Exhibitor Terms and Conditions

12 State, Inc.’s Vision Midwest Conference (hereafter “Vision Midwest Conference”) seeks to provide the best Blind and Low Vision event experience anywhere for attendees, exhibitors, sponsors and the public. In order to achieve this goal we have implemented the following Exhibitor Terms and Conditions. Exhibiting businesses, organizations and government entities signing a 12 State, Inc. Vision Midwest Conference Exhibitor Application (hereafter “Exhibitor Application”) agree to all the terms and conditions of the Vision Midwest Conference, the facilities it uses, including and not limited to the Exhibition Hall at the Alliant Energy Center, and are bound by all applicable city, county, state and federal laws.

Exhibition Hall Location, Dates and Time

The Vision Midwest Conference Exhibition Hall is located at the Exhibition Hall at the Alliant Energy Center, Hall A, in Madison, Wisconsin. The Vision Midwest Conference Exhibition Hall will be open October 22 – 24, 2010 at hours to be specified.   12 State, Inc. reserves the right to change exhibit hours and dates but will make any changes known to Exhibitors as soon as possible.

Eligibility

Businesses, organizations and government entities that submit an Exhibitor Application may be eligible for exhibition space at the Vision Midwest Conference 2010 if they meet the following criteria:

1. They have purchased the exhibition booth space from 12 State, Inc., the only entity allowed to sell and/or provide exhibition space/booths at the Vision Midwest Conference.  Exhibitors may not re-sell, sublease, loan, donate or provide booth space to any individual, business, organization or government entity.
2. They have a relevant product or service for conference attendees.
3. They have made all payments in a timely manner as required by the Exhibitor Application.
4. They do not assess and evaluate individual low vision needs at the Vision Midwest Conference, which does not provide the proper setting in its Exhibition Hall. Exhibitors requiring such evaluations must schedule them at another location and date with willing Vision Midwest Conference attendees. However, Exhibitors may display and demonstrate assistive devices for the rehabilitation of visual impairment.
5. If they exhibit medical devices for the curing, treating or prevention of diseases or medical conditions; pharmaceutical or nutritional products or supplements; and/or therapies or techniques for the medical curing, treating or prevention of diseases or medical conditions at the Vision Midwest Conference then they do so only when the medical devices, pharmaceutical or nutritional products or supplements and/or the therapies or techniques are supported by evidence-based research appearing in peer-reviewed journals.

Booth Exhibition Space Usage and Location

1. All booths must be completely set up 25 minutes before the Exhibition Hall is open and may not be taken down until the Exhibition Hall is closed. Booths not set up during the required period may be forfeited by the Exhibitor with no refund.
2. Booth exhibits must stay within their 10′ x 10′ booth or, in the case of Exhibitor’s purchasing multiple adjacent booths, within those confines. Exhibits may not take up space in aisles or, in cases where the booth(s) are next to a wall, they must maintain an empty one foot space between the wall and any portion of the exhibit.  12 State, Inc. reserves the right to use Alliant Energy Center staff, at the expense of the Exhibitor, to move booths or exhibits in violation of these restrictions.
3. All Exhibitor activities must be within the parameters of their designated booth space.
4. While Exhibitors may choose their own booth decorations or set-ups, 12 State, Inc. reserves the right to change or remove any booth decorations or set-ups that it believes are damaging or detrimental to the exhibition hall and/or conference. 12 State, Inc. also reserves the right to control the usage of sound devices, including changing the volume or turning them off, if it believes the sound is detrimental to the exhibition hall and/or conference.
5. Service animals are welcome in the Exhibition Hall. Other animals are not permitted.
6. Exhibition booth space is limited and provided on an “as is” and “as available” basis. 12 State, Inc. will try to fulfill booth space and location requests but maintains sole discretion over such decisions and may change or modify booth configurations.  Priority location will be given to booths purchased at the for-profit rate on a first-come, first-served basis.

Exhibitor Booth Charges

1. The Exhibitor Application provides information on Standard Exhibition Booth charges with fees due to 12 State, Inc.
2. Exhibitors seeking additional services beyond the Standard Exhibition Booth must request them directly from the Alliant Energy Center at additional costs that are set and handled by the Alliant Energy Center.

Parking Charges

Parking for the Exhibition Hall at the Alliant Energy Center is handled by the Alliant Energy Center on premises and currently costs $5.50 a day per car, with same day re-entry permitted with ticket stub.

Hotel and Additional Information

Hotel discount blocks and additional information will be provided in an Exhibitor Information Package.

Acceptance

1. Businesses, organizations and government entities successfully submitting an Exhibitor Application may be provided with exhibition space at the Vision Midwest Conference 2010 under the following conditions:
   1. They will at no time engage in, or permit their employees or volunteers to engage in, conduct damaging or detrimental to the Exhibition Hall or the Vision Midwest Conference.
   2. They have been accepted by 12 State, Inc. as an Exhibitor at the Vision Midwest Conference. 12 State, Inc. has the sole discretion to accept Vision Midwest Conference Exhibitors.
   3. They agree to indemnify and hold harmless 12 State, Inc., its officers, employees, agents, successors or instrumentalities (the indemnified parties), from any and all claims, liabilities, demands, suits, causes of actions or proceedings of any kind or nature, attorneys’ fees and costs of defense, and losses or damages including injury to or loss of property of the Exhibitor arising of participation in the Vision Midwest Conference, which the indemnified parties may incur, including those caused by negligence, error, omission, or the intentional acts of 12 State, Inc.
2. Businesses, organizations and government entities are conditionally accepted based on their adherence to the Exhibitor Terms and Conditions. 12 State, Inc. reserves the right to establish additional terms and conditions as it deems necessary. 12 State, Inc. at its discretion may ban an Exhibitor from current or future shows for violations of the Exhibitor Terms and Conditions.