2016 Organic Produce Summit Exhibitor Rules
- Definitions: The word “OPS” as used herein shall mean Organic Show LLC, dba Organic Produce Summit (OPS), or its officers or committees or agents or employees acting for them, in the management of the OPS Exposition (“Exposition”). “Exhibitor” shall mean the exhibitor or sponsor to the Event who completed the Booth Sales Agreement. “Exhibitor Representatives” shall mean persons who are officers, agents, employees, or representatives of an Exhibitor.
- Eligible Exhibits: Exhibitors are limited to companies whose USDA accredited certified organic products and services are of specific interest to attendees. OPS has the right to determine eligibility of a company or product for inclusion and may reject any or all applications. OPS may prohibit, move, close, correct, remove or eliminate an exhibit or any part of an exhibit that it determines is not suitable to, or in keeping with, the show’s character or purpose.
- Additional Functions: No Exhibitor or group of Exhibitors may organize or convene meetings, host cocktail parties, or similar functions other than in their display space during the scheduled times of the event without prior written approval from OPS.
- Admittance: OPS has sole control over the admissions policy and the sole right to refuse admission to anyone. During non-show hours, only Exhibitor Representatives who are properly credentialed are permitted on the show floor during the designated move-in and move-out periods. Exhibitors having special needs requiring additional time must obtain the necessary passes from OPS.
- Booth Requirements: Booths must comply with the OPS booth display guidelines and the Hyatt Regency’s rules and regulations. All booth structures must be set-up/torn down during the installation and dismantle dates/times specified. OPS reserves the right to make allowances to the booth construction guidelines. All booths will occupy a 8’x10’ space, side rails and back skirt are provided.
- Booth Decoration: OPS shall have full discretion and authority in the placing, arrangement and appearance of all items to be displayed within the Exposition by Exhibitors. Background surfaces and side dividers must have finished exposed surfaces. OPS shall instruct the decorator to finish any unfinished surfaces. OPS shall not be liable for any costs associated with changes herein. Written approval must be obtained from OPS for companies wanting to display helium balloons. Helium tanks are not allowed on the show floor.
- Booth Representatives: Exhibitor Representatives and booth staff must be a minimum of 18 years old. They must wear name badges provided by OPS at all times and booths must be staffed during the published hours. All Exhibitors’ staff other than those working in the booth must register as attendees to attend the show. Exhibitors shall be solely responsible and liable for the activities and actions of all persons working within their booth space. Individuals who behave in a manner deemed unprofessional or inappropriate by OPS will be asked to leave the Exhibition and OPS will not be liable for damage of any kind if such action results in the booth being unattended.
- Exhibitor Cancellation: Cancellations will be honored only when presented in writing by 04.01.16 to OPS. After that date, the Exhibitor is responsible for payment of all fees. OPS reserves the right to cancel this agreement at any time, if it learns that the Exhibitor has made any material false or misleading statement, has omitted any material information in obtaining this contract, or has violated any of the terms and conditions of this agreement. No refunds will be made in the event of cancellation by OPS.
- Event Cancellation; Limitation of Liability: Should the Exposition be cancelled, postponed, curtailed, moved to an alternative location or abandoned due to an act of God, war, terrorism, government regulation, disaster, fire, strike, civil disorder, curtailment of transportation or other similar cause beyond the control of OPS making it illegal, inadvisable or impossible to hold the Exposition, OPS’ liability to Exhibitor shall be limited to recovering Exhibitor’s proportionate amount recovered received by OPS under its Convention Cancellation Insurance policy at the discretion of OPS, such amount not to exceed in any case the amount paid by Exhibitor to OPS for space rental.
- Default of Occupancy: Exhibitor’s failure to occupy contracted space shall not relieve Exhibitor of its obligation to pay full space rental fees. OPS has the right to claim any space not occupied by 10:00am on Thursday, July 14, 2015 and to reassign or use such space in any way without releasing original Exhibitor from its contracted obligations. Early tear down of exhibit structure will be considered a default in occupancy and could disqualify Exhibitor from participating in future events.
