APPLICATION AND CONTRACT FOR EXHIBIT SPACE
PV America 2015
Westin Waterfront Boston Hotel
Boston, MA
March 9-10, 2015
Contact Information
Company Name…………………………………………………………………………………………….……………………………..
Contact………………………………………………………..……… Title…………….…………………………………….………….
Tel…………………………..……………………………………… Fax………………………..………………………………..………
Email………………………………………........................................... Web Site …………..…………………………….………….
Address…………………………………………………………………………………………………………………………………….
City………………………………………….……… State……………… Zip……………………Country……………………………..
………………………………………………….
Exhibit Space Rates (Exhibit space rate includes 2 complimentary full conference registration passes per 10’x10’, 8’ high backdrop and 3’ high side drape,
one line ID sign, web listing with link to exhibitor’s website and company description.
 SEIA/SEPA Member Rate – $28.00 per square foot
Booth Size: ________________________ (min. 10’ x 10’)
 Non Member Rate – $32.00 per square foot
Total Cost: $________________________
* Membership must be current at the time of the event to quality for the member rate
Booth Preferences: 1st Choice _________________ 2nd Choice _________________ 3rd Choice ___________________
 YES! I am interested in PV America 2015 sponsorship opportunities. Please contact me with more information.
Payment Information
Initials
Cancellation Penalties
Deposit and Payment Schedule
Cancellation Penalties
Due with application……….50%
Through January 9, 2015…...50%
Due January 9, 2015..........100%
After January 9, 2015……….100%
Exhibit space will not be held or confirmed without deposit.
Failure to make payments does not release the contracted or
financial obligation of Exhibitor.
Make checks payable to: Solar Energy Trade Shows, LLC
Wire transfer information provided upon request
Additional $50 fee per wire transfer
Initials
Mail payments to:
PV America Expo c/o SETS.
1737 King Street, #600A, Alexandria, VA 22314
Tel: 703-738-9460
Email: [email protected]
Credit Card Payment (Credit Card Payments limited to $6,200)
 Visa
 MasterCard
 American Express
Card Number: _____________________________________________________________Amount: $_________________
Exp. Date: __________________________ Name on Card: _________________________________________________
Signature: _________________________________________________________________________________________
This exhibit space application will become a contract upon acceptance with authorized signature and is based upon the exhibit floor plan, exhibit space fees, PV
America 2015 Terms and Conditions (which are attached to and made a part of this contract), Westin Waterfront Boston policies and Exhibitor Service Manual.
Exhibitor Signature……………………………………………………………..……… Date…………………………………………….
Printed Name.………………………………………………………..………………… Telephone………………………………………
Show Management Use
Authorized SETS Signature……………………………………..…………….…………………………… Date……………..………..
Account Number……………………………. Assigned Booth Number……………………….. Size……...………………………….
PV AMERICA 2015 TERMS AND CONDITIONS
Applicant agrees to comply fully with the Terms and Conditions for PV AMERICA 2015 (PVA 2015) which are provided below.
I understand and agree that by providing my mailing address, email address, and telephone number I consent to receive communications from PV AMERICA
2015 Show Management via regular mail, email, telephone or fax.
1. Exhibiting Company Qualifications
Show Management reserves the right to determine the eligibility of any product or display. Acceptance of any company, product or exhibit is entirely at the
discretion of Show Management.
2. Booth Assignments
Booths are assigned on a first come, first served basis.
Show Management reserves the right to change location assignments at any time.
3. SEPA/ SEIA Membership
Companies must be a member of SEPA and/or SEIA at the time of registering for exhibit space to receive member rate. Refunds will not be applied to
companies joining either association after reserving booth space. Memberships with SEIA and SEPA will take a minimum of 48 hours to process.
4. Booths
All exhibitors must comply and abide by the Booth Guidelines and Display Rules and Regulations of PV AMERICA. The exhibiting company’s ultimate
placement by Show Management must be considered final. Show Management reserves the right to relocate an exhibiting company at any time, for any
reason, for the overall good of the event. Show Management is not obligated to reimburse the exhibiting company for any costs stemming from relocation.
