Thanks for sponsoring of exhibiting at iBTechCon2019.

Ignite Black Tech Conference Set Up Information & Code of Conduct for exhibitors.


Important Dates to Remember

 Setup – Friday, February 15th 6:00 pm – 10:00pm

Program begins – Saturday, February 16th at 9:00 am

Tear down – Sunday, February 17th (must be completed by 11:00p.m.)

 


Terms and Conditions

IBTECHCON Exhibitor Rules and Regulations

The following rules and regulations have been designed for the benefit of all exhibitors. The IBTechCon Conference & Honors (IBTECHCON) requests the full cooperation of exhibitors in their observance and IBTECHCON reserves the right to terminate the exhibitor’s display privileges at any time for breach of any terms, rules, and regulations.

IBTECHCON Trademarks and Trade Names: IBTECHCON trademark and logo, and the meeting branded marks and logos, are the property of IBTECHCON. Any use of these trademarks, marks, or logos without written authorization from IBTECHCON is forbidden and a violation of state and federal law.

Exhibit Space Assignments and Occupancy are determined based on the floor plan of the venue and a first come/first serve basis from the date the exhibitor application contract is submitted to IBTECHCON. IBTECHCON reserves the right to make changes as deemed necessary. Exhibitors should review the hotel site plan and exhibit floor plan ahead of the meeting to ensure proper planning for the exhibit. Exhibitors may not alter the location of exhibits without the written consent of IBTECHCON staff prior to the meeting only. All exhibits must be staffed during regular exhibit hours. Exhibitors may not permit non-exhibiting companies’ representatives in their exhibit area. All exhibitors must wear their name badges at all times. Exhibitors cannot transfer paid exhibit fee from one event to another. Only one company per exhibit table (including a double table) must be represented.

Giveaways: Exhibitors are solely responsible for shipping any giveaways directly to the recipient. IBTECHCON will not be involved in shipping any exhibitor giveaway(s) to recipients. Exhibitors are responsible for all shipping and handling fees associated with their giveaways.

General Standards of Conduct: Exhibitors are to present their products and services, and their personnel, in a professional manner. Any activity or behavior that is disruptive, distracting, or undignified is prohibited. No recorded or live music may be played or performed in the exhibit space assignments, subletting, sharing, or apportioning of space is not permitted. An Exhibitor may not exhibit, advertise, or offer for sale goods or services other than those of the Exhibitor. No exhibition or solicitation is permitted outside of the Exhibitor’s assigned space, including elsewhere in the hotel or surrounding geographic area. Exhibitors may not conduct any activity that would induce visitors to leave the hotel or other facility at which the exhibition is being held during regular business hours. Smoking is prohibited.

Attendee Roster: In lieu of providing attendee rosters IBTECHCON markets on behalf of all exhibitors to attendees with information provided from the exhibitor form. Information will be included in emails going out to attendees prior to the event. IBTECHCON does not provide a list of attendees to exhibitors.

Exhibit Specifications: All exhibits must adhere to the IBTECHCON exhibit specifications listed below. Exhibitors desiring to use other than standard exhibit equipment or any signs, decorations or arrangements of display material conflicting in any way must seek prior approval from IBTECHCON which should include a detailed sketch of the proposed layout and must receive written approval from IBTECHCON prior to exhibiting.

 

  • Each exhibit should be installed so that it will not project beyond the space allotted and obstruct or interfere with the other exhibits. Exhibit fixtures, components and identification signs will be permitted so as long as no component exceeds the allowed restriction.
  • No nails or screws may be driven into the floor and no damage of any nature may be done to any part of the exhibit hall. Exhibitors may not tape, paste, thumbtack, nail, or otherwise affix signs or posters to the walls, columns, or exhibit drape, or hang things from sprinkler pipes. Any signs or posters leaning against the walls must be properly padded so as not to cause damage.
  • Fire Department Regulations and All Other Applicable Laws and Regulations must be complied with by Exhibitor. Display and packing material must be flame-retardant. Electrical equipment must be UL approved and must be wired by a licensed electrician.

Harassment Free Environment: IBTECHCON strives to provide an environment where attendees and exhibitors are able to meet comfortably and productively, free from harassment or discrimination. The Academy prohibits the harassment of, or discrimination against, any of its attendees, vendors or employees, regardless of whether that harassment is targeted specifically, based on an individual's race, sex, sexual orientation, religion, color, age, national origin, marital status, physical or mental disability, genetic information, military/veteran status, or other legally protected characteristics. Prohibited harassment may include, but is not limited to, verbal or physical conduct that denigrates or shows hostility or aversion toward any individual because of one of the characteristics listed above. Such conduct includes epithets, slurs, derogatory comments or jokes, intimidation, innuendo, negative stereotyping, threats, assault or any physical interference.

