Click here to download a copy of the IPMI 2021 Exhibitor Terms & Conditions
The term “Event” refers to the 2021 International Parking & Mobility Institute Conference & Expo to be held November 29 - December 2, 2021 at the JW Marriott Water Street, Tampa, Fla. The Event is owned, produced, and managed by the International Parking & Mobility Institute (“IPMI”). The term “Exhibitor” refers to the organization and/or person that applied for and has been granted exhibit space rental and such applicant’s officers, directors, shareholders, employees, contractors, agents, and representatives. If any Exhibitor changes management or is purchased by another company/organization, this Agreement becomes binding on such company/organization. These rules and regulations form part of the Exhibitor Agreement made between the International Parking & Mobility Institute and the Exhibitor.
Force Majeure. If IPMI is prevented from carrying out its obligations as it pertains to the performance of this contract, in part or in full, due to acts of God, war, government regulations, disaster, epidemic or pandemic, acts of terrorism, strikes, civil disorders, curtailment or restriction on transportation facilities, delay in providing service preventing at least 25% of contracted participants from access or any other emergency beyond the control of either party making it inadvisable or impossible to provide services, or any other comparable calamity, casualty or condition (collectively a “Force Majeure”), IPMI shall have the right to immediately terminate the affected Event without liability and shall be relieved of it’s obligations to the Exhibitor. IPMI, eShow, GES, or JW Marriott Water Street, their respective partners or subsidiaries may not be held responsible for any inconvenience this may cause. IPMI reserves the right to then reschedule/repurpose the affected Event and your registration fees will be applied to the rescheduled Event and all same cancellation fees will apply. A Virtual Event is equivalent and holds same terms and conditions. See also Virtual Event Terms and Conditions of Attendance and Participation Acceptance. The receipt by IPMI of your electronic application will constitute a binding contract (the “Agreement”). IPMI reserves the right to determine the eligibility of any company or product for inclusion as an Exhibitor.
Arrangements of Exhibits. Locations and arrangement of exhibit booths are shown on the Official Exhibit Area Floor Plan. Exhibits are arranged in an open setting at the JW Marriott Water Street. The arrangement is designed to ensure maximum visibility and high traffic access for each display. IPMI reserves the right to alter the Exhibit Area Floor Plan as it deems necessary, at any time. Such changes will not constitute a refund or partial refund of your space.
Standard booths will be constructed of aluminum tubes, supporting dividers and drapes. Where applicable, back will be eight feet high and sides will be four feet high. Upon request, island booths may include side draping around the perimeter. Certain booths may be restricted to four-foot back walls. Furniture is not included in the exhibit rental fee (See also “Unions and Official Contractors”).
IPMI shall have the right to prohibit and/or remove any exhibit, in whole or in part, which in IPMI’s sole judgment is not suitable to or in keeping with the character or purpose of the exhibition. IPMI Show Management will notify the Exhibitor in writing and detail what modifications, if any, are necessary prior to the prohibition or removal of the exhibit. If an Exhibitor is asked to remove an exhibit, or part thereof, and fails to do so promptly, IPMI will remove the exhibit or part thereof, and the Exhibitor agrees to pay the reasonable costs of such removal. IPMI will not be liable for any damage to any party for the removal, whether in whole or in part, or prohibition of the exhibit that IPMI deems to be not suitable or in keeping with the character or purpose of the exhibition.
Your exhibit space does not include and therefore would need to be arranged for separately using one of the Official Contractors (a list is provided in your Exhibitor Kit) or your own contractor, with prior written consent from Show Management: Electrical, phone, internet or plumbing services, chairs, signage, furniture, or any booth fixtures, assembly, dismantle or rigging services, lead retrieval unit, cleaning of your booth during non-show hours.
Height and Size. IPMI accepts the International Association of Exhibitions and Events "Guidelines for Display Rules and Regulations" as booth configuration criteria for its show. Please note a copy of these rules will be included in your exhibitor kit.