5. Exhibit Space Payment
A 50% non‐refundable deposit of total amount invoiced is due within 30 days of invoice/reservation date. The remaining balance is due on or before January
9, 2015. Contracts for exhibit space received after January 9, 2015 must be accompanied with the full 100% payment at time of purchase. If appropriate
payment is not received within the aforementioned time frames, reserved exhibit space will no longer be guaranteed and is subject to release, reduction, and
resale at the discretion of Show Management. If exhibit space is not paid in full by January 9, 2015, the exhibit space may be canceled and no previous booth
payments will be refunded. Check payments should be in U.S. dollars, drawn on a U.S. bank, and made payable to Solar Energy Trade Shows, LLC. (Please
Reference PV AMERICA or PVA.) Wire transfer payments are subject to a $50.00 processing fee per transaction and this amount will be added to
total due on invoice. All PVA exhibit space accounts must be paid in full prior to event move‐in. Companies may not have access to the exhibit hall until
account balances for exhibit space and/or sponsorships are paid in full.
All exhibit space and sponsorship check payments should be sent to the following address:
Solar Energy Trade Shows
Attn: Accounts Receivable
1737 King Street, Suite 600A
Alexandria, VA 22314
6. Cancellation or Reduction in Booth Space by Exhibitor
In the event Exhibitor cancels its booth space, Exhibitor shall send SETS written notice of such cancellation via email or registered or certified mail. Upon
receipt of such notice, SETS shall assess a cancellation fee to Exhibitor to cover the resulting damages based on the following schedule:
Date Notice of Cancellation is Received by SETS - Cancellation Fee
On or before January 9, 2015 - 50% of the booth rental fee
On or after January 10,, 2015 - 100% of the booth rental fee
Cancellation fee payments must be received within 30 days of SETS’s receipt of the notice of cancellation. It is understood and agreed by the parties that
SETS may offset the cancellation fee from Exhibitor’s deposit payment(s). Further, SETS may resell or reassign the cancelled booth space to another
exhibitor with no obligation to refund the cancellation fee paid to it by Exhibitor.
In the event Exhibitor requests that SETS reduce the size of its booth space, Exhibitor shall send written notice of such request to SETS via email, registered
or certified mail. If accepted by SETS, Exhibitor shall pay SETS a reduction fee to cover the resulting damages based on the following schedule (in addition
to the rental fee for the reduced amount of booth space):
Date Notice of Booth Space Reduction is received by SETS - Reduction Fee
On or before January 9, 2015 - 50% of the pro rata fee for the reduced amount of booth space*
On or after January 10, 2015 - 100% of the pro rata fee for the reduced amount of booth space*
*The pro rata fee for the reduced space shall be based on the proportion of the reduced space to the original total amount of booth space. For example, if an
Exhibitor contracted for 2,000 square feet of booth space and then reduces its space to 800 square feet that would represent a reduction of 60% of the booth
space. Thus, the reduction fee would be calculated as follows: 60% of the total booth space rental fee multiplied by 50% (if notice if received on or before
January 9, 2015) or by 100% (if the notice is received on or after January 10, 2015). The Exhibitor would also be responsible for payment of the remaining
800 square feet of space.
Reduction fee payments must be received within 15 days of SETS’s receipt of the notice of the request. It is understood and agreed by the parties that SETS
may offset the reduction fee from Exhibitor’s deposit payment(s). Further, SETS may resell or reassign the reduced booth space to another exhibitor with no
obligation to refund the reduction fee paid to it by Exhibitor.
7. Use of Space and Secondary Exhibitor
Exhibiting company may not assign, sublet or re‐sell, in whole or in part, contracted exhibit space. Exhibiting companies are allowed one exhibit space on the
show floor. No exhibitor shall permit any other corporation or firm or its representatives to use the space allotted to this exhibitor of record, nor shall the
exhibiting company display articles not manufactured or normally sold directly to them.
8. Booth Guidelines Display Rules and Regulations
Exhibit displays must comply and abide by PV AMERICA Booth Guidelines and Display Rules and Regulations. Exhibiting companies with 600 square feet
and above must submit their exhibit designs/hanging sign and graphic renderings to Show Management for approval prior to move-in (due date will be
provided in Exhibitor Service Manual). Booth Guidelines and Display Rules and Regulations will be available online and also included in the online
Exhibitor Services Manual.
