Light Language Conference
Exhibitor Terms and Conditions
1. CANCELATION & REFUNDS: In the event of an Exhibitor cancellation, the following refund policy is in place:
a. 30 Days Before the Show- No Refund
b. 60 Days before the Conference- 30% Refund
c. 90 Days before the Conference- 60% Refund
d. More than 90 Days: 90% Refund
a. The Conference reserves the right to determine the eligibility of any product or service content to be displayed at the Light Language Conference.
b. Exhibit space cannot be resold without prior written agreement from the Light Language management or delegate.
c. Exhibitors are strictly prohibited from any on-site selling of any substance or product considered to be illegal in the State of Colorado.
d. Distribution of samples and literature is strictly limited to the confines of the Exhibitor’s booth.
e. Voice and/or music amplification must be kept to a sufficiently low volume so a s not to disturb adjacent other exhibitors or attendees.
f. Distribution of product samples and literature strictly limited to the Exhibitor booth and may not be distributed in any common areas.
g. Painting of signs, displays, or other objects is NOT permitted in the building. Adhesive-backed(stick-on) decals or similar items may NOT be used on ANY Conference Center walls. “Glitter” is not permitted on carpeted areas.
h. END OF EVENT: Move-out is Sunday night from event close (4pm) until 6pm. Exhibitors must leave the booth clean upon move-out.
i. Aisles and exits shall be kept clean, clear, and free of obstacles. Easels, signs, etc. shall not be placed beyond the booth area
a. 2 Tables are provided: 8’ x 18" schoolie tables. The venue has them set in 2 specific configurations of "L" or "="
c. Signage- All signage must be self-standing. DO NOT attach anything to the venue walls.
Although the conference center provides basic security at the event, insurance is the responsibility of the Exhibitor and is recommended. Neither the Conference nor Conference Center are responsible for replacement of lost or stolen goods. Exhibitors are responsible for obtaining their own general liability insurance for the show dates, including move-in and move-out. Exhibitors must indemnify the Light Language Conference and the Conference Center. Hotel for claims/suits arising from theft of exhibitor product. Be especially careful during breakdown!
Exhibitors are financially responsible for any damage caused to the pipe and drape or to any Conference property. Do not nail, screw, staple, pin, tack, tape, or glue any materials directly to any hotel property.
All federal, state and city regulations pertaining to fire and safety must be adhered to (i.e. all fabrics used in booth decoration must be flame retardant). Flammable liquid, compressed combustible gas, or highly combustible or explosive material of any kind is STRICTLY AND ABSOLUTELY prohibited. Open flames of any kind (including small candles), are prohibited. Incense is not permitted.
Exhibitors are responsible for meeting all city/state resale- licensing requirements.
Exhibitors are responsible for obtaining a tax license for the State of Colorado. That link is DR 0589 - Special Event Sales Tax Application | Department of Revenue - Taxation.
9. FORCE MAJEURE:
In the event that any outside cause prevents the Exhibition, such as war, fire, any Act of God, pandemics, etc., the Management reserves the right to retain Exhibitor payments and apply them to future events.
The Light Language Conference and/or the Conference Center reserves the right to close any exhibit that fails to cooperate with these policies. Any questions or issues that are not specifically covered in this contract shall be subject solely to the decision of the Light Language Conference management or their delegate.