EXHIBITOR TERMS OF AGREEMENT
Payments may be made by credit card using the payment feature in this form.
Setup Exhibit and Teardown
Exhibitors are welcome to be present during the entire event as attendees are between sessions, however, primary exhibit hours will be Friday, January 6, from 12:00 p.m. - 2:00 p.m. and 5:00 p.m. - 7:00 p.m. and Saturday, January 7 from 11:00 a.m. - 1:30 p.m., 2:45 p.m. - 3:30 p.m., and 4:30 p.m. - 6:30 p.m. Setup may begin one hour before exhibit hours. Teardown must be completed within one hour of the close of the scheduled events for the weekend. The program will conclude Sunday morning at 11 a.m.
Exhibitors are welcome to be present during the entire event as attendees are between sessions, however, primary exhibit hours will be Thursday, June 15, from 12:00 p.m. - 5:00 p.m. and Friday, June 16, from 7:00 a.m. to 1:00 p.m. Setup may begin one hour before exhibit hours. Teardown must be completed within one hour of the close of the scheduled events for the weekend. The program will conclude Saturday evening with dinner.
Exhibitors are not permitted to campaign for Supreme Council candidates or Fraternity Law changes in and around the exhibit space.
Health and Safety
Exhibitors agree to follow both event's policies as they relate to health and safety (ex. COVID-19). The Supreme Council and Fraternity Service Center staff will monitor all current public health guidelines in the lead-up to these event and communicate these policies no later than two weeks prior to each event.
Exhibit materials may be shipped to the Hilton Atlanta Airport, 1031 Virginia Ave, Hapeville, GA 30354. You must indicate that your materials are for the “SAE Executives Academy” (address to yourself c/o Sigma Alpha Epsilon). Please work to have items arrive as close to your arrival date as possible. Packages will be kept in a locked closet by the hotel asset manager. Exhibitors are responsible for claiming their shipments, costs of all shipping and receiving and arranging for their transportation to the exhibit area. No drayage is provided.
Exhibit materials may be shipped to the Marriott St. Louis Grand, 800 Washington Avenue, St. Louis, MO 63101. You must indicate that your materials are for the “SAE Convention” (address to yourself c/o Sigma Alpha Epsilon). Please work to have items arrive as close to your arrival date as possible. Packages will be kept in a locked closet by the hotel asset manager. Exhibitors are responsible for claiming their shipments, costs of all shipping and receiving and arranging for their transportation to the exhibit area. No drayage is provided.
Sigma Alpha Epsilon shall not be liable for any losses of merchandise, damage to property, or injury to individuals. Exhibitors are held totally responsible for their own materials at all times and should take whatever extra care is necessary to prevent loss and damage. In particular, Sigma Alpha Epsilon does not provide security within the exhibitor’s booth space; if such security is desired, the exhibitor should separately contract for security service with a provider approved by Sigma Alpha Epsilon.
Exhibitor agrees to waive all subrogation claims against Sigma Alpha Epsilon, its officers, directors, agents, and employees for any and all claims, demands, defense costs, liabilities, expenses, or damages of any kind or nature arising out of or in connection with damage to or loss of any property belonging to exhibitor or exhibitor’s owners, employees, contractors, representatives, patrons, guests or invitees, or injury to any such personnel for which the exhibitor indemnifies Sigma Alpha Epsilon, excepting that portion of such claims, demands, defense costs, liability, expense or damages arising out of the sole negligence or willful misconduct of Sigma Alpha Epsilon.
By executing the Exhibit Space Agreement, the exhibitor represents and warrants to Sigma Alpha Epsilon that the exhibitor owns or validly possesses the right to make, use, perform, sell and display any patented products, copyrighted works, trademarks, service marks, and trade names (collectively, “Intellectual Property”), as the case may be, used by the exhibitor at or to promote its activities at the trade show. Breach of the foregoing warranty shall be grounds for immediate revocation of the right to exhibit, without notice or hearing. The exhibitor acknowledges that Sigma Alpha Epsilon is relying upon this representation and warranty and has no obligation to monitor the uses and displays of Intellectual Property at the exhibits or to conduct an independent investigation of the status of rights to any Intellectual Property.
