As Agreed to by Completing an Exhibit Space Application and Contract
Show Management – The Ontario Library Association (OLA) and its authorized representatives are hereinafter referred to as “Show Management.”
Payments & Refunds – Full payment for booth space must be made no later than December 15, 2023. Show Management reserves the right to refuse a company entry who has not paid in full by this date. A deposit of a minimum of $904 ($800 +HST) per 100 square feet is due no later than three weeks after the form is submitted. The OLA will hold booth space for up to three weeks while a company arranges for a deposit payment. OLA excepts EFT, CC (Visa/Mastercard) and you can process a payment via cheque. Note: Cheque payments are completed once per month, and if you wish to pay by AMEX, please contact firstname.lastname@example.org. After three weeks the OLA may release the space for reallocation if another firm requests that specific space. OLA is not responsible for notifying a company that is beyond the three week period or fails to pay in full by December 15, 2023. All applications submitted after December 15 must include payment IN FULL for the space rental charges.
Cancellations made prior to October 15 will receive a refund of payments made, less a 30% cancellation fee. After October 15 and before December 1 the company will forfeit the entire amount of the deposit. After December 1 there are no refunds for space.
In case the EXPO shall not be held for any reason whatsoever, then and there upon the rental and lease of space to the exhibitor shall end. In such case the limit claim for damage and/or compensation by the exhibitor shall be the return of the amount already paid for space for this specific event.
Space Rental – The application for exhibit space, when signed by the exhibiting firm and/or deposit cheque cashed, or credit card processed, by Show Management, shall constitute a valid contract between the parties. In submitting the space contract the firm acknowledges their financial responsibility whether they choose to withdraw or cancel their space.
Sold by Prospectus – All exhibiting companies regardless of size or special arrangements with management must complete an Exhibitor Registration Form. All spaces are sold by propectus.
Use of Space Restrictions – The space contracted for is to be used solely by the exhibitor whose name appears on the application, as agreed to by both parties, and only products and/or services of the exhibitor may be exhibited. Any promotion of other products or services is strictly prohibited. No exhibit will be permitted which interferes with the exhibits of other exhibitors or obstructs the visibility of other exhibits. Exhibits must be confined to the exact space allocated, and where an exhibitor’s display is built beyond limitations set forth in this contract and explained in detail in the EXPO Rules and Regulations, Show Management reserves the right to correct such violations by having the exhibitor alter, remove or rearrange any or all of the display so that it will comply with the regulations or, if the exhibitor is not available, to make such corrections at the exhibitor’s expense. Show Management reserves the right to restrict exhibits which, because of noise, operation of equipment, creation of safety hazards or any other reason, become objectionable or otherwise distract from neighbouring exhibits. No representation of the exhibitor, his products or services may be carried on in the aisles, corridors, feature areas, or other designated common areas of the Convention Centre.
No exhibit shall assign, sublet, or share the space allocated with another business or firm unless approval has been obtained in writing from Show Management.
Installation, Exhibit hours, & Dismantalling – Dates and hours for installation, exhibiting, and dismantling will be specified by Show Management. Goods being delivered directly to the exposition must be received by a representative of the exhibiting firm or their designate. Exhibits shall be staffed at all times when the EXPO is officially open. No exhibitor will be able to commence dismantling any portion of the exhibit whatsoever, to commence packing crates or cartons or to abandon his display prior to the official closing. Failure to comply with the regulation will result in the exhibitor being barred from future shows and events sponsored by Show Management. All exhibits must be removed by 10:00 PM on Friday, January 26, 2024, and all storage and handling charges for failure to remove exhibit material by that time shall be the responsibility of the exhibitor. Show Management reserves the right, through its official carrier, to remove any exhibit not removed by the conclusion of the exhibition and charge the expense to the exhibitor.
Fire Regulations – All exhibitors must comply with local fire regulations. Only fireproof material may be used in displays and wiring must conform to CSA or UL specifications. All exits and aisles must be kept clear at all times. The exhibitor assumes full responsibility for ensuring that exhibits meet these standards. Show Management is obligated to install two fire hose cabinets for the duration of the EXPO. The location of the cabinets are on the floor plan. Show Management reserves the right to change their location depending upon directives from the Fire Marshall.
Electrical Safety Code Requirements – All exhibitors must comply with the Electrical Safety Code Requirements in place at the time of the event. The exhibitor assumes full responsibility for ensuring that exhibits meet these standards.
Damage to Property – Exhibitors are liable for all damage caused by them or their representatives or contractors to the exhibit facility, booth equipment, or to other exhibitors’ property and shall indemnify the facility management, Show Management and/or Official Service Contractor against, and hold them harmless from any complaints, suits, or liabilities resulting from negligence of the exhibitor in connection with the exhibitor’s use of exhibit space. Full regulations for property care are in the Official Exhibitor’s Kit, available online by November 1.