In all questions of booth design or layout, IPMI reserves the final approval authority. Should a question arise regarding this or other guidelines, the matter should be submitted to IPMI well before set-up for a final determination. (See also “Space Selection Liability,” “Exhibitor Operation/Conduct/Right of Entry and Inspection,” and “Facility Rules”).
Colors/Carpeting. Draping color will be gold/white. The Tampa Bay Ballroom at the JW Marriott Water Street is a carpeted area. Please check the JW Marriott Water Street website for images.
Exhibit Space Assignments. Preferred exhibitors in good standing will be able to select space beginning March 2021. After this date, all space is assigned on a first-come, first-served basis at prevailing rates. IPMI shall act in good faith to assign space in the location selected by the Exhibitor; however, does not guarantee separation of competing exhibitors or guarantee neighboring space(s) indicated available will be completely occupied at time of the Event.
Priority Point Assignments/Calculations. Exhibitors receive priority points based on three categories: Size of space, history of exhibiting with IPMI, formerly IPI, and sponsorship/upgrades/advertising related to conference activities as well as advertising dollars spent with the Parking & Mobility magazine. Points are calculated in August of each year including all eligible advertising for 12 months prior and previous show exhibit space and sponsorships calculated for your official priority points status. For 2021, this program will be on hold due to space constraints. Your points for 2021 will be added to your 2022 calculation.
Space Selection Liability. Exhibitor assumes all liability of space selection during reservation process including but not limited to: acknowledgement of columns or other obstructions near selected space, neighboring exhibitors, and layout of space in relation to surrounding spaces. Exhibit sales are open until the Event dates; therefore, the floorplan and occupants are continually being modified. It is the Exhibitor’s responsibility to monitor any changes that may adversely affect the Exhibitor pre/post show or onsite. There will be no refunds issued for space based on Exhibitors’ selected location, misprints/typos/omissions in printed/digital material, columns or other obstructions, traffic flow, and/or neighboring Exhibitors.
Booth Cost/Payment Policy. Exhibit fees are shown on the official exhibit space price list. There is a substantial discount for exhibitors who are members of IPMI. To be eligible for member pricing, you must be an active member at time of reservation and at time of Event to take advantage of the discount. Booths located in prime areas (closer to the entrance/exit in the hall) also reflect prime (gold) pricing. Due to space constraints, bus areas will not be accommodated in 2021. Booth space will be assigned in accordance with the space reservation procedures.
A minimum of 50% of booth fees are due upon reservation by credit card up until September 30, 2021, in which full payment will then be due. IPMI will process payment as stated on contract with no exception. The remaining balance is due within 30 days by check or credit card. In the event a remaining balance has not been satisfied within the 30-day window, IPMI retains the right to cancel your booth reservation without notification or refund.
Exhibitors must be current with all obligations and any debts such as membership or advertising to the Association. Should exhibitor have outstanding debts with the Association, any exhibitor package fees received may first be applied to the outstanding debt. Any balance on the exhibitor package as a result must be paid immediately by exhibitor. If all payments and outstanding amounts are not paid in full by June 1, 2021, IPMI retains the right to cancel the Exhibitor’s space without further notice and without obligation to refund previously paid amounts. Any re-sale of exhibit space shall not result in a refund to the Exhibitor.
All booth assignments remain the exclusive prerogative of IPMI. In all reassignment cases, preference will be given to the exhibitor whose reservation and payment was received the earliest.
Occupation and Use of Space. Exhibitors will not be permitted for installation until full payment is received. There is no exception to this policy. Similarly, if an Exhibitor has an outstanding balance with the Official Show Contractor (GES), greater than 180 days, Exhibitor will not be permitted to move-in to their space and/or receive limited services from official show contractors including but not limited to: drayage, installation, cleaning, a/v, utility services, etc.
