Agreement to Terms and Conditions: By participating at ITW sponsors, exhibitors and meeting room and bilateral table holders agree to the following terms and conditions.
Assignment of exhibit booth, meeting room and bilateral table locations (hereinafter ‘space’): ITW will make all reasonable efforts to comply with requests for assignment of space locations on a first-come/first-served basis. Space assignments will be made solely at the discretion of management within a reasonable time after receipt of the request. ITW reserves the right to reject or to revoke the acceptance of any sponsor/ exhibitor/ meeting room holder/ bilateral table holder at any time in its sole discretion.
Location of assignments: The ITW event will be held at the Hyatt Regency Chicago Hotel, located at 151 East Wacker Drive, Chicago, Illinois 60601, USA and the Swissôtel, 323 East Wacker Drive, Illinois 60601, USA. ITW reserves the right to make modifications and change space assignments as may be necessary to adjust the floor plan at any time to meet the needs of ITW sponsors/exhibitors/meeting room holders/bilateral table holders and applicable fire and safety regulations.
Equipment and service information: ITW will supply the sponsor/exhibitor/meeting room holder/bilateral table holder with the name of a service contractor prepared to furnish all services customarily required within a reasonable time prior to the move-in date of the event. Complete shipping instructions and information regarding furniture rental, electrical work, telephone installation, plumbing, labour for erecting and dismantling exhibits, drayage, etc., will be forwarded to sponsor/exhibitor/meeting room holder/bilateral table holder in advance. A trade show service desk will be maintained in the registration area throughout the event. ITW will also provide contact information for food and beverage services. Any and all food and beverage service will be ordered by the sponsor/exhibitor/meeting room holder/bilateral table holder directly through the food and beverage provider. It will be invoiced directly through the provider and will be separate from any meeting participation fees. The use of hotel porters, if available, to assist in loading and unloading of conference materials, and the use of hotel shipping and receiving services is at sponsor’s/exhibitor’s/meeting room holder’s/bilateral table holder’s own risk, and neither ITW nor the contractor shall be liable for any resulting damage or claim. Neither ITW nor the contractor assumes any responsibility or liability for any of the foregoing services performed or materials delivered.
Use of space – exhibit booths and branded meeting rooms: All exhibit booths and branded meeting rooms will be pre-configured spaces. Signage will be ordered based on pre-specified sizes and styles as defined by ITW. All demonstrations or other promotional activities must be confined to the limits of the space. Sufficient space must be provided within the space for the comfort and safety of persons watching demonstrations and other promotional activities. Each exhibitor is responsible for keeping the aisles near its space free of congestion caused by demonstrations or other promotions. (a) Except in certain limited circumstances involving parent corporations, their wholly-owned subsidiaries, and sister corporations, when approved in writing in advance by ITW, exhibitors/branded meeting room holders shall not assign, sublet or share the space allotted. (b) Exhibitors must display only the goods manufactured or dealt with in their regular course of business. (c) Any firm or organisation not assigned space will not be permitted to solicit business within the area. (d) Permission to hang signs or erect exhibit spaces higher than 8 feet must first be obtained in writing from ITW, which will confirm the available height for specific locations. (e) No portion of any exhibit, sign or carpeting may extend over or beyond assigned floor space. Interference with the light and space of other exhibitors is prohibited. Booths and aisles must be kept clear for safe access throughout show hours. (f) Display material exposing an unfinished surface to neighbouring spaces is not permitted and must be finished at the exhibitor’s expense. ITW reserves the right to have such finishing done, billing the exhibitor for charges incurred. (g) ITW reserves the right to restrict exhibits and/or activities which, because of noise, method of operation, materials or for any other reason become objectionable, and also to prohibit or to remove any exhibit and/or activity which, in the sole opinion of ITW, may detract from the general character of the event as a whole, or consists of products or services inconsistent with the purpose of the event. This reservation includes persons, items, conduct, attire, printed matter, content, and anything of a character which ITW determines is objectionable in its sole, reasonable discretion. In the event of such restriction or removal, ITW shall not be liable for any refunds or other expenses. (h) No animals may be offered or displayed as part of the exhibit. (i) The use of sound systems is permissible, provided that they are not audible more than 3 feet into the aisle or into neighbouring spaces, and that the sound is directed into the exhibitor’s space or vertically. ITW shall have absolute control over the implementation of this regulation, the intent of which is that sound systems shall not be audibly objectionable to neighbouring sponsors/exhibitors/meeting room holders/bilateral table holders. (j) Exhibitors are responsible for allocating staff to supervise and manage their booth. Booths must be staffed at all times during the event open hours. (k) Exhibitors are prohibited from beginning to break down their exhibits prior to end of the show, which is at 15:30 on the Wednesday.
