Exhibitor Contract
AGREEMENTThe undersigned Exhibitor hereby agrees to leasefrom the International Institute of Building Enclosure
Consultants (IIBEC) exhibition space as described inthis document, at the IIBEC International Trade Show,
March 9-10, 2024, at the Phoenix Convention Center in
Phoenix, AZ. The exhibition is a part of the IIBEC
International Convention and Trade Show, March 8-11,2024, at the Sheraton Phoenix Downtown, Phoenix AZ.
The exhibiting company and its representa-tives agree
to abide by the rules, regulations, and guidelines
established by IIBEC. Only one company name per
exhibit space is permitted.

EXHIBIT FEES

100 SQUARE FEET
$33.00 USD/square foot - IIBEC members*$41.00 USD/square foot - Nonmembers
MORE THAN 100 SQUARE FEET
$31.00 USD/square foot - IIBEC members*$39.00 USD/square foot - Nonmembers

TERMS OF PAYMENTThis contract and a 50% deposit must be received
by IIBEC to reserve exhibit space. The balance ofthe exhibit fee is due by December 8, 2023 (90 days
before the event). A charge of 50% of the total
exhibit fee will apply for all cancellations.
Cancellations made after December 8, 2023 (within
90 days of the event) will receive no refund.
It shall be the Exhibitor’s responsibility to ensurethat the exhibit space(s) speciﬁed in this agreement
conform(s) to the show’s ofﬁcial ﬂoor plan and therules, regulations, and guidelines established by
IIBEC. If this agreement and the ﬂoor plan do notagree, the ﬂoor plan shall govern. Subject toreceiving payment as described, the following
exhibit space(s) is (are) reserved for you at this timeby IIBEC. The Exhibitor understands and agrees
that show management reserves the authority toreassign exhibit space dimension and location at
the show. Spaces conﬁrmed are not transferable.
I ACKNOWLEDGE

I have read the IAEE Guidelines for Display, Rules& Regulations document that applies to the IIBEC
International Trade Show.

TERMS AND CONDITIONSWith check box, I have read and agree to theTerms and Conditions on pages two and three.

2024 IIBEC INTERNATIONAL CONVENTION & TRADE SHOW

BOOTH SELECTION
One 10'x10' booth = 100 sq. ft.; one 20'×20' booth = 400 sq. ft.
Selected Booth(s):____________________________________________________
Fee per sq. ft:___________× Total sq. ft:___________= Total fee: $___________
50% deposit, due with contract: $_______________________________________
Balance due by December 8, 2023: $________________________(USD only)

EXHIBITOR INFO
Exhibiting ﬁrm:_______________________________________________________
Address: ____________________________________________________________
City/State/Zip: _______________________________________________________
Phone: _____________________ Website: ________________________________NAME OF CONTACT FOR ALL MATTERS PERTAINING TO THE EXHIBIT:
Name: _______________________________________________________________
Title:_______________________________________________________________

Phone:_____________________________ E-mail:___________________________DEPOSIT & PAYMENT METHOD$_______________________________(A 50% deposit is due with this contract)
Payment method:
Invoice

Visa

Check (payable to IIBEC - U.S. funds)

MasterCard

American Express

Discover

Card Number: ________________________________________________________
Exp. Date: __________________________ Verification Code: ________________Name on Card: _____________________________ Signature: ________________AUTHORIZATION

Authorization: I am authorized to enter into this agreement on behalf ofthe exhibiting company. By this signature, I agree to abide by the rules,
regulations and guidelines established by IIBEC.

Authorized signature*

Date

Print Name: _______________________________ IIBEC member* ID__________
Phone: _________________________ Email:_______________________________*IIBEC members are individuals rather than corporations. To qualify for member
rates, this contract must be executed by a current IIBEC member who isassociated with the exhibiting company.

