Definitions
The Saskatoon Family Expo provides a market for information, products, and services to families expecting a baby or with young children. The Saskatoon Family Expo is hereinafter referred to as “Expo.” The business or individual applying for exhibit space at the Expo is referred to as “Exhibitor” and “Venue” means the facility in which the Expo is conducted.
General Agreement
Applications for exhibit space shall be subject to the approval of event management. Event management reserves the right to reject applications with or without cause, if in the best interest of the Expo. Upon acceptance of the Account Application by event management in writing, it shall be a legally binding agreement between the exhibitor and event management.
Event management reserves the right to interpret this agreement and to adopt further regulations as may be deemed necessary by it for the general success of the Expo, including, but not limited to, the conditions, rules and regulations stated herein. Exhibitor agrees to accept event information sent by event management via email, fax, or any other method of communication.
Exhibitor Conduct
Exhibitors are permitted to collect contact information from attendees through draws, giveaways, registrations, etc. This is restricted to the exhibitor’s assigned area only. Interactive booths are encouraged, but must remain in the exhibitor’s immediate area only. Selling and promoting of products and services are permitted, but must be done professionally and appropriately. Ready to eat food and drink items are not to be available for purchase. Small free samples may be given away. No catering provisions whatsoever will be permitted. Selling prices to include tax is advised. Exhibitors may not display products or material from any other businesses in their area unless requested and approved by event management. No open flames are permitted and will cause immediate expulsion of the exhibitor. Event management reserves the right to decline, prohibit, or expel any exhibitor, exhibit, or item which is deemed objectionable, inappropriate, or out of keeping with the character of the Expo by event management. Exhibitors must staff their booths from 10 am to 5 pm on Saturday.
No set up or tear down of booths is permitted during event hours. Premature tear down will result in a $50 fine. Any materials left behind after the tear down period will be disposed of by event management at their discretion.
Exhibitor Responsibilities
Exhibitor shall comply with each and every term of this Agreement, as well as applicable rules, regulations, guidelines, by-laws, ordinances, or regulations of any town, city, provincial, administrative, regulatory or governing body. Exhibitor acknowledges that event management shall make the final decision with regard to the implementation and/or enforcement of any contract term, or applicable rule or regulation. Exhibitor is responsible for payment for labor, equipment, and services (other than general heat, lighting and air conditioning) ordered at the request of exhibitor from service or contractors, including but not limited to electricians, decorators, shippers, material handling companies, cleaning services, etc. Exhibitor shall at all times observe the labor laws of the jurisdiction in which the Expo is located. Furthermore, exhibitor agrees to obtain at its sole expense any licenses or permits from governmental bodies which may be required for the operation of exhibitor’s trade or business during the Expo and exhibitor agrees to pay all taxes, including all sales taxes, and fines that may be levied or due as the result of the exhibitor’s exhibit at the Expo. Event management is not responsible or liable for any promotional schemes undertaken by exhibitor. Any exhibitor not complying with the rules and regulations shall be required to dismantle its exhibit and shall vacate the premise forthwith. In such event, no refund will be given to exhibitor, and event management shall not be responsible for any damages, costs or losses suffered by exhibitor.
Limit of Liability
Exhibitor agrees that event management, event management’s service contractors, the venue and their representatives, employees and agents are not liable for any injury or damage that may occur to exhibitor, or to exhibitor’s employees, agents, guests or property from any cause whatsoever, prior to, during or subsequent to the period covered by this Agreement. Exhibitor assumes responsibility and agrees to protect, indemnify, defend, save and hold harmless event management and its corporate agents, officers and employees against all claims, liabilities, losses, damages, governmental charges, and costs (including attorneys’ fees) arising out of, caused by, or relating to (1) exhibitor’s installation, removal, maintenance, occupancy, or use of the Expo’s premises or any part thereof; (2) any act or omission to act of exhibitor or its guests, invitees, employees, agent, or contractors; (3) the use of any patents, trademarks, copyrights, or other intellectual property rights owned by a third party; (4) any breach by exhibitor of its obligations under this Agreement, or (5) any other claims or expenses arising out of the venue. Exhibitor assumes responsibility or liability for losses, damages and claims arising out of injury or damage to, or caused by exhibitor’s displays, equipment, employees or representatives.