The parties agree that:
Sigma Alpha Epsilon, including its officers, staff, volunteers, agents, and attendees shall not be liable for any injuries to any exhibitor, its owners, officers, directors, agents, employees, invitees, customers, or potential customers nor for any loss of or damages to any of their goods, wares, merchandise, chattels or property for any cause whatsoever while such goods, wares, merchandise, chattels or property are in transit to or from the organization’s program.
Sigma Alpha Epsilon shall not be liable for any acts, omissions, or representations of the hotel, any exhibitor or other person, or any of their officers, directors, agents, representatives, owners, or employees.
The exhibitor covenants not to sue, file or maintain any action in law or in equity against Sigma Alpha Epsilon alleging that any use or display by any third party of Intellectual Property at or in connection with the trade show infringes or otherwise violates any right or title held by the exhibitor for any of its officers, directors, and owners.
Exhibitor expressly agrees to assume all risk and to indemnify, defend and hold harmless Sigma Alpha Epsilon, its officers, staff, volunteers, and agents from and against any and all claims, demands, defense costs, liability expense (including attorney’s fees), or damages of any kind or nature arising out of or in connection with injury of, or damage to or loss of any property belonging to, exhibitor or the exhibitor personnel, excepting that portion of such claims, demands, defense costs, liability, expense or damages arising out of the sole negligence or willful misconduct of Sigma Alpha Epsilon.
The exhibitor shall hold harmless and indemnify Sigma Alpha Epsilon, its officers, staff, volunteers, and agents from and against any and all loss, cost, expense, claim, liability, or damage, including reasonable attorney’s fees, arising in connection with the exhibitor’s exhibit or any conduct by an exhibitor or the exhibitor personnel, including, but not limited to the tortuous activity of any kind (including libel, slander or injuries caused by sound levels in or around exhibitor’s exhibit), trademark, copyright, or patent infringement or failure to comply with these or any other posted or published rules and regulations or any amendments thereto.
The following events are referred to as “Force Majeure Events”: fire, explosion, earthquake, storm, flood or other weather, natural disasters, unavailability of necessary utilities, transportation, or housing, strikes, law, act, order, proclamation, decree, regulation, ordinance, or instructions of government or other public authorities, judgment or decree of a court of competent jurisdiction (not arising out of a breach by such party of this agreement), acts of terrorism or other causes beyond Sigma Alpha Epsilon’s reasonable control (including situations in which such events or causes are reasonably expected to cause a significant proportion of the persons otherwise expected to attend the organization’s event to decide not to attend). In the event Sigma Alpha Epsilon cancels the event due to one or more Force Majeure Events, the parties agree that it would be difficult to determine with certainty the amount of the exhibitor’s damages from such cancellation. In the event Sigma Alpha Epsilon cancels the entire event or the Exhibitor’s Exhibit Space Agreement due to a Force Majeure Event, the parties agree that Sigma Alpha Epsilon will pay to the exhibitor as liquidated damages and not as a penalty a sum equal to the amount already paid by the exhibitor to Sigma Alpha Epsilon for the cost of the assigned space and such liquidated damages shall be Sigma Alpha Epsilon’s sole liability to the exhibitor. In the event Sigma Alpha Epsilon cancels the event or the exhibitor’s Exhibit Space Agreement as to a portion of the exhibit period due to a Force Majeure Event, the amount of such liquidated damages shall be prorated according to the number of hours of open exhibits operation during which the Exhibit Space Agreement is canceled relative to the total number of hours of open exhibit operation scheduled at the time the Exhibit Space Agreement becomes effective. The total hours of open exhibit operation currently expected is 20.25 hours.
Sigma Alpha Epsilon shall have full power to interpret and enforce all rules and regulations contained herein, and full power to amend these and to make such additional rules and regulations as shall be necessary for the proper conduct of the exhibits. All such decisions shall be binding upon each exhibitor. Should any party retain counsel for the purpose of enforcing or preventing the breach of any provision hereof, if such matter is settled by judicial determination, the prevailing party shall be entitled to be reimbursed by the losing party for all costs and expenses incurred therein, including, but not limited to, reasonable attorney’s fees.
This agreement shall be governed in all respects by the laws of the State of Illinois and any action between the parties to this agreement shall be maintained only in a court of competent jurisdiction in Cook County, Illinois. In the event that any provision of the Exhibit Space Agreement becomes or is declared by a court of competent jurisdiction to be illegal, unenforceable, or void, the Exhibit Agreement shall continue in full force and effect.