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Exhibitor Terms and Conditions

AUDIO/VISUAL, ELECTRICAL AND SHIPPING NEEDS:  Heartbeat International will be using a drayage company for all our Exhibiting needs.  All fully paid exhibitors will receive a copy of the Exhibit Services Kit containing order forms and rates for all amenities and services.  All orders placed through the kit are the sole responsibility of the exhibitor.  Please be certain to read all materials contained within the Kit.  Electric must be ordered through the hotel directly.

EXHIBITOR CHECK-IN:  Exhibitors will be issued name badges, program books, and other registration materials at each respected exhibitor booth. Food and beverage will be accessible only to exhibitors who have paid for conference meals.  (See Exhibitor Form to purchase.)

RECORDING RELEASE: The Heartbeat Conference will be recorded.  Your registration constitutes your organization's consent to such recording for the booth representatives and/or any guests.

CANCELLATION:  If written notification of cancellation is received by February 27, 2013, all exhibitor monies, less a $50 processing fee, will be refunded.  No refunds will be given after midnight February 27, 2013.  Ads may be withdrawn from the program book until February 27, 2013.  Failure to submit ads by February 27, 2013 may result in omission from the program book.  Monies, minus a $50 processing fee will be returned.

USE OF SPACE:  Exhibitor shall not assign, sublet, or share the space allotted without the knowledge and consent of Heartbeat International.

EXHIBIT SETUP AND TEARDOWN:  The 2013 conference begins with registration at 8:00 a.m. on Wednesday, April 3 and runs through Friday, April 5. Heartbeat International has contracted with the hotel to allow for exhibit set-up beginning at 12:00 p.m. on Tuesday, April 2. We request that you make every effort to have your exhibit set up by 8:00 a.m. on April 3; however, if you cannot come until later, you must make arrangements with Heartbeat International. The Exhibit Hall closes at 2:30 on Friday, April 5, 2013 for teardown

Failure to occupy the exhibition space does not release exhibitor from the obligation to pay the full exhibitor fee. Please contact us at 888-550-7577 if special arrangements for late arrival need to be made.

HEARTBEAT GUIDELINES:  All exhibitors must abide by the Heartbeat Principles.  Heartbeat International reserves the right to accept or deny, at its sole discretion, exhibit space to organizations that it deems inconsistent with or contrary to Heartbeat’s Principles.

HOTEL:  Heartbeat International has contracted with the Hyatt Regency for sleeping rooms to accommodate both registrants and exhibitors.  The Heartbeat room rate starts at $149/night plus tax. 

SECURITY & LIABILITY:  There is no special security for exhibition/conference areas other than the normal hotel security. The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend and hold harmless the Hotel, its agents, servants and employees from any and all such losses, damages and claims.

Exhibitor assumes responsibility and agrees to indemnify and defend Heartbeat International and their respective employees and agents against any claims or expenses arising out of its use of the exhibition premises. The exhibitor understands that neither Heartbeat International nor the Hotel maintains insurance covering the exhibitor’s property and it is the sole responsibility of the exhibitor to obtain such insurance. The exhibitor understands that it also has the sole responsibility to pay any applicable taxes, including, but not limited to, sales tax, that may arise out of exhibitor’s use of the exhibition premises.