9. Security
Show Management will take reasonable care to ensure security in the exhibition area. Show Management will not be liable for damage or loss to exhibitor's
property. Exhibitors are required to make their own insurance agreements and provide certificate of insurance to show management 60 days prior to event
move‐in as further outlined in Section 21 of these Terms and Conditions.
10. Liability
The Solar Electric Power Association, Solar Energy Industries Association, PV AMERICA 2015, Solar
Energy Trade Shows, LLC, Westin Boston Waterfront Hotel, all conference hotels, the official show contractor/decorator, their agents or employees shall not
be responsible for any loss, theft or damage to the property of the exhibitor, his or her employees or representatives. Further, Show Management will not be
liable for damage or injury to person or property during the term of this agreement from any cause whatsoever by reason of the use or occupancy of the
exhibit space by the exhibitor and the exhibitor shall indemnify and hold harmless Show Management from all liability which might ensue from any cause
whatsoever. If the exhibitor’s materials fail to arrive, the exhibitor is nevertheless responsible for all amounts due hereunder. The exhibitor understands that
none of the above organizations or sponsors maintains insurance covering the exhibitor’s property and it is the sole responsibility of the exhibitor to obtain
such insurance. Exhibitor shall indemnify, defend and hold harmless the Solar Electric Power Association, Solar Energy Industries Association, PV
AMERICA 2015, Solar Energy Trade Shows, LLC, Anaheim Convention Center, all conference hotels, the official show contractor/decorator, their
respective officers, directors, employees, agents, contractors, and each of them, from any and all claims made as a result of Exhibitor’s performance or
breach of these Terms and Conditions or out of the negligence, gross negligence, or willful misconduct of Exhibitor, its officers, directors, employees, agents,
or contractors. The terms of this provision shall survive the termination or expiration of this Agreement. Exhibitor agrees to Comprehensive General Liability
insurance against injury to the person and property of others in the amount of at least $1,000,000 to cover itself and shall name the Solar Electric Power
Association, Solar Energy Industries Association, Solar Energy Trade Shows, LLC and PV AMERICA 2015 as additionally insured parties on such
insurance coverage. Exhibitor shall submit certificates evidencing such coverage to Show Management. Insurance – Be sure all of your merchandise,
display equipment and materials are fully covered against fire, theft and all hazards for the duration of the expo and while in transit to and from
your exhibit space. Exhibitors are responsible for their individual exhibits during hours when the exhibit area is open. PVA Show Management will have
security guards on duty during exhibitor installation, dismantle and show hours and will make reasonable effort to safeguard the property of all exhibitors;
however, neither Show Management, the Official Show Decorator, nor the Convention facility assumes any liability for loss, and exhibitors are requested to
take normal precautions at all times
11. Cancellation or Termination of Event
In the event that the premises where the exhibition is to be held shall, in the sole determination of Show
Management, becomes unfit or unavailable for occupancy, or shall be substantially interfered with by reason of strike, embargo, injunction, act of war, act of
terrorism, act of God, fire or state of emergency declared by a government agency, by reason of any other occurrence beyond the control of Show
Management, Show Management may postpone or cancel the exhibition, the exhibitor waives all claims the exhibitor might have against Show Management
for damages or expenses and agrees to accept in complete satisfaction and discharge of all claims against Show Management a refund of all amounts paid by
the exhibitor to Show Management in accordance with this agreement.
12. No Guarantee of Results
Show Management does not warrant or guarantee any particular results of the exhibition or conference, nor does it guarantee a particular number of attendees
or exhibitors.
13. Agreement to Conditions
Each exhibitor and sponsor for himself and his employees agrees to abide by these conditions, it being understood and agreed that the sole control of the
conference and expo rests with Show Management. Failure to abide by these terms and conditions will result in loss of priority points and/or companies will
not be invited to exhibit in future PVA events.
14. Amendments
Show Management shall have sole authority to interpret and enforce all rules and regulations contained herein, and to make any amendments thereto and to
make such further rules and regulations as shall be necessary for the orderly conduct of the exhibition.