Exhibitor Rules and Regulations

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  1. Contract for Space: This contract is for space and formal notice of assignment by NYSPHADA. Checks should be made payable to NYSPHADA.
  2. Cancellation of Space: Cancellation notification must be in writing to NYSPHADA no later than September 9. No refunds September 9. All refunds prior to September 9 are subject to a 20% administrative fee.
  3. Cancellation of Conference: If conference is cancelled for reason beyond the control of NYSPHADA. NYSPHADA will refund the rental payment in full thereby canceling the contract and NYSPHADA from any liability.
  4. Payment for Space: Payment must be received in full by September 24, 2021.
  5. Use of Space: NYSPHADA reserves the right to restrict or evict exhibits, which because of noise, method of operation, materials or any other reason, become objectionable, and also to prohibit any exhibit, which in the opinion of NYSPHADA may detract from the general character of the conference as a whole. Exhibitors must provide ample space within the confines of their booths for the collection of refuse. Wastebaskets or other containers must not be placed in aisles.
  6. Circulation and Solicitation: Distribution of circular of promotional material may be made only within the booth assigned to the Exhibitor presenting such material.
  7. Booth Construction: No exhibits will be permitted that interferes with the use of other exhibits or impedes access to them or impede the free use of the aisle. Booth activities, which cause people to congregate in the aisles, are prohibited. All booth personnel must be appropriately attired to maintain the professional and businesslike climate of the conference. All booth construction shall be subject to rules of the Turning Stone Casino Resort and the discretion of NYSPHADA. Booths shall be no larger than 10 ft. in length (6’ table).
  8. Giveaways, Drawings, and Distribution of Gifts: All drawings or contests must be held within the confines of the exhibit booth and ticket holders need not be present when a drawing is held. All prizes must be on display in the exhibitor’s booth during the conference.
  9. Passport Cards: Exhibitors will be responsible for stamping the Passport cards provided by NYSPHADA.
  10. 10 Promotion: All promotional material must be submitted for approval to NYSPHADA before use and must be in compliance with New York State and Local laws on regulations on any merchandise, advertising, or promotional schemes that involve attracting visitors to Exhibitor’s location by an inducement that might be construed as a lottery.
  11. Loss, Damage, and Injury: NYSPHADA and the Turning Stone Casino Resort will not be responsible for any injury, loss, or damage that may occur to the Exhibitor’s employees or property from any cause whatsoever. NYSPHADA and the Turning Stone Casino Resort will not be liable for any injury, loss, or damage which may be sustained by any person who may be on the premises leased or rented to the Exhibitor, or watching, observing, or participating in any demonstration or exhibit of the Exhibitors.
  12. Liability and Insurance: Exhibitors must provide for the safeguarding of their own goods, materials, equipment, and display at all times. Exhibitors assume all responsibility for any damage their exhibits may cause to the Turning Stone Resort. In addition, the Exhibitor shall defend, indemnify, and hold harmless NYSPHADA and the Turning Stone Casino Resort and their respective employees and agents from any and all liability and expense that may arise from the Exhibitor’s participation in the NYSPHADA Conference. NYSPHADA and the Turning Stone Casino Resort will not be held liable for injuries to any person or for the loss or damage to property owned or controlled by the Exhibitors, or for the loss or damage to property owned or controlled by the Exhibitor’s, or for claims, damages or injuries which may be incident to, arise from, or be in any way, connected with the Exhibitor’s occupation of display space, and hold NYSPHADA, the Turning Stone Casino Resort and other exhibit service organizations harmless against any and all such claims. The Exhibitor understands that neither NYSPHADA nor the Turning Stone Casino Resort maintain insurance covering the Exhibitor’s property. It is the sole responsibility of the Exhibitor to insure themselves at their own expense against property loss or damage and against liability for bodily injury. Upon request vendors may be requested to supply NYSPHADA and the Turning Stone Casino Resort with a Certificate of Insurance.
  13. Compliance with Law: Exhibitor shall not engage in any display, publication, performance, or other activity, which is in conflict with state or local law or ordinance. Firearms may not be used as part of an exhibit, or as a giveaway. Exhibitor will not display or bring into the exhibit any animal, bird, fish, or other nonhuman creature.
  14. Interpretation and Amendment: NYSPHADA shall have full power to interpret or amend these rules. Exhibitor agrees to abide by any rules or regulations that may be here and after be adopted by NYSPHADA, which shall be as much a part hereof as though fully incorporated herein.
  15. Materials Handling: Exhibitors will hand-carry their own material into the facility.
  16. These Rules and Regulations become part of the contract between the Exhibitor and NYSPHADA. They have been formulated for the best interests of the Exhibitor and NYSPHADA. The rules and regulations of the Turning Stone Casino Resort are also part of this contract.

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