Search and Rescue International Exposition Policies and Regulations
This form indicates the policies and regulations set forth as part of the contract for the conference referenced in this contract with Search and Rescue International Exposition (SAR Expo LLC). SAR Expo LLC reserves the sole right to render all interpretations, to amend and enforce these policies and regulations, and to establish any and all further regulations not specifically covered below to assure the general success and well-being of the conference. Search and Rescue International Exposition reserves the right to decline, prohibit, and/or deny any exhibit or sponsorship that in its sole judgment is contrary to the character, objectives, and best interests of the conference or suitable for its attendee audience.
1. EXHIBITOR’S INFORMATION: Exhibitor’s Information containing all the necessary order forms for drayage, electrical service, furniture rental, carpeting, cleaning will be posted on the website to each exhibitor after confirmation of space assignments. The official decorating company of the Event will also provide instructions so forms may be processed online.
2. GENERAL EXHIBIT INFORMATION: All exhibits must be set up by the time and date in the conference Exhibitor Information schedule. The exhibits officially close at the time and date in the Exhibitor Information schedule. No exhibitors may dismantle exhibits until the official closing time. SAR Expo LLC reserves the right to assign booth space.
3. EXHIBIT COORDINATOR: The Exhibitor Information website page will provide an exhibitor contact.
4. PHOTOGRAPHY IN THE EXHIBIT HALL: The use of cameras (including but not limited to cellular phones, film, digital, video taking or image or sound capturing) or audio taping equipment is prohibited anywhere during the conference without prior permission from SAR Expo LLC.
5. SUBLETTING OF SPACE: The exhibitor agrees that the display will be confined to the area of space reserved and that subletting or showing products other than those manufactured or represented by the exhibitor is strictly prohibited.
6. ARRANGEMENT OF EXHIBITS: The exhibitor agrees to manage his/her exhibits so as not to obstruct or interfere in any way with the general view, the view of the exhibits of other exhibitors, or the free passage of spectators. The decision of SAR Expo LLC as to what constitutes such obstruction or interferences will be final.
7. CARE OF SPACE: The exhibitor agrees not to deface, injure, or mar the exhibition hall of the venue, any of the furniture or fixtures contained therein, and/or any of the property of whatever nature placed therein. The exhibitor will be liable to SAR Expo LLC and/or the venue for any damage resulting to such exhibition hall, furniture and fixtures contained therein, and/ or such property placed therein by SAR Expo, which will occur by reason of the commission or omissions of any exhibitor and/or its agents, servants, or employees. The exhibitor will defend and hold harmless SAR Expo LLC from all claims and suits against SAR Expo LLC arising from the aforesaid commissions or omissions of the exhibitor, their agents, servants, or employees. All material used by exhibitors must conform to the requirements of the Fire Department of the city in which the venue is located.
8. INSURANCE: SAR Expo LLC assumes no responsibility for the safety of the personnel and property of exhibitors or the personal property of their officers, agents, servants, or employees. Any exhibitor wishing to insure his/her personnel or goods against injury, theft, damage by fire, accident, or other cause must do so at his/her own expense
9. SECURITY: SAR Expo LLC and the venue are not responsible for loss of or damage to exhibitor property. Exhibitors will be required to display proper credentials to gain access to the exhibit floor.
10. LIABILITY: SAR Expo LLC will not be liable for any damages in the event that performance of this contract is rendered impossible for any of the following causes: destruction of the exhibit hall or any substantial portion thereof by fire, earthquake, the elements, a public enemy, strikes or other public disorder, impossibility of performance created by lay or any public authority, and/or for any cause beyond its control or the control of the venue.
11. CHILDREN: Under no circumstances will children under the age of 18 be allowed in the exhibit hall during installation or dismantle. For reasons of insurance children are not permitted on the show floor. Because of limited seating capacity and the highly technical nature of the programs, children under the age of 18 are not invited to attend presentations.
12. SHIPPING INSTRUCTIONS: Please ship early and prepay all transportation charges. Collect shipments will not be accepted and all shipments should be labeled with return address. Additional shipping instructions and labels will be provided in the Exhibitor’s Information website page. All shipments should be packed securely and fully prepaid. Bills of lading should be forwarded to the drayage agent when shipment is made. Each exhibitor agrees to ship his/her materials at the company’s own risk and expense.
