Light Language Conference

Exhibitor Terms and Conditions


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

2.   GENERAL RULES: 

      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 Conference.

      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 Hotel/Conference Center walls. “Glitter” is not permitted on carpeted areas.

      h.   END OF SHOW: Move-out is Sunday night from show close (8pm) until midnight. 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  

3.   BOOTH CONSTRUCTION:

      a.   Booths – All Booths have an 8’ high Backwall and 3’ High sidewalls.

      b.   Tables- Some Tables have an 8’ high Backwall and some have 3’ Sidewalls.

      c.    Signage- All signage must be self-standing or hung from the pipe and drape. DO NOT attach anything to the Hotel                                             walls.                               

4.   EXHIBITOR BADGES:

      Each Exhibitor is provided with 2 Exhibitor badges for their table or booth. Additional Exhibitor badges can be purchased for $40.

5.   SECURITY:

      Although the hotel/conference center and the Conference provide basic security at the event, insurance is the responsibility of the              Exhibitor and is recommended. Neither the Conference nor the Hotel/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 Hotel/Conference Center. Hotel for claims/suits arising          from theft of exhibitor product. Be especially careful during breakdown!

 6.   FINANCIAL RESPONSIBILITY:

      Exhibitors are financially responsible for any damage caused to the pipe and drape or to any Hotel/Conference property. Do not                  nail, screw, staple, pin, tack, tape, or glue any materials directly to any hotel property.

 7.   FIRE SAFETY:

      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.

 8.   LICENSES / HEALTH DEPT

       Exhibitors are responsible for meeting all city/state resale- licensing requirements. With regard to food, any Exhibitor giving away or           selling food, INCLUDING SAMPLES, are required to have all Health Department permits as needed. This is STRICTLY ENFORCED by the         Health Department which ALWAYS walks the Show. Exhibitors are welcome to apply directly to the Los Angeles County Health                       Department directly or submitting the application through Conference, which has its own event permit.

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.

 10.FINAL RESPONSIBILITY:

      The Light Language Conference and/or the Hotel/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.