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AFP 2015
Terms and Conditions
Contract for Exhibit Space: The signed agreement and subsequent notice of assignment constitute a contract between the
Association of Fundraising Professionals (AFP) and the Exhibiting Organization (hereinafter, the “Exhibitor”). Any point not
specifically covered in the terms of the signed agreement and these Terms and Conditions are subject to the decision of AFP,
whose decision shall be final. It is agreed that the Exhibitor will abide by the rules and regulations as set forth in the terms of
this signed agreement, these Terms and Conditions, the AFP 2015 Expo Manual, and the online Exhibitor Service Kit before,
during, and after The Fundraising Conference, and by other reasonable rules considered necessary by AFP and the Baltimore
Convention Center.
Eligibility for Exhibit Space: All Exhibitors must exhibit in the Exposition on Fundraising and Philanthropy. In keeping with
the educational purposes of the Association, any Exhibitor whose proposed exhibit, sponsorship, advertisement, or gift will
enhance the educational purpose of AFP is eligible to apply. If the sponsorship, advertisement, or gift continues throughout the
year and enhances the profession by supporting AFP, or advises the market of products or services that enhance the profession,
then said Exhibitor will be considered eligible. AFP reserves the right to deny participation at the 2015 Fundraising
Conference if applicant/Exhibitor is not in good standing with AFP, at AFP’s discretion.
Assignments/Allocations: Assignments will be made based on the date the signed agreement is received, as well as the
selection and the location specifications supplied by the Exhibitor. Location specifications include proximity to other
organizations and Exhibitors. Priority of selection is given to Exhibiting Organizations that have exhibited with AFP in
previous years. It is the Exhibitor's responsibility to know its proximity to competing Exhibitors and organizations.
Booth Reductions: Booth reductions can be made, subject to the Cancellation clause below. If Exhibitor elects to reduce the
booth size, the resulting booth space shall be subject to the current rates for the exhibit booth at the time of the booth reduction.
Payment Information: A 50% deposit is required with this application if you contract booth space before November 13,
2014. You will be invoiced for the remaining amount with the remaining balance due November 13, 2013. If final payment is
not received by November 13, 2014, AFP reserves the right to cancel the Exhibitor’s booth space and retain all monies paid,
and lease the booth space to another Exhibitor. After November 13, 2014, all Exhibitor applications must be accompanied by
full payment. Should, at any time, AFP be forced to collect any overdue payments from Exhibitor, such fees will be subject to
an interest rate of 2.5% per month, accruable, in addition to any and all legal, court, and collections fees incurred by AFP.
AFP will not apply any credits toward future AFP International Conferences or any AFP advertising or related promotions.
Cancellation: Exhibitors have the right to cancel this agreement at any time by written notice to AFP. Exhibitors canceling on
or before October 1, 2014 will receive a refund of payments made, less a nonrefundable administrative fee of 10% of the total
booth rental fee. Exhibitors who have made payments and cancel between October 1, 2014 and November 13, 2014 shall be
eligible for a 50% refund of the total booth rental fee. No refunds shall be issued for cancellations received after November 13,
2014. There will be a $100 return check fee on any return check payments made by the Exhibitor. Under all circumstances,
AFP reserves the right to resell the Exhibitor booth cancelled by the Exhibitor.
Exhibit Booth: AFP will provide the following with each booth, unless otherwise stated in the agreement or any other AFP
materials: a two line identification sign listing company name and booth number (if requested); an 8' high backdrape and 3’
high draped side walls; aisle carpeting in all main and cross aisles; around-the-clock security beginning with setup and
concluding after all freight has been removed; and booth assistant registrations according to the booth space leased by
Exhibitor. Standard in-line booths may not exceed a height of 4' in the front half of the booth. All islands are restricted to a
height of 16', including identification sign. No exhibit is permitted to obstruct the view of adjacent booths. Carpeting is
mandatory in all booths. AFP reserves the right to direct revisions, at Exhibitor’s expense, of any exhibit that does not comply
with these guidelines.
Operation and Conduct: Exhibitors are not allowed to adversely affect displays of other Exhibitors. Attendants, models, or
robots are subject to the approval of the AFP, and must confine their activities to the exhibit space occupied by the Exhibitor.
Exhibitors’ personnel may not enter the exhibit space of another Exhibitor without permission from that Exhibitor and at no
time may enter an exhibit space that is not staffed, except their own.
