Terms and Conditions of Attendance and Participation
This document covers the terms (“Agreement”) that govern your sponsorship, attendance and/or participation in any way (“Participant”) in any NamesCon (collectively referred to herein as “NamesCon Events”) conference (“Conference”) at any host venue (“Venue”).
By registering for NamesCon you are agreeing to these terms, which form a legally binding contract between WHD Event GmbH (“NamesCon”) and the registered Participant. If you are registering on behalf of another person, party or entity, it is your responsibility to ensure that the other person, party or entity is aware of and in agreement to all terms herein.
Participant shall pay in USD to participate as a Participant and will be entitled to any deliverables described in the invoice sent to the Participant. Payments are due within 20 business days of receipt of the NamesCon invoice. If payment is not received within 20 business days after invoice date, a late fee of 4% per month will be charged and your participation may be subject to automatic cancellation. If your participation is cancelled due to non-payment you may be prohibited from attending NamesCon or booking Sponsorships in the future at NamesCon’s sole discretion.
The amount paid by the Participant for their participation is considered confidential to NamesCon and is not to be disclosed by the Participant to any outside party.
NO REFUNDS. THERE ARE NO REFUNDS FOR CANCELLATIONS BY PARTICIPANTS. IF A PARTICIPANT CANCELS AT ANY TIME, FOR ANY REASON, THE PARTICIPANT WILL BE RESPONSIBLE FOR THE ENTIRE PARTICIPATION FEE.
NamesCon reserves the right to reschedule or relocate any Conference. If a Conference is rescheduled and the new date conflicts with a Participant’s schedule, the Participant may receive a credit of equal value to be used at a future NamesCon Conference within 13 months of the originally scheduled Conference.
Participant grants license to NamesCon of the use of Participant’s logo on signage, website, brochure or any other material produced for the purpose of promotion of the Conference, its promotion of future Conferences or Participant’s participation there.
Unless approved in writing that NamesCon will provide specific materials or items for distribution, the Participant is to provide any and all promotional items to NamesCon. Any development, artwork, production, shipping or other costs associated with these materials to be are borne by Participant. Participant further agrees that their materials shall be furnished by the deadline as specified by NamesCon staff, and that missing that deadline will mean their materials may not be included in their participation.
The Hotel / Venue reserves the right to approve all signage in advance of the function. All signage must be professionally printed and is only permitted in the exhibitor’s assigned area.
FOOD AND BEVERAGE COSTS
Unless approved in writing that NamesCon will pay costs of Food and Beverage, all such Food and Beverage costs are borne by Participant. Meeting room refreshments, cocktail parties, beer stands or any other sponsorship options that relate to food and beverage must use hotel services and supplies, may not use outside supplies, and will require the Participant to pay for Food/Beverage as well as the Hotel surcharge (currently 21%) and tax (currently 8.1%). NamesCon will work closely with you on this process. The Venue requires that all food and beverage distributed by Participants is to be purchased from the Venue directly. The Venue reserves the right to confiscate any items considered a violation of this policy without compensation. Any items distributed by the Participant during the Conference that the Venue, in its sole discretion, deems to be Food and/or Beverage will incur a Hotel surcharge (currently 21%) on the Hotel Retail Price as determined by the Venue (not by NamesCon), plus tax (currently 8.1%). The Participant agrees in advance to pay any invoiced amounts incurred by distributing such items at the Conference. Failure to pay these invoiced amounts may result in you being prohibited from attending NamesCon or booking Sponsorships in the future at NamesCon’s sole discretion.
Participant agrees not to hold public or private functions that conflict with the published show agenda without express written authorization from NamesCon.
SUITCASING AND OUTBOARDING
Participant agrees to not “Suitcase” or “Outboard” as described below.
“Outboarding” is when a company that should be a sponsor of an event instead decides to host their own competing event without the consent of the original event organizer.
“Suitcasing” is when a company either registers as an attendee, or has no badge at all, when they should be registered as a sponsor of the event. They are actively trying to recruit business from attendees – by handing out flyers in hallways, leaving printed material on tables, etc. – without paying to be a sponsor.
