AWEA-Offshore-WINDPOWER-2013-Reservation-Form

Exhibitor Information The contact person listed below will be AWEA’s internal exhibition booth contact. This person does not need to be the contact listed on our website and in the on-site Show Directory.Exhibiting Company NameParent Company NameContact NameTitleAddressCity State/Province Zip/Postal CodeCountryPhone FaxEmail WebsiteAdditional Contact Person Name and EmailExhibition Fees By July 22, 2013 After July 22, 2013AWEA Corporate and Utility Business Members: $29/SF $31/SFAWEA Associate and Academic Business Members: $31/SF $33/SF Total Booth Size _________ SF x Cost Per SF $_________ = Total Booth Cost $___________ Deposit Amount $___________ A deposit of 50% is required to reserve a booth before 7/22/13, 100% is required after 7/22/13. All booths must be paid in full by 7/22/13. An invoice will be sent for any remaining payment.Required deposit MUST accompany application or booth will not be reserved.Payment Informationo Please Invoiceo Wire transfer – bkopp@awea.org or 202.383.2543o Mastercard o VISA o American ExpressCredit Card Number Security Code*Cardholder Name Expiration Date *3 or 4 digit number on back of card in the signature line, or for American Express, on front of card above the credit card number.I have read, understand, and agree to comply with the rules and regulations governing the OFFSHORE WINDPOWER Conference & Exhibition as they are printed on the front and back of this form.Signature DatePrint Namewww.windpowerexpo.orgAre you an AWEA Member?Exhibiting companies must be Business Members of AWEA. In addition, sharingan exhibit booth with a member or non-member company is not permitted. Please mark your membership status below. If you are unsure of your membership status, contact membership@awea.orgo Corporate o Utility o Associate o AcademicBooth PreferencesPlease indicate your booth preference by number using the online exhibit hall floor plan. Visit www.offshorewindexpo.org to view a real-time interactive floorplan showing available booth space. Booth assignments will be made by AWEA based upon the advance sales priority point system, the order applications are received with the required deposit, and the best interest of the overall exhibition.First ChoiceSecond ChoiceThird ChoiceIf you prefer a booth size that is not pre-drawn on the exhibit floor plan, we will attempt to accommodate your needs. Simply refer to the on-line floor plan and contact Brandon Kopp, bkopp@awea.orgReserve Your Booth Early for Prime Spotsemail exhibition@awea.orgmail AWEA OFFSHORE WINDPOWER Conference & Exhibition 1501 M Street, NW, Suite 1000 Washington, DC 20005fax 202.293.2567phone 202.383.2514 www.offshorewindexpo.orgContributions to AWEA and fees for AWEA events are not tax deductible as charitable contributions, but may be deductible as ordinary business expensesTerms and Conditions1. Contracts for Display SpaceThis document constitutes the sole written legal agreement (“the AGREEMENT”) between the American Wind Energy Association (“AWEA”) and parties choosing to obtain space to exhibit at AWEA events. (“EXHIBITORS”) It includes the enclosed application for space, formal notice of space assignment by AWEA and the rules and regulations which EXHIBITORS must comply with at all AWEA events, including those posted on the AWEA website. The AGREEMENT becomes effective upon receipt by AWEA of full payment of rental charges for the right of use of space at an AWEA event. The space assigned by AWEA may be changed as determined in the sole discretion of AWEA under this AGREEMENT. 2. Assignment of SpaceAWEA will assign use of space and booths to EXHIBITORS as quickly as possible after an application for space is received, subject to the availability of space preferences, special needs, and the compatibility of exhibitors. Every effort will be made to respect each EXHIBITOR’s choice of booth space; however, AWEA reserves the right to make the final determination as to all space assignments and the acceptability and appropriateness of all displays. EXHIBITOR will promptly attempt to remedy any objection AWEA has to its booth display. AWEA may adjust the exhibition floor plan as needed at any time.3.1 PaymentA non-refundable deposit is required with each EXHIBITOR application. A deposit of 50% must be received within 30 days of the reservation or the application will be subject to cancellation. Payment of 100% of the booth cost is due if reserved after July 22nd, 2013. The EXHIBITOR will receive a “Balance Due” invoice for the required monies if it is reserving the booth prior to July 22nd, 2013. If the EXHIBITOR is reserving a booth after July 22nd, 2013, then payment must be made for the full 100% price at the time of purchase. All checks should be in U.S. dollars, drawn on a U.S. bank, and made payable to the “American Wind Energy Association” or “AWEA.” If an EXHIBTOR’s AWEA membership and booth fees are NOT paid in full by August 5th, 2013, the booth will be canceled and no previous booth payments will be refundable. 