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TERMS AND CONDITIONSDEFINED TERMS.
The term Event means “Building Enclosure Symposium” The Event isowned, produced, and managed by the International Institute of
Building Enclosure Consultants (IIBEC). The term “Exhibitor” means,collectively, the entity or person that executes this Contract as the“Exhibitor’ and each of its ofﬁcers, directors, shareholders,
employees, contractors, agents, representatives, assigns and/or
invitees, as applicable. The term “Contract” means this agreement, allamendments, and modiﬁcations thereto, and all other materials,
documents, rules and regulations expressly incorporated herein byreference.
CONTRACT ACCEPTANCE.
This Contract shall become binding and effective only when it has
been signed by the Exhibitor and accepted as valid by a duly
authorized representative of IIBEC. The ﬁnal exhibit space speciﬁcs
and/or location may be different from the Exhibitor’s original
requests. IIBEC reserves the right to deny access to any company.
QUALIFICATIONS OF EXHIBITOR.
IIBEC, in its sole discretion, determines whether a prospective
exhibitor is eligible to participate in the Event. Eligibility is generally
limited to persons or ﬁrms who manufacture, remanufacture, or
supply products, tools, equipment, supplies, or services used for thebuilding enclosure industry. IIBEC reserves the right to restrict orremove any exhibit which IIBEC, in its sole discretion, believes isobjectionable or inappropriate.
Show management reserves the right at any time to refuse the rentalof exhibit space to any company whose display of goods or services
is not, in the opinion of show management, compatible with thegeneral character and objectives of the exhibition, or to remove orchange exhibits it ﬁnds offensive.
CONTRACT
Any terms referenced in the Exhibitor Contract, including all payment
terms, are incorporated into these terms and conditions.
CANCELLATION BY EXHIBITOR
If Exhibitor cancels this Contract, Exhibitor may only do so by giving
notice thereof in writing sent to IIBEC with evidence of receipt. If such
written notice is received at least 90 days prior to the opening date of
the Event, then Exhibitor will remain liable for 50% of the total exhibit
fee. If notice of cancellation is received less than 90 days prior to the
Event, Exhibitor will remain liable for 100% of the total exhibit fee,regardless of when this Contract is executed by Exhibitor. In addition,
Exhibitor will remain liable for 100% of all fees paid or payable inrespect of sponsorships and promotional products, regardless ofwhen this Contract is executed or cancelled by Exhibitor. Theseamounts are considered to be liquidated and agreed upon damages,
for the injuries IIBEC will suffer as a result of Exhibitor’s cancellation.
This provision for liquidated and agreed upon damages is a bonaﬁde provision and not a penalty. The parties understand that thewithdrawal of the space reserved from availability and, if applicable,
the cancellation of sponsorships and/or promotional materials, ineach case at a time when other parties would be interested in such
space and/or products, will cause IIBEC to sustain substantial
damages that will not be capable of determination with mathematicalprecision. Therefore, the provisions for liquidated and agreed upondamages have been incorporated into this Contract as a valid preestimate of these damages. The date of cancellation shall be the date
IIBEC receives the notice. IIBEC reserves the right to treat Exhibitor’s
downsizing of booth space as cancellation of the original space andpurchase of new booth space, and Exhibitor may be required tomove to a new location.
CANCELLATION OF THE EVENT
If IIBEC cancels the Event due to circumstances beyond the reasonable control of IIBEC (such as riot, strike, civil disorder, act of war, act
of God, terrorism, epidemic, pandemic, government mandated
restrictions, or any cause whatsoever that is not within IIBEC’s
reasonable control), IIBEC shall refund to each Exhibitor its exhibit
space rental payment previously paid, minus a 25% administrative
processing fee, in full satisfaction of all liabilities of IIBEC to Exhibitor.
IIBEC reserves the right to cancel, rename or relocate the Event or
2024 IIBEC INTERNATIONAL CONVENTION & TRADE SHOWchange the dates on which it is held. If IIBEC changes the name of the
Event; relocates the Event to another event facility and/or city or
converts the Event to virtual/digital in nature; or changes the dates for
the Event to dates that are not more than 90 days prior or 13 months
later than the dates on which the Event originally was scheduled to beheld, no refund will be due to Exhibitor, but IIBEC shall assign toExhibitor, in lieu of the original space, such other space as IIBEC
deems appropriate and Exhibitor agrees to use such space under theterms of this Contract. If IIBEC elects to cancel the Event other thanfor a reason previously described in this paragraph, IIBEC shall refund
to each Exhibitor its entire exhibit space rental payment previously
paid, in full satisfaction of all liabilities of IIBEC to Exhibitor. Exhibitor
agrees that, except as expressly provided in this paragraph, it shalland hereby does waive any and all claims for damages or compensation resulting from or relating to the cancellation, renaming, relocation or rescheduling of the Event.
SPONSORSHIP
Sponsorship offerings are available to current-year Exhibitors. Should
an Exhibitor, who is also a sponsor, cancel their exhibit space,
Exhibitor will remain liable for 100% of all fees paid or payable inrespect of sponsorships and promotional products, regardless ofwhen this Contract is executed or cancelled by Exhibitor. See Clause
Cancellation by Exhibitor. Any cost incurred for any changes after the
artwork is submitted will be the responsibility of the sponsor.
INSTALLATION & DISMANTLING
Exhibitors must comply with the move-in and move-out times
indicated provided by IIBEC or if applicable denoted in the Exhibitor
Service Manual. If an Exhibitor fails to remove an exhibit in theallowed time, IIBEC shall be permitted (at Exhibitor’s sole expense) toremove and place same in a warehouse subject to the Exhibitor’s
disposition, and/or to ship to Exhibitor via common carrier with all
charges to follow at no liability to IIBEC. All exhibits must remain
intact until the Exhibition is ofﬁcially closed.
