Contract Rules & Regulations

All exhibits and exhibitors are subject to the following rules & regulations.  The words “Exhibition/Show Management or WHMA/IPC” used herein refers to WHMA/IPC and M-EXPO, acting through its agents or employees in the management of the exposition.

This contract for exhibit space, when property executed by the exhibitor and Show Management shall be considered a binding agreement between the two parties.

M-EXPO Policy
Cancellation of space on or before July 15, 2022 will result in a charge of 50% of the total cost of space assigned.

Notification of cancellation received after July 15, 2022 will result in a charge of 100% of the total space cancelled and will not be subject to any refunds.

Cancellation due to COVID-19
IF M-EXPO is cancelled at WHMA/IPC’s discretion or via government order, exhibitors will have the option to transfer funds to the 2023 event or elect to receive a full refund.  Please note, if an exhibitor has previously cancelled at their own discretion, before WHMA/IPC has made this decision, the exhibitor will have the option to use the cancellation penalty towards the 2023 event or elect to receive a full refund.

Use of Exhibit Space: Exhibitors agree not to assign or sublet any space allotted to them or any portion thereof, nor to display any equipment other than that which is manufactured or carried by it in the regular course of business. Exhibitor shall not place any name signs or courtesy cards on any equipment loaned to them for demonstration purposes unless the supplier of the equipment is also an exhibitor in the exposition. Exhibit space assignments are made on the basis of priority, availability and need, with all assignments made in the best interest of the exhibition. Show Management reserves the right to alter an exhibitor’s assigned space if it is deemed necessary in the best interest of the exposition. Show Management also reserves the right to reassign booth space so that the arrangement of the exposition is in the best interest of attendees and exhibitors.

Fireproofing: All materials used in the construction of the booth and all decorative materials (drapery, table coverings, banners, foam board, signs, set pieces, etc. ) within exhibitor booths and those used for special events must be non-combustible or made flame retardant.

Loss, Theft or Damage Insurance: Show Management shall not be responsible for any loss, theft, or damage to the property of the exhibitors, his employees, representatives, or agents. Further, Show Management will not be liable for damage or injury to persons or property during the term of this agreement as defined by details of agreement, from any cause whatsoever by reason of the use or occupancy of the exhibit space by the Exhibitor or his assigns, and the Exhibitor shall indemnify and hold Show Management harmless from all liability which might ensue from any cause or claim whatsoever, unless Show Management is grossly negligent.

If the Exhibitor’s material fails to arrive, or due to other causes beyond his control is prevented from using his space, the exhibitor is nevertheless responsible for his space rental.

Liability Release and Indemnification: Exhibitor releases Exhibition Management (WHMA/IPC), its contractors and their respective directors, officers,  employees, agents, and members, and each of them, from any claims, liabilities,  losses, damages, costs, or expenses relating to or arising out of any injury to any personnel of exhibitor or to any personnel of exhibitor or to any other person or any loss of or damage to any property of exhibitor or any other property where such injury, loss, or damage is incident to, arises out of, or is in any way related to exhibitor’s participation in the event, and the exhibitor shall be responsible for any such injury, loss, or damage, and any expenses relating thereto. Exhibitor shall indemnify, defend and hold harmless Exhibition Management (WHMA/IPC) and its contractors, and their respective directors, officers, employees, agents and members, and each of them, from and against all claims, liabilities,  losses, damages, costs or expenses, including reasonable attorney’s  fees and costs of litigation, relating to or arising out of Exhibitor’s participation  in the event, provided that the foregoing shall not apply to injury, loss, or damage caused by or resulting directly from the sole negligence of either Exhibition Management or its contractors.

Insurance: WHMA/IPC requires that each exhibitor to maintain general public liability insurance against claims for personal injury, death or property damage incident to, arising out of or in any way connected with the exhibitor’s participation in the exhibition, in an amount of not less than one million dollars ($1,000,000) for personal injury, death or property damage in any one occurrence. Such insurance maintained by the exhibitor must be issued by an insurance company reasonably acceptable to WHMA/IPC Show Management, include coverage of the indemnification obligations of the exhibitor under the rules and regulations, and shall name WHMA/IPC, the GSC (general service contractor) and the convention center as additional insureds. Each exhibitor acknowledges that it is responsible for obtaining, for its protection and entirely at its expense, such property insurance for its exhibit and display materials as the exhibitor deems appropriate. Any policy providing such property insurance must contain an express waiver by the exhibitor’s insurance company of any right of subrogation as to any claims against IPC and its representatives. Certificates of Insurance shall be furnished to Show Management if requested prior to the show or following any accident or incident.

