OCEAN TECH EXPO — RULES AND REGULATIONS
1. Purpose:
The objective of Ocean Tech Expo is to further New Wave Media, Inc objectives by providing
a forum through exhibits and technical panels. Exhibitors are limited to firms,
organizations, and agencies whose exhibits are in harmony with the purpose of this Exposition.
The selling of any products for delivery during the OceanTech Expo and related
taxes are the sole responsibility of the exhibitor.
2. Location of exhibits
The Exposition will be held at the Rhode Island Convention Center, Providence, RI. The
host hotel will not accept any hotel exhibits for products and services of the Oceanographic
field in public space or sample rooms during the OceanTech Expo.
3. Subleasing
Exhibitor may not sublet his exhibit space, nor any part thereof, nor exhibit, offer for sale,
or advertise articles not manufactured or sold by the exhibiting company, except where
such articles are necessary for proper demonstration or operation of the exhibitor’s display,
in which case identification shall be limited to the manufacturer’s normal regular
nameplate. Exhibitor may not permit non-exhibiting company representatives to operate
from his booth. Rulings of New Wave Media, Inc shall, in all instances be final with regard
to use of exhibit space.
4. Occupancy Default
Any exhibitor failing to occupy space contracted for shall not be relieved of the obligation
of paying the full rental charge of such space. If not occupied by the time set for completion
of the installation of the displays, such space shall be taken by New Wave Media, Inc
and re-allocated or reassigned for such purposes or use as the New Wave Media, Inc
may see fit.
5. Eligibility
New Wave Media, Inc has the sole right to determine the eligibility of any company or
product for inclusion in the Exposition.
6. Cancellation or Change of Exposition
In the event that the premises in which the exposition is conducted should become unfit
for occupancy or substantially interfered with by reason of any cause or causes not reasonably
within the control of New Wave Media, Inc or its agents, the exposition may be
canceled or moved to another appropriate location at the sole discretion of New Wave
Media, Inc. New Wave Media, Inc shall not be responsible for delays, damage, loss,
increased costs, or other unfavorable conditions arising by virtue of cause or causes not
reasonably in control of New Wave Media, Inc. Causes for such action beyond the control
of New Wave Media, Inc shall include, but are not limited to: fire, casualty, flood,
epidemic, earthquake, explosion, accident, blockage, embargo, inclement weather, governmental
restraints, act of public enemy, riot or civil disturbance, impairment or lack of
transportation, inability to secure sufficient labor, technical or other personnel, labor union
disputes, loss of lease or termination by the Rhode Island Convention Center, municipal,
state or federal laws, or an act of God. Should New Wave Media, Inc terminate this
agreement pursuant to the provisions of this section, the exhibitor waives claims for damage
arising there from. Refunds of “Paid Exhibit Space Fees” in the event of termination
or cancellation shall be made to exhibitors at the sole discretion of New Wave Media, Inc
and in any case, will not exceed the amount of each exhibitor’s paid exhibit space fee
less any pro rata adjustments based on non-reimbursable direct and/or indirect event
costs or financial obligations incurred by New Wave Media, Inc through the date of exhibitor’s
notification of event termination or cancellation or through the completion of event
termination or cancellation processes, whichever is later.
7. Cancellation by Exhibitor
In the event of cancellation by exhibitor, New Wave Media, Inc shall determine an assessment
covering the re-assignment of space, prior services performed, and other damages
related to cancellation, according to the following schedule:
Through June 13, 2008, 50% of total booth rental fee
After June 13, 2008, 100% of total booth rental fee
New Wave Media, Inc must receive written notification of the cancellation by registered or
certified mail. Date cancellation notice is received by New Wave Media, Inc will determine
above assessment charges. In the event of either a full or partial cancellation of space by
an exhibitor, New Wave Media, Inc reserves the right to reassign canceled booth space,
regardless of the cancellation assessment. Subsequent reassignment of canceled space
does not relieve the canceling exhibitor of the obligation to pay the cancellation assessment.
Appropriate payment must be received within 15 days of cancellation.
8. Limitation of Liability
Exhibitor agrees to make no claim for any reason whatsoever against New Wave Media,
Inc for loss, theft, damage, destruction of goods; nor for any including death to himself,
employees, agents or representatives, nor any damage of any nature, including damage
to his business for failure to provide exhibit space; nor for failure to hold the exhibition as
scheduled; nor for any action or omission of New Wave Media, Inc. The exhibitor is solely
responsible for his own exhibition material and products, and should insure exhibit and
products form any loss or damage from any cause whatsoever. It is understood all property
of an exhibitor is in his care, custody, and control in transit to, or from, or within the
confines of the exhibit hall. New Wave Media, Inc shall bear no responsibility for the
safety of the exhibitor, its personnel, employees, agents or representatives or personal
property.
9. Insurance
Exhibitors, shall at their sole cost and expense, procure and maintain through the term of
this contract, the following insurance: Comprehensive General Liability insurance with
limits not less then $1,000,000 including Contractual Liability and Products Liability coverage
and Workman’s Compensation in full compliance with all the laws covering the exhibitor’s
employees. Proof of such insurance shall be provided to New Wave Media, Inc
or its agent or representative upon request. In respect to the liability insurance, New
Wave Media is to be named as the additional insured.
10. Union Labor
Exhibitors shall employ only union labor as made available by official contractors in the
setting up and dismantling of the exhibits and in the operations when required by union
agreements. Exhibitors planning to build special displays should employ union display
companies in their fabrication, carpentry, and electrical work.
