Ultimate Wedding Expo
Exhibitor Rules & Guidelines
The following Exhibitor Rules & Guidelines are an addendum to the Ultimate Wedding Expo Exhibitor Registration Agreement and are incorporated into that Agreement. These guidelines are designed to provide an organized, professional, safe, and successful event for exhibitors, attendees, and Show Management.
1. Exhibit Space
In consideration of the fees specified in the Exhibitor Registration Agreement, Ultimate Wedding Expo (“Show Management”) grants the Exhibitor a revocable license to occupy the exhibit space assigned to the Exhibitor for the applicable Ultimate Wedding Expo (“Show”).
2. Set-Up
Exhibitors may set up their displays only during the designated move-in and set-up hours provided by Show Management. All exhibits must be completely set up and ready for attendees no later than 30 minutes before the Show opens.
Show Management reserves the right to reclaim or reassign any exhibit space that has not been occupied at least 30 minutes prior to the Show opening, without refund or credit of exhibit fees.
3. Breakdown & Removal
Exhibitors may not dismantle, pack, or remove any portion of their exhibit before the official closing time of the Show.
All exhibits, materials, equipment, and property must be removed from the facility no later than two hours after the Show closes, unless otherwise directed by Show Management or the facility.
Exhibitors who begin dismantling or leave the Show prior to its official closing time may forfeit their eligibility to receive the attendee marketing list, if applicable.
4. Exhibitor Space & Solicitation
Exhibitors may promote their businesses and distribute marketing materials only from within their assigned exhibit space.
Displays, signs, merchandise, equipment, and other materials may not extend into aisles or neighboring exhibit spaces. Exhibitor representatives may not solicit attendees from aisles, entrances, common areas, or other locations outside their assigned space.
Exhibitors are expected to conduct themselves in a manner that does not interfere with neighboring exhibitors or the movement and experience of attendees.
5. Products & Businesses Promoted
Exhibitors may promote only the products and services normally offered by the business registered for the Show.
An Exhibitor may not advertise, display, distribute materials for, or otherwise promote another individual, company, organization, or event from its exhibit space without prior written approval from Show Management.
Exhibitors are responsible for any unauthorized use of their exhibit space. In the event of an unauthorized promotion or use, Exhibitor agrees that damages payable to Show Management may be assessed in an amount equal to the cost of the Exhibitor’s space.
6. Facility Protection
Exhibitors may not attach, tape, nail, screw, staple, or otherwise affix materials to walls, columns, windows, doors, floors, ceilings, fixtures, or other surfaces of the Show facility except where specifically permitted by the facility or Show Management.
Exhibitors are responsible for leaving their exhibit space in the same condition in which it was received and may be responsible for any damage caused by the Exhibitor, its employees, contractors, or representatives.
7. Exhibitor Badges
Exhibitor representatives must wear the official exhibitor badge or other identification provided by Show Management while participating in the Show.
8. Laws, Licenses & Regulations
Exhibitors are responsible for knowing and complying with all applicable federal, state, and local laws, ordinances, regulations, and facility requirements, including those related to business licensing, sales tax, health and sanitation, fire prevention, public safety, copyright, music licensing, and other applicable requirements.
9. Food & Beverage Sampling
Distribution of food, beverages, or edible samples requires prior approval from Show Management and must comply with all requirements established by the Show facility and applicable health and public safety authorities.
Exhibitors distributing food or beverages may be required to provide Show Management with a hold harmless agreement and proof of liability insurance with coverage of not less than $300,000, or such greater amount as may be required by the Show facility.
10. Sound & Audio Equipment
The use of amplified sound, music, microphones, speakers, televisions, video presentations, or other audio equipment is permitted only when it does not interfere with neighboring exhibitors or the overall operation of the Show.
Show Management has sole discretion to determine when sound levels are disruptive and may require an Exhibitor to reduce the volume or discontinue the use of sound equipment.
11. Displays & Exhibitor Conduct
Show Management reserves the right to restrict, modify, or remove any display, activity, material, or exhibit that, in the judgment of Show Management:
* Violates these Rules & Guidelines;
* Extends beyond the assigned exhibit space;
* Interferes with neighboring exhibitors or attendees;
* Creates a safety hazard;
* Is inappropriate or offensive;
* Detracts from the professional appearance or character of the Show; or
* Otherwise interferes with the orderly operation of the event.
Such action may be taken without liability for refund or credit of exhibit fees.
12. Attendee Marketing Lists
If an attendee marketing list is included with or purchased as part of an Exhibitor’s participation, the list will be provided only after the Exhibitor has fulfilled all applicable Terms and Conditions of the Exhibitor Agreement.
Show Management reserves the right to implement measures necessary to protect attendee privacy, comply with applicable laws, and prevent unauthorized use of attendee information. Such measures may include seeding or monitoring the list and establishing limits on how the information may be used.
The attendee list is provided solely for the use of the registered Exhibitor. Exhibitor may not sell, rent, lend, share, transfer, or otherwise provide the list or any portion of it to another individual, company, organization, or event.
