MI Green Team Exhibitor Agreement & Guidelines
Updated 3/14/2020

Acceptance: By completing event registration, the Exhibitor accepts this Agreement and agrees to abide by its terms and guidelines.

Parties: The parties to this Agreement are the Exhibitor, along with its participating employees, subcontractors and representatives, and MI Green Team L3C (MGT), a Michigan limited liability company. The parties are acting as independent contractors and no terms herein will create a joint venture, employment or partnership.

Agreement: In exchange for full and timely Exhibitor payment and promotional consideration, MGT will provide the services listed under the purchased Exhibitor Level on the event registration page.

License: The Exhibitor is hereby licensed by MGT to demonstrate, sell, and provide samples of products, services and programs listed in its approved Exhibitor Application, and to distribute associated marketing materials, as well as to conduct other activities listed, during the exhibit hours of the Event within an exhibit area assigned by MGT. This license is non-exclusive, except where exclusivity is provided in sponsorship agreement of other written document by MGT. 

Compliance: The Exhibitor will conduct its activities professionally and safely, and in accordance with this Agreement and any modifications and additions provided in writing by MGT.  The Exhibitor will comply with all applicable local, state and federal laws and regulations. MGT reserves the right to immediately revoke the above license to exhibit for non-compliance, without refund.

Product, Service & Programs: The Exhibitor has provided and MGT approved the complete list of products, services, information and activities to be offered by the Exhibitor. All other items and activities are prohibited.

Check-In: The Exhibitor must check in at the MGT INFO booth before set up to receive final booth assignment and instructions. Door prizes should match Exhibitor offering and be left at the INFO booth. 

Booth Assignment: Final booth assignment will be made by MGT at the Event. Exhibitor booth preferences, when ordered, will be honored using MGT's best efforts, but final event layout and exhibitor placement can not be guaranteed. 

Equipment & Materials Drop-Off: The venue may not have hand carts, so the Exhibitor should bring their own transportation equipment. For unloading only, park vehicles on the roadway or entrance nearest your exhibit and quickly move materials into your exhibit booth. Do not arrange materials or set-up displays while parked on the site. Vehicles left unattended or blocking traffic may be ticketed or towed by police. Equipment and materials may not be left in aisles and common areas at any time.

Set-Up: The Exhibitor may set up for the Event starting 3 hours prior to the start time of the Event, or earlier with written (email) permission of MGT. Do not arrive before set-up times, since Event set-up will be in progress until then. All exhibitor preparations must be completed before the start of the Event (each day for multiple day events).

Valuables: For multi-day events, the Exhibit Area may be patrolled throughout the day by Event staff and at night by guard service, but the safety of property brought and left at the Event cannot be guaranteed. We recommend that you keep valuables with you at all times. MGT and its event partners are not responsible for lost, damaged or stolen items.

Tear Down: The Exhibitor must remove all of its property, materials, and trash within 2 hours of the conclusion of the Event. To comply with event permits and for safety and other reasons, absolutely NO delivery, set-up or tear-down of equipment or displays will be allowed during Event hours. All materials and trash must be removed or properly disposed, including breakdown of cardboard boxes. This is a green event; do not leave any equipment, materials or trash at the Event.

Parking: To facilitate convenient attendee parking, Exhibitors are required to park their vehicles in the designated Exhibitor parking lot.

Signage and decoration: The Exhibitor will need to bring its own signage and sign fastening system to display in its booth space. Backdrops will be available behind all exhibits, except for BYO tents. Booths will have  building wall, tent sidewall, or plastic drape backdrops. Lightweight signs may be attached to backdrops and tables, using non-damaging tape and fastening equipment. Exhibitors will need to bring table covering for the selected (6', 8' or 4' round) table. Decoration must not overlap, block or obstruct the view, from walkways, of other booths. Tall displays and equipment (higher than waist level) should be placed in the back half of your exhibit.  

Promotion: The Exhibitor will provide active promotion of the event through all of its marketing, customer and employee communication channels, including newsletters, emails and social media. This is the primary consideration provided by the Exhibitor in return for discounted non-profit exhibit fees. The Exhibitor grants permission to MGT to reproduce (print or display) video and images of its participation in MGT event and its supplied logos, subject to its logo guidelines but not subject to Exhibitor approval of each logo application.  

Electrical: When ordered, electrical service is available from one outlet at 5 amp (shared circuit) or 15 amp (dedicated circuit) 110v service, or dedicated 30 or 50 amp 220v service. For 220v service, you will need to bring cabling and connections to connect to electrical equipment, For 110v service, you must bring a multi-outlet strip, if multiple devices are used. Total wattage may not exceed 500 watts for 5 amp service, so heating/cooling elements are not allowed. Electric cords and outlets may be placed behind your booth area to service other booths, and MGT may need to access to that location during the event.

Interference: No Exhibitor activity, including sound, will be permitted to intrude upon other exhibits or common areas. Electric, sound and motion from music, video, equipment and other activities must not interfere with other booths or common areas. If complaints are received, the offending activity must be immediately stopped. All exhibitor items, displays, staff and activity must be remain inside your booth.

Hand outs: You may hand out your materials and business cards at your booth. No printed material may be handed or placed by the entrances, unless it is part of a pre-arranged agreement or specifically included in a sponsorship. Do not approach or pass out literature to guests at other booths or in common areas away from your booth.

Food and Samples: Food service may be provided at food service (Food Court) booths only. Only small size food samples may be provided at non-food service booths. All food service and food sample providers must comply with health department regulations, including display of all required permits. Packaged items may be offered for sale if prepared in a licensed facility. Trash and recycling is available at food service areas only, so other Exhibitors are responsible for proper sample container and wrapper disposal and recycling.

Damage: The Exhibitor is responsible for any damage it causes to the grounds, equipment or property of the Event or other vendors, including damage cause by improperly secured tents and items.  

Indemnification:  Exhibitors are responsible for fully insuring their property and activities at the Event. The Exhibitor will maintain in effect throughout the Liability Insurance with MI Green Team L3C named as additional insured. Exhibitor agrees that MGT will not be liable or responsible for any loss, damage, or theft of Exhibitor’s property. Exhibitor will indemnify and hold MGT and its Event partners harmless from and against all claims, losses, liabilities, damages and expenses (including attorneys’ fees) on account of injury to any person or damage to property, arising in whole or part by any acts or omissions of the Exhibitor.

Cancellation:  MGT may cancel the Event due to an Act of God or other significant disrupting occurrence beyond its reasonable control. In the event of cancellation, MGT will provide the Exhibitor a partial refund, pro-rated to reflect the percentage of all avoidable Event expenses, and both parties will be relieved of any further obligations of this Agreement. No refund will be provided in the event of Exhibitor cancellation, except those initiated within 3 days of registration or at least one month prior to the event.  

Credit Card Authorization: If credit card payment is elected, the Exhibitor authorizes MGT's credit card processor to charge the full Exhibitor fee to the credit card provided. MGT does not collect or retain any credit card information. 

General: This agreement is binding upon the parties, their successors, assigns and representatives. This agreement will be enforced under the laws of the State of Michigan. This is the entire agreement regarding Event exhibition. Any disputes arising out of this Agreement will be resolved through mediation and, if necessary, binding arbitration, conducted in Oakland County, MI in accordance with the rules of the American Arbitration Association.

Thank You: Thank you for participating in this MGT Event. Your compliance with this agreement will help make the Event a benefit for all participants.

    © Copyright 2010-2020 MI Green Team L3C  Rochester, MI 

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