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  California Workers' Compensation Defense Attorneys' Association
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blankCWCDAA Vendor Terms & Conditions

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Contract: This application, properly executed by the Applicant (Exhibitor) shall, upon acceptance and notification by CWCDAA Management, constitute a valid binding contract. These terms & conditions governing the exhibits under the auspices of California Workers’ Compensation Defense Attorneys’ Association, Inc. (CWCDAA) are part of the agreement for space.

Assignment of Space: Exhibit space assignments will be based on first-come, first served basis, based on the receipt of completed application & full payment. After the application and payment in full is received by CWCDAA, the space and location may not be changed, transferred or canceled without a written request and subsequent concurrence by CWCDAA management. All exhibit personnel shall be employees of Exhibitor occupying space.

Exhibitor registration entitles the registered Exhibitor to attend all sessions, evening events, and meals with the exception of Board Meetings, Member Only functions and private sponsored events. All Exhibitors must wear a name badge at all times during the conference including evening functions. Badges are non-transferable. The CWCDAA will not provide janitorial services for exhibits. Pipe and drape may or may not be provided. Exhibitor is responsible for any and all damage to facility and expo rentals including pipe and drape.

Set-up and Failure to Occupy: Set-up and tear-down times will be posted on cwcdaa.org on the conference webpage under the Exhibitor tab. Any space not occupied by end of the posted set-up time may be forfeited by Exhibitor without refund. Exhibitors may not tear-down before the published tear-down time. For scheduled tear-down schedule, please see the Exhibitor page located at www.CWCDAA.org

Use of Exhibit Space: Exhibitors shall arrange their exhibits so they do not obstruct other exhibits. Exhibits shall be arranged so that Exhibitor representatives will be inside the space assigned and not infringe on aisles. Display materials or equipment may not exceed a 3’ side height within 5’ from the front of the exhibit space. We may or may not have pipe and drape. All exhibits must be self-sustaining and free standing (nothing can hang from pipe, drape or hotel walls without prior written approval). All decoration material must be flame-retardant. Exhibit hall fire exits & safety equipment must be left accessible & in full view at all times. Oversize display materials & equipment request must be submitted in writing & pre-approved by the CWCDAA at least 30-days prior to the conference.

Restrictions: The CWCDAA reserves the right to prohibit any display or exhibit, or any part of a proposed exhibit, that is deemed not suitable or in accordance with the accepted professional ethics of its members.

Cancellations: In the event of a cancellation by an Exhibitor, an assessment shall be charged as follows:
     • 50% of exhibit fee once registered
     • 100% of exhibit fee is cancelled within 60 days of set-up
     • Sponsorships are non-refundable

In the event of a cancellation, it is understood that the CWCDAA has the right to reassign or re-sell space regardless of fees assessed.

Unions: It is further agreed that the Exhibitor will abide by, and comply with, rules and regulations concerning local unions having agreements with the show facility and/or authorized contractors employed by the CWCDAA.

Acts of God: In the event that the premises in which the exhibit hall was to be conducted shall become, in the sole discretion of the CWCDAA, unfit for occupancy, or has been substantially interfered with by reason of any cause or causes not reasonably within the control of the CWCDAA, this agreement may be terminated by the CWCDAA. For this purpose the term “cause or causes shall include but not by way of any limitation, fire, flood, epidemic, earthquake, explosion or accident, blockage, embargo, inclement weather, government restraints, restraints or orders of civil defense or military authorities, riot or civil disturbance, strike, lockout boycott or other labor disturbance, inability to secure sufficient labor, failure, impairment or lack of adequate transportation, requisition or commandeering of necessary supplies or equipment by local, state, or federal law, ordinance, rule, order or decree or regulation, legislative, executive or judicial, and whether constitutional or an act of God.

Termination: Should the CWCDAA terminate this agreement pursuant to the provisions of this agreement, the Exhibitor waives any and all claims for damages and agrees that the CWCDAA may, after computing the total amount refundable to all Exhibitors (the amount by which the total amount of fees paid by all Exhibitors exceeds the total amount of the CWCDAA costs and expenses in connection with the preparation for conducting the show, including reasonable reserve for claims and other contingencies), refund to the Exhibitor, as and for complete settlement and discharge of all said Exhibitor's claims and demands.

Liability: The Exhibitor indemnifies and agrees to hold harmless the California Workers’ Compensation Defense Attorneys’ Association, Inc., StageOne Events, the host hotel or venue and their officers, directors, owner, employees and agents, from and against any actions, losses, costs, damages, claims and expenses (including attorney's fees) arising from any damage to property or bodily injury to Exhibitors, his agents, representatives, employees by reason of the Exhibitor's occupancy or use of the exhibition facilities.

