Sponsor/Exhibitor Terms and Conditions

1. Agreement To Conditions

Each Sponsor/Exhibitor and employees of Sponsor/Exhibitor agree to abide by these conditions, it being understood and agreed that the sole control of the exhibit hall rests with SFC / Safe Food Alliance of California.

2. Assignment of Space

Classification of exhibits and assignment of space will be determined by sponsorship level and SFC / Safe Food Alliance of California (Safe Food Alliance).

3. Early Teardown

Early teardown of your display space is strictly prohibited. Failure to adhere to this request will result in the forfeiture of your priority status at the following year’s conference. There will be no exceptions to this rule.

4. Payment

Payment in full is required and should accompany your application or is due on or prior to September 1, 2017.

5. Hotel Information

Please note that in order to have a reservation in the group room block, you must register for the Safe Food Alliance of California Safe Food California Conference. Safe Food Alliance reserves the right to review the conference room block and remove those individuals who have not registered for the conference. Up to one (1) hotel reservation per registered delegate will be accommodated. The hotel reservation should be made under the corresponding registered delegate’s name to avoid confusion.

6. Cancellation or Relocation of Event

Upon cancellation of the meeting, the liability of Safe Food Alliance shall be limited to a refund of the exhibit fee.

7. Cancellation by Exhibitor/Sponsor

Cancellations/Refunds: All cancellations must be notified in writing. Cancellations received before January 1, 2018 shall be entitled to 50% refund. No refunds will be issued after January 1, 2018. Cancellations after January 1, 2018 will still be liable for the full cost of their registration agreement.

8. Safe Food Alliance’s Right to Remove Exhibitor’s Property

Safe Food Alliance reserves the right to remove from the hotel premises any or all of the property of the Exhibitor should the meeting be canceled or relocated or should the licensee violate any of the conditions of the Exhibitor’s Contract. If the contract is canceled for violation of such conditions, Safe Food Alliance assumes no liability for the return of the rental fee or any part thereof. In recognition of the common interest of all Exhibitors and Safe Food Alliance in maintaining the appropriate standards of decorum, THE EXHIBITOR WAIVES ANY AND ALL RIGHTS TO ANY NOTICE OF HEARING PRIOR TO THE REMOVAL OF PROPERTY FROM THE HOTEL OR EXHIBIT HALL FOR THE REASONS STATED ABOVE.

9. Liability

Safe Food Alliance undertakes no duty to exercise care, nor assumes any responsibility for the protection of the property of the Exhibitor or its representatives, or of property used in connection with the exhibit from theft or damage or destruction by fire, accident or other cause. Small and easily portable articles should be properly secured or removed after exhibition hours and placed in safekeeping by the Exhibitor. Any protection exercised, in fact, by Safe Food Alliance shall be deemed purely gratuitous on its part and shall in no way be construed to involve it in liability by the Exhibitor. Safe Food Alliance shall not be liable for the fulfillment of this agreement as to delivery of space, if non-delivery is due to any of the following causes: destruction of or damage to the building or exhibit area by fire or acts of God; acts of a public enemy; strikes; the authority of the law; or anwy caused beyond its control. Exhibitor assumes entire responsibility and hereby agrees to protect, insure, indemnify, defend and save Safe Food Alliance, Safe Food California, the Hyatt Regency Hotel and Spa, the official exhibit company, and all employees and agents thereof (hereinafter collectively called “Indemnities”) harmless against all claims, losses and damages to persons or property, governmental charges or fines and attorney fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of the indemnities and their employees and agents. In addition, Exhibitor acknowledges that and the Indemnities do not maintain insurance covering Exhibitor’s property and that it is the sole responsibility of Exhibitor to obtain interruption and property damage insurance covering such losses by Exhibitor.

10. Protection of the Exhibit Facility

Nothing shall be posted on, or nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the hotel exhibit area without permission from the proper building authority. Packing, unpacking and assembly of exhibits shall be done only in designated areas and conformity with direction of Safe Food Alliance and hotel Manager or their assistants.

11. Booths

Standard Booth equipment (back and side wall draping, and identification sign) will be provided by Safe Food Alliance without cost to the Exhibitor. If an Exhibitor plans to install a completely constructed display of such a character that the Exhibitor will not require or desire the use of standard booth equipment, no part thereof shall project as to obscure the view of the adjacent booths.

