Chicago Exhibitor Application
Payment Information & Processing
All applications require a minimum 50% deposit to secure booth space. All sale or discounted booth applications require full payment at the time of purchase. Booth assignments will not be distributed until full payment is received. FULL BOOTH PAYMENT MUST BE RECEIVED BY FRIDAY, AUGUST 13, 2021.
Cancellation of exhibit space MUST be received in writing via fax or email to [email protected] Re- fund policy is as follows:
2021 Black Women's Expo Exhibitor Contract Terms and Conditions (as of March 2021)
THIS CONTRACT is made between The Black Women’s Expo. (hereafter, “BWe”) and the Exhibitor that completed the contract for exhibit space (hereafter, the “Exhibitor”) for lease of certain virtual exhibit space, to be assigned by MGPG Events, INC, during the Black Women’s Virtual Expo, August 28 -29, 2021 in Chicago, IL. (Here- after, the exposition shall be referred to as the “Exhibit”) This contract shall be in effect upon its execution by BWe as follows:
ELIGIBILITY TO EXHIBIT — Companies with an intended business interest in promoting products and ser- vices to the public. Those products or services that are of a pornographic, illegal or of a nature that is in- compatible with the mission/vision of BWe are NOT eligible to be showcased at the Exhibit. BWe reserves the right to reject exhibit contracts that propose to exhibit any such products/services.
EXHIBIT SCHEDULE – BWe NEXT Virtual Expo will be starting Saturday, August 28, 2021 from 10:00 a.m. – 6:00 p.m. And continuing Sunday, August 29, 2021 from 11am – 5pm. The Virtual Exhibitor Service Office will be open during these hours.
EXHIBIT BOOTH PACKAGE — The exhibit fee includes a Virtual Booth, a Virtual Booth Identification Sign measuring with the company name and booth number, one on one contact with visitors, three (3) BWe Exhibitor Badges for staff members and inclusion in BWe Virtual Welcome Guide to include company name and booth number.
EXHIBITOR BADGES —. Exhibitor Badges will be for your staff only. Each exhibitor will receive Three (3) Exhibitor Badges for staff to log in and assist with guests. Exhibitor Badges are not to be shared with other exhibitors.
PAYMENT SCHEDULE/CONTRACT DEADLINE — Contract is for exhibit space as outlined above. Receipt of a 50% deposit for exhibit space is required at time of contract submission. Contract is not valid without payment. All final payments are due to BWe no later than 5:00 p.m. CST, Friday, August 13, 2021. Payments after this deadline may be rejected based on space availability. All applications require a minimum 50% deposit to secure booth space. All sale or discounted booth applications require full booth paymentattimeof purchase.Boothassignmentswillnotbedistributeduntilfullpaymentisreceived. FULLBOOTHPAYMENT MUST BE RECEIVED BY FRIDAY, AUGUST 13, 2021
CANCELLATION, REFUND POLICY — Cancellations received after August 6, 2021 will be refunded less a 50% administrative fee of exhibitor space or amount paid to date. Cancellations made after 5:00 PM CST on August 6, 2021, will be processed without refund. For cancellations eligible for refund, BWe will issue refunds within 30 days of the conclusion of BWe Weekend. Cancellations will only be accepted in writing. Phone and faxed cancellation requests cannot be accepted. Cancellation requests must be sent to [email protected]
EXCLUSIVITY – Please, be advised that an exhibitor’s participation, services offered and or products sold, during Black Women’s Expo (BWe) or any of its affiliate events, is not offered or considered to be exclusive in any capacity. BWe is not responsible for participating exhibitors that offer the same services or products, which are considered to be competitive to another Exhibitor. There is NO refund eligibility and or discount as it relates to competing exhibitors (services, products, etc.).
Exhibitor – Appointed Contractors (EACs) — Any contractor other than those identified as “official BWe con- tractors” must be approved by BWe. Exhibitors using contractors other than the official BWe contractors for labor, supervision or any other service must notify BWe, in writing, by August 13, 2021. This written notification must include the contractor’s certificate of insurance and should be sent to [email protected] com. Notification to use an EAC and submission of Certificates of Insurance received after August 13, 2021 deadline will not be accepted by BWe. There are no exceptions. See Insurance section below for requirements for insurance certificates.