Hold Harmless Clause: The sponsor/exhibitor/meeting room holder/bilateral table holder assumes the entire responsibility and liability for losses, damages, and claims arising out of their activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.
Taxes and licenses: The sponsor/exhibitor/meeting room holder/bilateral table holder shall be responsible for obtaining any licenses, permits or approvals required under local or state law applicable to their activity at the event. The sponsor/exhibitor/meeting room holder/bilateral table holder shall be responsible for obtaining any tax identification numbers and paying all taxes, license fees or other charges that shall become due to any governmental activity in connection with their activities at the event.
Safety: The following safety rules and regulations apply to all booths and meeting spaces. No display placed on, near, or against the back wall of booth can be higher than eight feet (8’) unless authorized by ITW 2015 prior to set up. All requests must be sent to ITW, in writing, at least 30 days in advance of booth set up dates. ITW will make every effort to comply with this request, however cannot guarantee that request will be approved. For exhibits that are approved by ITW that will be over eight feet (8’) high, the exhibitor hereby represents and warrants to ITW that the exhibitor has taken all steps reasonably necessary in its judgment to ensure that the sound engineering and structural integrity of its design and the proper construction and safety of the exhibit itself, as erected, including obtaining the certification of a registered structural engineer if reasonably available. The exhibitor accepts full responsibility for any personal injury or property damage that may result directly or indirectly from the collapse of its exhibit or any portion thereof or the existence of any other unsafe condition at its exhibit. The exhibitor hereby agrees to indemnify and hold harmless ITW, the owner and manager of the event facility, and others lawfully on the exhibit floor, from and against any claim, loss, liability or damage suffered as a result of exhibitor’s construction or maintenance of an unsafe exhibit. The exhibitor will furnish ITW with the engineering and/or insurance certificates referred to herein upon request prior to or during the construction or maintenance of an unsafe exhibit.
Limitation of liability: ITW, and their respective agents or representatives, will not be responsible for any injury, loss or damage that may occur to the sponsor/exhibitor/meeting room holder/bilateral table holder, or the sponsor’s/exhibitor’s/meeting room holder’s/bilateral table holder’s employees or property from any cause whatsoever. Under no circumstances will ITW be liable for lost profits or other incidental or consequential damages. Neither ITW nor the contractor shall be liable for failure to perform their obligations under this contract as a result of strikes, riots, acts of God or any other cause beyond its control. Anyone visiting, viewing or otherwise participating in the sponsor’s/exhibitor’s/meeting room holder’s/bilateral table holder’s exhibit/meeting room/bilateral table is deemed to be the invitee or licensee of the sponsor/exhibitor/meeting room holder/bilateral table holder, rather than the invitee or licensee of ITW. Neither ITW nor the contractor shall be liable for any injury whatsoever to property of the sponsor/exhibitor/meeting room holder/bilateral table holder or to persons conducting or otherwise participating in the conduct of the exhibit or to invitees or guests of sponsor/exhibitor/meeting room holder/bilateral table holder. Sponsor/exhibitor/meeting room holder/bilateral table holder agrees to abide by existing agreements and applicable laws and regulations governing the use of services or labour in the conference and facility. The sponsor/exhibitor/meeting room holder/bilateral table holder assumes full responsibility and liability for the acts or omissions of its agents, employees, or independent contractors, whether acting within or without the scope of their authority and agrees to hold harmless ITW and the venue from responsibility or liability resulting directly or indirectly from such acts or omissions. The sponsor/exhibitor/meeting room holder/bilateral table holder assumes full responsibility and liability for losses, damages and claims arising out of injury or damage to sponsor’s/exhibitor’s/meeting room holder’s/bilateral table holder’s displays, equipment and other property brought upon the premises of the facility and shall indemnify and hold harmless the facility, agents, servants and employees from any and all such losses, damages and claims. No other agreement or warranty between the sponsor/exhibitor/meeting room holder/bilateral table holder and ITW shall apply except as otherwise set forth in this document. The rights of ITW under this contract shall not be deemed waived except as specifically stated in writing and signed by an authorised officer of ITW.