13. CONDUCT OF EXHIBITS: Canvassing or distributing of promotional outside the exhibitor’s own booth will not be permitted. SAR Expo LLC reserves the right to monitor and reduce any exhibitor sound system so that it does not interfere with the show and/or other exhibitors. Exhibitors may not serve or dispense food or beverages of any type from their booths or in the exhibit area without the consent of SAR Expo LLC. No part of the display including products is permitted outside the exhibit space. Products and furnishings should be arranged with the safety of the exhibitors and attendees in mind. Each exhibitor must make provisions for the safeguarding of his goods, materials, equipment, and display at all times. The exhibitor will indemnify and hold SAR Expo LLC and the venue harmless against all such claims. All of the exhibitor’s property should be deemed to remain under the exhibitor’s custody and control in storage, in transit to or from, or within the confines of SAR Expo LLC or its service contractor.
14. UTILITIES AND SERVICES: Rates and data for electrical power, telephone connections, and Internet will be provided in the Exhibitor’s Information Kit.
15. CANCELLATION BY EXHIBITOR: Any cancellation of or reduction in space must be communicated to SAR Expo LLC in email to [email protected]. Cancellation of or reduction in space in no way relieves Company of its financial obligations as outlined herein. A full one hundred percent (100%) of the total Contract amount will be due for any cancellations received less than 6 months before the date of the SAR Expo LLC as outlined herein. Management may, at its sole discretion, reassign any cancelled space.
16. CANCELLATION BY THE EVENT ORGANIZER: In the event, that Search and Rescue International Exposition be cancelled by SAR Expo LLC, SAR Expo LLC will refund the exhibit booth fee(s), including deposit(s), previously paid by Exhibitor, minus any expenses already incurred by SAR Expo LLC. Exhibitor may choose to transfer any remaining balance of fees (after incurred expenses by SAR Expo LLC have been deducted from previously paid fees) to a future live or virtual event, or toward print or digital products. SAR Expo LLC shall be under no liability to the Exhibitor or any other person in respect of any actions, proceedings, claims, demands, losses (including consequential losses), costs, or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor as the result thereof.
17. CHANGES BY THE EVENT ORGANIZER: In the event that Search and Rescue International Exposition is postponed or converted to a virtual event by SAR Expo LLC, SAR Expo LLC will transfer all previously paid fees to the new event (live or virtual). Should Sponsor be unable to participate in the postponed or virtual event, previously paid fees will be transferred to a future event, or toward print or digital products. SAR Expo LLC shall be under no liability to the Sponsor or any other person or company in respect of any actions, proceedings, claims, demands, losses (including consequential losses), costs, or expenses whatsoever which may be brought against or suffered or incurred by the Sponsor as the result thereof. If the meeting remains in person, but a virtual component is added in by SAR Expo LLC (ie, Hybrid Event), the refund and transfer policy stated in this clause is not applicable. If the event has not been cancelled in its entirety, a fully executed agreement cannot be cancelled within 90 days of the event.
18. PAYMENT: Exhibit space cost and payment terms are stated on the front of this contract, and all payments are non-refundable. In the event of total or partial cancellation (space size reduction) by Exhibitor, the Booth Fee will not be reduced or refunded, amount will be due. If Exhibitor fails to pay the entire Booth Fee at the times specified, or fails to comply with any of the terms and conditions or rules and regulations, Management may reassign the booth location reserved for Exhibitor and/ or may resell that booth location to another party. The entire Booth Fee must be paid in full prior to move-in of the exposition. If Exhibitor cancels or breaches this agreement for any reason whatsoever, in addition to whatever rights Management may have under applicable law, any payments made by Exhibitor prior to the date of termination shall be retained by Management as liquidated damages and not as a penalty. Management and Exhibitor agree that such amounts constitute a reasonable provision for liquidated damages. Exhibitor shall also be liable for any payments required to be paid but not paid as of the date of cancellation or breach of this agreement. If the exposition is canceled or is not held for any reason whatsoever, then this agreement shall be canceled. Exhibitor’s sole and exclusive remedy shall be to receive a refund of all amounts Exhibitor has actually paid on account of this contract. If for any reason beyond Management’s reasonable control (e.g., an act of God, fire, labor disturbance, etc.) the exposition is materially curtailed, Exhibitor’s sole and exclusive remedy shall be to receive a prorate refund of the Booth Fee.
19. Credit Card: Please complete the form at Exhibitor Registration page of www.sarexpo.com
20. RIGGING: Additional rigging fees may apply for hanging signs in booths. Rates will be provided in the Exhibitor’s Information website page.