LIABILITY – The Exhibitor shall be solely responsible to third parties, including invitees and the public, for all claims, liabilities, actions, costs, damages and expenses arising out of or relating to the Exhibitor’s participation in the Exhibit, directors, members, agents, employees and sponsoring organizations against any and all actions, suits, proceedings, damages, losses, costs, and expenses asserted, brought or claimed by third parties arising out of the Exhibitor’s participation in the Exhibit.
BWe shall not be responsible for damages or losses suffered by the Exhibitor, its employees, or agents or for loss or damage to property owned, leased or used by Exhibitor, either while online (during or after the virtual expo) Exhibitor agrees to safeguard its own exhibit materials or goods from the time they are placed in the virtual expo platform until they are removed. Exhibitor acknowledges that BWe does not maintain insurance covering the Exhibitor, its agents, or its property and that it is the sole responsibility of the Exhibitor to obtain liability, business interruption, property damage and other insurance covering such losses or liability by the Exhibitor.
Under no circumstances, including but not limited to cancellation of the Exhibit Contract or removal or expulsion from the Virtual Exhibit Facility, shall BWe be liable for any indirect, special or consequential damages, including but not limited to lost sales, lost profits, administrative expenses, transportation costs, travel expenses, salaries or any other expenditures incurred by the Exhibitor as the consequences of its participation in the show. The maximum liability of BWe to Exhibitor, regardless of the basis for any claim, shall be the amount paid by Exhibitor to BWe for rental of exhibitspace.
INSURANCE — Be sure your materials are insured form the start of event and end of the event until they are re- turned after the show. It is suggested that exhibitors arrange all-risk coverage. This can be done by “riders” to existing policies.
FORCE MAJEURE – Neither Party will be liable for any failure or delay in performing an obligation under this Agreement that is due to any of the following causes, to the extent beyond its reasonable control: acts of God, accident, riots, war, terrorist act, epidemic, pandemic, quarantine, civil commotion, breakdown of communication facilities, breakdown of web host, breakdown of internet service provider, natural catastrophes, governmental acts or omissions, changes in laws or regulations, national strikes, fire, explosion, generalized lack of availability of raw materials or energy
For the avoidance of doubt, Force Majeure shall not include (a) financial distress nor the inability of either party to make a profit or avoid a financial loss, (b) changes in market prices or conditions, or (c) a party’s financial inability to perform its obligations hereunder.
FORFEITURE/RIGHT TO REMOVE EXHIBITOR’S PROPERTY — If an Exhibitor does not follow the rules and regulations set by BWe, the Exhibitor shall forfeit the amount paid for space rental and contracted space, regardless of whether or not the virtual exhibit space is subsequently leased. BWe reserves the right to remove from the Exhibit Facility any or all of the property of the Exhibitor, and at the exhibitor’s expense should the Exhibit be canceled or relocated, or should the Exhibitor violate any of the conditions of the Exhibitor’s agreement. This right may be exercised without prior notice or hearing.
INTERPRETATION AND ENFORCEMENT — These terms and conditions outline here are part of the contract between the exhibitor and BWe, as well as their officers, directors, employees, agents, successors and assigns. BWe has full power of interpretation and enforcement of these rules. All matters in question not covered by these regulations are subject to the decision of BWe and all decisions so made shall be binding on all parties affected by them as by the original regulations. In addition to the above terms and conditions, BWe reserves the right to cancel or refuse rental of display space without refund and/or to refuse admission to future exhibitions by any person or company whose conduct or display of goods is, in the opinion of BWe, incompatible with the general character and objectives of the exposition and/or BWe.
AGREEMENT — By signing and submitting the Exhibit Contract, the Exhibitor has read, understood, and agreed to each of the terms and conditions set forth. The Exhibitor further agrees to defend and hold harmless BWe against any claims arising from the Exhibitor’s participation in The Black Women’s Expo or violation of any of BWe policies outlined here, or adapted after the publication of the exhibit prospectus, governing the event