USE OF SPACE
Participant’s promotional material, product demonstration, placement or handing out of literature, signage, all booth furnishings and lighting must be within the confines of the assigned space at all times and may in no way interfere with adjacent space. Demonstrations using audio must use headsets to demonstrate audio capabilities. Participants with loud music or other noisy attractions at booths agree to have those features ‘muted’ during any keynote sessions. Materials may not be hung from any walls, drapery, scaffolding or ceiling. Any portion of your Exhibit that shares a common border with another exhibitor may not contain marketing material of any kind that would detract from your neighboring exhibitor. All booth displays and associated collateral must not exceed a height of 10’. Any collateral that is over 4’ in height may not be displayed anywhere in the front 5’ of your exhibit booth space. You may not obstruct traffic flow in the aisles or approaches to other Exhibitors in any way. Failure to abide by any of these terms may result in the closing of your exhibit or the restriction or eviction of persons or parties involved without compensation to the Participant.
Where the participation includes an Exhibit Booth space, NamesCon shall assign exhibit booth location(s) space to Participant. Exhibit Booths are provided as space only, unless otherwise stated. NamesCon will provide basic 5a electrical connectivity.
For Exhibit Booth or High Top Table Sponsorship, basic wireless internet access is provided for all Participants. Additional services such as internet (wired), tables, chairs, carpet, etcetera can be available at additional cost through event vendors, and are not included in sponsorship/Participant package pricing.
Where the participation includes a High Top Table, NamesCon shall furnish a location space to the Participant. High Top Table Exhibits include one round 24” wide, high-top, draped, table. Participant agrees that no booth properties are permitted in High Top Table exhibits (including but not limited to pop up booths, back walls, etcetera) but that a single 33” wide retractable banner may be accommodated.
Exhibitors agree to abide by the hours and dates specified by NamesCon. Packing of exhibits prior to the close of the show is prohibited. Exhibitors shall be liable for all storage and handling charges or failure to remove exhibits by specified times and dates noted in the Exhibitor Manual.
All Exhibit booths must be installed and occupied by the end of the Exhibitor Setup period as defined by NamesCon staff. If your Exhibit Booth space is unoccupied at the end of the Exhibitor Setup period, your exhibit space will be deemed abandoned and may be reassigned at NamesCon’s sole discretion. Please note that No Refunds, and No Credits will be issued under such circumstances.
CONDUCT AND ATTIRE
Participant and all of its representatives shall conduct themselves at all times in accordance with highest standards of decorum and good taste. NamesCon reserves the right to eject from the conference any Participant or Participant representative violating those standards. Exhibitor and Participant staff members that practice any conduct inappropriate for a public and professional audience will not be tolerated. Attendees are to wear professional attire at all functions and events; non-religious face-masks and costumes will not be permitted unless expressly authorized by NamesCon. Attendees may not distribute promotional materials at the conference venue unless they have purchased rights to do so.
PHOTOGRAPHY AND VIDEO RELEASE
Various parties will be conducting photography and recording video footage of NamesCon. By your presence at the conference, you acknowledge that you have been informed that you may be photographed and recorded as part of NamesCon video coverage without compensation, credit or other consideration.
Participants agree to provide notice to NamesCon in writing if they will be utilizing the services of a non-full-time employee of the Participant or Exhibitor to promote or perform at their Exhibit Booth, and will ensure that such performances do not interfere with attendees accessing neighboring Exhibit booths. Performers are also subject to adhere to the conduct and attire guidelines above.
The Exhibitor understands that the Hotel / Venue does not maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.
Exhibitor agrees to obtain and maintain during the use of the exhibition premises, Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor’s indemnity in this Responsibility Clause. Such insurance shall be in the amount of not less than $3,000,000 combined single limit for personal injury and property damage. The Venue and Group shall be named as additional insureds on such policy, and the Exhibitor shall supply the Hotel with Certificates of Insurance at least 30 days prior to the use of the exhibition premises.
