Exhibitor Terms and Conditions

Last Updated

This Exhibitor Terms and Conditions page was last updated on February 28, 2025.

1. Defined Terms and Agreement

1.1 This Agreement ('Agreement') is made between ACGN Exposition Inc. ('Organizer') and the undersigned party ('Exhibitor'), which may include vendors, artists, or partners participating in events organized by ACGN Exposition Inc. By submitting the application form or confirming participation, the Exhibitor agrees to be bound by the terms and conditions set forth herein.

1.2 The term 'Event' refers to any exhibition, convention, or similar gathering organized by ACGN Exposition Inc.

1.3 The term 'Exhibitor' includes vendors, artists, and partners who apply for, rent, or are provided exhibit space or activity space at any Event hosted by the Organizer.

1.4 The term 'Vendor/Artist' refers to any entity or individual whose primary function at the Event is to sell goods or services.

1.5 The term 'Partner' refers to any entity or individual whose primary function at the Event is to provide activities or experiences for attendees rather than selling goods. Partners may receive booth space for this purpose, either free of charge or at a fee, depending on the agreement with the Organizer.

2. Parties and Binding Nature

2.1 This Agreement is legally binding between ACGN Exposition Inc. and the Exhibitor, whose full name or business name is provided in the application form or agreement confirmation.

2.2 By submitting the application form or confirming participation, the Exhibitor agrees that the name listed on the application or confirmation binds them to all terms and conditions of this Agreement as of the date of submission or confirmation.

2.3 The Organizer will record the date of the Exhibitor's acceptance of this Agreement. The terms accepted at the time of submission or confirmation will continue to apply unless the Organizer updates the Agreement and the Exhibitor subsequently agrees to the updated terms.

3. Booth and Exhibition Space

3.1 In exchange for the fee paid by the Vendor/Artist (if applicable) or the provision of activities (in the case of Partners), the Organizer agrees to provide the Exhibitor with booth space and access to event activities under the terms and conditions outlined herein.

3.2 The Organizer will allocate exhibition space based on the information provided in the application form and subject to the Organizer's discretion. The Organizer reserves the right to make necessary adjustments to booth locations and configurations to best serve the event layout and overall attendee experience.

3.3 If the Exhibitor is assigned a special construction booth, it may not be modified, partitioned, or divided into non-standard sizes without obtaining explicit written consent from the Organizer. Unauthorized alterations may result in penalties, removal from the event, or other actions deemed necessary by the Organizer.

4. Contract Acceptance and Updates

4.1 This Agreement becomes effective and binding when the Exhibitor submits the application form or confirms their participation, and the Organizer accepts it. The date of acceptance will be recorded and associated with the Exhibitor's submission or confirmation.

4.2 The Organizer reserves the right to amend the terms and conditions of this Agreement at any time. Such amendments will apply to new Exhibitors who submit applications or confirm participation after the update.

4.3 Previous Exhibitors will remain bound by the terms they initially accepted unless they explicitly agree to the updated terms through a new submission, confirmation, or other means of acknowledgment.

4.4 It is the responsibility of all Exhibitors to maintain a copy of the Agreement they accepted at the time of submission or confirmation.

5. Assumption of Risks and Releases

5.1 The Exhibitor voluntarily assumes all risks associated with participating in the Event, including but not limited to risks of theft, harm, damage, or injury (including death) to persons or property, whether caused by negligence, intentional acts, accidents, acts of God, or other causes.

5.2 The Organizer, the event venue, and their respective affiliates, employees, and agents are not responsible for any theft, damage, or loss of the Exhibitor's property, whether or not stored in courtesy storage areas. The Exhibitor releases the Organizer and the venue from any and all claims arising from or in connection with their participation in the Event.

6. Indemnification

6.1 The Exhibitor agrees to indemnify, defend (with legal counsel satisfactory to the Organizer), and hold harmless the Organizer, the event venue, and their respective officers, directors, employees, agents, and representatives from any claims, suits, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) resulting from or arising out of the Exhibitor's participation or presence at the Event.

6.2 This indemnification includes, but is not limited to, any breach by the Exhibitor of the terms of this Agreement, any violations of laws or ordinances, infringement of intellectual property rights, or other harm or damages caused by the Exhibitor.

7. Liability and Insurance

7.1 The Organizer shall not be liable for any lost profits, or any incidental, special, indirect, punitive, or consequential damages resulting from the Exhibitor's involvement in the Event, regardless of whether the Organizer has been advised of the possibility of such damages.

7.2 The Organizer does not guarantee or promise any minimum sales or financial outcome for the Exhibitor as a result of their participation in the Event.