- Rejected Displays: The Exhibitor agrees that its exhibit shall be operated and maintained in strict compliance with the rules set forth herein. OPS reserves the right to reject, eject or prohibit any exhibit in whole or in part, or any Exhibitor or Exhibitor Representatives which fails to comply with these rules. If an exhibit or Exhibitor is ejected for violation of these rules, no return/refund of rental fees shall be made.
- Use of Space, Subletting: No Exhibitor shall assign, sublet, or share their allotted space with a business or firm with whom they have no previously established contractual affiliation. Exhibitors may only exhibit and promote their own products and/or services, those of a parent or subsidiary company, or those of companies with whom they have an established contractual partnership for distribution and/or marketing. Should an article of a non-exhibiting firm be required for operation or demonstration in an Exhibitor’s display, identification of such article shall be limited to the usual regular nameplates, imprint or trademark under which same is sold in the general course of business. Departments or ministries of agriculture, other domestic and foreign organizations, and promotional and commodity boards may permit industry-related organizations located within their region, state, or country to occupy their rented exhibit space. The contracting organization assumes full responsibility that everyone in its booth(s) follow all show rules and policies, and liability for any claim, damage, loss or liability associated with the use or operation of their booth(s). OPS reserves the right to determine eligibility of any product and/or exhibit for inclusion in the Exposition.
- Exhibitor Identification: Exhibiting companies may be identified in any OPS online or printed listing with their own company name and/or one affiliated brand.
- Exhibitor Appointed Contractors: Exhibitor may, with prior written approval by OPS, hire outside contractors for installation and dismantling of booths. Exhibitors must employ members of appropriate trade unions where required. Exhibitors must ensure Exhibitor appointed Contractor applications are completed and submitted with proof of licensure and general liability and workers’ compensation insurance to OPS.
- Alcohol, Food & Beverages: While OPS takes all commercially reasonable measures to provide access to resources to handle food safely (i.e. water and sinks), Exhibitors are responsible for ensuring that food sampling is handled accordingly with GMP’s and facility management. Exhibitors are permitted to serve alcoholic beverages to persons 21 and older within the confines of their booth space. Exhibitor shall not serve alcohol to any person who is or appears to be intoxicated. Any Exhibitor serving alcohol must provide OPS with a liquor liability endorsement to their general liability insurance policy.
- Noise, Odor & Lights: Exhibitors must confine all activities to their booth during show hours. If audio visual equipment is used, the devices must be operated so as not to disturb other Exhibitors. OPS reserves the right to determine acceptable sound levels. Exhibitors are responsible for obtaining all necessary copyrights or licenses to use copyrighted materials. Objectionable odors in the opinion of the OPS will not be permitted. No flashing signs or signs involving the use of neon or similar gases will be permitted.
- Costume, Promotions and Soliciting: Booth representatives wearing distinctive costumes, carrying banners or signs separately, or as part of their apparel, must remain in their booth. This includes the distribution of samples, emblems, and/ or characters on any official badge. Demonstrations and discussions are limited to the booth space only. Exhibitors must not place equipment for display or demonstration in such manner as to cause observers to gather in the aisles. Clothing may not be lewd, obscene, indecent, sexually degrading or otherwise inappropriate. OPS shall be the sole judge of whether clothing is permissible or not. Individuals who behave or dress in a manner deemed unprofessional or inappropriate by OPS will be asked to change or leave and OPS will not be liable for damage of any kind if such action results in the booth being unattended.
- Photography: Photography, video and camera equipment are strictly prohibited on the show floor without written permission from OPS and/or the exhibitor. (DO WE NEED TO ADDRESS MEDIA/FILM CREWS?)
- Safety: Exhibitors are fully responsible for complying with all applicable laws, rule and regulations regarding the operation of machinery and equipment and in providing adequate safety devices. Flammable devices, fluids, decorations or display fixture coverings are prohibited. Fabrics, decorative materials, table covers or risers shall be flameproof and subject to Fire Marshal inspection. All cooking procedures must conform to the rules & regulations of the facility management and the Fire Marshal. Fire hose cabinets, service entrances and exit signs must be accessible and in full view. Smoking is not permitted.
