Terms & Conditions

Terms & Conditions of Exhibiting with Life Science Exhibits, LLC

1. Exhibit Space Contract: The submission of a signed application contract for exhibit space constitutes an unqualified offer to accept exhibit space assigned pursuant to the provisions hereof. Upon acceptance by Life Science Exhibits, LLC as provided herein, this Agreement shall constitute a binding contract for exhibit space at each of the shows in the Exhibition. The term “Exhibition” or “Exposition” shall mean the Research Supplier Product Shows at the locations for which the exhibitor has selected exhibit space. The total balance must be paid in full prior to the exhibition date or Exhibitor will not be permitted to attend. The terms “the Management” shall mean Life Science Exhibits, LLC or its agents authorized to act for it in the management of the show. The Management will endeavor to honor your contract space choices. If these have already been assigned, the management reserves the right to assign space as equitably as possible according to the order in which contracts with payments are received, with LSE Preferred Vendors given highest priority of requested exhibit location.

2. Selection of Exhibit Space: Exhibitors shall be selected from those companies providing products or services related or of interest to the life science research industry. In its role of Exposition Management, Life Science Exhibits, LLC reserves the right to select or reject in whole or part, any company or product for inclusion in the show, and shall have the right to exclude or to require modification, in whole or in part, of any exhibit which, in its sole discretion, it considers unsuitable or not consistent with the character of the Exposition. The Management reserves the right to prohibit the use of any electronic equipment or audio or visual displays or presentations, which, in its sole discretion, in whole or in part, it considers objectionable. In the event an Exhibitor is uncertain whether a certain exhibit, or any portion thereof, is consistent with the Exposition’s standards, such exhibitor is strongly advised to contact the Exposition Management in writing to obtain a ruling with respect to the exhibit’s suitability sufficiently in advance of the commencement of the Exposition to obtain this ruling. Exhibitors shall be responsible for the compliance of their exhibits with the Exposition standards as set forth herein and are further responsible for informing all interested parties of the standards to which their exhibits are subject.

3. Exhibition Space Usage: A. Parties entitled to use: Exhibitor shall not assign, subject, or share in whole or in part, its exhibit space without written consent from the Management. Certificates of Insurance are required for each exhibiting company. Companies may share exhibit space, with prior approval from the Management. An additional fee of $500 will be billed to the company accompanying the registered exhibitor. Those companies who share space without consent of the management may be subject paying a fine, on-site by credit card, of the standard booth price for the show in violation and/or asked to leave the exhibit space and can be barred from future exhibits. B. Unauthorized Activities: Activities in any exhibit space that are contrary to law or the rules of the Exposition or Management, or which will disturb exhibitors in the immediate area are prohibited and constitute grounds for termination and removal of an exhibit without right of refund. Only registered Exhibitors and their registered employees shall be permitted to display or demonstrate any products, processes or services, solicit orders, or distribute advertising, promotional, or other materials at the Exposition. Any infringement of these regulations may result in the termination and removal of the exhibitor without right of refund. Exhibitors shall not enter the exhibits of other Exhibitors without invitation. Exhibitors may not solicit a visitor from another exhibit. Each exhibitor shall remain within its own exhibit space in distributing literature, product samples, or other materials or conducting any promotional or other activities. The aisles of the exhibit area may not be used for any of the aforementioned purposes. Exhibitors may not serve or dispense food or beverages of any type from their exhibit space without prior approval of Exposition Management. Balloons or similar air or helium-filed items are not permitted within the exhibit space without prior written permission. C. Space Rental: Space assigned consists of a table, which will vary in size depending on the venue. No attachment, sign, extension in the form of a cart, table or other of an exhibit may exceed the 8' height or the width of the exhibit area without written consent of the Management. However, actual products or equipment that exceeds the 8' height maximum when in contact with the show floor may be displayed. No exhibit shall be bridged or connected across the aisle in any way to an adjacent exhibit.