Shipping to and from the Conference are the responsibility of the Participant and MAY NOT be sent directly to the Venue Hotel but rather MUST be sent to the designated Exhibitor Services vendor. Should boxes need to be shipped to the Conference, these shipments must be scheduled to arrive to the designated Exhibitor Services vendor as stipulated. A fee will be assessed to Participant for ALL shipments to cover handling, delivery from the Exhibitor Services vendor to the Venue and for any other services Participant requests from the Exhibitor Services vendor.
USE OF VENUE HOTEL
The Participant agrees that all their employees, contractors, hosted attendees and/or their representatives will stay in the same hotel that the conference is being held and that all hotel room bookings will be done via the NamesCon website link to the Venue hotel or by citing NamesCon during telephone booking to ensure inclusion in designated room block.
INDEMNITY AND LIMITATION OF LIABILITY
Neither NamesCon, any co-sponsor, venue provider nor any of their respective officers, agents, employees, contractors, facilities, representatives or assigns shall be liable for, and Participant hereby releases them from, any and all claims for damage, loss, expense, harm, or injury or death to the person, property or business of the Participant and/or any of its visitors, officers, agents, employees, contractors, or other representatives, resulting from theft, fire, earthquake, water, unavailability of the facility, uncontrollable events, third parties, accident or any other reason in connection with the display at the Conference.
The Participant hereby indemnifies, and shall defend, and protect NamesCon and hold NamesCon, any co-sponsor and venue provider harmless from any and all claims, demands, suits, liability, damages, losses, costs, attorney’s fees, and expenses which might result or arise from Participant’s participation in the conference or any actions of Participant’s officers, agents, employees, contractors, or other representatives.
Under no circumstance will NamesCon, any co-sponsor, or the venue provider be liable for lost profits or other incidental or consequential damages for any of their acts or omissions whatsoever whether or not appraised of the possibility or likelihood of such damages or lost profits. In no event shall NamesCon’s liability, under any circumstance, exceed the amount actually paid to it by the Participant. NamesCon makes no representations or warranties regarding the number or identity of persons who will attend the conference.
The Participant is liable for any damage caused to the Conference Venue’s floors, walls, columns, ceiling, pipe & drape or to standard booth equipment, or to other Exhibitors’ property. You assumes all responsibility and liability for losses, damages, and claims arising out of injury or damages to equipment and other property brought into the Venue, and shall indemnify, defend, and hold harmless NamesCon, the Venue, their owners, affiliated companies, agents, servants and employees.
AGREEMENT TO TERMS, CONDITIONS AND RULES
Participant agrees to observe and abide by the foregoing terms and conditions and by such additional terms, conditions, and rules made by NamesCon from time to time for the efficient and safe operation of the Conference.
VIOLATION OF ANY OF THESE TERMS
Participants caught violating any terms laid out in this document will have their badges revoked and any applicable Sponsorships cancelled and will not be eligible for any refund.
This agreement represents the final, complete and exclusive agreement between Participant and NamesCon concerning the subject matter of this agreement. NamesCon does not make any warranties or other agreements except as set forth above.
NamesCon in its sole and absolute discretion, change or modify this Agreement, and any policies or agreements which are incorporated herein, at any time, and such changes or modifications shall be effective immediately upon posting to this Site. Your use of this Site or the Services after such changes or modifications have been made shall constitute your acceptance of this Agreement as last revised. The rights of NamesCon under this agreement shall not be deemed waived except as specifically stated in writing and signed by an authorized representative of NamesCon.
If any term of this agreement shall be declared invalid or unenforceable, the remainder of the agreement shall continue in full force and effect. This agreement shall be binding upon the heirs, successors, and assigns of the Participant subject to the terms of this agreement regarding consent to assignment. Violation of the terms and conditions in this agreement may result in the rescinding of name badge, speaking engagements, attendance privileges at the sole discretion of NamesCon producers.
*By registering to attend, signing your sponsorship offer letter and/or by paying your NamesCon invoice, you agree to the Terms & Conditions Agreement set forth in this document.