Vendor Terms & Conditions for Exhibit Hall

Conditions and Rules

These exposition rules are part of the contract between the exhibitor and show management. Show management shall have the authority to interpret and enforce these rules. All matters not covered by these rules are subject to the decision of show management. All decisions so made shall be as binding on all parties. The Exhibitor or its representative is responsible for familiarizing himself with all rules and regulations. The Exhibitor or its representative who fails to observe these terms and conditions may be excluded from the exposition without a refund.

Liability

Each Exhibitor has the responsibility of safeguarding its own exhibit materials or goods from the time they are placed in the exhibit space until they are removed. The Exhibitor agrees to make no claim against the Indiana Black Expo, Inc. (IBE) or any of its sponsoring organizations, agents, or employees on account of loss occasioned by fire, accident, theft, storm, or damage due to exhibitor negligence; any injury to the exhibitor or exhibitors employees; or damage of any other nature or character, including any damage to the exhibitors business as a result of the exhibit, or as a result of its installation or removal or for failure to hold the exhibition as scheduled.

Insurance

The Exhibitor is required to have the appropriate amount of insurance coverage for the duration of the event, including move-in, move-out, and transportation to and from the exhibit hall. The Exhibitor will, at its sole cost and expense, procure and maintain through the term of this contract comprehensive general liability insurance claims for bodily injury or death and property damage and loss occurring in or upon, resulting from, arising out of, or related to the premises leased by Indiana Black Expo, Inc. Such insurance shall include contractual liability and product liability coverage in commercially reasonable amounts to cover the Exhibitor and IBE’s exposure to loss. Such insurance shall name IBE and the facility therein as an additional insured (with no limitation). Exhibitors Worker’s Compensation and Occupational Disease insurance shall be in full compliance with all federal and state laws, covering all of the Exhibitor’s employees engaged in the performance of any work for the Exhibitor.

Certificates of said insurance shall be provided to show management by the Exhibitor before the opening of the show. Failure to provide an insurance certificate does not relieve the Exhibitor from its insurance obligation. The Exhibitor should be solely liable for all claims, liabilities, actions, costs, damages, and expenses arising out of and or relating to the custody, possession, operation, maintenance, or control of said leased space of exhibit for negligence or any other liability relating thereto and said Exhibitor does hereby indemnify and hold harmless IBE, its agents’ employees and sponsoring organizations against any and all such claims as may be asserted against it.

Assignment of Space

IBE reserves the right to locate and or relocate any exhibit at its own discretion in the best interest of the exposition. Exhibitor will bring no claim against IBE, whatsoever, regarding its or any other Exhibitor’s location. Exhibitor agrees to comply with all federal, state, and local laws and ordinances applicable to the space leased and also with such rules and regulations as deemed necessary by the exposition facility and or show management.

Americans with Disabilities Act (ADA)

Exhibitors must be in compliance with the Americans and Disabilities Act.

Subletting Space

No exhibitor shall assign, sublet, or a portion the whole or part of its allotted space or distribute literature for other products or services not manufactured or exclusively distributed by the contracted Exhibitor.

Payment

100% of booth payment is due at the submission of the application.

If payment is not received within the prescribed time limit, the contract is voidable at the option of show management, and space will be reassigned based on this contract. 100% of exhibit space rental fees are due no later than April 21, 2025. Contracts submitted after May 21, 2025, must include full payment in the amounts left unpaid after (30) days from receipt of the invoice may be subject to a service charge 18% annually compounded on a daily basis. Should a collection agency and or legal assistance be used by IBE for collection of payments past due those charges will be the responsibility of Exhibitor.

Unions

The Exhibitor hereby agrees to abide by all agreements made among any humans or other labor groups with jurisdiction at the exposition and show management or its agents in the exposition facility.

Use of Other Names, Products

Within its exhibitor space, the Exhibitor may not display or advertise equipment products or services bearing the name or logo of any company dealer or distributor other than that of the Exhibitor. The Exhibitor is permitted to promote the dealers and distributors of its manufactured products in signage, display materials, literature, etc. as long as such promotion conforms to the display rules and regulations.

Marketing Activities Outside Exhibit Space

The Exhibitor may not extend its marketing activities in any way or at any height level beyond the three-dimensional boundaries of its exhibit space. Displays of any kind including products, advertising, promotional signs, literature, novelties, personal interaction, etc. will not be permitted in any area other than exhibit spaces, and not public areas such as aisles entranceways lounges approaches meeting rooms or to other areas of the exposition hall or surrounding areas of hotel properties including parking lots and other outdoor spaces or in hospitality rooms.

Solicitation

All interviews, demonstrations, solicitations, and other activities must be conducted so as to not infringe on the rights of other exhibitors or offend visitors to the exposition. Exhibitors shall confine all such activities to their exhibit space and not in the aisles.

Non-official Contractors

The Exhibitor shall neither contract for nor use any services in connection with its exhibit space at the exposition without prior approval of show management. At least 60 days prior to the opening dates of the exposition, the Exhibitor shall supply in writing to show management the names of any persons or organizations other than those designated as official contractors by show management whom the exhibit proposes to perform any services at the exposition. Show management will promptly notify the Exhibitor of its approval or rejection of such selections.

Non-official contracts must abide by all rules of the exposition for exhibitors and non-official contractors.

Noise

Representatives operating sound equipment, radios, loudspeakers, or any noise-creating devices shall do so only at a level that will not interfere with other exhibitors and or attendees. Show management reserves the right to restrict exhibits because of noise, method of operation, creation of safety hazards, or any other reason that will interfere with the best interest of the exposition as a whole.

Exhibitor Service Manual

A complete exhibitor Service manual covering services and prices for shipping, warehousing, and setting up and dismantling and move-in and move-out days will be sent to each Exhibitor. Any additional rules and regulations will be furnished to each Exhibitor by exposition management before the show.

Balloons

No balloons of any size or type will be permitted for display purposes or giveaways in the exhibit space.

No Suitcasing Policy

Any attendee or Exhibitor about is observed to be soliciting businesses in session rooms, Publix spaces, aisles of the exhibit hall, or in another company’s booth will be asked to leave immediately. Additional penalties may be applied.

Health Codes

All vendors must meet Marion County Health Department codes. All food vendors will be required to obtain a temporary event food permit from the Marion County Public Health Department.

Performing Licenses

Exhibitor will be solely responsible for obtaining any necessary licenses for permission to perform, broadcast, transmit, or display any copyrighted works (including, without limitation, music, audio or video recording, art, etc.), which Exhibitor may use or request to be used at the convention center.

Exhibitors are responsible for the payment of all utilities (water, electricity, and internet).

https://www.icclos.com/exhibitors/order-electrical-and-utilities/

Dismantling

Booth dismantling before the scheduled time disrupts the exhibition and increases show liability. Please adhere to the scheduled times. Exhibitors must dismantle their exhibits between 7:00 pm and midnight on Sunday, July 20 2025. All booths must be dismantled on Sunday. Exhibitors who dismantle their booth before 7:00 pm on July 20th 2025, will be assessed a $250 penalty. Loading docks will be operated in the same manner as during booth installation. All vehicles on the loading docks must have a driver to remain with the vehicle and/or have the keys left in the vehicle. The time limit will be strictly enforced. Violators will be towed at the owner’s expense. Transport your material to the dock before driving your vehicle to the dock to load your vehicle.

Articles Subject to Search

Any article brought into or removed from the Indiana Convention Center is subject to search by security provided by the Indiana Convention Center.