IAEE (International Association of Exhibits and Events) show rules govern all displays at The Chicago Toy & Game Fair and regulate booth/display/exhibit height, set back, signage, exhibitor activity, etc. A complete set of show rules are included in the Exhibitor Services Manual.
FACILITY AND SHOW DECORATOR RULES
Exhibitor shall strictly comply with all conditions imposed by the Facility (Navy Pier) in its contract with Show Management and with the rules and regulations of the Facility. Exhibitor shall strictly comply with all conditions imposed by the Show Decorator in its contract with Show Management and with the rules and regulations of the Decorator.
The laws of the State of Illinois shall govern this contract.
Only exhibiting companies may host functions, display or promote products, distribute literature, or give away any item, during the Fair.
Exhibitor Badges are for booth personnel and are designated for those individuals representing the Exhibitor's company at the Fair. Exhibitor badges will reflect the name of the company shown on the application for exhibit space. Each company will receive up to 4 exhibit badges per 10 foot by 10 foot space. Representatives holding badges are allowed access to the exhibit hall during all Fair hours plus one hour before and one hour after Fair hours. Badges are not transferable and will be confiscated if worn by other than the representative to whom issued.
This exhibition is held to demonstrate games and toys to the attending public, media and trade. Show Management shall determine the appropriateness of any company, product or service. Show Management may refuse rental of exhibit space to any company whose display of goods or services is not compatible, in the sole opinion of Show Management, with the character and objectives of the FAIR. In the event an application is not accepted, any paid space rental fees or deposits will be returned.
Exhibitors are responsible for any and all City, State, and Federal sales tax incurred by their activity during the Fair.
DISTRIBUTION OF PRINTED MATERIALS
Circulars or advertising matter of any description may be used or distributed only within the booth assigned to the Exhibitor presenting such material. Only literature published or approved by Show Management may be distributed at the registration desk, in the registration area, in the meeting rooms, in the exhibition areas or in transportation under lease to Show Management.
OBJECTIONABLE PRACTICES AND/OR DISPLAYS
Use of noisemakers, huckster-type promotions and presentations, or anything which may be judged not in good taste, lacking in dignity, or not in keeping with the purpose of the Chicago Toy & Game Fair is prohibited. Exhibitors and their personnel agree to abide by the decision of Show Management.
Exhibitor represents and warrants that it shall not violate any copyright, trademark, or other similar intellectual property laws and that it shall comply with all copyright restrictions including, but not limited to, any license Show Management may obtain or any other laws and restrictions with respect to the use or performance of music or other multimedia displays.
Standard Booths include a 7inch by 44inch company sign; 8 foot back drape and 3 foot side drape, in show colors. 8 foot back drape only is included for Peninsula Booths (aisles on all three sides, two corners); no draping is included for Island Booths (aisles on all four sides, four corners), but can be ordered from the Show Decorator Order Form, at Exhibitor cost.
All booths require carpeting or other approved floor covering, such as foam squares. Exhibitor is responsible for the cost of floor covering. Floor coverings can be rented from the Show Decorator.
Exhibitor represents and warrants (i) that its exhibit will be accessible to the full extent required by law; (ii) that its exhibit will comply with the Americans with Disabilities Act ("ADA") and with any regulations implemented by the ADA; and (iii) that it shall indemnify and hold Show Management harmless from and against any and all claims and expenses, including attorneys' fees and litigation expenses, that may be incurred by or asserted against Show Management , its officers, directors, agents or employees on the basis of the exhibitor's breach of this paragraph or non-compliance with any of the provisions of the ADA.
All construction material must conform to standard safety practices. All display materials, including table, back drapes, textile, paper displays and decorations, must be fire resistant or flame proof. No combustible decorations may be used at any time. All packaging containers and materials are to be removed from the floor and may not be stored under tables or behind displays. All aisles, corridors, exit areas and stairways must be maintained at their required width at all times that the exhibition is open. No obstructions will be allowed to protrude into the aisles. Each Exhibitor is charged with knowledge of all laws, ordinances and regulations pertaining to health, fire prevention and public safety while participating in this exhibition.