Exhibitor who fails to occupy its assigned space two hours prior to the published expo hours (set no later than 11:59 a.m. on Tuesday, November 30, 2021) and has not given IPMI the required written notice of cancellation will be considered “no show.” IPMI has the right to use “no show” exhibit space in such a manner as it may deem in the Event’s best interest. Failure to occupy exhibit space does not relieve the Exhibitor from their obligation to the terms of the Agreement and will impact an Exhibitors priority point status (See also “Priority Point Assignments/Calculations”). Any exhibiting company cancelling with a balance due is responsible for paying the remainder in full within 15 days of the cancellation.
Displays must remain fully intact and manned during all exhibit hours. No exhibits may be erected after official opening or dismantled before official closing times. Failure to adhere to this policy could result in one or more of the following: (a) penalty fines of up to 15% of your total booth costs, (b) the priority point status will revert to zero; (c) a 2 year ban from attending or exhibiting at the event, (d) preferred exhibitor status revoked for future events, (e) a surcharge of 15% added to your future exhibiting fees.
Subletting Space. No Exhibitor shall assign, sublet, or apportion the whole or any part of the space allotted, or exhibit therein, any other goods, apparatus, etc. than those manufactured or sold by the Exhibitor in the regular course of business. Sub-divisions, subsidiary organizations or partner product distributors that share space with a parent company will not be recognized as Exhibitors. This applies to booth personnel representatives’ badges as well as any listings in digital/print. There is no exception to this policy.
Care of Exhibit Space. Exhibitors shall care for and keep in good order all space occupied by them. Special cleaning and dusting of booth, display and equipment and material will be the Exhibitor’s responsibility and shall be performed at the exhibitor’s expense.
All goods of reasonable weight and bulk will be placed in exhibit space by IPMI or its appointed contractors. Exhibitor shall properly protect and maintain its exhibit space and appurtenant property. Exhibitors shall pay IPMI or its designee the cost of restoring Exhibitor’s space and appurtenances to the condition as of initial use by the Exhibitor; reasonable wear and tear expected.
Empty Crates/Box Storage. Exhibitors may not store crates and /or boxes in their booths. All exhibitors may request that the official contractor store empty crates and boxes for reuse prior to the opening of the Expo. IPMI Strategic Partners will have preferred return of empties at the end of the show.
Exhibitor Representation. Exhibitors earn three (3) complimentary exhibitor registrations per 100 square feet of space (each 10x10 space rented). Additional exhibitor registrations can be purchased. All company representatives must pre-registered and wear IPMI-furnished identification badges/lanyards at all times. Exhibit staff/personnel registrations are non-refundable. Exhibitors and distributors will be granted access to exhibit hall during all expo hours and up to one hour prior to and 30 minutes after published expo hall hours.
Exhibitor Operation/Conduct/Right of Entry and Inspection. (a) Exhibitors may not schedule private functions or events which conflict with officially scheduled IPMI events. IPMI reserves the right to request and enforce cessation of any non-approved activity as it sees fit; (b) Exhibitors may not use strolling entertainment, nor distribute samples, magazine, or advertising materials in any area outside their exhibit booth including but not limited to, paraphernalia that is associated with or representing a competing or similar entity as the Association or their publications. Any type of product distributed for purposes of display in other Exhibitors booths will be immediately removed and destroyed; (c) The use of objectionable amplifying or lighting equipment may not exceed reasonable limits. IPMI reserves the right to have exhibitors remove any strobe lighting that negatively affects other exhibitors or attendees; (d) All activities must be carried on in Exhibitor’s contracted exhibit space. Furthermore, product demonstrations, presentations, and entertainment located within an exhibitor's booth space may not cause significant obstruction of aisles or encroach on neighboring exhibits. Adequate space/seating for presentations and demonstrations must be provided by the exhibitor within the exhibitor’s booth. IPMI reserves the right to have the exhibitor discontinue any activity or dismantle any display/demonstration feature that interferes with normal traffic flow. To conduct a demonstration lecture within an exhibit, the exhibit space must be a minimum of 400 square feet and must be in a 20' x 20' configuration. Exhibitors are required to allocate adequate exhibit space near these gathering zones to conveniently accommodate company personnel and visitors. Linear exhibits do not qualify for demonstration lectures. (e) Entertainment, marketing schemes or activity outside of your assigned space for the purpose of generating traffic to your booth must have the express written consent of the Show Management prior to exhibit hall hours. Upon approval, this activity must not interrupt or cause harm to any other exhibitor or their display.
