Virtual Exhibitor and Sponsor Terms and Conditions

 


APPLICATIONS AND FEES

Applications for rental of virtual exhibit space shall be subject to the approval of PIHRA, and PIHRA reserves the right to reject applications for space with or without cause if PIHRA determines the rejection is in the best interest of the Event. PIHRA will contact Virtual Exhibitor following submission of the virtual Exhibit Request if it finds issues with the ability for the Virtual Exhibitor to facilitate its virtual session or room. Upon acceptance of the Virtual Exhibit Space Agreement by PIHRA, its contents shall become a legally binding agreement for exhibit space between the Virtual Exhibitor and PIHRA. The Virtual Exhibitor agrees to accept and, when requested, to promptly respond to Event information sent via e-mail or any other method of communication.
Exhibit Fees. $3,000 – $40,0000
Payment Schedule. Full payment is due thirty (30) days from day of registration. Failure to adhere to the payment will result in cancellation of registration. Sponsorship and exhibitor benefits will not be provided until payment has been received.

ELIGIBILITY

PIHRA will provide requirements to Virtual Exhibitors that must be met in order to participate including minimum internet speeds, camera, audio and access to specific online meeting platforms. PIHRA reserves the right to determine or verify eligibility of Exhibitor for inclusion in the Event prior to, or after, submission of the Virtual Exhibit Space Agreement. Virtual Exhibitor logins are the property of PIHRA and are nontransferable. PIHRA will determine the appropriateness of products or services to be exhibited by their distinctive characteristics or performance capability. PIHRA also reserves the right to prohibit display or advertisement of products or services at any time if display or advertisement of such products or services are not consistent with the Event objectives or would cause Exhibitor to be in violation of this Agreement.
Non-Exhibiting Company Products or Services. Virtual Exhibitor may not display products or signage in their virtual booth from eligible non-exhibiting companies unless approved in writing by PIHRA. Media activities of non-exhibiting companies are prohibited at the Event.

OPERATING AND CONDUCT

Exhibit Personnel

Virtual booths must be staffed or display a notification of return time during all Event hours.

Virtual Exhibitor shall not photograph or record video another virtual exhibit or product of another exhibitor unless such photography or videography is approved in writing by the other exhibitor or PIHRA.

Virtual Exhibitor may not harass or antagonize another party or attendee.

Exhibitor shall not engage in any improper, immoral, illegal or objectionable behavior.

All Virtual 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, and transparent apparel. PIHRA reserves the right to make determinations on appropriate apparel. Business or business casual attire is recommended. Virtual Exhibitors who are uncertain with regard to compliance with the appropriate apparel are encouraged to consult with PIHRA in advance of the Event.
Buyer Activities. Virtual Exhibitors are not permitted to host or sponsor any event that attracts buyers during scheduled education broadcasts.
Entertainment/Music. All music and entertainment must be in good taste and not include any lyrics that are inflammatory, sexually explicit, sexist, 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. PIHRA shall be the final authority on the acceptability of music played by Virtual Exhibitor and the activities of models and entertainers. Violators are subject to immediate closure of their booth.
Music Licensing. Virtual Exhibitor agrees not to permit any musical work protected by copyright to be staged, produced or otherwise performed, via either “live” or mechanical means in connection with any Event unless Exhibitor has previously obtained written permission from the copyright owner, or the copyright owner’s designee (e.g., ASCAP, BMI or SESAC) of such work for such use. Virtual Exhibitor agrees to indemnify, defend, and hold PIHRA harmless from its failure to secure any such rights, including but not limited to, all obligations to obtain public performance rights and to accurately report data and to pay royalty fees in connection with such works.
Sweepstakes and Other Games. Virtual Exhibitor agrees not to engage in any sweepstakes or other game of chance or any skills contest in connection with the event that is not in compliance of California Raffle Regulations.
Virtual Booth Space. Virtual booths should look professional and engaging. The background of the camera view should be clean and professional. The use of personal pictures, posters, banners, etc. are encouraged.
Virtual Booth Preparation. All virtual booths must be tested and operational by Wednesday, September 30, 2020. Testing must be schedule and performed the day prior to the event or the morning of the event. Untested virtual booths may be restricted or removed from the event.
Late Arrival. Late arrival to Virtual Exhibitor’s virtual booth space will not be permitted without prior written permission from PIHRA. Virtual Exhibitor agrees to occupy the virtual booth one (1) hour prior to the start of the exhibit.
Default Occupancy. Any exhibitor failing to occupy space contracted for in a timely manner is not relieved of the obligation of paying the full rental price for such space.

LIABILITY AND INSURANCE

Neither PIHRA, nor any of the officers, employees, agents, contractors and affiliates of such entities, nor the owners, management company, employees or representatives of the hosting platform will be responsible for any injury, loss or damage that may occur to the virtual exhibitor or to the virtual exhibitor’s employees or property, prior, during or subsequent to the period covered by the virtual exhibit. Virtual 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 virtual exhibitor and its employees, agents, contractors, and invitees.

GRANT OF LICENSE TO YOUR CONTENTs

By offering content in connection with the Event, Virtual Exhibitor automatically grants, and represents and warrants that it has the right to grant to PIHRA a non-exclusive, perpetual, irrevocable, sub-licensable (through multiple tiers), assignable, fully-paid, royalty-free, and worldwide license to use, copy, modify, adapt, publish, make, sell, publicly display, create derivative works of or incorporate into other works all of such content (in whole or in part), communicate to the public, distribute (through multiple tiers), perform or display all of such content (in whole or in part), in any form, media, or technology now known or later developed, and to grant and authorize sublicenses of the foregoing through multiple tiers of sub-licensees, including the right to exercise the copyright, publicity, and any other rights over any of the materials contained in all of such content for any purpose, including without limitation (a) for purposes of advertising and publicity and (b) otherwise to generate revenue or other remuneration. PIHRA shall not be limited in any way in the use, commercial or otherwise, of any of such content, and you hereby waive any moral rights (or “droit moral”) in, or approval rights to, such content. PIHRA reserves the express right to incorporate any such content into any further work, in any medium now or hereafter known, without prior consent or review, and without attribution or payment of any royalty or fee whatsoever.

TRADEMARKS

Virtual Exhibitor hereby grants PIHRA the right and license to copy, modify, exhibit, display and generally to use the trademarks, logos, brands and names of Virtual Exhibitor as needed in order for PIHRA to promote the Event.

COMPLIANCE WITH LAWS/CHOICE OF VENUE

Exhibitor agrees to comply with and be bound by all laws of the United States and the State of California, and all other laws and regulations governing virtual environments. Any disputes arising out of or related in any way to this Agreement, its performance or breach, including but not limited to actions seeking equitable relief, shall be brought exclusively in the federal or state courts located in Los Angeles County, California. The prevailing party in any such action shall be entitled to recover its costs and attorneys’ fees.

FAILURE TO HOLD EVENT

Should any contingency prevent holding of the Event, PIHRA may retain such part of exhibitor’s rental as shall be required to pay for expenses incurred up to the time such contingency shall have occurred. The exhibitor waives all claims for damage or recovery of payments made except the return of the prorated amount paid for exhibit space less expenses incurred by PIHRA.

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