Compliance with all such laws is mandatory for all Exhibitors and the sole responsibility is that of the Exhibitor.
Although security service will be furnished, neither Show Management, the security contractor, nor the Facility can or will be responsible for damage to, loss of, or theft of property belonging to any Exhibitor, their agents, employees, business invitees, visitors or guests. Exhibitors are to carry their own insurance.
INSTALLATIONS, DISMANTLEMENT AND LABOR
Exhibitors may be responsible for certain labor costs related to installation and dismantlement of their own booth/display/exhibit. Exhibitor agrees to comply with assigned move-in and installation days and hours. Booths/Displays/Exhibits may not be removed from the exhibit hall until the official closing of the Fair.
FURNISHINGS AND CARRY-IN/CARRY-OUT ACTIVITIES
Exhibitors may carry or move items using any non-motorized cart. If use of the Facility dock is necessary, Exhibitors may be subject to union charges for unloading and moving furnishings to their space. Costs are detailed in the Exhibitor Services Manual.
TRANSPORTATION AND PARKING
Exhibitors are responsible for all costs associated with transportation and parking.
All property of the Exhibitor is understood to remain under its custody and control in transit to and from or within the confines of the Facility. Show Management and the Facility do not maintain insurance covering exhibitor's property. Exhibitor shall carry Comprehensive General Liability coverage, including premises, operations and contractual liability coverage for Personal Injury Liability and Property Damage Liability and statutory Worker's Compensation insurance in full compliance with all federal and state laws and covering all of exhibitor's employees with coverage for injury. Obtaining insurance is a responsibility of the Exhibitor, who holds harmless the Show Management, Chicago Toy & Game Group, Chicago Toy & Game Fair, Game Geste, Inc., its officers, agents, employees, interns and volunteers, from all liability.
Exhibitor shall protect, save and hold the Chicago Toy & Game Group, Chicago Toy & Game Fair, Game Geste and its officers, directors, employees and agents and Navy Pier, and all agents and employees thereof, and Show Management and its officers, directors, employees and agents (hereinafter collectively called "Indemnities") forever harmless from any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitors or those holding under the exhibitor, and further, Exhibitor shall at all times protect, indemnify, save and hold harmless the Indemnities against and from any and all losses, costs, damages, liability or expenses (including attorney's fees) arising from or out of or by reason of any accident or bodily injury or other occurrences to any property, person or persons, including the exhibitor, its agents, employees and business invitees which arise from or out of or by reason of said Exhibitor's occupancy and use of the facilities, or any part thereof.
DAMAGE TO PROPERTY
The Exhibitor is liable for any damage caused to Facility floors, walls or columns, or to standard booth equipment, or to other Exhibitors' property. The Exhibitor may not mar, tack, make holes, and apply paint, lacquer, adhesives or other coating to Facility/Building columns and floors or to standard booth equipment.
FINANCIAL TERMS AND CONDITIONS
Payments sent to Show Management for booth space will first be applied to any outstanding balances owed to Show Management for previous activities, or any other amount owed to Show Management. No Exhibitor will be permitted to move on to the exhibit floor if the company has an outstanding balance due. There will be a $100.00 service charge for any returned check.
Show Management may terminate this contract immediately; withhold from the Exhibitor possession of the exhibit space and all related exhibitor benefits; and retain all space rental fees paid if:
(a) the Exhibitor fails to pay all fees owed to Show Management prior to November 19, 2016, or
(b) the Exhibitor fails to comply with or perform any material terms or conditions of the contract, or refuses to abide by these Terms and Conditions.