4. Furnishings: The rental fee for exhibit space includes a table and two chairs.

5. Pre-Show Exhibitor Information Package: The Management shall prepare and distribute to Exhibitors a package of information prior to the show containing general and technical information regarding the Exposition, instructions, rules, regulations, and other pertinent information prior to the Exposition’s commencement date. Inquiries regarding items not included in the information sheets should be addressed in writing to the Exposition Management at least 10 days prior to the Exposition’s commencement date.

6. Exhibit Assignment and Floor Plan: The Management will assign the Exhibitor space on a first-come first-served basis, with preference given to LSE Preferred Vendors. The Management reserves the right to make its allocation of exhibit space or to change the space allocation at any time based upon space availability or other considerations. When available, the floor plans submitted by the Exposition Management to the exhibitor in advance are believed to be generally accurate, but the Management makes no warranties or representations with respect to actual measurements. Changes in placement or orientation of spaces may be made by the conference sponsor if necessary. Changes to floor plan may not be made by any Exhibitors without permission of Management.

7. Set Up/Take Down of Exhibits: All exhibits shall be adequately staffed during Exposition hours. Exhibits shall not be removed until the conclusion of the Exposition. Violators will be subject to a $50.00 fee and/or barred from future events. Upon the conclusion of the show, all exhibits and related materials must be removed promptly, in no event later than the time specified in the pre-show Exhibitor Information package. The removal of property belonging to the exhibitor is solely the responsibility of the exhibitor. Packing and shipping arrangements must be made by the exhibitor prior to the date of the exhibit. Please see pre-show Exhibitor Information package for further details and information.

8. Exhibitor Withdrawal & Breach of Contract: An exhibitor shall have the right to cancel this Agreement at any time by written notice to the Management, subject to the refund schedule as follows: 180 days prior to show date 100% refund 90 days prior to show date 100% credit towards a future show 60 days prior to show date 75% credit towards a future show 40 days prior to show date 50% credit towards a future show 30 days prior to show date 40% credit towards a future show 21 days prior to show date 30% credit towards a future show 14 days prior to show date 20% credit towards a future show 1 day prior to show date 10% credit towards a future show Any refund amounts will be issued within four weeks of the show’s close. Under all circumstances the Management retains the right to re-let any Exhibit space canceled by the Exhibitor without incurring any liability to Exhibitor. If you are an LSE Preferred Vendor (Bronze, Silver, Gold, Platinum, Platinum Plus or Diamond level) and are exchanging a show for another of the same calendar year, the Preferred Vendor Exchange form must be completed, signed and returned at least one business day prior to the show date.

9. Fire & Safety Regulations: All exhibit materials must conform to applicable fire and safety codes and practices. All packaging containers and materials shall be removed from the floor and must be hidden from public view. Exhibitors shall be solely responsible for maintaining their display area, with regard for the safety of the public. All event layouts with electricity are determined prior to the event date and preapproved by the Fire Marshall. Last minute changes may be made only by the Management.

10. Insurance, Liabilities, and Risks: All property of the Exhibitor is understood to remain under the exhibitor’s custody and control in transit to and from and within the confines of the exhibit area. The Management and its employees do not assume any liability of any Exhibitor’s property. If Exhibitor requests the assistance of the Management to assist in transportation of property from a FedEx location to the Exhibition the Exhibitor understands that the Management assumes no liability for the Exhibitor’s property. The Exposition Management and the exhibit facility do not maintain insurance covering Exhibitor’s property. Exhibitor shall carry comprehensive general liability coverage, including Premises, Operations and Contractual Liability coverage of at least $1,000,000 per personal injury liability, and $1,000,000 for Property Damage Liability and stationary Workmen’s Compensation with Employer’s Liability with a limit of at least $100,000. A certificate of insurance shall be furnished listing Life Science Exhibits, LLC as additional insured. Additional certificates of insurance may by required for some institutions. Exhibitors will be notified by the Management when additional certificates are required. If Exhibitor refuses to provide additional certificates, they will forfeit their exposition space for that event and are not subject to any refund or exchange. Further, Exhibitor hereby agrees to indemnify, and hold harmless, the Exposition Management, and the exhibit facility, their managers officers, directors, sponsors, employees, agents, successors, and assigns from any suit, action or claim whatsoever, including for personal injury or for property damage, lost profits, or loss of use of property by whomsoever sustained, relating to or arising out of Exhibitor’s participation in Exposition, except for damages caused by the sole negligence or fault of the Management or exhibit facility.