7.3 The Exhibitor agrees to obtain, at their own expense, appropriate insurance coverage, including general liability insurance, to cover any potential damages or injuries that may occur within their booth space.

7.4 The Organizer's maximum liability under any circumstances shall be limited to the amount paid by the Exhibitor for exhibit space rental. The Organizer makes no guarantees regarding attendee numbers or event outcomes.

8. Cancellations and Refunds

8.1 If the Organizer cancels the Event for any reason, a full refund will be issued to any Exhibitor who paid a fee. The Organizer shall not be responsible for any other costs or losses incurred by the Exhibitor.

8.2 All sales of booth space are final. No refunds will be provided if the Exhibitor cancels their involvement unless otherwise specified by the Organizer.

9. Force Majeure

9.1 Neither party shall be held liable for any failure or delay in the performance of their obligations under this Agreement due to circumstances beyond their reasonable control, including but not limited to pandemics, natural disasters, war, government regulations, or any other event deemed a force majeure. In such cases, the Organizer may either reschedule the event or provide a full refund to the Exhibitor.

10. Exhibitor Obligations

10.1 The Exhibitor must adhere to all event regulations, including booth setup, operational procedures, and safety standards as communicated by the Organizer.

10.2 Vendors/Artists may only sell products for which they hold the appropriate intellectual property rights. No unlicensed (bootleg) merchandise is permitted.

10.3 Partners must primarily provide activities or experiences for attendees and may not focus their booth primarily on selling goods unless explicitly authorized by the Organizer.

10.4 The Exhibitor is responsible for the actions of their employees, agents, and representatives and must ensure that all personnel adhere to the regulations and policies set forth by the Organizer.

10.5 The Exhibitor is solely responsible for obtaining all necessary licenses, permits, and approvals required by federal, provincial, city, or local laws for their activities at the Event.

10.6 The Exhibitor must also secure any applicable tax identification numbers and permits, and is responsible for paying any taxes, fees, or charges imposed by federal, provincial, city, or other governmental authorities in relation to their participation in the Event.

11. Media, Promotion, and Intellectual Property

11.1 The Exhibitor agrees to allow the Organizer to photograph, film, or record their booth, products, or activities during the Event. The Organizer may use these images or recordings for promotional purposes related to the Event and other events organized by ACGN Exposition Inc., including but not limited to social media, advertising, and future event promotions, without compensation to the Exhibitor.

11.2 The Exhibitor agrees that the Organizer may use the Exhibitor's name, logo, and business information for promotional purposes related to the Event, including promotional materials, social media, and the event website. Any use of such materials will be limited to promoting the Event and future events organized by ACGN Exposition Inc.

12. Sound and Noise Regulations

12.1 Exhibitors may use sound systems or other noise-making devices within their booth space; however, sound levels must not exceed 85 dB and must not interfere with neighboring booths.

12.2 Repeated violations may result in disconnection of power or removal from the Event.

13. AI-Generated Goods Restriction

13.1 The sale, display, or distribution of AI-generated goods is strictly prohibited at all events hosted by the Organizer.

13.2 The Organizer may request evidence from the Exhibitor that the products on display or for sale are created and/or licensed by them.

13.3 Violations may lead to removal from the Event, and any associated expenses or losses will be the Exhibitor's responsibility.

14. Data Protection and Privacy

14.1 The Organizer will securely store the Exhibitor's data using Tally's platform, ensuring it is protected against unauthorized access.

14.2 Data collected is solely for application review, partner coordination, and event-related communication purposes. The Organizer may use this data to promote future events organized by ACGN Exposition Inc. with the consent of the Exhibitor. The Organizer will not share Exhibitor data with third parties without explicit permission.

15. Governing Law and Dispute Resolution

15.1 This Agreement is governed by the laws of the Province of British Columbia, Canada.

15.2 Any disputes arising from this Agreement shall first be attempted to be resolved through amicable negotiation. If unresolved, disputes will be submitted to binding arbitration in Vancouver, British Columbia, under the rules of the BC Arbitration & Mediation Institute.

16. Miscellaneous

16.1 This Agreement is binding upon the parties and their respective heirs, successors, and assigns.

16.2 Any unenforceable provision shall not affect the validity of the remaining terms of this Agreement.

16.3 The Organizer reserves the right to amend the terms of this Agreement as necessary, including changes required by regulatory authorities or venue policies. Such changes will apply to new Exhibitors or those who agree to the updated terms.

16.4 Exhibitors may not distribute promotional material outside their booth space without written consent from the Organizer.

16.5 TERMS AND CONDITIONS ARE SUBJECT TO CHANGE WITHOUT PRIOR NOTICE.