LIABILITY AND WAIVER SUBROGATIONIIBEC, the convention facility and their employees andrepresentatives shall not be responsible for any loss, damage or
injury to person or property that may be suffered by the exhibitor, orthe exhibitor’s employees, from any cause whatsoever arising out ofparticipation in the Event prior, during or subsequent to the period
covered by this exhibit application, excluding that caused by or
resulting from the negligence of IIBEC or convention facility and theiremployees and representatives. Exhibitor shall indemnify, defend
and hold harmless IIBEC, its ofﬁcers, directors, employees and agentsagainst and from any and all losses, costs, damages, liability, or
expenses (including attorney’s fees) arising from or by any reason of
any accident, bodily injury, property damage or other claims or
occurrences to any person, including Exhibitor, its employees andagents, or any business invitees of or related to Exhibitor’s occupancy
or use of the booth space and any other leased area(s) of theconvention center. The terms of this provision shall survive thetermination or expiration of this Contract. Exhibitor shall obtain, at its
own expense, adequate insurance against any such injury, loss ordamage. The exhibitor waives the right of subrogation by its
insurance carrier(s) to recover losses sustained under exhibitor’sinsurance applications for real and personal property. If requested,
the exhibitor, as a condition to participation in the Event, shall obtainfrom its insurer(s) a waiver of subrogation consistent with thisprovision.
INSURANCE
Exhibitor shall, at its own expense, secure and maintain insurance forthe entire duration of the Event (move-in through move-out). All suchinsurance shall be primary of any other valid and collectible insuranceof Exhibitor and shall be written on an occurrence basis. Claims madepolicies are not acceptable and do not constitute compliance with
Exhibitor’s obligations under this paragraph.
GENERAL LIABILITY INSURANCE
The limits for bodily injury and property damage combined shall be
at least $1,000,000. Certiﬁcates of insurance stating such limits shallalso provide that the policy may not be cancelled without 15 days
advance written notice to IIBEC and must be in effect starting with the
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ﬁrst move-in day of the show through the last move-out day of theshow. All property of the exhibitor is understood to remain under
his/her custody and control, in transit to or from the conﬁnes of thehall, subject to the rules and regulations of the trade show.
Note: If applicable, IIBEC, Shepard Exposition Services (Ofﬁcial Trade
Show Exhibitor Service Contractor) hotel or convention center
require an Insurance Certiﬁcate on ﬁle for the exhibiting company aswell as the Exhibitor-Appointed Contractor (EAC) prior to thetradeshow. Exhibitors will not be allowed on the tradeshow ﬂoor
without an Insurance Certiﬁcate or Waiver of Liability.
EXHIBITOR UPDATES
If applicable, IIBEC will provide Exhibitor information and updates tothe designated representative of the Exhibitor, including the
Exhibitor Service Manual. The designated representative of the
Exhibitor will also receive updates about the Event via fax, mail,email and/or SMS.
INCORPORATION OF RULES & REGULATIONS
Any and all matters pertaining to the Event and not speciﬁcallycovered by the terms and conditions of this Contract shall be subject
to determination by IIBEC in its sole discretion. IIBEC may adopt
rules or regulations from time to time governing such matters andmay amend or revoke them at any time, upon reasonable notice to
Exhibitor. Any such rules and regulations (whether or not included in
an Exhibitor Service Manual (if applicable) or similar document) are
an integral part of this Contract and are incorporated herein byreference. Exhibitor shall observe and abide by additional
regulations made by IIBEC as soon as they are communicated to
Exhibitor. This Contract (including the Exhibitor Service Manual (ifapplicable) and any additional rules or regulations adopted by IIBEC
from time to time) states the entire agreement of the parties withrespect to the subject matter hereof.
GENERAL TERMS & CONDITIONSIIBEC has sole control over show policies. Except as expressly
provided in this Contract, all monies paid by Exhibitor shall bedeemed fully earned and non-refundable at the time of payment.
Exhibitor shall conduct itself at all times in accordance with normal
standards of decorum and good taste. In addition to its right to close
an exhibit and withdraw acceptance of the contract, IIBEC in its sole
judgment may refuse to consider for participation in future Events an
Exhibitor who violates or fails to abide by the contract and any of theaccompanying rules and regulations. Any amendment to thisContract must be in writing and signed by an authorized
representative of IIBEC.
ASSUMPTION OF RISKS; RELEASESExhibitor expressly assumes all risks associated with, resulting from,or arising in connection with Exhibitor’s participation or presence atthe Event, including, without limitation, all risks of theft, loss, harm,
damage, or injury to the person (including death), property, businessor proﬁts of Exhibitor, whether caused by negligence, intentional act,
accident, act of God or otherwise. Exhibitor has sole responsibility for
its property or any theft, damage or other loss to such property(whether or not stored in any courtesy storage area), including any
subrogation claims by its insurer. Neither IIBEC nor the Exhibit
Facility accepts responsibility, nor is a bailment created, for property
delivered by or to Exhibitor. Neither IIBEC nor the Exhibit Facility
shall be liable for, and Exhibitor hereby releases all of them from, andcovenants not to sue any of them with respect to, any and all risks,losses, damages and liabilities described in this paragraph.
GIVEAWAYS, DRAWINGS & DISTRIBUTION OF GIFYTS
AND/OR FOOD PRODUCTS
IIBEC holds the right to restrict or prohibit any contest, promotion, or
giveaway that causes blocking or disturbance to other exhibits or
patrons. It is the responsibility of Exhibitor to notify all winners of any
drawing, contest, or giveaway. Food and beverage products may be
distributed in sample quantities by those exhibitors engaged in theprocessing of these products. Other exhibitors wishing to dispense
sample foods and/or beverages must conform with the exhibit
facility’s regulations and receive approval in advance from IIBEC.

