Exhibition Agreement


  1. The company whose name appears on this form, hereinafter referred to as the "vendor," is authorized to conduct a demonstration and/or product display for personnel, and/or other authorized personnel, of materials as herein described and is subject to the terms of this agreement. (The term “other authorized personnel” includes only persons under this sponsorship of military or other officials assigned to the U.S. Air Force.) The demonstration consists of product displays in a 10' x 10' area at the Gaylord Opryland Hotel and Convention Center, Nashville, TN, from Sunday 21 February - Tuesday 23 February. Please note that the exhibition schedule can be found online at www.esympo.com.

  2. Booth spaces are assigned on a first-paid, first-served basis. The standard booth is 10' wide by 10' deep and comes equipped with fabric back and side walls, an identification sign, an 8' table, two chairs, and a wastebasket. Carpeting is not included, but can be purchased separately through the exhibitor services contractor. Drayage is available through the exhibition service contractor. Electrical service is available through the Gaylord Opryland Hotel and Convention Center complex. Before the show dates, each confirmed exhibitor will receive an exhibitor service kit containing order forms. Any other booth furnishings and equipment must be contracted through the official exhibition service contractor or the Gaylord Opryland Hotel and Convention Center complex, as indicated in the exhibitor service kit. All exhibits must fit within the confines of the assigned space so as not to impede traffic flow, infringe on the space or visibility of other exhibitors, or violate the emergency exit routes set forth by the fire marshal. Exhibition layout cannot be changed. If you desire to have a double booth (10’ x 20’) you must reserve two spaces on the same aisle.

  3. Exhibitors agree to abide by the installation and dismantling times set, and to have at least one person staffing their booths during published exhibition hours. The Exhibition Hall will remain open during class sessions; however, exhibitors will not be required to staff their booths during these sessions so that they may attend symposium courses.

  4. No exhibitor shall assign, sublet, or share the whole or any part of the space contracted. Exhibitors agree to limit the services and/or materials displayed in their exhibit area to those purveyed by the exhibitor, with the exception that other proprietary equipment may be used solely for the purpose of demonstrating the materials or services of the exhibitor. Only one exposition company will be permitted in each booth.

  5. In keeping with the principles and objectives of sound environmental stewardship, all exhibitors will be required to the greatest extent possible to practice pollution prevention, resource conservation, recovery, and reuse principles. This includes, but is not limited to, recycling exhibit wastes (cardboard, paper, etc.) and utilizing recycled/recyclable materials. Onsite recycling receptacles and services will be provided on a limited basis.

  6. If the Air Force should be prevented from holding the exhibition for any reason beyond Air Force control (such as, but not limited to, damage to the building, riots, strikes, acts of government, or acts of God), or if an exhibitor cannot occupy the assigned exhibit space due to reasons beyond Air Force control, then the Air Force has the right to cancel the exhibition or any part thereof, with no further liability to the exhibitor other than a refund of exhibit space fee, less a proportionate share of the exposition cost incurred by the Air Force or its designated contractor.

  7. Cancellation Policy: Fees will be refunded, less a service charge of 25 percent of the total booth fee, if written notice of cancellation is received by 4 January, 2010. No refunds will be made for cancellations after that time.

  8. Parties to this document agree as follows: Vendor demonstrations and product displays are conducted for the sole purpose of demonstrating the capability of a particular item(s) or service(s) and not for fulfilling mission requirements for an interim time frame. The examination and demonstration of item(s) or service(s) will in no way, expressed or implied, obligate the Air Force to purchase, rent, or otherwise acquire the item(s) demonstrated. Vendors understand as a sanctioned and controlled training activity, their purpose is that of technology and information exchange with Air Force agencies and personnel and is not solely for the purpose of retail sale or product/service marketing. Vendors will have sole responsibility for furnishing all supplies and equipment necessary to accomplish the demonstration. Manufacture, transportation, maintenance, and demonstration of items are accomplished without cost to the Air Force or Consolidated Solutions and Innovations. The Air Force and/or Consolidated Solutions and Innovations assumes no cost or obligation, expressed or implied, for damage to, destruction of, or loss of such equipment, or for damages or injuries resulting from the submission of defective item(s) for demonstration. The vendor understands that any data provided by the vendor becomes property of the U.S. Air Force, and the vendor does not possess a proprietary interest in any of the data provided. The U.S. Air Force, the Department of Defense, and Consolidated Solutions and Innovations are not bound, nor are the agencies obligated, to follow any recommendations of the vendor. The U.S. Government is not bound, nor is it obligated in any way, to give any special consideration to the vendor on future contracts.

  9. The exhibitor assumes the entire responsibility and liability for losses, damage and claims from injury or damage to exhibitor's displays, equipment, and other property brought upon the premises of the Gaylord Opryland Hotel and Convention Center and shall indemnify and hold harmless the facility, agents and employees from any and all such losses, damage and claims.

  10. Vendors agree to strictly abide by 5 CFR 2635.205(c), with regards to door prizes and give-always to government attendees visiting the exhibition or other Air Force controlled and scheduled activities. Per these regulations, the value of each door prize and/or give-away cannot exceed $25.00.

  11. Exhibitors shall not, without prior written consent of the Gaylord Opryland Hotel and Convention Center manager, locate or operate any engine, motor, or machinery in the premises that uses oils, burning fluids, camphene, kerosene, naptha, propane, or any other type of bottled gas or engine for mechanical or other purposes.

  12. Balloons are allowed only when anchored to an exhibit. Absolutely no helium balloons shall be permitted for giveaway or sale. Exhibitors will be responsible for the cost of retrieving untethered balloons.