on the promotion of investigational and pre-approved drugs and devices. For further information on FDA compliance, visit the FDA’s website: www.fda.gov.
At in-person conferences, the exhibitor agrees to adhere to and be bound by all applicable fire, utility, and building-code regulations at the exhibition facility. The exhibitor also agrees to the contract and terms between the facility, PNAH and other parties relating to the exhibition. The exhibitor shall not deface or damage the exhibition facility or exhibit area in any way.
No pets or animals shall be permitted in the exhibit hall, except for service animals for persons with disabilities.
Each exhibit must be open during all official exhibition hours. However, an exhibitor may sponsor a PNAH event without attending the conference. The sponsorship will allow the vendor to send and display vendor material or pamphlets in the vendor exhibit room. The vendor assumes the entire responsibility and liability for losses, damages, and claims arriving out of injury or damage to vendor’s displays, equipment, or other property brought upon the premises and shall indemnify and hold harmless the hotel agents.
Unethical conduct or disregard for any rules stated herein, on the part of the exhibitor, his or her representatives or both will be considered just reason for PNAH to dismiss the exhibitor, his or her representatives or both from the exhibit hall and to prohibit the exhibitor from attending future PNAH conferences. In this event, it is agreed that no refund shall be made by PNAH and that no demand for redress will be made by either the exhibitor or his or her representatives.
Event of Cancellation:
In the event of cancellation of the in-person conference by PNAH due to acts beyond its reasonable control, which may include, but is not limited to: fire, strike, damage, construction or renovation, pandemic, government regulation, public catastrophe or natural disaster, making it commercially impracticable, illegal, or impossible to fully perform under this contract, PNAH shall use funding under this agreement to implement, in its sole discretion, the most reasonable solution for the exhibitor/sponsor to achieve the goals originally set forth in the agreement.
Agreement to Conditions:
PNAH has authority to interpret and enforce all contractual items as listed above. Additionally, PNAH will make contractual amendments or rules as needed to maintain a productive and educational environment. All involved companies and parties, together with their associates and employees, agree to adhere to all conditions provided.