OUTSIDE EXHIBITS/HOSPITALITY SUITES
Exhibitor is prohibited, without express written approval from IIBEC,
from displaying products/services and/or other advertising material
in areas outside its booth space such as, but not limited to, trade
show aisle space, parking lots, hotel lobbies, lounges, corridors,
sleeping rooms, etc., as well as unauthorized facility tours. Exhibitor
also agrees not to operate hospitality suites or host any hospitality
functions during ofﬁcial Event hours or when any IIBEC sponsoredactivities are being held. All requests for a hospitality suite or public
function space must be made through IIBEC. If Exhibitor cancels or
fails to occupy the exhibit space during ofﬁcial Event hours, IIBEC
reserves the right to notify the hotel to cancel any hospitality space
and/or hotel guest rooms under Exhibitor’s name.
Exhibitor shall remain liable for the payments made to the hotel.
BOOTH ACCESSIBILITY
Under Title III of the Americans with Disabilities Act, each exhibitor is
responsible for making his exhibit accessible to the disabled and shallindemnify show management and the convention facility against
failure to do so. Exhibitors who have constructed, or are planning toconstruct, multi-level booths must comply with federal law and allstate and local ﬁre and safety codes.
FIRE PROTECTION
No combustible decoration, such as but not limited to crepe paper,
tissue paper, cardboard, or corrugated paper, shall be used at any
time. All packing containers, excelsior or wrapping paper are to be
removed from the exhibit ﬂoor and must not be stored under tables
or behind displays. All decorations and booths must be of
ﬂame-proofed materials. Exhibitor shall be solely responsible for allﬁre damages and costs.
DAMAGE TO PROPERTY OF OTHERS
Exhibitor shall be solely responsible for the cost of any damage to theconvention center, ofﬁcial hotels, property of others, and any otherclaims and cost arising out of Exhibitor’s use of the leased area(s),regardless of how or by whom such damage was caused.
CARE OF BUILDING & EQUIPMENT
Exhibitor, its employees, representatives, or agents must not injure ordeface the walls or ﬂoors of the building, the booths, or theequipment of the booths. When such damage appears, Exhibitor isliable to the owner of the property so damaged. Nothing will be
posted on, tacked, nailed, screwed, or otherwise attached to thecolumns, walls, ﬂoors, ceiling, furniture, or otherproperty of theexhibit facility.
VIOLATION OF RULES & REGULATIONS
Violation of this Contract or any rules and regulations governing the
Event, including those published in the Exhibitor Service Manual, may
result in one or more of the following actions taken against the
Exhibitor: 1) the Exhibitor may be prohibited from exhibiting at thecurrent year’s Event and will forfeit all booth payments; 2) the
Exhibitor’s “points” for the following year’s priority points may betaken away; and 3) the Exhibitor may be prohibited from exhibiting at
future events. This list of actions is not exhaustive and does not in any
way limit available remedies provided in other provisions of thisContract or by law or equity. No delay by IIBEC in exercising any right,
power or privilege hereunder shall operate as a waiver thereof, norshall any single or partial exercise by IIBEC of any other right, poweror privilege hereunder preclude any other or further exercise of any
other right, power or privilege hereunder.
GOVERNING LAWThis contract is governed by the laws of the State of North Carolina as
applied to contracts entered into and entirely performed within suchstate. Exhibitor agrees that the courts located in the State of North
Carolina shall constitute the exclusive forum for the resolution of any
and all disputes arising out of, connected with or related to thiscontract or the breach of any provision of this contract. Exhibitor
waives any right to assert lack of personal or subject matter
jurisdiction and agrees that venue properly lies in North Carolina.
OPEN INVOICESAny outstanding invoices over 90 days old will be paid with money
collected for any event or service from a vendor.

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