- ADA Compliance: Exhibitor represents and warrants: (1) its booth and exhibit will be accessible to the full extent required by law; (2) that its booth and exhibit will comply with the Americans with Disabilities Act (ADA) and with any regulations implemented by the Act; (3) that it shall indemnify and hold harmless and defend OPS from and against any and all claims and expenses including reasonable attorneys’ fees and litigation expenses that may be incurred by or asserted against OPS on the basis of the Exhibitor’s breach of this paragraph or non-compliance with any of the provisions of the ADA.
- Damage to Property: Exhibitors are liable for any damage caused by them or their agents to the venue, property of OPS and/or the property of any other Exhibitors. This includes damage caused by fastening displays or fixtures to the building floors, walls, or columns. Exhibitors may not apply paint lacquer, adhesive or any other coating to building columns.
- Event Closing: All of Exhibitor’s booth and other items must be removed, at their expense, from the building at the end of the event no later than the time published by OPS. Exhibitors will be liable for storage and handling charges resulting from failure to remove materials at the end of installation and dismantling periods.
- Indemnification: Exhibitor agrees to indemnify, defend and hold OPS harmless from any claims, demands, suits, liability, damages, loss, costs, attorney fees and expenses of whatever kind which result from any action, inaction, or negligence of Exhibitor, Exhibitor Representatives or Exhibitor’s staff, including but not limited to, claims of personal injury, damage, or loss of property. Exhibitor will not make any claim against OPS for damage or destruction to its property, for injury to Exhibitor, Exhibitor Representatives, or its staff, for damages (in excess of a return of its space rental fee) of any nature, including that to its business, by reason of failure to provide space for its exhibit, or for any negligent act or omission of OPS, and Exhibitor agrees to rely solely on proceeds from Exhibitor’s insurance to satisfy such injuries, damages, losses and claims. Neither OPS, nor any officer, agent, manager, employee or other representative of OPS shall be held accountable or liable for, and the same are hereby released from all liability for any damage, loss, harm or injury to person or any property of the Exhibitor or any of its officer, agents, employees or other representatives resulting from theft, fire, water, accident or any other cause.
- Insurance: Exhibitors and their appointed contractors shall obtain and maintain during the entire duration of the Exposition the following policies of insurance: i) commercial general liability insurance written on an occurrence basis, with limits not less than $1 million per occurrence, ii) workers compensation insurance as required by law, and iii) a policy of property damage insurance on all of its personal property brought to the Exhibition with coverage equal to its full replacement cost. If Exhibitor serves food at the Exhibition, Exhibitor’s liability policy shall include products liability coverage and if Exhibitor serves alcohol, Exhibitor’s liability policy shall include a liquor liability endorsement. Exhibitor’s policies shall contain a waiver by the insurer of any right to subrogation against OPS. Exhibitor’s commercial general liability policy shall name OPS as an additional insured. Exhibitor shall deliver to OPS copies of a certificate of insurance evidencing the required coverage, together with additional insured and waiver of subrogation endorsements.
- Facility Rules and Policies: Exhibitor agrees to comply with all vendor policies and procedures of the Hyatt Regency, set forth below, and with all facility rules established from time to time by the Hyatt Regency. Exhibitor hereby agrees to indemnify, defend and hold harmless OPS from any claims, demands, suits, liability, damages, loss, costs, attorney fees and expenses of whatever kind which result from or are related to Exhibitor’s violation of the policies, procedures or rules of the Hyatt Regency.
- Jurisdiction: This agreement shall be governed by and construed in accordance with the laws of the State of California. This agreement has been made and accepted by OPS in Monterey County, California. If any legal action is brought to enforce this agreement, venue shall be in Monterey County and nowhere else. The parties consent to personal and subject matter jurisdiction of the Monterey County Superior Court and agree that service of process in any such suit may be made by certified mail, return receipt requested, addressed to the parties at the addresses set forth herein.
