Vendor Registration Terms and Conditions

Vendor Fees/Telephone/Electricity:  

An assessment of $275.00 is required for each vendor booth. All expenses relating to telephone, electrical installation, and any other equipment provided by the hotel will be the responsibility of the vendor. Vendor registration fee includes HVAC during show hours, room lighting during show hours, and finished carpet space. Vendor registration fee does not include exhibit storage, material handling, decoration, special lighting, security services, cleaning or janitorial services, installation labor (including erecting, draping, or decorating exhibit booths/area), or moving exhibit material in and out of hotel.

Area Assignment:

A vendor booth shall consist of two (2) six-foot tables that will be assigned to each vendor based on the date receipt of each complete registration/contract packet. Special furniture or backdrops are the responsibility of the vendor. Any movement of tables must be approved by the Zeta Phi Beta Sorority, Inc. Midwestern regional conference planning marshal during vendor set-up time.

CONTRACT APPROVAL:

For priority consideration, this registration agreement must be completed by February 15, 2018. If you would like to register after this date, please contact the Conference Planner to see if space is still available. If there is, your registration fee will include an additional $25. Registrations received after February 22, 2018 will not be accepted. Upon receipt and approval of vendor registration/contract, the vendor will receive an email confirming acceptance. Applicants that are not approved will be notified by letter or email and the funds will be returned.

REFUND POLICY: 

Request for refunds must be in writing by February 27, 2018  ATTN: Vendor Registration via email: [email protected]. The written request should include reasons for cancellation, applicant’s contact information, and signature. A processing fee of $75 will be assessed on all refunds. Refund requests postmarked after February 27, 2018 will result in a forfeiture of the registration fee. Vendor space will be reassigned with cancellation. Failure to attend will result in a complete forfeiture of the registration fee.

EXHIBIT HOURS:

Unless otherwise advised, the schedule is as follows:

Thursday

  • 8:00 am – 11:00 am  —   Vendor set-up time
  • 11:00 am – 11:00 pm  —  Open sales

Friday

  • 8:00 am – 12:00 am  —  Open sales

Saturday

  • 8:00 am – 11:00 am  —  Open sales

All exhibits, materials, and decorations must be removed by 3:00 pm on Saturday, April 9, 2016. Booths must be open for business at all times during exhibit hours not allotted for meal breaks.

SHIPPING/HANDLING:

All shipping costs for displays, materials and/or supplies shipped to the hotel in advance of the conference must be paid in full by vendor prior to delivery. At no time is Zeta Phi Beta Sorority, Inc. Midwestern Region considered to have custody, control, or ownership of any shipment by or to the vendor. Zeta Phi Beta Sorority, Inc. Midwestern Region does not warrant against and is not liable for any losses occurring as a result of shipment or receipt of shipment by hotel, including, but not limited to, damage or loss of shipment while in the custody of hotel, delayed or missing shipments, or damage or loss occurring while in the custody of shipper.

SECURITY:

Zeta Phi Beta Sorority, Inc. Midwestern Region is no way a guarantor of the hotel’s security devices, measures, or controls. Merchandise left unattended at any time by the vendor is at his/her sole risk. Zeta Phi Beta Sorority, Inc. Midwestern Region is not responsible for losses incurred due to theft or damage of property left in vendor area or adjoining hallways and rooms. Zeta Phi Beta Sorority, Inc. Midwestern Region is not responsible for providing vendors overflow or individual storage facilities.

EXHIBIT LIABILITY:

The vendor assumes all liability and hereby agrees to protect, indemnify, and hold Zeta Phi Beta Sorority, Inc. Midwestern Region and its members harmless against all claims, losses, and damages to person and/or property; governmental charges and/or fines: and attorney’s fees arising out of or caused by vendor installation, removal, maintenance, occupancy, or use of the vendor’s area or any part thereof, excluding any such liability caused by the sole negligence of Zeta Phi Beta Sorority, Inc. Midwestern Region or its members. In addition, the vendor acknowledges that Zeta Phi Beta Sorority, Inc. Midwestern Region does not maintain insurance covering vendor property and that it is the sole responsibility of the vendor to obtain business interruption and property damage and/or loss insurance.

RELATIONSHIP OF PARTIES:

Zeta Phi Beta Sorority, Inc. Midwestern Region and the vendor are not agents, joint ventures, partners, or representatives of one another. Any warranties or guarantees that the vendor may make to customers are not made by Zeta Phi Beta Sorority, Inc. Midwestern Region and shall be the sole responsibility of the vendor. Each vendor shall indemnify and hold Zeta Phi Beta Sorority, Inc. Midwestern Region harmless from any claims, demands, judgments, losses, costs, and expenses (including attorney’s fees) that arise from or are related to the products to customers by the vendor.

WAIVER:

The failure of any party hereto insist in any one or more instances upon strict performances of any of the obligations of any other party pursuant to this agreement or to take advantage of its rights hereunder shall not be construed as a waiver of the performance of any such obligation or the relinquishment of any such rights for the future, but the same shall continue and remain in full force and effect.

AGREEMENT:

This agreement is the complete and exclusive statement of the terms agreed upon by the parties and supersedes all prior understandings or agreements, written or oral, between parties to the subject of this agreement and will be governed by the laws of the State of Oklahoma. This agreement shall not be supplemented, amended, or modified except upon the express written agreement of the parties. Any issues, concerns, or details not specifically mentioned herein will be resolved by the Vendor Coordinator at her sole discretion.

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