21. INTELLECTUAL PROPERTY: Exhibitor grants SAR Expo LLC a limited, non-exclusive, non-transferable license to use exhibitor’s name and marks in connection with the Event. Exhibitor may not use SAR Expo LLC’s name, trademarks, logos, or research in its booth or in any information it provides to its clients, except to inform clients that it will be participating as an exhibitor or sponsor of the event. The use of SAR Expo LLC’s logo/name or the event logo/name by exhibitor before, during or after the event is strictly forbidden without the prior written consent of SAR Expo LLC.
22. DECORATION: SAR Expo LLC shall have full discretion in the placing, arrangement, and appearance of all items displayed by exhibitor and may require the replacing, rearrangement, or redecorating of any item or of any booth, and no liability shall attach to management for costs that may devolve upon exhibitor there by.
23. OUTSIDE ACTIVITIES: Exhibitor shall not conduct any event that will take qualified show attendees from the Event. Exhibitor shall not conduct or sponsor at any time during the Event any off-site hospitality events.
24. LOTTERIES & CONTESTS: The operation of games of chance, lottery devices, or the actual or simulated pursuit of any recreational pastime is permitted only to the extent permitted by applicable law and upon SAR Expo LLC’s written approval.
25. ADMISSION: SAR Expo LLC shall have sole control over admission policies at all times. Booth personnel are restricted to exhibitor’s employees and authorized representatives. All exhibitor personnel must wear an Exhibitor badge at all times. SAR Expo LLC reserves the right to limit the number of booth personnel at any time. Exhibitor’s booth must be staffed during exhibit hall hours.
26. Any person who attends a SAR Expo organized event grants permission to SAR Expo LLC, its employees, and agents to record his or her visual/audio images, including, but not limited to, photographs, digital images, voices, sound or video recordings, audio clips, or accompanying written descriptions, and, without notifying such person, to use his or her name and such images for any purpose of SAR Expo LLC, including advertisements for SAR Expo LLC and its programs.

Advertisements
27. By the Advertising company being in receipt of this forwarded Ad Agreement-Invoice, they agree to comply with all of the Search and Rescue International Expo Show terms and conditions outlined herein.
28. All accounts not paid within the agreed term period—unless the Advertising company contacts SAR Expo, LLC. to make special arrangements—will receive a subsequent invoice with a 10% late fee included. If an Advertising company's payment has not been received within two weeks after a subsequent invoice has been sent, their account may be turned over to a collection service.
29. Advertising companies must adhere to all deadlines and accept that the consequences of missing deadlines may result in their ad not being placed or posted, and no refunds will be issued to the advertisers in this case.
30. If the Advertising company uses SAR Expo, LLC. to design their ad they will be provided with proof of their completed ad before their ad goes to press or is posted online. Further, if an advertising company neglects to approve their ad proof, the ad will be considered "Approved As Is" and will be placed or posted accordingly, and they may not be refunded for their ad.
31. If the Advertising company provides their ad camera-ready their ad will be reviewed by SAR Expo, LLC. to ensure it meets proper specifications, and if the ad requires adjustments Advertising company will be notified. It is the Advertising company's responsibility to provide a revised ad, and if they do not provide a revised ad the original ad will be placed or posted and shall be considered the Advertising company's responsibility, and no refund is applicable.
32. If an Advertising company fails to provide ad copy after they have reserved ad space they will be liable for full payment. The forwarding of this Agreement to the Advertising company—per verbal or written permission of the Advertising company—is construed as their acceptance of their ad reservation and of the ad rates and conditions under which they reserved their ad.
33. If litigation is necessary Advertising company will indemnify, defend, and hold harmless the SAR Expo, LLC., and all its employees, agents, independent contractors, successors, or assigns of the above-mentioned, against and from any claim, and all loss, expense, or liability arising out of the publication of any advertising copy of the Search and Rescue International Expo Show Guide, publications and/or any other Advertising materials offered by SAR Expo, LLC.
34. The liability of the publisher for any error, omission, or delay for which it may be held legally responsible shall in no event exceed the cost of the space paid for and occupied by the company's individual advertisement.
35. Cancellation of this Ad Agreement-Invoice may be made in writing 60 days prior to the corresponding event opening date, and 50% of payment will be refunded. If cancellation is made after the ad is placed or posted - no payment will be refunded. In case of cancellation by the Advertising Company, the Advertising Company is liable for the full amount of the Advertisement order/Ad.