- Agreement to Rules: Each Exhibitor, for himself, and his employees, and agents, agrees to abide the foregoing rules and regulations and by any amendments or additions thereto that may hereafter be published and provided to Exhibitor by OPS.
Vendor Policies and Procedures–HYATT
General access to the Hotel and meeting room facilities:
Access to any of the meeting rooms or any of the general Hotel facilities must be done through the Loading Dock regardless of day and time. The Loading Dock is open Monday, Wednesday, and Thursday from 7:00 a.m. to 4:00 p.m., and Saturday, 7 a.m.-12 p.m. The Loading Dock doors can be opened in off-hours by contacting the Banquet Manager or Manager on Duty via the Hotel Operator. The Loading Dock bays are for the immediate loading and unloading of vehicles. Vehicles left unattended will be towed at the owner’s expense.
Entry from the outside to the Conference Center and Monterey Grand Ballroom requires advanced notice to either the Catering Department or the Engineering Department in order to have the access doors unlocked. It is extremely important that advance notice is provided to ensure accessibility from any other point than the Loading Dock.
Hotel Equipment: ***
The Hotel has a variety of equipment available. This equipment can be made available to you for a fee. Contact George Romero, Hyatt Regency Monterey at 831.657.6552. Advance notice (24 hours) is necessary to ensure the equipment is available for your use and to arrange billing. Please note we do require release of liability certificates for a variety of equipment. Individuals using equipment will be required to sign release of liability forms prior to using Hotel equipment.
***ALL USEAGE MUST COMPLAY WITH OPS SHOW POLICIES.
Parking of vendor vehicles is only allowed in the Loading Dock for a maximum of 30 minutes or in the General Parking area. If you wish to park a vehicle for an extended period of time (48 hours +), you must make prior arrangements with your Catering/Convention Services representative. Vehicles left unattended in the Loading Dock area, left in unauthorized parking areas, or left for extended periods of time without prior approval will be removed at the owner’s expense.
The Hotel has rentable secured storage areas for your use based upon availability. The Hotel will not be responsible for your equipment/packaging left at the Hotel that is not in a secured storage area. Current daily storage rates are $5.00 per box or $20.00 per pallet. As a general rule, the Hotel will dispose of anything left by the vendor within 24 hours after the related function if it is not stored in a secured storage area. Any equipment/packaging that hinders access to fire exits and general hallways will be disposed of immediately by the Hotel staff.
Please include the Event Name as well as the Exhibitors for shipping and receiving expediting.
If, during the course of your duties on Hotel property, you require electrical hookups they will be made available to you. A cost sheet is attached for your convenience. Again, to insure availability, please Contact George Romero, Hyatt Regency Monterey at 831.657.6552 in advance with details of your requirements. PSAV is our Audio Visual Providers 831-657-6690 Jose Garcia (email@example.com )
Right of Inspection:
The Hotel requires that anyone doing work inside the Hotel such as production companies, lighting companies, filming crews, etc., must contact the Engineering Department for inspection of the area where they will be working or transporting their equipment.
An additional inspection will be required after the function is over and equipment is removed to document any damages done. At this time charges will be assessed to the repair work and billing arrangements determined. Excessive cleaning fees that can be linked to the vendor will also be assessed. Our policy is to leave areas and equipment in an “As Was Condition”.
The Hotel requires that anyone doing work on Hotel property provide us with a certificate of insurance stating the legal entity of the company or person doing work. Depending on the hazardous nature of the work being performed, a general waiver must be signed by an authorized representative of the company.
These policies have been established to set forth a clear and consistent set of guidelines that will enable the Hotel and you to provide the best possible experience for our clients. We solicit your concerns and do not want to deter your ability to do business at the Hyatt Regency Monterey. We do, however, reserve the right to refuse your organization the opportunity to do business at our facility should you blatantly disregard the aforementioned policies or refuse to have a duly authorized representative of your organization sign off on them.