Print Page   |   Sign In
Share |



Exhibitor Agreement, Regulations & Cancellation Policy



These rules and regulations are a part of the agreement between NASW-Oklahoma and the Exhibitor. Exhibit Management reserves the right to render all reasonable interpretations and decisions, should questions arise, and to establish further regulations as may be deemed necessary to the general success and well-being of the conference. Exhibit Management’s decisions and interpretations shall be accepted as final in all cases. Pre-Registration for booth space constitutes acceptance of a contract with all regulations written herein.



All online or paper reservation forms must be accompanied by at least ½ of the payment for the total number of booths. Booth space will not be assigned until the minimum payment has been received.  Checks should be made payable to NASW-Oklahoma if not submitting payment online. Upon acceptance by NASW-Oklahoma, this application becomes a contract for an 8’x10’ booth space, as previously defined. If agreement is submitted after March 05, 2020, a $50 late fee will be charged.



In order to process a refund, NASW-Oklahoma must receive a written notice of cancellation from the exhibitors. If NASW-Oklahoma receives notice of cancellation more than 60 days prior to the Conference dates, NASW-Oklahoma will refund the booth fee(s) minus a 25% processing fee; if cancellation occurs less than 60 days prior to the Conference dates, the processing fee will be 50%. No refunds will be made for cancellations less than 30 days prior to the Conference dates. If an installment plan was approved and a cancellation is requested at any time, a 50% processing fee will apply. . Complimentary registrations will be invalid if booth space is cancelled.



All exhibits must serve the interests of the members of NASW-Oklahoma and shall be operated in a way that will not detract from other exhibits or the conference as a whole. NASW-Oklahoma reserves the right to refuse any exhibitor, which it deems objectionable to its purpose. NASW-Oklahoma also reserves the right to require the withdrawal of any exhibit, which it believes to be injurious to the purpose of the organization. This agreement shall be construed under and in accordance with the laws of the State of Oklahoma. All obligations of the parties created hereunder are performable at 2200 NW 50th Avenue Oklahoma City, Oklahoma 73112. This agreement shall be binding upon and inure to the benefit of the parties hereto and their respective heirs, executors, administrators, and legal representatives. This contract cannot be assigned by either party. In case any one or more of the provisions contained in this agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, or unenforceability shall not affect any other provision thereof and this agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein, if the essential terms and conditions for both parties remain valid, legal, and enforceable. This agreement constitutes the sole and only agreement of the parties hereto and supersedes any prior understandings or written or oral agreements between the parties respecting the within subject matter.



All direct sales must comply with local and state regulations concerning licensing and taxes. If any exhibitor has questions about such regulations they should contact the State of Oklahoma's Comptroller’s office.



NASW-Oklahoma will provide display space as indicated on the official floor plan, but reserves the right to make any necessary changes.



NASW-Oklahoma requires that each exhibitor occupy its own booth; there is no sharing of booth space with another exhibitor. Children are not allowed to be in the booth at any time and are not allowed in the exhibit hall if they are unaccompanied/unsupervised by exhibitors.  During the exhibit hours, the booth must remain open and staffed. Because of the large number of individuals who occupy the exhibit hall and the close proximity of fellow exhibitors, NASW-Oklahoma requests that any audio used at a booth be kept at a minimum. Sales and demonstrations of equipment must remain within the confines of the booth space. Exhibitors are encouraged to demonstrate their products/services within their booth as long as such actions do not obstruct passage in the aisles or make excessive noise that distracts or interferes with other exhibitors transactions.



The Exhibitor agrees to comply with local, city, and state laws, ordinances, and regulations for fire, safety, and health. All exhibit equipment and materials must be fireproofed and reasonably located within the booth. Arrangement of booth should not hinder traffic flow through the aisles. No combustible materials shall be stored in or around the exhibit booths. Because of the nature of the organization, and accordance with fire codes, there is NO SMOKING allowed at any time in either the meeting rooms or exhibit hall.



Any actions, real or perceived, shall not be construed to be any assumption of obligation or duty with respect to the protection of the property of exhibitors by NASW-Oklahoma; such obligation and duty shall at all times remain in the sole possession, custody, and responsibility of each exhibitor.



To the extent permitted by Oklahoma Law, each party agrees to release, defend, and hold harmless the other party, their agents, and employees from and against any and all losses, costs, damages, liability, or expense (including attorney’s fees) arising out of or resulting from any accident, bodily injury, property loss or damage, or other occurrences to any person or persons including the exhibitor, its agents, employees, and invitees, arising out of or resulting from use of the conference facility or any part thereof and proximately caused by the negligence or other malfeasance or nonfeasance of the indemnifying party.



The Exhibitor has a policy of no illegal discrimination based on race, gender, identity & expression, ethnicity, sexual orientation, disability, immigration status, religion, and age.




Membership Software Powered by YourMembership  ::  Legal