Sponsor and Exhibitor Terms and Conditions

1. CONTRACT FOR SPACE
The contract for space, the formal notification of space assignment, and full payment of rental charges, together constitute a contract between the Exhibiting Organization, hereinafter known as the Exhibitor, and Society of Outdoor Recreation Professionals, hereinafter known as the Show Management, for the right to use space at the National Outdoor Recreation Conference (NORC), hereinafter referred to as the Show, in the year designated in this contract. The contract is based upon the plan of exhibits, rates shown thereon, and general information contained on the NORC website and sponsor grid, all of which are to be considered along with details on the front and back of this form as part of the contract. Payment is due in full upon receipt of this contract in order to be placed in line to choose your table location. Once available, all measurements shown on the floor plan are approximate and the Show Management reserves the right to make such modifications as may be deemed to be necessary, making equitable adjustment with any Exhibitor or Exhibitors thereby affected. The Show Management also reserves the right to adjust the floor plan to meet the needs of the exposition.

2. CANCELLATION OF BOOTH SPACE
Cancellation of space will result in the loss of monies after a certain date. After February 5, 2024 there will be no refunds of any monies. In the event that the exposition is not held for any reason beyond the control of Show Management, the rental and lease of space to the Exhibitor shall be cancelled and all monies received by Show Management shall be returned to the Exhibitor less all legitimate expenses incurred for advertising and promotion. Return of such monies will terminate the liability of Show Management. See the cancellation timetable below for policies involving partial credit for cancellations.

Cancellation Timetable:

3. BOOTH PACKAGE
All Exhibitors will receive the following: 6’ skirted table and 2 chairs. Additional items are available for purchase via the event center, including electricity. View the Exhibitor Kit for more details.

4. INSTALLATION AND DISMANTLING OF EXHIBITS
Delivery of freight, installation of exhibits, and completion of erection of exhibits will take place on the dates hereinafter shown. Exhibitors are welcome to adjust the items within their own exhibit space to fit their exhibit needs. The exhibits must be ready by Monday, May 6, 2024 at 8:00 a.m. Booth Exhibitor set-up starts on Sunday, May 5, 2024 from 12:00 p.m. to 6:00 p.m. Refer to the Exhibitor Kit for freight delivery options. Freight will not be delivered to booths during show hours. Exhibitors can choose to hand deliver their own freight but must be able to bring through the event center’s front doors and be considerate of others needing to use the front doors. Dismantling may not begin for Exhibitors until the close of the exposition on the final show day (Thursday, May 9, 2024 from 1:00 p.m. to 4:00 p.m.).

5. BOOTH ASSIGNMENTS
Booth Exhibitors can choose their booth location in the order their contract is received. Sponsors at the $5,000 level and above will be given priority no matter when their contract is received. Show Management reserves the right to relocate Exhibitors for any reason.

6. EXHIBIT HALL SHOW DATES AND TIMES (SET-UP AND BREAKDOWN NOTED IN ITEM #4)
The Show will take place at the Tahoe Blue Event Center at 75 U.S. 50 Stateline, Nevada 89449 (Note: All times subject to change.) 

• First show day, Monday, May 6, 2024 8:00 a.m. to 7:30 p.m.
• Second show day, Tuesday, May 7, 2024 8:00 a.m. to 4:30 p.m.
• Third (and final) show day, Thursday, May 9, 2024 8:00 a.m. to 1:00 p.m.

7. DISPLAY RULES AND USE OF SPACE
All demonstrations, distribution of circulars, or other promotional activities must be confined to the limits of the exhibit space, and must not interfere with adjacent exhibitors or intrude on aisle space. If additional space is needed, please contact Show Management for accommodations. Demonstration of equipment that requires the use of space outside of the 6’ exhibitor space must be approved by Show Management at least 60 days prior to the opening of the show ($5,000 sponsors and above have the opportunity to display large pieces of equipment). Exhibitors shall not assign, sublet, or share the space allotted without the knowledge and consent of Show Management.

8. EXHIBIT BOOTH STAFFERS
Exhibitor representatives manning the exhibit will be owners, employees, or agents of exhibiting companies, and such representatives will wear proper badge identification furnished by Show Management, or a badge provided by the Exhibitor. Such badges will be supplied upon presentation of the list of personnel by the Exhibiting Organization prior to show time (Show Management will reach out to all Exhibitors requesting booth staffer names). Exhibit booth staffers are not required to purchase a registration if just manning a booth.

9. SALES
Exhibitors are allowed to sell items at their booth with the exception of food and beverage (including giveaways). This is a restriction of the exhibit facility and is strongly enforced. Tastings are allowed but must follow Nevada State guidelines and be portions of two ounces or smaller. If an Exhibitor wishes to provide tastings, Show Management must be contacted in advance.

10. ADVERTISING AND PROMOTION
Show Management reserves the right to use Exhibitor’s name in any advertising, promotion, or marketing associated with the Show. Show Management does not, however, guarantee Exhibitor inclusion in such materials (due to print deadlines or other unforeseen circumstances).

11. THE AMERICANS WITH DISABILITIES ACT (ADA)
Exhibitor is required to comply with all provisions of the ADA, including, without limitation, arranging Exhibitor's exhibit so as to be accessible to all persons covered by the ADA.

12. ASSUMPTION OF RISKS; RELEASES
Exhibitors expressly assume all risks associated with, resulting from, or arising in connection with participation at Show including, without limitation, all risks of theft, loss, harm, damage, or injury to the person (including death), property, business or profits of Exhibitor, whether caused by negligence, intentional act, accident, act of God/natural disaster, or otherwise. Exhibitors have sole responsibility for their own property or any theft, damage, or other loss to such property (whether or not stored in any courtesy storage area), Exhibitor waives any subrogation claims that Exhibitor insurer may have. Neither Show, Show Management, or the exhibit facility accepts responsibility, nor is a bailment created for property delivered by or to the Exhibitor. Neither Show, Show Management, or the exhibit facility shall be liable for, and Exhibitor hereby releases Show, Show Management, or the exhibit facility from and covenants not to litigate Show, Show Management, or the exhibit facility with respect to any and all risks, losses, damages and liabilities described in this paragraph.

13. INDEMNIFICATION
Exhibitors shall indemnify, defend (with legal counsel satisfactory to the Show), and hold the Show, its affiliates, and the exhibit facility harmless from any claims, demands, suits, liabilities, damages, losses, costs, reasonable attorneys’ fees and expenses which result from, or arise out of or in connection with: (a) Exhibitor participation or presence at Show; (b) any breach by Exhibitor of any agreements, covenants, promises or other obligations under this contract; (c) any matter for which Exhibitor is otherwise responsible under the terms of this contract; (d) any violation or infringement (or claim of violation or infringement) of any law or ordinance or the rights of any party under any patent, copyright, trademark, trade secret, or other proprietary right; (e) any libel, slander, defamation or similar claims resulting from Exhibitor actions; (f) harm or injury (including death) to Exhibitors; and (g) loss of or damage to Exhibitor property, Exhibitor business, or Exhibitor profits, whether caused by negligence, intentional act, accident, act of God/natural disaster, theft, or otherwise.

14. CONTACT
Candace Gallagher
NORC Conference Coordinator
candace@americantrails.org
(530) 645-3096