Care of the Building – Painting, nailing, or drilling of floors, walls, ceilings, or any part of the building is not permitted. Exhibitors laying any floor covering must use an adhesive that will not damage the floor. No signs or other articles are to be fastened to the ceiling, walls, pipes, or electrical features.
Security – Show Management will employ a professional guard service for the duration of the exhibition and will take reasonable precautions to safeguard exhibitors’ property. However, Show Management assumes no liability for loss or damage, howsoever caused, of goods, exhibits or other materials owned, rented or leased by the exhibitor.
Food and/or Beverages – The preparation and/or serving of food or beverages of any kind without the written permission of Show Management and/or the facility is prohibited. Exhibitors wishing to serve samples must complete a request form that can be obtained from Show Management. This is submitted to the facility for permission.
Official Exhibitors Kit – For the 2024 EXPO the Exhibitor Kit will be available online. The Exhibitor’s Kit describes the type and arrangement of exhibit space and the standard equipment provided by Show Management. In the Kit are all the necessary forms for Show contractors and other rules and regulations. All booth space and activity must be arranged in accordance with those outlined in the Kit. If in the sole opinion of Show Management, any exhibit fails to conform to the Exhibitor’s Kit guidelines, or the provisions set forth herein, such exhibit will be prohibited from at any time during the exposition.
OLA will send a link for online access to the Exhibitor’s Kit to each company registered with a deposit made by November 1. However, if a link has not been received by December 1 it is the responsibility of the company to contact OLA.
EXPO-Only Badges – Show Management provides an unlimited number of free passes to paying exhibiting firms. These passes are to distribute to key customers, etc. that might not be attending the conference. They cannot be used for booth personnel or staff of exhibiting or partner companies. In order to qualify to give your customers the passes all payments must be up-to-date. OLA will not print badges if firms have an outstanding balance on January 21, 2024. There is no fee for EXPO-ONLY PASSES provided they are completed online. Paper/FAX requests will be processed at a fee of $5 per pass – billed to the exhibiting company and payable before the conference opens.
Liability & Insurance – Neither Show Management nor any of its officers, directors, employees, or agents, nor the owners, employees or representatives of the exhibit facility will be responsible for any injury or damage that may occur to the exhibitor or the exhibitor’s employees or property from any cause whatsoever prior, during or subsequent to the period covered by the exhibit contract. The exhibitor, on signing this contract, expressly releases the foregoing parties, individuals and firms from, and agrees to indemnify same against, any and all claims for such loss, damage or injury. Exhibitors are advised to carry insurance on their exhibits and its contents; however, this will be taken at their own expense.
Author/Special Guest Badges – The OLA does not charge exhibiting firms for Author or Special Guest badges provided we are notified at least six days before the EXPO opens. The author registration form will be available to exhibiting companies hosting author signings in their booth to register their authors.
Entry to the Show – Show Management reserves the right to deny admission to any visitor, exhibitor, or exhibitor’s employee. Show Management reserves the right to final determination of all space assignments in the best interest of the exposition.
Labour – Exhibitor must observe all contracts in effect between Show Management, service contractors, Convention Centre, and labour organizations involved.
Membership Status – Rates paid for exhibit space are based on the membership status of the company at the time of the actual display. It is the exhibiting company’s responsibility to either pay non-member rates or to have a current Associate Membership in the Ontario Library Association at the time of the event. Show Management reserves the right to withhold a firm’s ability to set-up if their membership status changes between time of payment and the event.
Discount Policy – The OLA does not discount at the end of the sales period. OLA reserves the right to move firms who have purchased smaller spaces into larger spaces.
Not-For-Profit – The OLA reserves the right to limit the number of booths in any category. Space allocation in this category is on a random basis.
Small Firm – This area is restricted to companies with annual revenues below $50,000 gross for their business dealings with the Canadian library community. The $50,000 is subject to verification if requested.
Selling at the EXPO – The OLA strongly supports and encourages vendors to sell on the floor of the Super Conference EXPO. Show Management encourages exhibitors to inform them of any special deals they plan to offer and they will be promoted in the on-site EXPO Directory at no additional expense.
Other Regulations – Any and all other matters not specifically covered by the preceding General Rules and Regulations shall be subject solely to the decision of Show Management. The Show Management shall have full power to interpret, amend and enforce these rules and regulations provided, and amendments, when made, are brought to the notice of exhibitors. Each Exhibitor, for themselves, and their employees, agrees to abide by the foregoing Rules and Regulations and by any Amendments or additions thereto in conformance with the preceding sentence.