PLEASE READ THE FOLLOWING INFORMATION CAREFULLY. BY CHECKING YES (AGREE TO TERMS) ON THE EXHIBIT APPLICATION AND CONTRACT INDICATES YOUR ACCEPTANCE OF ALL TERMS AND CONDITIONS.
Applications and Payment
Applications and payment must be completed in full online at https://ame7.church/aspire2019/aspire-vendors/.
Full payment must accompany your application or it will not be processed. Verbal commitments for reserving space will not be honored. The following forms of payment are acceptable: MasterCard, Visa, Discover, American Express and eCheck.
Application Deadline
The deadline to apply for exhibit space is July 1, 2019.
Assignment of Space
Priority for space assignment will be based on the order in which applications are received and availability of space requested. Applications for exhibit space must be completed and payment for the entire amount of your exhibit booth must be received before space is assigned. No telephone requests will be accepted.
We will make every effort to assign your preferred booth location (i.e. not located next to a competitor, etc.). If this space is not possible, we will contact you to discuss alternative space. We do however reserve the right to assign the next best substitute space when the requested space is not available. Not receiving your desired space does not constitute grounds for cancellation and you will not receive a refund of exhibit fees. Exhibitors who wish to avoid assignment of space adjacent to that of a competitor should indicate such on their application. Careful consideration will be given to all such requests but are not guaranteed. Seventh Episcopal District. reserves the right to reassign exhibit space. Once a booth location has been assigned, Exhibitors are NOT ALLOWED to change locations without approval. No Exceptions.
Each vendor will be limited to an 8ft wide table/space. If vendors violate the area designated, they will be asked to leave.
Official Exhibits
All official exhibits will be assigned by the Seventh Episcopal District AME and located in the Florence Center.
Cancellation/Reduction of Space
Any cancellations of booths MUST be in writing and submitted by the individual completing the application. Upon cancellation, fifty (50) percent of all amounts received will be retained by the Seventh Episcopal District if cancellation is received no less than 10 days prior to the event. All businesses/firms that cancel after that time are not entitled to a refund.
Exposition Cancellation
It is mutually agreed that in the event ASPIRE 2019 is canceled due to a disaster, strike, government regulation, civil disobedience, or cause which would prevent its scheduled opening or continuance, then and thereupon this agreement will be terminated and Seventh Episcopal District AME management shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of expenditures and commitments already made.
Hotel Accommodations
Exhibitors nor their agents may negotiate blocks of hotel rooms directly with contracted Seventh Episcopal District ASPIRE2019 hotels. If such a violation should occur, the offending exhibitor will be required to close its exhibit, and will lose its vendor privileges for one year. It is also a violation to negotiate blocks of rooms with hotels for future meetings, which will impede the District’s ability to obtain rooms.
Utilities/Audiovisual/Equipment/Florist
Electricity, telephone, audiovisual equipment, computers and oral will be available for rental by exhibitors. Ordering information will be included in the online vendor application.
Storage of Crates and Boxes
Proper identification and tags will be available at the Exhibitor Service Desk. Empty crates and boxes will be removed from the show hall, and will not be accessible during the show. Crates and boxes cannot be stored under or behind booths. Limited storage space will be available on the show hall, therefore managing inventory is crucial.
Installation and Dismantle
Installation Hours – Sunday, July 7, 2019 1:00 PM – 7:00PM
Dismantle Thursday, July 11, 2019 by 12:00 PM
All exhibits must be installed and crates removed by 7:00 PM on Sunday, July 7, 2019. Any exhibit not installed by 7:00pm on Sunday, July 7, 2019 will be forfeited and crates and boxes will be removed at the exhibitor’s expense. No exhibit may be installed after the exposition opens.
RECEIVED AT FLORENCE CENTER
Florence Center will begin receiving advance freight shipments on Friday, July 5, 2019. They will store it, and deliver it to your booth and return it from your booth at the close of the ASPIRE2019. Only shipments of crates, trunks or skids may be sent to the warehouse. There is a fee associated with shipping directly to the warehouse and it is based on weight. You are advised to send your shipments directly to Florence Center for warehousing and delivery. This will ensure that your packages arrive in a timely and efficient manner. Any shipments arriving before Friday, July 5, 2019 will be returned.
ALL SHIPMENTS
All rates include pick-up, storage during the convention, and return of materials to the exhibitor’s booth at the completion of the convention. A complete plan will be available to exhibitors including receiving and storing of shipments for up to 30 days in advance of the set-up date as well as, for outgoing shipments. All shipments must be prepaid and should be made on straight bills of lading. Bills of lading should be addressed in a manner identical to exhibit material. Correct weights should be provided; otherwise receivers estimated weight will prevail. Special instructions regarding material handling will be provided in your Exhibitor Service Kit.