If an Exhibitor or Exhibitor Appointed Contractor (EAC) engages in any conduct in violation of this Agreement and/or applicable laws, IPMI reserves the right to cancel the Exhibitor’s space without further notice and without further obligation to refund monies previously paid and to re-sell or remove completely from show floor. IPMI further reserves the right to reject Exhibitor’s application in future shows. Further, IPMI in its absolute discretion, shall have the right at any time to enter and inspect the area occupied by Exhibitor. Exhibitors and their representatives shall always conduct themselves in a professional manner and shall not disparage or defame fellow exhibiting companies, IPMI, or the employees of aforementioned organizations, or engage in other activities detrimental to the Event.
Facilities Rules. Exhibitor agrees to comply with all rules and regulations prescribed by the management of the exhibit facilities, meet the requirements of all local authorities, and obtain, at their own expense, any necessary permits, licenses, or equipment, should any be required for the individual displays or the particular exhibit of the Exhibitor. Exhibitor agrees that failure to conform to all facility rules and regulations and local laws may result in the closure of its exhibit by IPMI.
Fire Protection. All booth material must be nonflammable and meet all requirements of JW Marriott Water Street.
Loss, Theft, Damage. Show Management provides limited perimeter guard security but shall not be liable or responsible for any loss, theft or damage to the property of Exhibitor, its employees or representatives. Further, Show Management will not be liable for damage or injury to persons or property during the term of this Contract, from any cause whatsoever, by reason of the use or occupancy of the exhibit space by Exhibitor, its employees, representatives or assigns. Exhibitor acknowledges that certain activities at the Show, especially during set-up and tear-down of the show, can be dangerous, and Exhibitor, on behalf of itself and each member of its exhibit staff, assumes such risk and waives any liability on the part of Show Management, Venue, and all Event Partners, and further assumes all liability for such risk. If Exhibitor's materials fail to arrive, or if for causes beyond its control, Exhibitor is prevented from using its space, Exhibitor is nevertheless responsible for its space rental. Exhibitor shall carry special insurance to protect all exhibit materials against damage, theft or other loss, and liability insurance against injury to persons and the property of others, including, but not limited to, Show Management. Additional show insurance is offered through our approved contractor. Due to insurance and safety considerations, children are not allowed in the exhibit hall during set-up and tear-down.
Further, IPMI considers purchasing or renting such lists as a violation of your participation in the event and may impose penalties/fines, including but not limited to loss of priority points associated with preferred exhibitors, cancellation of current or future participation, sponsorships included, resulting in no refund. This does not release the Exhibitor from the obligations of this contract.
Americans with Disabilities Act. Exhibitors shall be responsible for making its exhibit space accessible to persons with disabilities as required by the American’s with Disabilities Act and shall hold IPMI, its agents, and employees harmless from any consequences of exhibiting companies that fail in this regard.
Music Licensing. Exhibitors agree to comply with existing regulations on music licensing and agree to indemnify and hold harmless IPMI against any claims or expenses arising from noncompliance with these regulations.