Exhibitor agrees to pay promptly for any and all damage to the venue or its equipment, incurred through carelessness or otherwise, caused by the exhibitor, its employees, agents, contractors or representatives. Exhibitor acknowledges that event management does not maintain insurance covering damage, destruction or loss of exhibitor’s property and event management assumes no responsibility for loss or damage to the exhibitor’s property. Accordingly, it is the sole responsibility of the exhibitor to obtain any and all insurance they deem necessary for covering any losses, damage or destruction of said persons or property. Exhibitor is responsible for the full cost of the exhibit rental and no refund shall be forthcoming. Exhibitor expressly holds event management harmless and hereby expressly releases event management from any and all claims and actions including without limitation, claims, and actions arising out of the postponement or cancellation of the Expo, and claims and actions directly or indirectly related to any loss, damage or injury incurred by exhibitor or exhibitor’s guests, invitees, agents, servants, contractors, or employees. In no case shall event management or any of its affiliates be liable for any special, incidental, indirect, punitive, or consequential damages arising out of or in connection with this Agreement. Notwithstanding the foregoing, the maximum liability of event management and its affiliates and exhibitor’s remedy for any claim of loss or damage arising from or related to this Agreement, regardless of the form of action, whether arising out of any tort, contract, legal or equitable claim or cause of action whether cumulative or singular, joint or several, shall be limited to one-half of the fees paid to event management hereunder.
Safety
All display materials used for decoration must be flameproof. All electrical wiring, electrical equipment, or devices used in, about, or on exhibits must be in good condition and able to pass fire and/or electrical inspection, as well as conform to all federal, provincial, municipal, and other applicable codes or laws. All hazardous items must be properly safeguarded, protected, and registered and/or avoided in accordance with all federal, provincial, municipal, and other applicable codes or laws. Exhibitor’s material or products may not block access to exhibit or cover electrical wires or outlets. Exhibitors shall cooperate responsibly with all local ordinances and facility management rules regarding health, fire prevention, and public safety. If inspection of an exhibitor’s booth discloses a failure to comply with any applicable code or regulation, or if event management determines that all or part of an exhibit presents a fire or safety hazard, event management may cause the removal of all or a portion of such exhibit at the exhibitor’s expense. Exhibitor accepts full and sole responsibility for any and all damage, fees, fines, or costs associated with failure to comply with any safety rules and requirements.
Area Assignments
Booths will be assigned on a first come, first served basis. There will be no changing areas or switching with other exhibitors. Every effort will be made to ensure a fair location for every exhibitor (for example, one specialty shop will not be placed by another if possible). Event management shall have the right, in its sole discretion, to change or cancel an exhibitor’s booth assignment after the acceptance of this agreement, if it is deemed to be in the best interest of the Expo Cancellation or Change of Show Venue: If the venue becomes unfit for occupancy or substantially interfered with due to any cause not within the control of Event management, the Expo may, at the sole discretion of event management, be cancelled, relocated, or delayed. Exhibitor understands and acknowledges that event management shall not be responsible for delays, damage, loss, increased costs, or other unfavorable conditions arising out of causes not reasonably within the control of event management. Should event management cancel, relocate, and/or delay the Expo pursuant to any condition not under the control of event management, exhibitor hereby waives any and all claims for injury, loss or damage arising there from. Marketing: Exhibitor’s name and website may be displayed on the Expo website. The Expo will be advertised through sponsors, posters, flyers, postcards, direct mailings, Facebook, Kijiji, local media, local forums, and local newspapers. Exhibitors are encouraged to market the Expo website whenever possible.
Refund/Cancellation Policy
If any cancellations need to be made the Exhibitor must notify us in writing a minimum of 30 days prior to the event date. A 20% administration fee will be held and the remainder will be credited back to the Exhibitor. Any cancellations made less than 30 days prior to the show or any Exhibitor who does not attend the day of the show for any reason will not receive a refund.
Miscellaneous
Event management shall have sole control over admission policies at all times. Exhibitor acknowledges and agrees that event management makes no representation or warranties with respect to the number of Expo attendees, or the demographic nature of such attendance. Exhibitor agrees that event management will not be liable in the event of any errors or omissions in the Expo’s program listing or in any related materials. If any provision or portion of this Agreement is found to be unenforceable by a court of competent jurisdiction, that provision will be enforced to the maximum extent permissible so as to affect the intent of the parties and the remainder of this Agreement will continue in full force and effect. Exhibitor agrees that participation in the Expo is not exclusive and that participation in the Expo does not hold exhibitors back from participating in other events of any type. This Agreement shall be governed by SK law, without application of its conflict of laws principles. Any suit relating to this Agreement shall be instituted in a provincial or federal court in SK and the parties submit to the jurisdiction of any such court. By signing the application, exhibitor agrees to adhere to the terms and conditions and to the decisions of show management. Any changes to terms and conditions will be resubmitted to exhibitors promptly.
We are here for you!
One of our goals is to provide a fantastic event for our exhibitors with a smooth and enjoyable application process.