3.2 Increase of reserved booth space:If at any point an EXHIBITOR requests a larger booth space or an increase in size of the contracted space, the additional space will be billed to the EXHIBITOR at the price appropriate to their membership level. The new total price and larger booth size will become the contracted booth space immediately. 3.3 Reduction of reserved space:Beginning 60 days after the original date of booth reservation or 21 days after an EXHIBITOR increases the size of a reserved booth, whichever is shorter, any reductions in the size of the contracted booth space, either by decreasing the size of the existing booth location or by moving into a smaller booth location, will incur a penalty of $20 per square foot of reduced space. This amount will be added to the EXHIBITOR invoice and must be paid in full per the payment guidelines listed. After July 22nd, 2013, there will be no reductions from the contracted booth’s price in the event that an EXHIBITOR chooses to decrease the size of the booth or move to a smaller booth location.4. Refund for CancellationShould the EXHIBITOR be unable to occupy and use the exhibit space contracted, the EXHIBITOR shall promptly notify AWEA in writing. Requests for a potential refund must be received in the AWEA office on or before 5p.m. eastern standard time (“EST”) on March 22nd, 2013. For requests received before 5pm EST, March 22nd, 2013, all sums paid by the EXHIBITOR, less a service charge of 50% of the net contract price, will be refunded. After March 22nd, 2013, no refunds will be considered for any amount paid to date. After July 22nd, 2013, any EXHIBITOR cancelling a booth 1000 square feet or larger, or downsizing by more than 1000 square feet, will forfeit any amount paid, and be invoiced for a cancellation fee equivalent to 20% of the total amount of the original reservation.5. BoothsEach EXHIBITOR is furnished with a 10 foot x 10 foot booth minimum, with an 8’ high background drape and 3’ high side divider drape for in-line booths. A 7” x 44” sign will be furnished with the EXHIBITOR’s name and booth number. Carpet for each EXHIBITOR’s booth is required. Furniture, labor, drayage, signs, and other booth furnishings may be ordered at standard rates from the official show decorator. Electricity and other services may be obtained by completing the appropriate application enclosed in the exhibitor kit. Complete details will be forwarded to each EXHIBITOR following confirmation and assignment of booth space. The show decorator will maintain a service desk in the exhibit area during set-up and teardown. Exhibits shall be arranged so as not to obstruct the general view, or hide the exhibits of others. Refer to the EXHIBITOR DISPLAY RULES on the WINDPOWER website or contact exhibition@awea.org for more information. Specifications vary between convention centers. For oversized or unusual booth or equipment display, contact AWEA for approval. 6. Use of Display Spacea) In the event the EXHIBITOR fails to install or have installed his or her display within the time limit set for opening, or fails to comply with any provisions concerning the use of display space, AWEA shall have the right to take possession of said space and resell same, or any part thereof.b) All demonstrations and distribution of literature and promotional materials must be confined to the limits of the exhibitor’s booth or assigned table display space. Sharing an exhibit booth is not permitted. EXHIBITORS must display goods or services directly related to their regular course of business unless otherwise approved by AWEA.c) Exhibits that include the operation of audio equipment or any noise-making machinery must be operated so that the resulting noise will not annoy or disturb adjacent exhibitors. And must comply as per the Show Rules and Regulationsd) EXHIBITORS are required to have their exhibit space manned, neat and orderly at all times throughout the event.e) No EXHIBITOR shall have the right, prior to closing of the exhibition, to pack or remove articles from exhibit without permission from and approval in writing from AWEA.f) Use of motorized equipment (such as, but not limited to, air blimps) are not permitted within in-line booths. Requests for use of motorized equipment in island booths must be submitted in writing for approval by AWEA.g) EXHIBITORS are required to adhere to AWEA’s EXHIBIT DISPLAY RULES. These regulations ensure fair exhibiting standards and consistency among the displays and include information about display heights, line of site violations, and much more.h) Balloons or any type of helium inflated product is NOT allowed in the exhibit halls.i) Exhibitor Appointed Contractor (“EAC”) and Certificate of Insurance (“COI”) forms are all due to AWEA 60 days prior to the opening of the event. If paperwork is not sent to show management, booth set up will not be permitted on show site.7. Exhibitor ActivitiesEach EXHIBITOR agrees not to schedule or conduct any outside activity including but not limited to receptions, seminars, symposiums, and hospitality suites that are in conflict with the official program of the Conference and Exhibition, whether such activities are at or away from the show locations. Exhibitor will submit to AWEA 30 days prior to the exhibit date any program the exhibitor intends to hold at