2023 Conference Exhibitor Agreement - Association for Early Learning Leaders

Exhibitor Guidelines and Agreement

2022 Exhibitor Guidelines and Agreement

2023 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 39th Anniversary National Conference, How Successful Directors Lead, to be held June 22-24, 2023 at the beautiful Sheraton Music City Hotel in Nashville, Tennessee.

Upon approval of Exhibitor Application, receipt of signed Terms and Conditions for Exhibiting, and payment to AELL, 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 are chosen by the current year’s Conference Committee. Notification of disposition will be sent by January 1, 2023, or within ten (10) business days for applications received after January 1, 2023.

Business Type Limitations/Exclusives

The purpose of the National Conference is to bring together all professionals in the field to share their expertise and experiences, promote professional development, and enhance quality environments in early care and education programs.

Exhibitor Packages

Each booth includes an 8’ tall back wall and 3’ tall side drape, one 6’ draped table, two side chairs, two name tags, and one wastebasket. A standard booth sign, 7”x44”, with company name and booth number will be provided. Utilities, internet, and furnishings (other than two chairs and table) ARE NOT provided.

Exhibit Fees

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.

Payment Policies

Exhibitor fees are due within ten (10) business days of receipt of invoice or no later than January 15, 2023. AELL reserves the right to cancel booth space not paid in full by January 15, 2023.

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 12/31/2022 – $50% refund of booth fee
Between 12/31/2022 and 1/15/2023, a 25% refund of the booth cost
After 1/15/2023, no refund is 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

Exhibit space is assigned with the expressed understanding that it is to be used solely for the display of the services that the Exhibitor provides to the childcare industry. Exhibitors are not permitted to sublet any part of their 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

Exhibitors wishing to insure their property must do so at their own expense. To protect themselves against loss, it is recommended that all Exhibitors have representatives in attendance at all times when the exhibits are open, especially when exhibits are being fabricated or dismantled.

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 the 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, 6/21/2023. Set up schedule will be included in your exhibitor packet distributed prior to arrival at the conference. Your booth must remain set up and manned by you during posted exhibit hours from Wednesday, 6/21/2023, 4:00 p.m. to Saturday, 6/24/2023, 11:30 a.m. On Saturday, the Exhibit Hall will close at 11:30 a.m. and you may tear down your booth and leave the conference. No booths may be torn down before 11:30 a.m. on Saturday.

Door Prizes

It is required that every exhibitor bring two (2) door prize gifts to the conference. One prize will be raffled by AELL through random raffle drawings and at networking events held during the conference. Please submit a description and approximate value of your door prize to Conference Services at check-in. The winners will be directed to your booth to claim their prize. The second prize should be raffled off directly by you through connections made at your booth. You may notify winners directly or a message can be displayed at Conference Services.

Networking Opportunities

Throughout the conference, AELL hosts networking events to promote the expansion of professional networks. We find that some of the most meaningful relationships begin in a more personal/social setting. We invite and encourage all vendors to attend these events and invite and encourage all attendees to take advantage of this valuable time to connect with peers and industry resources.

Exhibitor Code of Professional Conduct

The Association reserves the right to require any Exhibitor to remove all or any part of a display which, in the Sole judgment of the Association is deemed to be misleading or deceptive, in poor taste, unsuitable, or not in keeping with the character and objectives of the Conference. Exhibit booths are not to be used for employment recruiting. Exhibitors are encouraged to participate and actively engage in open exhibition times and related activities. Those who dismantle prior to specified end of Conference exhibition time may not be invited to participate in future Association events.

Shipping & Storage

Storage of all equipment prior to exhibition shall be handled through the Association’s contracted service provider. The decorating company will provide a Conference service kit with details. Return shipping is the responsibility of the Exhibitor and can be arranged through the decorating company onsite. All items must be removed.

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The Association for Early Learning Leaders is committed to excellence in the field of early childhood care and education by promoting leadership development and enhancing program quality.

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