NOTIFICATION OF INTENT TO CANCEL, REDUCE, OR CONSOLIDATE EXHIBIT SPACE OR SHOW PRESENCE
All intentions to cancel, reduce, or consolidate show presence must be submitted in writing, signed by an officer of the exhibiting company, to Show Management. See below for deadlines and conditions.
Exhibitors cancelling prior to September 1, 2016 - payments received to date will be refunded, upon written request, minus a $250 administrative fee.
September 1, 2016 to October 1, 2016 - payments received within this period will be refunded, upon written request, minus 50% of the booth/space rental cost.
On or after October 1, 2016 - there will be no refunds for payments received on or after October 1st.
Exhibitors canceling their entire booth/space will: lose all Exhibitor priority points; may not advertise in any Fair related publications; lose any sleeping rooms in the official hotel block; lose hospitality space in the Fair hotel; and forfeit any sponsorship agreements in place, without refund.
BOOTH/SPACE SIZE REDUCTIONS
Prior to September 1, 2016 - will be penalized 50% of the cost of the total booth space released.
On or after September 1, 2016 - will be penalized 100% of the cost of the total booth space released. Booth size reductions may result in a change in booth location.
Exhibitors that consolidate multiple booths will be charged a 25% fee on any funds transferred from one reserved booth to another booth.
BOOTH SHARING & SUBLETTING
Exhibitors may not assign, sublet or share their exhibit space with another business or firm unless approval has been obtained in writing from Show Management. Exhibitors must show goods or services manufactured or dealt in by them in the regular course of business. Should an article of a non-exhibiting firm be required for operation or demonstration in an exhibitor's display, identification of such article shall be limited to the usual and regular nameplates, imprint or trademark under which same is sold in the general course of business.
In the event that the performance by Show Management or the Facility or any part of the exhibit area thereof is unavailable whether for the entire event, or a portion of the event, as a result of fire, flood, tempest, inclement weather, or other such cause, or as a result of governmental intervention, malicious damage, acts of God, war, strike, lock-out, labor dispute, riot, curtailment of transportation, or other cause or agency over which Show Management has no control, or should Show Management decide that because of any such cause that it is necessary to cancel, postpone or re-site the event, or reduce the move-in and installation time, show time or move-out time, Show Management shall not be liable to refund, indemnify, or reimburse the Exhibitor in respect of any fees paid, damage or loss, direct or indirect, arising as a result thereof.
Any and all matters not specifically covered herein and in the Exhibitor Service Manual are subject to the decision of Show Management. Show Management shall have the full power to interpret, amend and enforce these Contract Terms and Conditions, provided any amendments, when made, are brought to the notice of Exhibitors. Each Exhibitor, for itself and its personnel, agrees to abide by the foregoing Contract Terms and Conditions and by any amendments or additions thereto in conformance with the preceding sentence.
Complaints of any violation of the Contract Terms and Conditions are to be made promptly to Show Management and its representatives. Exhibitors and their personnel agree to abide by the decision of Show Management.
TABLE SPACE RULES ADDENDUM
Table space is available only to first-time exhibitors with a single product to display. Table spaces are subject to the Show Rules / Contract Terms and Conditions, as listed above. Below are additional specific table space rules.
Table spaces are established in groups of up to 5 tables within a 10 foot by 20 foot area. These areas include one 2 foot by 6 foot by 30 inch high table for each exhibitor, two chairs, 8 foot back drape for the area, carpeting for the area, a 7 inch by 44 inch company sign, and a listing in the Fair Program for each Exhibitor.
STAFFING AND BADGES
Table spaces come with two badges and are for use by no more than two Exhibitor representatives. Exhibitors wishing to staff their table with additional people should purchase additional table space or purchase a standard booth.
SIGNAGE AND DISPLAYS
Table spaces are subject to more display restrictions than standard booths. Table space Exhibitors may not hang anything off the back drape or the drape pipes, stand anything on the floor behind or in front of the table, or stand any product, display or sign on the table over 36 inches in height.