Sponsors Terms & Conditions
1) Restrictions on Location of Exhibits and Solicitation
Sponsors are not permitted to conduct or solicit business in the Sponsor Hall unless they have purchased an exhibit space. Sponsors are not permitted to exhibit products and services to the full conference except in the Sponsor Hall. Sponsors may privately demonstrate products to individuals in locations other than in the Sponsor Hall.
2) Booth Assignments
Booth assignments shall be made in the order that payment is received by MCN. To be complete, Sponsor must complete online Sponsorship Registration Form, and payment must be received. Every effort shall be made to place Sponsors in their preferred locations. Sponsors shall be advised of their booth location by email. Booth assignments shall not be completed until payment of all fees has been received. MCN reserves the right to change booth assignments at any time.
3) Space Rental and Sponsor’s Service Kit
Sponsor Space is 10’ (w) x 10‘ (d) x 9’ (h). When the Sponsor plans to install a completely constructed display, no part of the display shall project so as to obstruct the view of adjacent displays. Booth side dividers of a height in excess of 36” must not extend further than three feet from the back wall and may not exceed 10’ in height. Audiovisual equipment must not be played at a level that would interfere with adjacent exhibitors. Information on arrangements for telephone connections and special requirements will be included with the Sponsor Service Kit and payment for same shall be the sole responsibility of the Sponsor. Sponsors must provide their own electrical and computer equipment. Information on electrical and computer equipment rental shall also be contained in the Sponsor Service Kit.
Full payment is required to reserve a booth or sponsorship package. All payments must be made in U.S. funds, drawn on by a U.S. bank, and payable to MCN, or by wire transfer. Credit card payments will be processed in U.S. funds, in accordance with effective exchange rates. Statement to show charge by Museum Computer Network, Inc..
Deadline for cancellations is October 11, 2019. Requests for cancellation must be made in writing prior to October 11, 2019 and shall be refunded less a $75 processing fee. No refunds shall be issued on cancellations received after October 11, 2019.
6) Union Clearance & Exclusivity
In order to conform to union contract rules and regulation, Sponsors must use qualified union personnel for the various services required for installation and dismantling of exhibits and for material handling within the Hotel and in the Sponsor Hall. Sponsors shall be required to use the service provider designated by MCN for drayage and rigging, electrical, plumbing, and custom cleaning services. For other services, Sponsors desiring to use contractors other than those designated must submit the necessary certificates of insurance in advance so that permission can be secured for said contractor to operate.
7) Use of Space
No Sponsor shall permit any other corporation or its firms or representatives to use the space allotted to the signer of the contract, nor shall he/she display articles not manufactured or normally sold by him/her. Requests for co-participation by any other corporation or its firms or representatives in space assigned to the original applicant must first be made in writing to MCN. If permission is granted by MCN, there will be an additional charge of $375 for each additional participant from the same company. Sponsors may not sublet booths or assign this lease in whole or part without the prior consent of MCN. Additionally, MCN may, at its sole discretion, require Sponsor to remove props or other items that are not part of Sponsor’s business product line. Sponsors and exhibitors must remain within the space allocated for their booth and must not obstruct the view of abutting booths. Be mindful so that the noise level from your own booth does not interfere with neighboring booths.
8) Limitation of Liability
Sponsors shall assume entire responsibility and liability for losses, damages and claims deriving out of injury or damage to Sponsors’ displays, equipment, and other property brought upon the premises of the Hotel and agree to protect, defend, indemnify and save the Hotel, its owners, its operator, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by their installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of the Hotel and its employees and agents. Sponsors shall be required to pay the cost of making good any damage to floors, wall structures, and accessories.
9) Security and Insurance
MCN shall not be liable for damage or loss to Sponsor's’ property, nor shall they be liable for any injury that may occur in the Sponsor Hall. Sponsor shall obtain and keep in force during the term of the installation and use of the Sponsor Hall, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the contractual liability set forth in this Agreement, in an amount not less than $1,000,000 Combined Single Limit for personal injury and property damage.
j) Protection of Sponsor Hall
Nothing shall be posted or tacked, nailed, screwed, or otherwise attached to the columns, walls, floors, or other parts of the Hotel without permission from the proper building authority and MCN.
10) Installation and Dismantling
Packing, unpacking, and assembly by Sponsors shall be done only in the designated areas and in conformity with the directions issued by MCN, the Hotel, or their assignees. A specific requirement as to the time for installation and dismantling of exhibits is supplied elsewhere in this Agreement and shall be binding. All displays must be in place and set up by the time of the official opening of the Sponsor Hall. Space not occupied or set up by one hour prior to that time may be reassigned for other purposes.
Confirmed Sponsors shall receive a Sponsor Service Kit containing shipping information and literature on rates for additional services and supplies. MCN’s Conference Manager shall be on-site throughout the Conference to assist Sponsors and to facilitate service requests. Questions should be referred to our Conference Manager at firstname.lastname@example.org.
12) Listing of Sponsors in the Conference Program
Provided registration is made and payment is received no later than October 11, 2019, Sponsors shall be listed in the final conference print program. Sponsors shall supply a brief (100 words or fewer) description of their products and/or services to be featured in the on-site Sponsors Guide. This description shall accompany payment. Descriptions shall not be accepted after October 11, 2019. Sponsors who do not provide a description shall be listed in the final conference print program by name only.
13) Distribution of Printed Materials
Neither Sponsors nor non-Sponsors shall distribute to the conference attendees printed matter, samples, souvenirs and the like, except from within the rented spaces. Any other type of distribution of such matter elsewhere must be approved by MCN prior to the conference.
14) Default Occupancy
A Sponsor failing to equip contracted space is not relieved of the obligation of paying for such space at the full sponsorship price. MCN shall have the right to use, as it sees fit, any such booth unoccupied by one hour prior to the Sponsor Hall opening.
15) Conference attendees
MCN is not responsible for ensuring that Conference attendees visit the Sponsor’s booth, and/or attend a scheduled session at which the Sponsor may be presenting, including Vendor Demos. MCN encourages the Sponsor to make arrangements prior to the Conference to invite attendees, clients and/or prospects to come by their booth, schedule business meetings in the reserved bookable meeting room that MCN avails to all Sponsors, and/or to attend their scheduled session or Vendor Demo as the case may be.
Photographers often take pictures throughout the Conference, which MCN may use for promotional purposes. Registration or participation in the MCN Annual Conference and related events constitutes an agreement to allow MCN to use and distribute attendees image or voice in photographs and audio and video recordings of the Conference - now and in the future.
MCN shall have sole authority to interpret and enforce all rules and regulations contained herein and to make any amendments thereto, and to make such further rules and regulations as shall be necessary for the orderly conduct of the Sponsor Hall.
18) Agreement to Conditions
Sponsor acknowledges having read and understood the conditions in this document and further agrees for itself and its employees to abide by terms and conditions of this Agreement. It is understood and agreed that the sole control of the Sponsor Hall rests with MCN.