Authority of Exhibition Management: WHMA/IPC shall have the power to adopt, amend and enforce all show rules, and regulations with respect to the operation of the Event, including but not limited to those regarding the kind, nature and eligibility of exhibitors and exhibits at the Event.  Exhibition Management’s decision on such matters shall be final.

Registration: Each Exhibitor will receive Exhibitor Badges for individuals working in his/her h. Badges will not be transferable and Show Management reserves the right to withdraw the use of any exhibitor badge or pass used to gain admission to the Exposition by any person other than the one for whom it was issued. Registration policies and procedures shall always be under the exclusive control of the Show Management.

Responsibility: If the Exhibitor fails to comply in any respect with the terms and conditions of this agreement. Show Management shall have the right, without notice to the Exhibitor, to rent or offer for rent said space, or to use said space in any other manner, but this shall not be construed as affecting the responsibility of the Exhibitor to pay the full amount specified by this contract. The Exhibitor Manual is a binding agreement between all parties and its rules and regulations must be adhered to.

Use of Aisles, etc.: The aisles, passageways and overhead spaces remain strictly under control of Show Management and no signs, decorations, banners, advertising matter or special exhibit s will be permitted in them except by special permission of Show Management. All exhibits must remain within the confines of their own spaces and no Exhibitor will be permitted to erect signs or display products in such a manner as to obstruct the view, occasion injury or disadvantageously affect the display of other Exhibitors. Uniformed attendants, models and other employees must remain in the booths occupied by their employers. All advertising distribution must be made from the Exhibitor’s booth space.

Safety: SHIELDING from chips, strong lights, moving machinery, smoke, or any toxic substance must be complete. SAFETY MARKINGS, masking, flagging, or railings must be placed around or on any projection or other objects where attendees could injure themselves. MACHINERY, operating equipment, and other objects which might cause bodily harm must be adequately safeguarded. Show Management shall judge the adequacy of safeguarding shields and barriers to OSHA standards. NO STORING of inflammable material is allowed anywhere in the Hall. Smoke detectors may be needed in enclosed display rooms with ceilings.

Restrictions: Show Management may, at its discretion, prohibit, restrict, and/or evict Exhibits which are in the sole opinion of Show Management objectionable for any reason including but not limited to the following: danger, noise, vibration, glaring or flashing lights, safety and method of operation, objects on display, and/or method of display. Show Management may also prohibit, restrict, and/or evict any exhibit which may detract from the general character of the Exposition. Show Management may further restrict, prohibit, and/or evict any exhibit with objectionable persons, things, conduct, printed matter, or anything else Show Management judges to be objectionable in its judgment. In the event of such restriction or eviction in said event, Show Management is not liable for any refunds of rental or other expense.

Compliance: The Exhibitor assumes, all responsibility for compliance with all pertinent laws, ordinances, regulations, and codes of duly authorized local, State, and Federal governing bodies concerning fire, safety and health, together with the rules and regulations of the operators and/or owners of the property wherein the Exposition is held.

Move-in and Move-out Instructions: Move-in and move-out instructions will be supplied to each Exhibitor and Exhibitors must adhere to these instructions. Such instructions are a binding part of this Contract. Late Exhibitors will be assigned to any location specified by Show Management.

Videos/Photographs: The taking of photographs and/or video recording of another exhibitor’s booth or equipment is strictly prohibited.  If an objection is raised, you will be asked to discontinue immediately, and Show Management reserves the right to eject you from the floor or from exhibiting in the future. Show Management reserves the right to limit photo/video access when considered inappropriate.

Amendments: Show Management will have the full power in the interpretation and enforcement of all contract regulations contained herein, and the power to make such amendments thereto, and such further rules and regulations shall be considered necessary for proper conduct of the exhibition.

Show Management Remedies: In addition to any legal remedies that Show Management may have, a violation of any of these Show Rules and Regulations can result in any of the following actions at the discretion of Show Management:

  • Loss of show seniority
  • Closure of booth without refund
  • Exclusion from future shows

Become an Exhibitor

Interested in Exhibit or Sponsorship Opportunities?

Contact Alicia Balonek, CEM
IPC/WHMA Senior Director, Tradeshows & Events


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