By registering for the EXPO you are agreeing to the following Terms and Conditions.
Registration
All exhibit space will be available after 1:00 p.m. on Monday, September 12th. (All exhibits must be set up by 3:00 p.m.) NYCOM reserves the right to resell and reassign space if an exhibitor fails to comply with these move-in and set-up deadlines. Exhibits will be open Monday, September 12th: 2:00 p.m. - 5:00 p.m.| break 3:15 p.m. - 3:30 p.m. | Tuesday, September 13th: 8:00 a.m. - 4:30 p.m. | breaks: 10:15 a.m.- 10:45 a.m.; 2:45 p.m. - 3:15 p.m. | Wednesday, September 14th: 8:30 a.m. - 2:30 p.m.| break: 10:15 a.m. - 10:45 a.m., and Thursday, September 15th: 8:30 a.m. - 12:00 p.m. | break: 10:15 a.m.- 10:45 a.m. Exhibit Breakdown is on Thursday, September 15th after 12:00 p.m. (All exhibits must be removed by 3:00 p.m.) Please note: All breaks are subject to change.
In order to guarantee your company's contact in the conference program, your registration must be submitted and received by the close of business August 29, 2022.
Cancellation
NYCOM must receive cancellations of exhibit space by September 6, 2022 in order to receive a refund. Cancellations received after September 6, 2022 will be accessed a $150 handling fee.
Restrictions
NYCOM reserves the right to decline or prohibit any exhibit or part of any exhibit, or prohibit or restrict any activity or conduct within the exhibit area which, in its opinion, is not appropriate or would cause NYCOM to be in violation of its contract with the Hotel. Exhibitors will not serve food within the exhibit area during the Conference, except for items like wrapped candy, etc. Exhibitor may not assign or sublet the space purchased, or permit any other party to exhibit therein. Exhibitor may not sponsor or hold an event for delegates at any time when conference program events are taking place. Exhibitor may not play music of any kind at any time within the exhibit hall. Exhibitors may not serve alcoholic beverages.
Liability and Security
NYCOM will not provide security personnel in the exhibit hall during move-in, set-up, break-down, and during exhibit hall hours. Exhibitor is responsible for securing items displayed at the show. Exhibitor thereby expressly assumes responsibility for injury or damage to persons, property or things occurring within the exhibit space assigned to each exhibitor in accordance with the terms of this contract.
Exhibitor is responsible for the safety of its booth or exhibit space. Exhibitor agrees to protect, save, and hold harmless NYCOM, the Hotel, their representatives, agents, employees, servants, and officials from any and all damages or charges imposed for violation of any law or ordinance, whether by the negligence of Exhibitor or its representatives, agents, or employees or those persons acting under the express or implied authority of Exhibitor. Exhibitor also agrees to comply with all terms, conditions, rules, and regulations applicable to the Hotel and NYCOM.
Each exhibitor must have insurance for fire, property damage, public liability and theft which covers the full period of occupancy of the premises by the exhibitor, its agent, employees, guest and or invitees. Exhibitor agrees to maintain general liability insurance in an amount not less than one million dollars ($1,000,000) to cover its potential liabilities under this agreement.
Exhibitor agrees to indemnify and hold harmless NYCOM, the Hotel, their representatives, agents, employees, servants, and officials from any and all claims, losses, damages, or expenses, including reasonable attorneys' fees and litigation expenses, arising out of or resulting from claims or actions for bodily injury, including death, if caused wholly or in part by any act or omission of Exhibitor (except to the extent caused by the sole negligence or willful misconduct of NYCOM, the Hotel, their employees, agents or contractors.
Exhibitor is responsible for making its activities and exhibit space accessible to qualified individuals with a disability in accordance with the provisions of the Americans with Disabilities Act and the regulations applicable thereto. Exhibitor agrees to indemnify and hold harmless NYCOM, the Hotel, their representatives, agents, employees, servants, and officials from any and all claims, losses, damages, or expenses, including reasonable attorneys' fees and litigation expenses, arising out of or resulting from Exhibitor's failure to comply with the ADA or the regulations applicable thereto.
Exhibitor Responsibility Clause
To the fullest extent permitted by law, the person/legal entity described as “Exhibitor” in this clause and in this exhibitor contract (regardless whether such person/legal entity is also described as “Exhibitor” in this contract) hereby assumes full responsibility and agrees to indemnify, defend and hold harmless The Saratoga Hilton (“Hotel”), Hotel’s owner (534 Saratoga Broadway, LP), Hilton Worldwide, Inc., and each of their respective owners, managers, subsidiaries, affiliates, employees and agents (collectively, “Hotel Parties”), as well as NY Conference of Mayors (“Group”), from and against any and all claims or expenses arising out of Exhibitor’s use of the Hotel’s exhibition premises. 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 obligations in this clause. Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage. The Hotel Parties and Group shall be named as additional insureds on such policy, and Exhibitor shall supply the Hotel with a Certificate of Insurance at least 30 days prior to the use of the exhibition premises. The Exhibitor understands that neither the Group nor the Hotel Parties maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance. To ensure that Group has inserted the correct “Exhibitor Responsibility Clause” into the exhibitor contract, Hotel reserves the right to require that Group submit a proof of the Group’s exhibitor contract to Hotel before such exhibitor contract is sent by Group to the Group’s exhibitors.
