Electronic Products & Technology

eptech-logo-white-bg Exhibit Space Application Form

Exhibitor Contract
This application, properly executed by the Applicant (Exhibitor) shall upon written acceptance by EPTECH, the Show Managers, allow the applicant to exhibit at EPTECH Regional Shows in Calgary (March 1/16), Edmonton (March 3/16), Montreal/Pointe Claire (April 19/16), Markham (April 21/16), Vancouver/Coquitlam (June 2/16), Quebec City (September 27/16), Halifax (September 29/16), Mississauga (October 25/16), Ottawa (October 27/16).*Furthermore, upon acceptance of this contract the rules and regulations that follow and the rules and regulations issued as part of the Exhibitor’s Manual become binding upon both parties to the agreement, as well as any additions and amendments that may be established or put into effect by the Show Management prior to or during the Show. SPACE ASSIGNMENT Space will be assigned to all applicants on a “first-come, first-served” basis according to the earliest received applications. Prioritized booking order may be applied based on total billings with Eptech Show. Management reserves the right to make final space assignment after the acceptance of the application, should it be necessary in the best interest of the Exhibition. PAYMENT i) Applications for space must be accompanied by the required deposit of $400 per table booked per city. ii) BALANCE: Payment in full must be made by February 1, 2016 for the March shows; March 1, 2016 for the April shows; May 1, 2016 for the June show; August 1, 2016 for the September shows; and September 1, 2016 for the October shows. Exhibitors failing to pay by due date forfeit their right to exhibit and lose their deposit. iii) LATE APPLICATIONS: Applications for exhibit space mailed after Feb. 1, 2016 for the March shows; after March 1, 2016 for the April shows; after May 1, 2016 for the June show; after August 1, 2016 for the September shows; and after September 1, 2016 for the October shows must include payment in full. Where such an Applicant is assigned to a waiting list, at the Exhibitor’s request its cheque will not be cashed until a table assignment is made. CANCELLATION In the event that an Exhibitor cancels in writing from the show the following conditions shall apply: i)Cancellation prior to Feb 1, 2016 for the March shows; March 1, 2016 for the April shows; May 1, 2016 for the June show; August 1, 2016 for the September shows; and September 1, 2016 for the October shows, the Exhibitor will forfeit its deposit. ii)Cancellation on or after February 1, 2016 for the March shows; March 1, 2016 for the April shows; May 1, 2016 for the June show; August 1, 2016 for the September shows; and September 1, 2016 for the October shows, the Exhibitor will forfeit the entire space cost. iii)Upon receipt of written notice of cancellation, EPTECH, the Show Managers, reserves the right to re-sell the space vacated. iv)Show Management reserves the right to cancel space should payment not be received from the Exhibitor within the prescribed time limits. v)If due to causes beyond its control the Show Management is prevented from holding the Show or cannot permit an Exhibitor to occupy the Exhibitors rented space due to circumstances beyond management’s control including, but not limited to, strike, fire, health related issues, civil disobedience, inclement weather, lockout, bankruptcy, Acts of God, facility unavailability for whatsoever cause: Show Management will rebook space within six months of the cancelled date and will hold show on that date or the Show Management will refund to the exhibitor the amount of rental paid by him, less a proportionate share in relation to the other exhibition space, of the total Show expenses incurred by Show Management to that date, and Show Management shall have no further liability to the Exhibitor. NOTE: All cancellations must be made in writing and will take effect upon date of receipt at the Show Manager’s offices. In the event that the Show is sold out and the Show Managers have been able to re-sell cancelled space, the Show Managers may, at their discretion, return up to 50% of the penalty incurred by cancellation. Such returns will not be paid until 60 days after the show. LOSS OR DAMAGE Exhibitor will be liable for and will indemnify and hold harmless management from any loss or damages whatsoever occurring to or suffered by any person or company including, without limiting the generality of the foregoing, Exhibitor, other Exhibitors, management, contractors, the owner of the building and their respective agents, servants, and employees and members of the public attending the show either (a) on the said space or (b) elsewhere during show set-up, take down or during actual show hours or anytime on the premises. Neither the facility owners nor the Show Management will be responsible for loss or damage to persons’ exhibits or decorations by fire, accident, theft, or any other cause while in the exhibition buildings* or during transport to a show, between shows or returning from a show. COMPLIANCE The Exhibitor assumes all responsibility for compliance with all pertinent ordinances, regulations and codes of duly authorized local, Provincial and Federal governing bodies concerning fire, safety, health together with the rules and regulations of the operators and/or owners of the property wherein the Show is held. USE OF EXHIBIT SPACE Exhibitors shall reflect their company’s highest standard of professionalism while maintaining the table during the Show hours. The booth must be maintained by at least one company representative at all times during the Show’s operation. All demonstrations and exhibits must be confined to the contracted space. No Exhibitor shall assign, sublet, or share the whole or any part of its space. In keeping with the philosophy of holding costs to a minimum, the regulation limiting exhibits to a maximum height of six feet (6′) above the table top will be enforced. Booth-type exhibits will not be allowed. Booth take down may not occur until the announced show closing. SHOW MANAGEMENT All inquires pertaining to the Show should be directed to: Eptech Show Manager, 80 Valleybrook Dr, Toronto ON, M3B 2S9 Tel: 416.510.5207 • Fax: 416.510.5134 • Email: eptech@ept.ca *VIZ • Calgary: The Coast Plaza Hotel & Conference Centre • Edmonton: Doubletree by Hilton, (formerly The Mayfield Inn) • Montreal/Pointe Claire: Holiday Inn & Suites Pointe-Claire • Markham: Le Parc • Vancouver/Coquitlam: Hard Rock Casino Vancouver • Quebec City: Hotel Plaza Quebec • Halifax: Dartmouth Sportsplex • Mississauga: Mississauga Convention Centre • Ottawa: Brookstreet Hotel