 Installation and Dismantling of Exhibits: Exhibitors can begin setting up as prescribed by the timing allocated by IBTECHCON. All shipping must be handled through the convention hotel staff. Packing of exhibits prior to the close of the exposition is prohibited. Exhibitor shall be liable for all storage and handling charges for failure to remove exhibits by specified time and date. IBTECHCON reserves the right to alter the convention hours in any manner in the best interest of IBTECHCON. Exhibitor shall not cause any violation of the rules of the

exhibit hall location. Exhibitors that plan to use outside contractors must notify IBTECHCON in writing 60 days prior to the meeting. Outside contractors are required to supply verification of liability insurance coverage.  All labor must have hotel or local union clearance. No empty boxes or crates may be stored in the booths.  Provisions will be made for removal, storage and return of all packing materials. Exhibitors are advised to provide locked facilities within their own display for excess merchandise.

Terms of Payment, Cancellation and Refund: Full payment for exhibit space is due with the exhibitor registration. Cancellations must be received in writing by email, fax, or mail 60 days prior to the meeting dates, less 25% of your exhibit table fee. If you cancel afterwards your entire exhibit fee will be forfeited. Any exhibitor that signs up 45 days prior to the meeting will not be eligible for a refund. IBTECHCON reserves the right to deny exhibit space to companies that have overdue account balances with IBTECHCON.

Copyright or Other Intellectual Property Authorizations: The exhibitor shall be solely responsible for any necessary licenses or consents regarding copyright, patent or other intellectual property or privacy right implicated by or arising from exhibitor’s activities while at the meeting.

Indemnification: The Exhibitor shall indemnify and hold harmless IBTECHCON and its officers, directors, agents and employees (collectively, “IBTECHCON”) from and against any and all liabilities, damages, actions, losses, claims, costs, and expenses (including attorney’s fees) on account of actual or alleged personal injury, death, or damage to or loss of property arising out of or contributed to by any actual or alleged act or omission of Exhibitor, its employees, agents, or contractors.

Limitation of Liability: Notwithstanding any other provision of these rules and regulations or any other document, under no circumstances shall IBTECHCON be liable to the Exhibitor, its principals or owners for indirect or consequential damages, including lost profits, interference with business relations, or similar damage or harm. Further, any liability of IBTECHCON for direct damages shall arise only to the extent caused by the gross negligence or willful misconduct of IBTECHCON and shall be limited to the amount of the exhibit fee paid by the

Exhibitor.

Governing Law; Dispute Resolution: This Agreement shall be governed by the laws of the State of Georgia without regard to its conflict’s principles. For any disputes solely between the parties that cannot be resolved through negotiation, the parties hereby submit to the exclusive jurisdiction of the state and federal courts in or for DeKalb County, Georgia, and further agree that they are subject to the personal jurisdiction of such courts in Georgia any such dispute.

No Assignment: This Agreement may not be assigned by the Exhibitor absent the written consent of IBTECHCON.

Taxes, Licenses, Etc.: The exhibitor shall be solely responsible for any local, state or federal tax liability resulting from this contract or other tax implications arising from activities while an exhibitor at the meeting.  Exhibitor shall be responsible for obtaining any licenses, permits, or approvals required under local, city, state, or national law applicable to Exhibitor’s activity at the meeting. Exhibitor shall be responsible for obtaining any tax identification numbers and paying all taxes, license fees, or other charges that may become due to any government authority concerning Exhibitor’s activities at the meeting.

Security and Insurance: Exhibitors are expected to carry all risk insurance on their exhibits, utilize lock boxes, and/or arrange for their own security in their exhibits, as appropriate, at their own expense. All Exhibitors, their contractors and suppliers working in the exhibit hall are required to carry general liability insurance. Exhibitors must operate and maintain their exhibit so that no injury will result to any person or property. All exhibitors are strongly urged to obtain full-coverage temporary insurance for their merchandise and displays while in transit and while at the exposition. Proof of insurance coverage shall be provided to

IBTECHCON upon request.

Interpretations, Determinations, and Other Matters: IBTECHCON has full discretion in the interpretation and enforcement of these rules and regulations, and the decisions of IBTECHCON shall be final. All matters and questions not covered by these rules and regulations are subject to the decision of IBTECHCON. These rules and regulations may be amended at any time by IBTECHCON, and all such amendments shall be binding on all parties affected.

 

Conformity with Facility Requirements: This agreement is subject to rules of the hotel, exhibit hall, or other facility in which the exhibition is being held.