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EXHIBITOR TERMS & CONDITIONS

SHOW FLOOR LAYOUT

Booth assignments are subject to change at the discretion of the EXPO Committee.  Booth assignments will NOT be provided until FULL payment has been received.  Complete show floor layout will be determined in the month prior to the show.

BOOTH STAFF
Exhibit staff should be full-time employees of the exhibitor or persons employed for the duration of the show. Badges for staff are not transferable. Exhibitor Badges are free.

FEES/CANCELLATION
Registration received without payment will not be processed for booth assignment until payment is received. There will be no refunds.  If the show is sold out, and if the exhibitor gives sufficient advance notice of inability to attend, and RMRPPA is able to resell the booth space, then RMRPPA will apply a credit of the fee already paid toward the next year's shows.

BOOTH STANDARDS
Back panels shall not exceed 8' in height, including a sign nor extend out from the back wall more than 50 percent of the booth depth. Side panels and counters shall not exceed 42" in height.  Constructed exhibits and products on display shall not exceed this dimension.  Aisles must remain clear.  8' high draped background and 36" draped side dividers will be provided.  At no additional charge, carpeting is provided for the show floor.  Wastebaskets in each booth will be emptied daily along with general cleaning of the aisles. Booths will be vacuumed in preparation for the opening day of the show. All other booth cleaning is the responsibility of the exhibitor.

MILE HIGH STADIUM FACILITY INFORMATION:

Lighting:  Parts of the United Club exhibit area are dimly lit - booth lighting is highly recommended.   Please bring your own lighting...spotlight or halogen lighting will work best.  A complimentary 5 amp electrical outlet is included in your booth package for this purpose.  Please contact us if you need to rent more power. 

Parking:  Vendor Parking is Free in Lot J on the NorthWest corner of the stadium.  Plenty of parking space is available.  This lot is adjacent to Lot L on the North end of the stadium where the loading dock is located.  You'll need to move in all exhibit materials through the loading dock.  

Loading Dock:  There is one loading dock area on the North Side of the stadium next to Lot L.  You may only park at the loading dock long enough to unload, then you will need to move your vehicle to Lot J.  There will be staff available to provide cart service to the show floor.  We recommend that you also bring a dolly or cart to move your exhibit materials in for additional convenience and expediency.  From the loading dock you will take a freight elevator up to the club level and will be directed to the United Club in the West Concourse.

SERVICE CONTRACTOR/DECORATOR
All requests for services, furniture, additional draping, decorations and additional signs are at the exhibitor's expense and should be placed directly with the official service contractor. Complete details are in the Freeman exhibitor manual which will be made available within 2 months of the show.  No trunks, cases or packing materials may be brought into or out of the exhibit area during exhibit hours.

ELECTRICAL
A complimentary 5 amp electrical outlet is included in your booth package for this purpose.  Please contact us at 1-800-819-1208 or info@rmrppa.org if you need to rent more power. 

SIGNS/ADVERTISING DEVICES/DISTRIBUTION OF ADVERTISING MATERIALS 
No signs or advertising devices may be displayed outside of your exhibit space. Nothing may be posted, tacked or otherwise attached to columns, walls, floors or other parts of the building or furniture. All necessary and proper measures must be taken for the protection of the building, equipment or furniture at the expense of exhibitor.

Exhibitors may not distribute or display products, circulars, catalogs or publications outside the confines of their exhibit space without advanced approval of show management at its discretion.

CONDUCT/ ETIQUETTE
No exhibitor, distributor or others attending the show may conduct himself or herself in a manner offensive to decency or good taste. Attendees may not do anything detrimental to the success of the show or interfere with the business goals of any of the attendees. This includes but is not limited to disturbances or demonstrations of any kind, picketing against other registrants, and distributors and other attendees dropping off literature to supplier booths.

