Exhibitor Guidelines and Agreement
2024 Exhibitor Guidelines and Agreement
2024 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 40th Annual National Conference, How Successful Directors Lead, to be held April 18-20, 2024 in New Jersey.
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 November 1, 2023, or within ten (10) business days for applications received after November 1, 2023.
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 phone number.
Exhibitor fees are due within ten (10) business days of receipt of invoice or no later than December 1, 2023. AELL reserves the right to cancel booth space not paid in full by December 1, 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 10/31/2023 – $50% refund of booth fee
- Between 10/31/2023 and 11/15/2023, a 25% refund of the booth cost
- After 11/15/2023, no refund is available; funds can be transferred once to the next annual conference 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 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, 4/17/2024. 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, 6/17/2024, 4:00 p.m. to Friday, 4/20/2024, 4:00 p.m. On Friday, the Exhibit Hall will close at 4:00 p.m. and you may tear down your booth and leave the conference. No booths may be torn down before 4:00 p.m. on Friday. Early dismantling of booths may result in loss of exhibitor privileges at future conferences.
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 Aryam Andom by February 1, 2024. 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.
Exhibitor Code of Professional Conduct
Presence of Children
Our events are often blended with family vacations and we encourage and celebrate that! However, in our on-going effort to provide a professional education conference experience and out of respect for our exhibitors, speakers and attendees, we do not allow children to be in breakout sessions, keynote presentations, professional meetings, or the exhibit hall. Attendees will need to make arrangements for child care during these times.
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 detailed information. 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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