No display may exceed a height of eight feet on the back wall nor be higher than side wall specifications, except with the specific permission of Safe Food Alliance. Carpeting shall be limited to exhibitor’s booth only, and will not be permitted to cross any aisles.

12. Installation and Dismantling

The specific requirements as to time for installation and dismantling of exhibits shall be supplied to Exhibitor. Such requirements shall be binding upon the licensee as though fully set forth herein. All displays must be in place and set up by the date listed in the 2018 exhibitor kit and before the time of the official opening of the show. Space not occupied or set up by that time may be reassigned for other purposes by Safe Food Alliance.

13. Default Occupancy

Any Exhibitor failing to occupy space contracted for is not relieved of the obligation of paying for such space at the full rental price, and Safe Food Alliance shall have the right to use such space as it sees fit to eliminate blank space in the exhibit hall, provided such booth space is not occupied by one hour before the official show opening.

14. Violations of the Conditions

Any of the following actions by Exhibitor shall constitute a violation of the conditions of the Exhibitor’s Contract. a. Use of a display which varies in any significant way from its description in the Application for Exhibit Space. b. Violation of any municipal, state, of Federal laws, rules or regulations, including safety codes. c. Failure to follow the procedures in points 8-11 and 13-16. d. Failure to remove its property from the hotel or exhibit hall upon cancellation or relocation of the meeting.

15. Access to Displays

Safe Food Alliance may from time to time promulgate such regulations governing hours of access to displays and eligibilities for admission thereto as may be found in its judgment to be most practicable.

16. Personnel

All licensees participating in the exhibit area of the Safe Food Alliance meeting are expected to use special care wherever they deem it necessary to hire temporary help to assist in their exhibit or hospitality activities, so that the personnel so selected by them will be of a caliber in keeping with the high standards of the exhibition and the meeting.

17. Badges

Badges will be required for entry into the exhibit hall at all times. Badges are not transferable and those worn by someone other than the person to whom issued, will be confiscated.

18. Character of Displays

The general rule of the exhibit floor is “be a good neighbor.” No displays will be permitted which interfere with the use of other displays or impede access to them or impede the free use of the aisle. Display space personnel, including demonstrators, hostesses and models are required to confine their activities within the Sponsor/Exhibitor’s display space. Apart from the specific display space for which a company has contracted with Safe Food Alliance, no part of the Hyatt Regency Hotel and Spa and its grounds may be used by any organization other than Safe Food Alliance for display purposes of any kind or nature. Within the hotel property, Sponsor/Exhibitor brand or company logos, signs, and trademark displays will be limited to the official exhibit area only.

A. Attire

Dress throughout the conference is business causal.

B. Sound

Motion pictures relating to Exhibitor’s equipment will be permitted, provided projection equipment and screen are located on the rear one-third of the booth, and all viewers stand or sit within the booth. Sound movies will be permitted only if the sound is not audible in the aisle or neighboring booths. Sound systems will be permitted if tuned to a conversational level and if not objectionable to neighboring Exhibitors.

C. Lighting

In the best interest of the conference, Safe Food Alliance reserves the right to restrict the use of glaring lights or objectionable light effects.

19. Distribution of Printed Matter

Neither Exhibitors nor non-exhibitors shall distribute to the meeting delegates printed matter, samples, souvenirs and the like, except within rented space. Special distribution of such material elsewhere must be approved by Safe Food Alliance.

20. Hospitality Suites and Hosted/Sponsored Functions

Any type of company sponsored function (including Hospitality Suites) will only be permitted if in good financial standing with Safe Food Alliance. Only conference sponsors may secure suites during the SFC Conference. Companies interested in reserving a Hospitality Suite at the hotel will need to contact Stacey Scholz (staceys@safefoodalliance.com). NOTE: Any type of company sponsored function is NOT permitted during official SFC sponsored activities (sessions, exhibit hall, receptions, gala, etc.). Any company found in violation will immediately have their 2018 booth and/or meeting space closed and will be given last selection for 2019.

21. Amendment of Rules

Safe Food Alliance reserves the right to make changes, amendments and additions to these rules at any time and all changes, amendments and additions so made shall be binding on the Sponsor with the provision that all Sponsor will be advised of any such changes. Any matters not specifically covered herein are subject to decision by Safe Food Alliance.

22. Direct Competitors

Conference registration is not available to directly competing service providers.