11. Installing, Exhibiting, Dismantling
Hours and dates for installing, exhibiting and dismantling shall be those specified by the
New Wave Media, Inc. Exhibitors shall be liable for all storage and handling charges
resulting from failure to remove exhibit material from the exposition before the specified
conclusion of the dismantling period set by New Wave Media, Inc.
12. Damage to Property
Exhibitor is liable to any damage caused to building floors, walls, or columns or to standard
booth equipment, or to other exhibitor’s property. Exhibitor may not apply paint,
lacquer, adhesive or other coatings to building columns, floors, or walls, or to standard
booth equipment.
13. Floor Loading
Under no circumstances may the weight of any equipment or exhibit material exceed the
specified floor load limit of the exhibit hall. Exhibitor accepts full and sole responsibility for
injury or damage to property or persons resulting from failure, knowingly or otherwise to
distribute the exhibit material and products in conformity with the maximum floor load
specifications.
14. Alcoholic Beverages
The dispensing, distribution or use of alcoholic beverages in the Exposition Hall is prohibited
without the express prior approval of New Wave Media, Inc.
15. Flammable Materials
No flammable fluids or materials of any nature including decorative materials, use of
which is prohibited by national, state, or city fire regulations may be used in any booth,
16. Lotteries or Contests
The operation of games of chance or lottery devices, or the actual or simulated pursuit of
any recreational past time is permitted only on written approval from New Wave Media,
Inc.
17. Noise and Odors
Noisy or obstructive work will not be permitted during open hours of the Exposition, nor
will noisily operating displays, nor exhibits producing objectionable odors. New Wave
Media, Inc Shall have sole discretion in determining what is noisy, objective or obstructive.
18. Music
Any exhibitor using music must ensure that licensing fees have been paid to the appropriate
agency, ie. ASCAP or BMI. New Wave Media, Inc is not responsible for any licensing
fee for music played in and exhibitor’s booth.
19. Obstruction of Aisles or Booths
Any demonstration or activity that results in excessive obstruction of aisles or prevents
ready access to nearby exhibitor’s booth shall be suspended for any periods specified by
New Wave Media, Inc
20. Attendance
Admission policies shall remain at all times, the prerogative of New Wave Media, Inc, and
may be revised or amended to suit unforeseen conditions.
21. Booth Personnel
Exhibitor representatives are restricted to personnel engaged in the display demonstration,
application or sale of a company’s product or services. Booth personnel shall wear
“exhibitor” badge identification furnished by New Wave Media, Inc at all times while they
are in the exhibit area. All other employees and representatives of the exhibiting companies
must register as Show Attendees. New Wave Media, Inc reserves the right to restrict
the number of booth representatives. All exhibits must have personnel present
during show hours
22. Height and Non-Blocking Regulations
No part of any display including equipment and signs shall be in excess of 12 feet in
height. Any portion of display more than 3 feet in height shall not exceed more than 3
feet in distance from the space back line toward the front line, as shown on the official
floor plan. “Display Rules and Regulations” provides details as to what is allowed for
exhibitors booths so as to enable use of the space without detriment to neighboring exhibitors
or the Exposition.
23. Electrical Safety
All wiring on all booths or display fixtures must meet underwriters’ rules and standard fire
department inspection. This applies to booth construction only and not to pre-wired radio
and electronic equipment.
24. Use of space
New Wave Media, Inc shall have full authority for approval or arrangement and appearance
of items displayed.
25. Display Rules and Regulations
New Wave Media, Inc may, at its discretion, require replacement rearrangement, or
redecoration of any item or any booth and no liability shall attach to New Wave Media, Inc
for the costs that may evolve upon exhibitor thereby. Exhibitors with special backgrounds
or side dividers must make certain that such material is furnished in such a manner as to
not be unsightly to exhibitors in adjoining booths. If such surfaces remain unfinished at
twelve noon of the day before the scheduled opening of the show, New Wave Media, Inc
shall authorize the official decorator to affect the necessary finish and the exhibitor must
pay all charges involved thereby. New Wave Media, Inc. requires exhibitor to provide
floor covering in rented space.
26. Exhibitor Representative’s Responsibility
Exhibitor agrees to indemnify New Wave Media, Inc, its employees, agents or representatives
against – and hold them harmless for all claims arising out of the acts of negligence
of exhibitor, exhibitor’s agents, employees or representatives and any claims for
injury to exhibitor, its employees, agents, representatives, or event attendees.
27. Waiver of Rights
Any rights of New Wave Media, Inc under contract shall not be deemed waived un any
manner except as specifically waived in writing and signed by an authorized officer of
New Wave Media, Inc.
28. Relocation and Floor Plan Revisions
New Wave Media, Inc retains the exclusive right to revise the exhibition hall floor plan
and/or move assigned exhibitors as necessary.
29 Amendment and Addition Rules
Any matters not specifically covered by the preceding rules shall be subject solely to the
decision of New Wave Media, Inc. New Wave Media, Inc may at any time amend or add
further rules to those rules and all amendments made shall be binding on the exhibitor
equally with the foregoing rules and regulations.
30. Agreement to Rules
Exhibitor, for himself or itself, his or its personnel employees, agents or representatives,
agrees to abide by the foregoing rules and those provided and contained in the Exhibitors
Manual, and by any amendments and additional rules that may be put into effect by New
Wave Media, Inc.