The list may not be used to promote another business or event, even when such promotion is combined with information about the Exhibitor.
Exhibitor accepts responsibility for unauthorized use of the attendee list and agrees that damages resulting from such unauthorized use may be assessed by Show Management.
All use of attendee information must comply with applicable privacy, email, telephone, text messaging, and marketing laws and regulations.
13. Cancellation by Exhibitor
Exhibitor acknowledges that Show Management begins providing services and benefits immediately upon registration and reserves exhibit space that may no longer be available for sale to another business.
Accordingly, Exhibitor registrations are non-cancelable unless otherwise specifically stated in writing by Show Management. Failure to make full payment, attend the Show, or occupy the assigned exhibit space does not relieve the Exhibitor of its financial obligations under the Agreement.
14. Payments
All fees must be paid according to the payment schedule specified in the Exhibitor Registration Agreement.
Show Management may assess a late fee of up to 5% on payments not received by their specified due dates.
Unless otherwise expressly stated in writing, all payments are nonrefundable and nontransferable. Exhibitors may not assign or transfer their exhibit agreement or exhibit space to another business without written approval from Show Management.
A $50 fee may be assessed for any check or payment returned or rejected by a bank or financial institution.
15. Events Beyond the Control of Show Management
If adverse weather, fire, casualty, natural disaster, labor dispute, public health emergency, pandemic, government action, act of God, or another circumstance beyond the reasonable control of Show Management prevents or materially affects the Show, Show Management may reschedule, relocate, modify, or otherwise adjust the Show as reasonably necessary.
The terms of the Exhibitor Agreement and these Rules & Guidelines will remain applicable to any rescheduled or relocated Show.
Show Management shall not be responsible for losses or expenses incurred by Exhibitor as a result of such rescheduling, relocation, or modification.
16. Cancellation by Show Management
Except as otherwise provided in this Agreement, if Show Management cancels the Show and does not provide a rescheduled or replacement event, or is unable to provide Exhibitor with exhibit space, Show Management’s liability shall be limited to a refund of applicable exhibit fees paid by Exhibitor.
Such refund shall constitute full and final settlement of any claims arising from the cancellation or inability to provide exhibit space.
17. Exhibit Location
Show Management will make reasonable efforts to accommodate an Exhibitor’s requested exhibit size and location; however, specific locations are not guaranteed unless expressly stated in writing.
Show Management reserves the right to modify the floor plan, adjust aisle configurations, or relocate an Exhibitor when necessary for the operation of the Show.
Exhibitor agrees that Show Management shall not be liable for any loss or damage resulting from such relocation.
18. Liability, Insurance & Indemnification
Exhibitors participate in the Show at their own risk.
Neither Show Management, the Show facility, nor their respective owners, employees, agents, contractors, or representatives shall be responsible for the theft, loss, destruction, or damage of Exhibitor property or for injury to Exhibitor, its employees, agents, contractors, or representatives, except to the extent otherwise required by law.
Exhibitor agrees to indemnify and hold harmless Show Management, the Show facility, and their respective owners, employees, agents, contractors, and representatives from claims, damages, losses, liabilities, and expenses arising from Exhibitor’s participation in the Show or from the acts or omissions of Exhibitor, its employees, agents, contractors, or representatives.
Exhibitor is responsible for maintaining appropriate liability insurance applicable to participation in a public event and may be required to provide proof of coverage and name Show Management and/or the Show facility as additional insureds.
19. Changes & Additional Rules
Promotional, instructional, scheduling, and logistical information provided by Show Management is accurate to the best of Show Management’s knowledge at the time it is published.
Show Management reserves the right to make reasonable changes to Show details, schedules, floor plans, procedures, and operational requirements.
Show Management may also issue additional rules or amend these Rules & Guidelines when reasonably necessary for the safe, professional, and orderly operation of the Show, provided such changes do not materially diminish the Exhibitor’s rights or materially increase the Exhibitor’s obligations.
20. Enforcement & Dispute Resolution
If Show Management is required to take legal action to enforce the Exhibitor Agreement or these Rules & Guidelines, Show Management may seek recovery of reasonable attorneys’ fees, costs, and other remedies permitted by applicable law.
Any dispute arising from or relating to the Exhibitor Agreement or these Rules & Guidelines shall be resolved in accordance with the governing law and dispute resolution provisions established by Ultimate Wedding Expo.
21. Entire Agreement
The Exhibitor Registration Agreement, together with these Exhibitor Rules & Guidelines and any additional written terms issued by Show Management, constitutes the entire agreement between Exhibitor and Show Management concerning Exhibitor’s participation in the Show.
Show Management shall not be bound by representations, promises, or understandings that are not expressly included in the Agreement or otherwise confirmed in writing by Show Management.
By signing or otherwise accepting the Exhibitor Registration Agreement, Exhibitor acknowledges that the individual accepting the Agreement has authority to bind the Exhibitor and agrees to all applicable fees, Terms and Conditions, and Exhibitor Rules & Guidelines.
If any provision of the Agreement or these Rules & Guidelines is determined to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.
