Terms & Conditions

Space Rental

1. Contract for Space. Application for exhibit space releases Health IT Conference (HITC) and the event hotel venue from any and all liabilities to applicant, its agents, licensees, or employees that may arise as a result of submission of an application unless caused by HITC, hotel and venue. HITC determines the eligibility of any company or product for exhibit. Acceptance of an application does not imply endorsement by HITC of the applicant’s products or services, nor does rejection imply lack of merit of same.

2. There are no refunds. Also, no refund may be made for space that is unused at any time during the exhibition. If space is unused at the opening of the exhibition, HITC may rent or use it without obligation or refund.

Cancellation of Exhibitor Contract.

1. Cancellation Policy. Cancellations refer to the full booth fee or sponsorship package fee only. There is a ‘no cancellation’ policy in place. Once signed up online, there are no cancellations or refunds.

Construction, Installation and Use of Exhibits

1. Arrangements of Exhibits. The space provided will be shown on the floor plan insofar as possible but HITC reserves the right to make changes at any time in the locations, size, and display limits of any booth if this is in the best interests of the show.

2. Use and Purpose of Exhibit Space. The purpose of the exhibits is to inform and educate attendees regarding products and services of the exhibitors.

3. Restrictions. Distribution of samples is permitted from the assigned booth space provided there is no interference with other exhibits. HITC may withdraw permission if they find the material objectionable. No food or drink may be distributed from the assigned booth space without prior written permission from the event venue Event Manager or Event Staff representative. Audio is permitted from the assigned booth space provided there is no interference with attendees or other exhibits.

4. Construction of Exhibits. No materials may be posted, nailed, or otherwise affixed to walls, doors, or other surfaces in a way that might deface the premises or booth equipment and furniture. Any damage is payable by the exhibitor.

5. Decoration of the Exhibit. A service kit will be provided at least 3 weeks before the conference, which will include information on shipping, drayage, electricity, internet, telecommunications and decorating services. It is the responsibility of the exhibitor to abide by the regulations and deadlines contained therein. All shipments to the location should be marked with your name, company name, booth number, address, phone number, Ontario Health IT Conference and be shipped to address listed in your service kit.

6. Installation and Dismantling of Exhibits. Information on set-up and dismantling of exhibits will be forwarded with confirmation. No one will be allowed in the hall after these designated hours. All exhibits must be completed and in place by 7pm on event move-in day, which is the day before the event.

7. Fire and Electrical Regulations. All local regulations will be strictly enforced, and the exhibitor assumes responsibility for compliance with such regulations. All decorations and booth equipment must be fireproofed to meet the requirements of the City Fire Marshall. Combustible materials shall not be stored in or around exhibit booths. All electrical equipment or apparatus and wiring must conform to the City Fire Marshall electrical code.

8. Union Labor. Exhibitors are required to observe all union contracts in effect between HITC, the official contractors, the event venue, and various labor organizations in accordance with City union regulations.

9. Selling Restrictions. Selling on the exhibit floor involving the exchange of cash or contracts is strictly prohibited.

Liability

1. Security. HITC will provide guard service and will take reasonable precautions to safeguard exhibitor’s property from the time event move-in ends and the time that the event opens up the next morning. However, the provision of this service shall not be construed as an assumption of obligations or duty with respect to the protections of the exhibitor’s property. Exhibitor shall not hold HITC liable for any loss, damage, theft or destruction of exhibitor’s property, and further, exhibitor shall indemnify HITC and the event venue against, and hold them harmless resulting from, the negligence of the exhibitor in connection with the exhibitor’s use of space.

2. Inability to Perform. Should any contingency prevent holding of the Faire, HITC shall not be held liable for any expenses incurred by the exhibitor.

3. Interpretation and Arbitration. These regulations are incorporated as part of the agreement between the exhibitor and HITC. HITC has full power of interpretation and enforcement of these rules and may amend them at any time. All matters in question not covered by these regulations are subject to the decision of HITC and shall be binding on all parties affected by them. Exhibitors or their representatives, who fail to observe these conditions, or conduct themselves unethically, may be dismissed without refund or other appeal. The parties agree that in the event of any claim or dispute concerning questions of fact or law arising out of or relating to this contract, its performance or alleged breach shall be submitted to the arbitration of two disinterested and competent persons, mutually chosen, who shall select a third, whose award, pursuant to the rules of the American Arbitration Association, shall be conclusive and binding on both parties. Exhibitors agree to protect, save, and hold harmless HITC, the event venue, the City government where the event takes place, and all affiliates, agents, servants and employees thereof, hereinafter collectively referred to as indemnities, for any damages or charges imposed for violation of any law or ordinance, whether occasioned by the negligence of the exhibitors or those holding under the exhibitor, and further, exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitor’s displays, equipment and other property brought upon the premises of the event venue and further shall at all times protect, indemnify, save and hold harmless the indemnities against and from any and all losses, costs (including attorney fees), damage, liability, or expenses arising from, or out of, or by reason of any accident or bodily injury or other occurrence to any person or persons, including the exhibitor, its agents, employees, and business invitees, that arises from, or out of, or by reason of said exhibitor’s occupancy and use of the exhibition premises or a part thereof.

Acceptance of Terms and Conditions

Exhibitor, if invited to participate in the Health IT Conference, and as evidenced by the authorized signature on the contract, agrees to abide by all terms and conditions contained in these policies and procedures.