Exhibitor Guidelines and Agreement
2022 Exhibitor Guidelines and Agreement
2022 Conference Exhibitor Terms & Conditions
The Association for Early Learning Leaders is seeking out businesses, resources, agencies, and suppliers for early care and education programs to exhibit on a national level to child care Owners, Administrators, and Directors at the 38th Anniversary National Conference, How Successful Directors Lead, to be held April 27-30, 2022 at the Omni
Las Colinas in Irving, TX.
Upon approval of Exhibitor Application, receipt of signed Terms and Conditions for Exhibiting, and payment to AELL, a booth space will be reserved for the exhibitor. Only one company name is permitted per exhibit space. AELL reserves the right to alter locations of Exhibitors or of booth spaces shown on the floor plan if deemed to be in the best interest of the exhibition. A submitted application does not guarantee acceptance. Applications are reviewed, vetted, and exhibitors chosen by the current year’s Conference Committee. Notification of disposition will be sent by January 1, 2022 or within ten (10) business days for applications received after January 1, 2022.
Business Type Limitations/Exclusives
The cost of the booth space includes: 1 (one) 6-foot table and 2 (two) chairs with name badges. A listing of attendees who opted in will be provided to Exhibitors after the conference and will include program name, primary contact, mailing address, email address, and primary phone number.
Exhibitor fees are due within ten (10) business days of receipt of invoice or no later than January 15, 2022. AELL reserves the right to cancel booth space not paid in full by January 15, 2022.
Cancellation of Exhibit Space
All booth cancellations must be submitted to AELL in writing. In the event of cancellation of exhibit space by the Exhibitor, it is agreed that the actual damages, which might be sustained by AELL by reason of such cancellation, are uncertain. As a result, it is agreed that the following sums would be reasonable and just compensation for cancellation received with respect to the following dates:
- Before 12/31/2021 – $50% refund of booth fee
- Between 12/31/2021 and 1/15/2022, 25% refund of booth cost
- After 1/15/2022, no refund available; funds can be transferred to next year’s event
Exhibitor agrees to forfeit, and AELL agrees to withhold the above respective sums from any refund due, as liquidated damages in the event of cancellation.
Use of Exhibit Space
The following booth guidelines are to be followed by all exhibitors:
- No exhibit material may extend beyond the boundaries of the exhibit space or exceed the height restrictions for that type of booth.
- Exhibits will not be of such nature or arrangement to obstruct the view or interfere with the exhibits of others.
- Exhibits using technology demonstrations will keep sound at a level that is respectful of neighboring vendors.
Should there be any questions as to the obstructions or interference of any exhibit with other exhibits in the area, the final judgment will be made by AELL.
Insurance & Liability
It is expressly understood and agreed, and the Exhibitor agrees by accepting this contract, that they will make no claim of any kind against AELL, or any of their members or employees for any loss, damage to, or destruction of goods, or for any injury that may occur to themselves or their employees while in the Exhibit Hall, or for any damage of any nature of character whatsoever. It is further agreed that AELL shall not be held liable or responsible for and shall be indemnified and held harmless by Exhibitor from and against any and all claims and damages of every kind, for injury to or death of any person or persons and for damages to or loss property, arising out of or attributed, directly or indirectly, to the operations or performances of Exhibitors and Exhibitor’s agents and employees under this agreement.
The facility is not liable to the Exhibitors for any damage to or for the loss or destruction of an exhibit or property of the Exhibitor by fire or other casualty covered by an extended coverage endorsement to a fire insurance policy, whether caused by negligence of the hall, its officers, agents, service personnel, employees, or otherwise, all claims for any such loss or damage being expressly waived by Exhibitor who agrees to indemnify and hold the facility harmless. Exhibitor agrees to abide by all applicable fire, utility, and building codes.
Exhibit Room Set Up/Break Down
All exhibitors must have their booth set up two hours prior to the opening of the exhibit hall for the Welcome Happy Hour with Exhibitors on Wednesday, 4/27/2022. Set up schedule will be included in your exhibitor packet distributed prior to arrival at conference. Your booth must remain set up and manned by you during posted exhibit hours from Wednesday, 4/27/2022, 4:00 p.m. to Friday, 4/29/2022, 2:00 p.m. On Friday, the Exhibit Hall will close at 2:00 pm and you may tear down your booth and leave the conference. No booths may be torn down before 2:00 p.m. on Friday.
Exhibitor Code of Professional Conduct
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