Demonstrations: No demonstrations or solicitations shall be permitted outside the Exhibitor's assigned space and no signs or placards may be displayed on persons or otherwise outside the exhibit spaces.

Compliance: The Exhibitor assumes all responsibility for compliance with all pertinent ordinances, regulations, and codes of duly authorized local, State, and Federal governing bodies concerning fire safety and health, together with the rules and regulations of the host hotel or venue.

Changes and Corrections: The information in this document is believed to be accurate and true. If a mistake is found or brought to our attention, we will correct it as quickly as possible. The dates, times, availability of spaces and sponsorship items may be changed or updated at anytime. Changes and corrections to the information in this document do not release the Applicant and/or Exhibitor from any obligation under this agreement.

Exhibitor, Sponsor & Vendor Code of Conduct: All Exhibitors, Sponsors and Vendors that attend CWCDAA functions agree to the following:
1. Only paid exhibitors, in their assigned exhibit space, shall be permitted to solicit business and/or hand out literature within the Exhibit Hall area.
2. Exhibitors shall be limited to designated areas for the purpose of soliciting and/or business transactions. No soliciting of any form in the General Session area will be allowed.
3. Professional displays are encouraged. Space visible to the public and/or your neighboring exhibitors must be finished attractively.
4. Undue noise or unseemly methods of demonstrations made in the operation of exhibits will not be tolerated. Sound levels of sound amplification equipment must not interfere with any other persons. StageOne Events may terminate the use of any such equipment or methods. The final decision of what constitutes undue noise and unseemly methods shall rest with the venue, StageOne Events and the CWCDAA Board of Directors.
5. The exhibitor shall conduct their exhibit in a professional and reputable manner and ensure the exhibit is adequately staffed.
6. The exhibitor shall comply with all federal, state, provincial and municipal codes and laws as well as any and all venue, association and/or management imposed restrictions.
7. Exhibitors shall not make false or malicious statement(s) that may injure the professional reputation of another exhibitor, the venue, StageOne Events and/or the CWCDAA.
8. Exhibitors’ advertising shall be neither false nor in any way misleading.
9. Exhibitors recognize that other members will compete for business within lawful practice.
10. Exhibits shall be manned by registered agents of the Exhibitor during all times when the Show is officially open.
11. Any and all complaints regarding an Exhibitor are to be made in writing, addressed to the Trade Show Manager, StageOne Events, and delivered to the Trade Show Registration Desk. Allegations of violations of this Exhibitor Code of Conduct shall be resolved according to the CWCDAA’s Procedures for Handling Allegations of Conduct Violations. Exhibitors are asked not to confront each other regarding complaints.
12. StageOne Events shall interpret this Code of Conduct and resolve areas of conflict as they occur. Frequent or flagrant violations of any of the above regulations can result in Exhibitor being barred from future participation at CWCDAA sponsored events and functions.

Procedures for Handling Allegations of Conduct Violations Any and all complaints regarding an Exhibitor are to be made in writing, addressed to the Trade Show Manager, StageOne Events as soon as possible. The complaint must fully state the cause of the complaint. Complaints will not be considered from third parties who have not dealt with the exhibitors of whom the complaint is made.

Upon receipt of a written complaint the Trade Show Manager will acknowledge receipt of the complaint, within a reasonable time, and will detail the procedure to be followed.

If once the Trade Show Manager has examined the facts and believes there is a valid complaint a report will be made to the CWCDAA Executive Committee summarizing the facts of the complaint. These Committee members will review the facts and decide if there is a breach of regulations, and if this is the case, what action is to be taken.

If an exhibitor against whom the complaint has been made does not comply with this procedure or any reasonable requirement of the Trade Show Manager and/or the CWCDAA Board, then the Trade Show Manager shall be entitled to proceed without them and draw whatever conclusions are reasonable from the available facts.

If a complaint is dismissed then the matter will remain confidential.

If a breach of regulations becomes known to the Trade Show Manager or CWCDAA Board Members, the Trade Show Manager or CWCDAA Board members shall have power to act of its own volition even if no complaint has been received.

Appeals Procedure Exhibitors who disagree with actions taken as a result of rule violations may appeal to the Board of Directors within 30 days of receipt of notice.



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CWCDAA
2205 Rippey Rd. #529
Penryn, CA 95663
p 925.240.9160
f 925.396.6150
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