Exhibitors shall not, without the written consent of AFP, distribute or permit the distribution of any advertising material,
literature, souvenir items, or promotional materials in or about the convention center except from their own allotted space (the
“Booth Space”). Organizations not assigned booth space in the Exposition Hall will not be permitted to solicit business. In
keeping with the educational purpose of The Fundraising Conference program, products and services may not be sold for
delivery on the show floor, or other related conference areas during The Fundraising Conference. Only customary/descriptive
product literature and samples may be distributed to meeting registrants.
No Exhibitor is permitted to promote products, equipment, or services other than its own. If an article of a non-exhibiting firm
or business is required for the operation or display of an Exhibitor's wares, identification of such an article shall be limited to
the usual and regular nameplates, imprinting, or trademarks under which the article is sold in the regular course of business.
All activities must be confined to the limits of the rented or assigned booth space, and must not impede traffic or interfere with
the activity of other Exhibitors. Dollies, carts, and other such devices are not permitted on the exhibit hall floor during exhibit
hours without the written consent of AFP.
Exhibitors shall not deface any part of the Convention Center facility. The cost of repairing any damage to the Convention
Center caused by the Exhibitor, its employees, representatives or agents will be billed to and paid by the Exhibitor in full. At
no time shall AFP accept responsibility or liability for any such damages. Nothing can be tacked, taped, nailed, screwed or
otherwise posted to the walls, floors, ceilings, furniture or other property of the Convention Center. All setup and dismantling
of exhibit booths and sponsorship programs must be conducted within the assigned space within the appropriate times
assigned. No storage of exhibit materials will be permitted between or behind booth draping.
Exhibitors are responsible for all damages to property caused by themselves or their personnel. Should such damage occur, the
Exhibitor is liable to the owner of the damaged property.
AFP reserves the right to restrict displays which would constitute a violation of this agreement because of noise, methods of
operation, materials, or for any reason, become objectionable, and to prohibit or remove any displays, which in the opinion of
AFP, at its discretion, detract from the general character or appearance of the exposition.
Food or drink may be distributed from exhibit booths only upon approval from AFP. The serving or distribution of alcoholic
beverages by Exhibitors in any part of the Exhibit Hall is forbidden, unless otherwise approved by AFP. Photography and
videotaping are prohibited without the written permission of AFP.
AFP may evict Exhibitors whom, because of noise, conduct of personnel, methods of operation, or any other reason, detract
from the general educational character of the meeting. AFP is the final authority on all matters relating to operation and
conduct.
Subletting Space: No Exhibitor shall assign, sublet or apportion the whole or any part of the booth space assigned, or have
representatives, products or materials from companies other than its own in the said exhibit booth space.
Exhibitor Responsibility and Right to Remove the Exhibitor’s Property: If an Exhibitor fails to comply in any respect
with the terms of this agreement, AFP will have the right to offer said space to another Exhibitor, and/or to use said space in
any manner. AFP reserves the right to remove from the exposition hall premises any or all of the property of the Exhibitor
should The Fundraising Conference be canceled or relocated. These rights may be exercised without prior notice or hearing.
This will not be construed as affecting the responsibility of the Exhibitor to pay the full amount specified by the agreement or
any contracts between AFP and Exhibitor.
Use of Logo: The AFP Conference logo is the only logo that AFP gives Exhibitors permission to use, subject to AFP
guidelines set by AFP (available upon request). Requests for conference logo use must be submitted in writing to the
Conference Department with a sample of the piece for approval. Neither the Association logo nor the Foundation logo may be
used for any marketing or other purposes.
Intellectual Property: The Exhibitor hereby agrees that this agreement does not imply a license or right whatsoever
concerning the intellectual property of AFP. For the purposes of this agreement, "intellectual property" shall mean: all
trademarks and service marks registered and/or used by AFP, as well as any right, invention (patented or not), floor plans,
industrial designs, utility models, confidential information, commercial names, commercial signs, copyrights, domains, as well
as any other intellectual property right protected by law. The Exhibitor commits not to use, commercialize, disclose, distribute,
give away or by any means use any property of AFP, or any exceeding or remaining material of those considered intellectual
property of AFP.
