Exhibitors' Terms and Conditions

Guiding Your Participation and Experience

VIBE 2024 Conference Exhibitors' Terms and Conditions

By securing your exhibitor spot at VIBE 2024, you acknowledge and agree to adhere to the outlined terms and conditions specific to exhibitors. We encourage you to review these guidelines thoroughly to ensure a smooth and productive event experience.

Registration Acceptance:

  • Submission of the exhibitor registration form constitutes acceptance of these terms and conditions. Registration is confirmed upon receipt of full payment and is subject to availability.

Payment:

  • Payment for exhibitor space must be made in full to secure participation. Failure to remit payment may result in cancellation of the exhibitor's space reservation.


Cancellation and Refunds:

  • Cancellations must be submitted in writing to the conference organizers.
  • Refunds are subject to the following conditions:

Full Refund Policy:


  • Exhibitors may receive a full refund of their registration fee if they cancel their participation within 90-days before the event
  • This may include a deduction for any administrative fees or processing charges incurred by the organizer.

Partial Refund Policy:


  • Exhibitors may receive a partial refund of 50% of their registration fee if they cancel their participation within 30-days before the event
  • The partial refund may be subject to deductions for administrative fees, processing charges, or non-refundable deposits.

No Refund Policy:


  • Exhibitors will receive no-refund if cancellation occurs 30 days or less before the event.
  • Exceptions may be made in cases of extenuating circumstances, such as force majeure events or emergencies.

Transfer Policy:


  • Instead of issuing refunds, exhibitors may transfer their registration to another individual or company with pre-approval by the conference organizers.
  • Transfers may be subject to administrative fees or processing charges.
  • Substitutions of registered exhibitors may be permitted with prior approval from the conference organizers.


Booth Assignment:

  • Booth assignments are made at the discretion of the conference organizers and are based on factors such as registration date and availability. The organizers reserve the right to modify booth assignments as necessary.


Exhibit Space:

  • Exhibitors are responsible for ensuring that their exhibit space is staffed and operational during designated exhibition hours.
  • Any changes to the assigned exhibit space must be approved in advance by the conference organizers.


Exhibit Setup and Tear Down:

  • Exhibitors must adhere to the specified setup and tear-down schedules provided by the conference organizers. Failure to comply may result in additional fees or penalties.


Use of Space:

  • Exhibitors must use their designated exhibit space solely for the purpose of promoting their products or services related to the conference theme.
  • Any activities deemed inappropriate or unrelated to the conference may be prohibited at the discretion of the organizers.


Liability:

  • The conference organizers are not liable for any loss, damage, or injury to exhibitors or their property during the event. Exhibitors are encouraged to secure appropriate insurance coverage for their exhibit materials and personnel.


Promotional Materials:

  • Distribution of promotional materials must comply with the rules and regulations of the conference venue. Exhibitors are responsible for obtaining any necessary permits or approvals.


Conduct:

  • Exhibitors are expected to always conduct themselves in a professional manner during the conference. Any behavior deemed disruptive or offensive may result in removal from the event without refund.


Intellectual Property:

  • Exhibitors are responsible for ensuring that their materials and displays do not infringe upon the intellectual property rights of others. Any claims of infringement will be addressed in accordance with applicable laws.


Indemnification:

  • Exhibitors agree to indemnify and hold harmless the conference organizers, their affiliates, and employees from any claims, damages, or expenses arising out of or related to their participation in the conference.


Modification of Terms:

  • The conference organizers reserve the right to modify these terms and conditions at any time. Any changes will be communicated to exhibitors via email or through the conference website.

Time Remaining Until We VIBE

SEPTEMBER 8-9, 2024 

Hyatt Regency Boston

1 Ave de Lafayette Boston, Massachusetts 02111

The Agenda

Saturday

1pm - 4pm: Registration
6-7pm: Meet and Greet Cocktail
Party in the Chandelier Bar 

Cocktail Party sponsored by
Sheehan's Office Interiors

Sunday

9am - 10am: Late Registration
10am - 4pm: Conference (Schedule TBA)
5:30pm - 7:30pm:
Group Outing

Monday

10am - 4pm: Conference (Schedule TBA)
6pm - 9pm : Awards Dinner

QUESTIONS?

Contact: support@vibexpo.com

A Reminder: This event is for owners and area representatives only. If you are planning on bringing someone who does not fall into that category, there is a $500 fee for them to attend, and due to space considerations, we cannot guarantee they will be able to attend all events.