Live/Video Streaming/Photography. Exhibitors and attendees are prohibited from videotaping, video streaming/wireless transmitting or photographing other exhibitors’ booths, events or activities during the IPMI Conference & Expo, without the express written permission of IPMI. However, an exhibit booth may be photographed or videotaped with the permission of the legitimate occupants of that booth, but that permission shall only apply to that exhibitor’s booth. By submitting your exhibit contract, the exhibitor gives consent to the IPMI professional photographer to use images of both your person(s) and/or your display. The prohibition against videotaping, video streaming/wireless transmitting or photographing the event extends to members of the press unless they are registered as press and possess a “press” badge/ribbon. Booth personnel should immediately notify IPMI’s show management if they believe their booth or another booth is being photographed/videotaped without permission. Television and/or video cameras (including webcams) are prohibited without prior written approval of IPMI show management. IPMI reserves the right to deny, alter or limit such access or distribution as the Event is the proprietary property of the IPMI. In the case that sponsorships, advertising, partnerships or anything similar is sold based on content obtained from the Event, whether on the show floor or elsewhere tied to the Event, IPMI reserves the right to claim all such proceeds from seller without penalty. Any legal fees incurred by IPMI to secure such revenue/proceeds will be at the expense of the party in violation.
Exhibitor Service Kit. Exhibitor Service Kits will be available through the Exhibitor Service Center (ESC) on the official Conference website no less than four months from the Event. Kits will include a list of all approved and appointed official contractors, any amended or additional rules and regulations, display rules, installation/dismantle schedules, registration information, official contractor order forms and pricing, shipping and drayage, utilities and auxiliary services order forms, audio/visual, photography forms, additional visibility opportunities, and a helpful deadline checklist to ensure you are meeting all deadlines. Additional fees will be incurred after deadlines.
Unions and Official Contractors. Exhibitor shall employ labor only from sources officially designated by Show Management for the installation, maintenance and dismantling of its exhibit, and shall use only the service organizations officially designated by Show Management for all services in connection with the installation, maintenance, cleaning and dismantling of exhibits and in connection with the operation of projection devices. Exhibitor agrees to abide by and comply with all rules and regulations imposed by local unions having arrangements with the JW Marriott Water Street or with authorized contractors engaged by Show Management. Exhibitor must request Show Management’s authorization to use an Exhibitor-appointed contractor no later than forty-five (45) days prior to the first scheduled installation date for the Show. Show Management shall have the right, but not the obligation, to resolve disputes or disagreements between Exhibitor(s), or between Exhibitor(s) and official contractors or labor organizations. In the event of such dispute, any action or decision by Show Management intended to resolve the dispute shall be binding on the Exhibitor(s).
GES Exposition Services has been named the Official General Contractor. Inquiries regarding contractor services may be directed to GES. A complete list of Official Service Contractors will be included in your Exhibitor Service Kit. Use of any service contractor not previously approved by IPMI or JW Marriott Water Street may be denied access to the exhibit show floor which could mean you would not receive the contracted services or you may incur additional fees to secure services with an approved contractor.
Exhibitor Service Desk. Provisions have been made to maintain an Exhibitor Service Desk, located on the show floor, throughout the exhibition’s installation, operation, and dismantling period.
Listing and Promotional Materials. By exhibiting at the Event, Exhibitor grants IPMI a fully paid, perpetual, non-exclusive license to use, display, and reproduce the name of the Exhibitor in any directory or listing of exhibitors or Event and to use such names in promotional materials. IPMI shall not be liable for any errors in any listing or for omitting any Exhibitor from any directory or listing pertaining to the Event.
Liability. The Agreement shall not constitute or be considered a partnership, employer-employee relationship, joint venture or agency between IPMI and the Exhibitor. Exhibitor agrees to indemnify, hold harmless, and defend International Parking & Mobility Institute, GES, Security (TBD), eShow, Tampa Hilton Downtown, and JW Marriott Water Street and their respective members, officers, directors, agents, and employees (‘indemnities’) from and against any and all liabilities, damages, actions, losses, claims, and expenses (inclusive of attorney’s fees) on account of personal injury, death, or damage to or loss of property or profits arising out of or contributed to by any act, omission, negligence, fault, or violation of a law or ordinance by the Exhibitor or its employees, agents, contractors, patrons, and invitees caused by Exhibitors installations, maintenance, occupancy or use of the exhibition premises or a part thereof.