Hospitality: Only organizations with booth space contracted in the exposition hall may use function space for hospitality
purposes, at AFP’s discretion. All requests for function space must be directed to AFP for approval. Upon approval of request,
all applications must go through the Conference Department at AFP for assignment. Hospitality may not be open during
official program hours, which include social activities by AFP. Exhibitors are not permitted to display equipment or products
or to conduct product demonstrations in suites or sleeping rooms during The Fundraising Conference unless they have
contracted for the Community Group Program.
Safety Codes: No one under the age of 18 is permitted to attend any conference events, unless formally invited by AFP (such
as award winners, honorees, etc.). If you choose to bring a child or children to the AFP conference, you are responsible for
obtaining your own child care arrangements. Children are not permitted in the Exhibit Hall or in any educational sessions in the
Convention Center or hotels where AFP is holding events, and are not permitted on the AFP buses. The Exhibitor is
responsible for the knowledge and compliance with all union requirements, and fire and safety codes established by the
Convention Center. Decorations must be flame proofed and all hangings must clear the floor. Electrical wiring must conform
with all federal, state and municipal government requirements and with the National Electric Code Safety Rules. If inspection
indicates that an Exhibitor has neglected to comply with these regulations, or otherwise incurs fire hazards, the right is reserved
to cancel at Exhibitor's expense all or such part of the exhibit as may be irregular.
Compliance: The Exhibitor assumes all responsibility for compliance with all pertinent ordinances, regulations and codes of
duly authorized local, county, state and/ or federal government bodies concerning fire, safety and health together with the rules
and regulations of the operator/owners/managers of the property where the show is being held. Government, state, county,
municipal and/or local laws must be strictly observed as aforementioned but not limited to.
Liability and Insurance: The Exhibitor is responsible for any claims arising out of its own negligence, or out of the
negligence of its employees, representatives or agents. AFP will endeavor to protect Exhibitor property through contracted
security personnel. The Exhibitor shall be responsible for protecting its own property to its full value, either through purchased
insurance or self-insurance. AFP will not assume liability for any loss or damage to Exhibitor property. In holding The
Fundraising Conference and Exposition on Fundraising and Philanthropy, AFP does not act as agent of the Exhibitor, the
facility, the General Service Contractor or any other party. Claims against any party other than AFP are to be submitted directly
to the party involved. In the event The Fundraising Conference is cancelled, or the sponsored project is cancelled, or the
Exhibitor does not participate due to circumstances within the control of AFP, the liability of AFP shall be limited to a refund
of all monies paid by the Exhibitor as exhibit booth rental, registration fees, and sponsorship or advertising fees.
ADA: Each Exhibitor is charged with knowledge of all laws, ordinances and regulations pertaining to the Americans with
Disabilities Act (ADA). Compliance with ADA is mandatory for all Exhibitors and the sole responsibility is that of the
Exhibitor so far as ADA relates to the Exhibitor's space regardless of whether the conference takes place within the U.S. or not.
AFP and service contractors have no responsibility pertaining to the compliance with laws as far as individual Exhibitor's
space, materials and operation is concerned. The Convention Center shall be responsible for all accessibility requirements and
labor accommodation requirements under ADA relating to the Exhibit Hall and attendant facilities. AFP shall be responsible
for those readily achievable, nonpermanent accessibility requirements of the ADA which are applicable to AFP if not otherwise
provided by the Convention Center. The Exhibitor agrees that it will comply with any provisions of the ADA which are
applicable to the Exhibitor's space.
Interpretation: AFP reserves the right to interpret, amend, and enforce these terms as it deems proper to ensure the success of
the AFP Exhibitor and the Exposition Program. AFP makes every effort to ensure that the Exposition is in keeping with the
educational nature of The Fundraising Conference. The fact that products and services are on display at The Fundraising
Conference does not constitute, nor should it imply, an endorsement by AFP. Exhibitors may not claim or suggest AFP
endorsement of their products or services without a specific, written agreement with AFP. Compliance with the AFP terms and
conditions is mandatory for all exhibitors and the sole responsibility is that of the Exhibitor.
Cancellation or Relocation of The Fundraising Conference: In the event of cancellation or relocation of The Fundraising
Conference due to circumstances within the Association’s control, the liability of AFP shall be limited to a refund of deposit
fees paid to the AFP by the Exhibitor. In the event the Association has no control over the cancellation or relocation of The
Fundraising Conference, AFP shall have no liability of any kind for deposits or fees paid by the Exhibitor.