Security and insurance: The contractor appointed by ITW will provide perimeter guard service during the hours that the exhibit and bilateral meeting areas are closed. However, the sponsor/exhibitor/meeting room holder/bilateral table holder is solely and fully responsible for its own material and is required to insure its items against loss or damage from any cause whatsoever. The sponsor/exhibitor/meeting room holder/bilateral table holder shall provide a copy of said insurance to ITW if so requested. All property of the sponsor/exhibitor/meeting room holder/bilateral table holder is understood to remain in its care, custody, and control in transit to or from or within the confines of the exhibit area. The sponsor/exhibitor/meeting room holder/bilateral table holder agrees to waive its right to subrogation against ITW, its officers, directors and employees.
Liability insurance: Sponsor/exhibitor/meeting room holder/bilateral table holder shall obtain, at its own expense, adequate insurance, but in no event less than $1 million of comprehensive general liability insurance, including the so-called “broad form of endorsement.” Sponsor/exhibitor/meeting room holder/bilateral table holder warrants that sponsor/exhibitor/meeting room holder/bilateral table holder carries vehicle liability insurance for any vehicle that is carried onto the facility premises. Such insurance shall name ITW (including Euromoney Global Limited, Hyatt Regency Chicago Hotel and/or Swissôtel and officers, directors, and employees as additional insureds, and shall be delivered to ITW no less than 48 hours prior to sponsor/exhibitor/meeting room holder/bilateral table holder employees, agents, sub-contractors, or customers, being present at or on the subject premises.
Care of building and equipment: The sponsor/exhibitor/meeting room holder/bilateral table holder or agents must not injure or deface the walls or floors of the building, the conference spaces, or the equipment of the spaces. In the event of damage, the sponsor/exhibitor/meeting room holder/bilateral table holder is liable to the owner of the property so damaged. All materials used in decoration must be flameproof. Electrical wiring must conform to the National Electric Code Safety rules, and all other applicable rules, regulations, fire laws, electrical codes and other laws of the city in which the event is located, and of any other governmental authority maintaining jurisdiction over the said exposition facility, which affect the installation, conduct and dissemble of the exhibit. Combustible materials or explosives are not permitted in the conference area. The sponsor/exhibitor/meeting room holder/bilateral table holder shall also comply with all reasonable requests of officials of the Exhibit Hall and ITW with respect to the installation, conduct, and disassembly of its exhibit.
Co-located activities: The sponsor/exhibitor/meeting room holder/bilateral table holder organisation agrees not to schedule or conduct any co-located activity including, but not limited to, press conferences, receptions, and seminars during the show hours or after show hours whether such activities are held at or away from the Hyatt Regency Chicago Hotel and/or Swissôtel except with the written consent of ITW.
American Disabilities Act: The sponsor/exhibitor/meeting room holder/bilateral table holder assumes the position of “public accommodation” when they contract to participate in the event. Therefore, the sponsor/exhibitor/meeting room holder/bilateral table holder must make their area accessible to the disabled without causing them undue “hardship.” A copy of Public Law 101.336 [S.993] American Disabilities Act of 1990 is available upon request from the Department of Justice.
Music licensing: ITW will not be obtaining ASCAP or BMI licensing for the event. The sponsor/exhibitor/meeting room holder/bilateral table holder may use either live or mechanical music, but it is the sponsor’s/exhibitor’s/meeting room holder’s/bilateral table holder’s sole responsibility to obtain the any and all required music licensing from ASCAP, BMI, or any other authorized provider of music.
ITW is a trading name of Euromoney Global Limited, a company incorporated in England and Wales (company number 00142215) having its registered office at 8 Bouverie Street, London, EC4Y 8AX, UK