All exhibitors are expected to contribute to the overall professional and congenial environment of the ASPIRE2019. As such, the Seventh Episcopal District reserves the right to make judgments to these and any other policies at any time regarding conduct that detracts from the environment.
Exhibitors must wear their badges always in the exhibit hall during installation, exhibit hours and dismantle, and conduct themselves and wear attire consistent with the professional decorum of the meeting.
The conduct of all exhibitors is subject to the approval of the Seventh Episcopal District, which reserves the right to require modification of any exhibit, which, in its opinion, is not appropriate to its national convention.
Electrical or other mechanical apparatus must be muffled so that any noise does not interfere with other exhibits. The Seventh Episcopal District reserves the right to determine at what point sound constitutes interference with others and if it must be discontinued.
All booths must be constructed or arranged to accommodate their visitors within the booth area. Aisles must be kept free of obstructions.
No canvassing or distributing of advertising matter outside an exhibitor’s own booth is permitted.
No person, or agency that is not an official exhibitor may display or demonstrate products or services, solicit orders, or distribute advertising material within the exhibit hall. Official exhibitors must confine practice of these activities to the exhibit hall and within the confines of the rented booth space.
Any space that has not been claimed and occupied, unless special arrangements have been made prior to 5:00 PM on Sunday, July 7, 2019 may be resold or reassigned by Seventh Episcopal District of the AME Church without obligation on the part of the District for any refund.
Booths must be staffed at all times during exhibit hours. The packing of equipment, literature, etc., dismantling of exhibits will not be permitted until the official move-out time on Thursday, July 11, 2019 by 12:00 PM. All exhibit material must be packed and removed from the exhibit area by Thursday, July 11, 2019 by 12:00 PM..
No exhibitor may enter another exhibitor’s booth without permission, nor should personnel block access from another exhibitor’s booth.
Photographing or examining another exhibitor’s booth or equipment is forbidden. Photographing and videotaping of your own booth for purpose other than public broadcast is permitted only before or after exhibit hall hours and is limited to one hour. Security arrangements for such activities will be at the exhibitor’s expense and a written request must be submitted prior to start of the convention.
Exhibit signs are permitted only within the confines of a booth.
The ASPIRE2019 logo and AME7 shield are the exclusive property of and trademarked by Seventh Episcopal District and the African Methodist Episcopal Church. It may not be used in any way, i.e. promotional literature, giveaways, etc. by anyone else for any purpose without specific written approval from the Seventh Episcopal District.
The Seventh Episcopal District must be notified in writing of any special activities whether entertainment, educational or promotional in nature that are planned by an exhibiting company in conjunction with ASPIRE 2019.
Non-alcoholic beverages are permitted in the exhibit. No other food products are permitted unless they are the products being promoted at the exhibit or if they are used to demonstrate the company’s product. Alcoholic beverages are not permitted in the exhibit hall at any time during the convention.
Requests for drawings, lotteries, and raffles must be submitted in writing for approval thirty- (30) days in advance of the convention. The prize or award resulting from the drawing must not be such that it will not take the winner(s) away from the meeting during of official educational or exhibit hours.
Live performances or the use of magicians, puppet shows, fortune-tellers, robots, dancers, mimes, balloons or other entertainment is not permitted.
Seventh Episcopal District of the AME Church will bear no liability for personal injuries, whether suffered by an exhibitor, its employees, its contractors, agents, or business invitees. The Seventh Episcopal District will also not assume liability for loss or damage to the property of an exhibitor, its employees, its contractors, agents, or business invitees, regardless of the cause, unless such injury or damage results from, or is caused by, the negligence or wrongful acts of the Seventh Episcopal District. Each exhibitor in making application for space, agrees to protect, indemnify and hold harmless Seventh Episcopal District of the AME Church from all claims, liability, damages, or expenses asserted against them or incurred by them because of, or about, any loss of or damage to property, or injury to persons resulting from, arising out of, or in any way connected with the negligence or wrongful acts of the exhibitor or its agents, servants, or employees. The Seventh Episcopal District of the AME Church shall in no event be liable to an exhibitor for any lost business opportunities or for any other type of direct or consequential damages alleged to be due from a breach of this contract. It is understood and agreed that the sole liability of The Seventh Episcopal District of the AME Church to the exhibitor for any breach of this contract shall be for the refund of all amounts paid by the exhibitor pursuant to this contract, as an exclusive remedy.