or in conjunction with its exhibit for written approval as to time, date, and place. Failure to adhere to this policy could result in cancellation of your exhibit booth.8. ComplianceEach EXHIBITOR assumes all responsibility for compliance with all pertinent ordinances, regulations, and codes of duly authorized local, state, and federal governing bodies concerning fire, safety, and health, together with the rules and regulations of the operators and/or owners of the property wherein the exhibit is held. Federal, state, and city laws must be strictly observed. Cloth decorations must be flameproof. Wiring must comply with fire department and underwriters’ rules.9. LiabilityThe American Wind Energy Association (“AWEA”), OFFSHORE WINDPOWER 2013 Conference and Exhibition, the Rhode Island Convention Center, all conference hotels, the official show decorator, and their agents or employees, shall not be responsible for any loss, theft or damage to the property of the EXHIBITOR, his or her employees or representatives. Further, AWEA will not be liable for damage or injury to persons or property during the term of this agreement from any cause whatsoever by reason of the use or occupancy of the exhibit space by the EXHIBITOR or his/her assigns, and the EXHIBITOR shall indemnify and hold harmless AWEA from all liability which might ensue from any cause whatsoever. If the EXHIBITOR’s materials fail to arrive, the EXHIBITOR is nevertheless responsible for all amounts due hereunder. The exhibitor understands that none of the above organizations or sponsors maintain insurance covering the exhibitor’s property and it is the sole responsibility of the exhibitor to obtain such insurance. All EXHIBITORS are required to supply a Certificate of Liability Insurance for the exhibition which names AWEA as additionally insured.10. Cancellations or Termination of ExhibitionIn the event that the premises where the exhibition is to be held shall, in the sole determination of AWEA, become unfit or unavailable for occupancy, or shall be substantially interfered with by reason of picketing, strike, embargo, injunction, act of war, act of terrorism, act of God, fire or state of emergency declared by a government agency, by reason of any other occurrence beyond the control of AWEA, AWEA may postpone or cancel the exhibition. In case AWEA for any reason determines to postpone or cancel the exhibition, the EXHIBITOR waives all claims the EXHIBITOR might have against AWEA for damages or expenses and agrees to accept in complete satisfaction and discharge of all claims against AWEA a refund of all amounts paid by the EXHIBITOR to AWEA in accordance with this AGREEMENT. 11. No Guarantee of ResultsAWEA does not warrant or guarantee any particular results of the exhibition, nor does it guarantee a particular number of attendees or exhibitors.12. Outdoors DisplayThis agreement applies to both the indoor exhibition and the outdoor display (if and when they occur) of wind energy hardware (if there is an outdoor exhibit). AWEA reserves the right to cancel any outdoor exhibit if deemed necessary due to weather or other circumstances beyond AWEA’s control. AWEA, its agents or employees shall not be responsible for any loss, theft, or damage to the property of the EXHIBITOR, his or her employees or representatives. AWEA is not responsible for providing security to any outdoor displays nor is liable for any personal injury related to the outdoor exhibit.13. No PartnershipThis contract shall not be construed to create a partnership between AWEA and any EXHIBITOR nor otherwise to create any agency or legal relationship other than that created as parties to this AGREEMENT. Neither party may act on behalf of the other without first receiving written authorization of such agency.14. Complete AgreementThis contract incorporates and constitutes the full understanding of the parties and supersedes any and all prior agreements, understandings, or representations. The parties hereby agree that there are no other understandings or agreements between the parties, which are not contained in this written contract. No change or amendment to this AGREEMENT will be effective unless made in writing by AWEA.15. Exhibition Personnel All companies exhibiting at WINDPOWER must be responsible for seeing that all personnel comply with all applicable federal, state and local law and ordinances and must act and speak in a non - discriminatory manner and avoid offensive, racist or sexist remarks and conduct themselves in an ethical manner. Graphic materials must portray high business ethics and may not be lewd or sexual in nature. If booth models or other personnel are hired to this event, they are to dress in a professional manner and to act accordingly. AWEA reserves the right to request changes to booth displays or exhibition personnel. 16. Labor Rules Each EXHIBITOR agrees to fully comply with the labor rules and regulations of the convention center and/or city in which the AWEA event is held. For questions concerning the specific labor regulations at this year’s facility, please contact the AWEA Exhibition Team at exhibition@awea.org or 202.383.2500.www.offshorewindexpo.org