Exhibitor Terms and Conditions


Character of the Exposition

The Exposition Hall, sponsored by the Professionals In Human Resources Association (PIHRA), is a professional show dedicated to human resources management. PIHRA reserves the right to determine the eligibility of any company, product or service and the right to restrict, prohibit or evict any exhibitor or product that, in the opinion of PIHRA, detracts from the character of the exposition or for any violation of the following Terms and Conditions. In the event of such restriction or eviction, PIHRA is not liable for refunding exhibit fees or any other costs incurred by the exhibitor. In particular, and without limitation, excessive audio/visual attention getting devices or effects or offensive odors are prohibited. No copyrighted recorded or live music may be played or performed in connection with the exhibit.

Terms of Payment

A deposit of 50% of the total cost of the booth space is due with each contract ($500 per 10’x10’ space rented is nonrefundable). Full payment for exhibit space is due on 03/31/20. After 03/31/20, full payment must accompany all contracts. All cancellations and request for refunds must be in writing. Cancellations received before 03/31/20, will result in PIHRA retaining $500 per 10’x10’ space rented. Cancellations received between 03/31/20 and 06/30/20, will result in PIHRA retaining 50% of the total cost of the booth space. No requests for refunds will be granted after 06/30/20. PIHRA reserves the right to resell the exhibit space without notice or refund after 06/30/20. PIHRA reserves the right to deny exhibit space to companies that have overdue account balances with PIHRA or any of its affiliates.

Display Regulations

Exhibitor must comply with all rules in the Exhibitor Kit provided by the general services contractor (and should review that Exhibitor Kit), as the same may be amended by PIHRA in reasonable fashion on reasonable notice to Exhibitor, including without limitation the following rules:

  • No exhibit may block or interfere with a neighboring exhibit as determined by PIHRA.
  • In-line exhibits: Maximum back wall height permitted for any booth exhibit will be 8’. Sidewalls of these exhibits may not extend more than 5′ from the back wall so as not to box in adjoining exhibitors, with a maximum height restriction of 4′ on the front 5′ section.
  • Open areas or island booths: Exhibit fixtures, components and identification signs will be permitted to a maximum height of 20′. Full use of the island floor space is permitted, as long as no component exceeds the 20′ height restriction. Review the exhibitor manual for current rules.
  • No nails or screws may be driven into the floor. No damage of any nature may be done to the booth structures nor to any part of the exhibit hall.
  • Exhibitors will be charged a fee for any skids, pallets or containers left behind.
  • All booth space must be carpeted.

Subleasing and Sharing of Exhibit Space is prohibited. All signs, displays and products in a booth must be related to the exhibitor’s company.

Exhibit Space Assignments are made on the basis of priority, availability and need, with all assignments made in the best interest of the exposition. PIHRA reserves the right to alter an exhibitor’s assigned space if it is deemed necessary in the best interest of the exposition. Before exercising its discretion, PIHRA will consult with the exhibitor.

Sales of Product or Samples for cash, check or credit card are prohibited on the show floor. Contracts and orders may be written for future delivery of products or services.

Limitation on Room Drops. Exhibitor may not make any room drops at hotels within the PIHRA room block without permission of hotel and PIHRA; permission may be conditioned on payment of a fee or may be denied within the discretion of hotel or PIHRA.

Displays and Exhibits in Public View are required to be appropriately finished on all sides and surfaces. If such surfaces remain unfinished at the start of the exposition, PIHRA may authorize the official contractor to effect the necessary finishing and the exhibitor will be required to pay all costs involved.

Damage to Property caused by an exhibitor will be paid for by that exhibitor.  Do not paint, tape, nail, screw, drill or tack anything to the walls, columns, floor or ceiling of the building, adjoining displays or the official contractor’s display material.

Fire Department Regulations and All Other Applicable Laws and Regulations must be complied with by Exhibitor. Display and packing material must be flame-retardant. Electrical equipment must be UL approved and must be wired by a licensed electrician.

Each Exhibitor Shall Indemnify and hold harmless PIHRA and the exposition location for all liability in any way related to Exhibitors’ exhibit or any act or omission of exhibitor or any of its employees or agents; including, without limitation, infringement of any trademark, copyright or other rights of any third parties, accident or injury to invitees, guests, exhibitors, their agents and employees and including loss or damage to personal property.

Cancellation of Exposition. If PIHRA should be prevented from holding the exposition for any reason beyond PIHRA control (such as, but not limited to damage to building, riots, strikes breached by exposition location, acts of government or acts of God), then PIHRA has the right to cancel the exposition or any part thereof, with no further liability to the exhibitor other than a refund of exhibit fees less a proportionate share of the exposition cost incurred.

Exposition Location Rules. Exhibitor shall not cause any violation of the rules of the exposition location.

Food and Beverages must be purchased from the official concessionaire, unless incident to the exhibitor’s product lines.  Food and Beverage distribution must be approved by the event catering company in advance.

Gifts and Contests. PIHRA reserves the right to prohibit, limit or discontinue the distribution of gifts, giveaways or similar promotions. There will be no verbal announcements of exhibitors’ contests, drawings or winners during the exposition.

Soliciting outside the confines of the exhibitor’s assigned space is prohibited.

Labor and Contractors. Exhibitors that plan to use outside contractors must notify Exposition Service Provider in writing 30 days prior to the exposition. Outside contractors are required to supply verification of liability insurance coverage. All labor must have local union clearance.

Competitive Events, which distract from the conference and exposition, are prohibited.

Non-Exhibiting Companies, organizations and individuals that supply products and services to PIHRA exhibitors or that supply products or services to PIHRA attendees may not promote or sell their services.

Exhibitor Registration is limited to sales, marketing, management and special booth personnel. PIHRA reserves the right to limit the number of exhibitor personnel.

Installation, Show and Dismantling hours and dates shall be those specified by PIHRA. Packing of exhibits prior to the close of the exposition is prohibited.  Exhibitor shall be liable for all storage and handling charges for failure to remove exhibits by specified time and date.

Not Assignable by Exhibitor. This Agreement may not be assigned by the Exhibitor absent the written consent of PIHRA.

Governing Law and Jurisdiction. This Agreement shall be governed by the internal laws of California. The parties hereby submit to the exclusive jurisdiction of the state and federal courts in California governing any disputes concerning this Agreement, and further agree that they are subject to personal jurisdiction in California in any such dispute.

Merger Clause. The parties agree that this Agreement (and, any other Agreement referred to herein) contain the complete agreement between the parties and supersede any prior understandings, agreements or representations by or between the parties, written or oral, which may have related to the subject matter hereof in any way.

Attorney’s Fees. In the event of any dispute concerning this Agreement, the prevailing parties shall be entitled to reasonable attorney’s fees.

Amendments to Rules and Regulations. PIHRA will have the full power in the interpretation and enforcement of all contract regulations contained herein, or in the PIHRA Exhibitor Manual. The ruling of PIHRA shall be final in all instances with regard to use of any exhibit space.


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