General Terms and Conditions for Expo Event Productions Trade Show Services and Products

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1. Scope of Services: Expo Event Productions ("EEP") agrees to provide event-related services, including but not limited to booth setup, equipment rentals, labor, and logistical support, as specified in the executed contract or order form ("Agreement") with the exhibitor, client, or venue ("Client"). These terms and conditions govern all services provided by EEP and are incorporated into every Agreement unless otherwise explicitly stated.

2. Payment Terms: Client shall pay all fees as outlined in the Agreement. A deposit may be required upon signing, with the balance due as specified in the invoice. Payments not received by the due date will incur a late fee of 1.5% per month on the outstanding balance, starting 10 business days after the invoice date. EEP reserves the right to suspend or terminate services for accounts with overdue balances exceeding 30 days, with prior written notice to the Client.

3. Cancellation Policy: Cancellations by the Client must be submitted in writing. Cancellations received five (5) or more business days prior to the event move-in date will incur a 25% cancellation fee. Cancellations within five (5) business days of the event move-in date will incur a 50% cancellation fee. No refunds will be issued for cancellations after the event move-in date. A 5% handling fee will be assessed on all refunds.

4. Client Responsibilities: Client shall provide accurate and complete information regarding booth specifications, event requirements, and timelines. Client is responsible for obtaining all necessary permits, licenses, and approvals required for their participation in the event. Client shall comply with all venue rules, regulations, and industry standards, as well as any additional requirements imposed by EEP to ensure safe and compliant operations.

5. Equipment and Materials: All equipment and materials provided by EEP are on a rental basis, remain the property of EEP, and shall be returned in good condition, normal wear and tear excepted. Client is responsible for any loss, damage, or theft of EEP’s equipment or materials while in their possession, and replacement or repair costs will be charged to the Client. EEP reserves the right to remove its equipment or materials at the conclusion of the event.

6. Compliance with Laws and Regulations: Client agrees to comply with all applicable federal, state, local, and venue-specific laws, codes, and regulations, domestication laws, including but not limited to fire, safety, and accessibility requirements. EEP reserves the right to inspect Client’s booth, equipment, or displays to ensure compliance, and may refuse or terminate services if non-compliance is identified.

7. Indemnification: Client agrees to indemnify, defend, and hold harmless EEP, its officers, employees, and agents from any claims, damages, or liabilities arising from Client’s participation in the event, including but not limited to personal injury, property damage, or intellectual property violations, except where such claims arise from the gross negligence or willful misconduct of EEP.

8. Limitation of Liability: EEP shall not be liable for any indirect, incidental, consequential, or punitive damages arising from the provision of services, including but not limited to loss of business, profits, or data. EEP’s total liability for any claim shall not exceed the amount paid by Client for the services under the Agreement. EEP is not responsible for delays, failures, or damages caused by factors beyond its control, including but not limited to utility failures, vandalism, or Client-provided equipment.

9. Force Majeure: EEP shall not be liable for failure to perform its obligations due to events beyond its reasonable control, including but not limited to natural disasters, strikes, governmental actions, pandemics, or other unforeseen circumstances. In such cases, EEP will notify Client and work to mitigate impacts, but no refunds or credits will be issued unless mutually agreed.

10. Insurance: Client shall maintain adequate general liability insurance, with a minimum coverage of $1,000,000 per occurrence, naming EEP as an additional insured. Proof of insurance must be provided upon request at least 10 business days prior to the event.

11. Intellectual Property: Client warrants that all materials, displays, or branding used in the event do not infringe on any third-party intellectual property rights. Client shall indemnify EEP against any claims arising from such infringement.

12. Audits and Compliance: EEP reserves the right to conduct random audits of Client’s booth or services to ensure compliance with the Agreement, venue rules, and applicable regulations. Any additional services or corrections required due to non-compliance will be billed to the Client on a time and materials basis.

13. Governing Law and Venue: This Agreement shall be governed by and construed in accordance with the laws of the state in which the event is held. Any disputes arising under this Agreement shall be resolved in the state or federal courts located in the county where the event takes place, and Client consents to the jurisdiction of such courts.

14. Attorney Fees: In the event it becomes necessary for EEP to engage an attorney for collections, to file a lien, foreclosure, or to enforce any provision of this Agreement, Client agrees to pay EEP’s reasonable attorney fees and associated costs.

15. Severability: If any provision of these terms and conditions is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

16. Entire Agreement: These terms and conditions, together with the Agreement, constitute the entire agreement between EEP and the Client regarding the provision of services and supersede any prior agreements or understandings, whether written or oral. Any amendments must be made in writing and signed by both parties.

17. Subcontractors: EEP may engage subcontractors to perform certain services under this Agreement. Subcontractors shall comply with all terms herein, and EEP remains responsible for their performance.

18. No Credits for Unused Services: No credits or refunds will be issued for services ordered, installed, or provided but not used by the Client.

19. Assignment: Client may not assign or transfer its rights or obligations under this Agreement without the prior written consent of EEP. EEP may assign its rights or obligations to a successor entity in the event of a merger, acquisition, or sale of substantially all of its assets.

20. Notices: All notices required under this Agreement shall be in writing and delivered via email, certified mail, or courier to the contact information provided in the Agreement. Notices shall be deemed received upon confirmation of delivery.