11. Admission & Attendance: The Exposition Management shall have sole control over admission of visitors to the exhibits according to the rules and regulations of the Exposition or as established by the Management.

12. Exposition Facility Property & Regulations: Nothing will be nailed, taped, tacked, glued, stapled or otherwise attached to walls, floors, windows or other parts of the building or furniture. Exhibitors violating this regulation are expressly bound, at their expense, to repair any damage, which they cause. Exhibitor must abide by existing agreements and regulations concerning the use of services or labor in the exhibit facility.

13. Events & Meetings: No Exhibitor shall hold any meetings, events or hospitality suites that conflict with the show or conference hours without approval from the Management.

14. Default: In the event of any violation by an Exhibitor of the provisions of this Agreement or the applicable Rules or Regulations, an Exhibitor will not be permitted to install its exhibit, and may be subject to termination and eviction without refund. Violators may, at the Management's sole discretion, be barred from exhibiting at future shows.

15. Amendments: Any and all matters not specifically covered by the preceding rules and regulations and the rules and regulations contained in the pre-show Exhibitor Information Package shall be subject to the determination of the Exposition Management. The Management shall have the full power to interpret, amend, and enforce these rules and regulations, provided reasonable notice of any amendments is provided to the Exhibitors. Each Exhibitor, for itself and its employees, agents and representatives, agrees to abide by the foregoing rules and regulations and by any amendments or addition thereto.

16. Force Majeure: In the event that the exhibit facility or any part of the exhibit area is unavailable whether for the entire Exposition, or a portion of the Exposition, as a result of fire, flood, act of nature or any other such cause, or as a result of governmental intervention, malicious damage, acts of war, strike, lock-out, labor dispute, riot or any other cause or agency over which the Exposition Management have no control, or should the Management decide that because of any cause it is necessary to cancel, postpone, or alter the location of the Exposition, or reduce the time for installation of exhibits, conduct of the Exposition, or removal of exhibits, the conference Sponsor shall not be liable to indemnify or reimburse the Exhibitor with respect to any alleged damaged or loss, direct or indirect, arising as a result thereof.

17. Date Pending: At times the institutions where the exhibition is held will have authority to change the Exhibition date without the consent of the Management. The Management attempts to foresee this at certain locations by marking them with an asterisk (*). This is to notify Exhibitors that this date may change or possibly be canceled. Exhibitors will assume all risk if they pre-book any travel that cannot be modified to accommodate the new exhibition date or cancelation. It is the Exhibitor’s preference if they pre-book travel that cannot be changed or canceled to accommodate the new date or cancelation if this occurs. The Management will notify exhibitors if the date of the exhibition were to change or be canceled.

18. Promotional Pricing: Any promotional pricing offered is only guaranteed until the promotional deadline. If payment is not received by the deadline or payment arrangements are not made, I understand that the promotional discount may be revoked and the current pricing will be due within 30 days.

19. Show Sponsorship: A sponsoring exhibitor must supply the tracking numbers for the show bags within one week of the sponsored show. If sponsoring exhibitor fails to provide bags for the sponsored show(s) the company will be fined $500.

20. Applicable Laws: This contract shall be governed by the laws of the State of Indiana, and shall be construed and interpreted there under.