Insurance. Exhibitors must obtain insurance policies covering exhibiting materials at the IPMI Event. Exhibitor should also consider public liability, bodily injury, and property damage insurance. Such insurances shall name the Event facility, IPMI, and the Official General Contractor (GES) as additional insureds. Upon request, Exhibitor shall provide a certificate of insurance to IPMI.
Protection of Facility. Exhibitor shall not use the exhibit facilities or permit them to be used by any employee, patron, contractor, or invitee: (a) for any illegal purpose; (b) in conflict with any applicable law, ordinance, rule, or regulation of any governmental authority; (c) in any manner that could violate the insurance or increase the rate of insurance on the facilities; (d) in any manner that constitutes any waste or nuisance; (e) in any manner that causes any injury to the facilities; or (f) in violation of any applicable rule or regulation issued by management of the exhibit facilities.
Exhibitor Violations. Violations of any of these regulations on the part of the exhibitor or his employees or agents shall, at the option of IPMI Conference & Expo Show Management, cancel the license to occupy space, and such exhibitor shall forfeit to the Association all monies paid. Upon evidence of violation, the Association may reenter and take possession of the space occupied by the exhibitor and may remove all persons and goods at the exhibitor’s risk. The Exhibitor shall pay all such expense and damages which the Association may incur and shall forfeit all monies paid or due the Association on account thereof. The Exhibitor waives any right to service of written notice of the Association’s intention to terminate this agreement and repossess space occupied by the exhibitor.
Interpretation and Enforcement. These rules and regulations are to be construed as a part of all space applications and contracts IPMI has full power to interpret and enforce all regulations for the Event and the power to make amendments and/or further regulations that are considered necessary for the proper conduct of the Event. Such decisions shall be binding on all Event exhibitors. Failure to comply with any rule or regulation may be sufficient cause for IPMI to require immediate removal of the offending exhibitor and may result in forfeiture of all further rights to exhibit at future events sponsored or held by IPMI, together with all fees paid.
Right to Change Location, Dates, and/or Terms & Conditions. Show Management retains the right to change the Exhibition location, dates, and/or rules upon notice to Exhibitor. Any additional details not specifically covered by the terms and conditions contained herein shall be subject to the decision and at the discretion of IPMI. At the sole discretion of IPMI; changes, amendments, or additions may be made to these terms and conditions. Any such changes shall be binding on Exhibitors equally with the other terms and conditions contained herein.
The terms and conditions below form part of the Exhibitor Terms & Conditions made between the International Parking & Mobility Institute and the Exhibitor/Advertiser/Sponsor. IPMI has full power to interpret and enforce all terms and conditions and the power to make amendments and/or further conditions that are considered necessary to maintain IPMI business objectives and branding. Such decisions shall be binding on all advertisers/sponsors.
· Attendee List (Access/Use) Terms and Conditions
· Advertising Terms and Conditions
· Sponsorship Terms and Conditions
Attendee List (Access/Use) Terms & Conditions. The 2021 International Parking & Mobility Institute Conference & Expo attendee list, including full details (pre & post show) is only available to *confirmed and in good standing Strategic Partners. The following terms and conditions will be applicable to any organization that is provided [pre and post show] list of attendees:
Advertising Terms & Conditions. The performance of the sponsorship agreement by either party, in part or in full, is subject to acts of God, war, government regulations, disaster, acts of terrorism, strikes, civil disorders, and delay in providing service preventing at least 25% of contracted participants from access or any other emergency beyond the control of either party making it inadvisable or impossible to provide services.
Sponsorship Terms & Conditions. The performance of the sponsorship agreement by either party, in part or in full, is subject to acts of God, war, government regulations, disaster, acts of terrorism, strikes, civil disorders, and delay in providing service preventing at least 25% of contracted participants from access or any other emergency beyond the control of either party making it inadvisable or impossible to provide services.
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