Exhibitor Etiquette Helps Ensure Success:

As important as your pre-show promotion is, as consequential as your pre-show planning, as critical as your booth design and integrated marketing approach, these vital elements can be forgotten and useless if your booth personnel make some all too common mistakes.  Those mistakes can cost your company business, hurt its reputation, and result in the money and time you spent on your exhibit being wasted.  

RMRPPA requires that EXPO booth personnel adhere to the following guidelines during show hours:

1.  Stay out of other vendor booths / competitor booths

2.  Do not solicit in the aisles (suitcasing)

3.  Do not disrupt other vendors / exhibitors

4.  Tables are meant for display, not for relaxation

5.  Conducting business via cell phone or laptop should be avoided while staffing your booth

ASSUMPTION OF RISK; RELEASES
You expressly assume all the risks associated with, resulting from or arising in connection with your participation at the show including, without limitation, all risks of theft, loss, harm, damage or injury to the person (including death), property, business, or profits of exhibitor, whether caused by negligence, intentional act, accident, act of God or otherwise.

You have sole responsibility for Your property or any theft, damage, or other loss of such property (whether or not stored in any courtesy storage area), including any subrogation claims by Your insurer. Neither 
RMRPPA nor the show venue facility accepts responsibility, nor is a bailment created for property delivered by or to You. Neither RMRPPA  nor the show venue facility shall be liable for, and You hereby release all of them from and covenants not to sue any of them with respect to any and all risks, losses, damages and liabilities described in this paragraph.

As a reminder, by agreeing to the RMRPPA Exhibitor Terms & Conditions, the exhibitor agrees to waive and hold harmless RMRPPA, the show venue facility, and Freeman from any liabilities for the safety of its exhibit and other property against robbery, fire, accident, or any other hazard whatsoever, personal property owned, rented or leased by the exhibitor is the sole responsibility of the exhibitor.  During exhibitor tear down there will be an area near registration for any unwanted items to be left for distributors to take.  Please be cautious of leaving your booth unattended!

Exhibitor understands that RMRPPA does not carry business interruption and property damage insurance coverage for loss or damage of exhibitor's property. The exhibitor agrees to obtain adequate insurance during the dates of the trade show, including move-in and move-out days.

Exhibitor assumes any and all the risks associated with their exhibition at RMRPPA and hereby expressly releases and agrees not to sue or make any claim against RMRPPA or the official service contractor or their officers, agents or employees, and agrees to indemnify, defend and hold RMRPPA, the show venue facility, and the official service contractors harmless against any suit or claim.

RMRPPA assumes no responsibility or liability for any of the services performed or materials delivered by contractors or other suppliers to the show, their personnel, or their agents. Any controversies which may arise between exhibitors and official contractors, or personnel of either, on the show premises shall be referred to RMRPPA for resolution and the show venue facility and/or Freeman’s decision shall be final and binding.

CLAIMS AND DISPUTES
In the event of any claim or dispute arising under this Agreement, the parties shall first attempt to resolve the matter over a period of at least thirty-one (31) days. If no resolution is reached during that time, the parties may submit the dispute for resolution through such alternative dispute mechanism as the parties mutually agree upon at such time. In the absence of agreement as to alternative dispute resolution, either party may pursue any remedies available to it at law or equity.

Should either party bring an action to enforce terms or declare rights under this agreement, or should the parties agree to submit any disputes to Alternative Dispute Resolution, the substantially prevailing party shall be entitled to recover, in addition to all other relief to which it is entitled, its reasonable attorney's fees and all costs of suit as fixed by the court or the alternative dispute resolution panel.

Should either party resort to litigation or any form of alternative dispute resolution, the parties agree that Colorado law shall apply without regard to principles of conflict of laws and that jurisdiction and venue shall be in state or federal court for Colorado.


The Rocky Mountain Region Promotional Products Association is a 501(c)6 non-profit organization.

Phone: 1-800-819-1208

Email: info@rmrppa.org

Fax: 1-800-819-1208 

RMRPPA

P.O. Box 273477

Fort Collins, CO 80527


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