2024 Planet Philanthropy Exhibitor Terms and Conditions
1. Application and contract: The application for space is subject to approval by the AFP Florida Caucus Planet Philanthropy Planning Committee, which reserves the right to, at its sole and absolute discretion, accept, reject, or limit the exhibit or sponsorship opportunities requested by any organization. The application for space and the formal notice of assignment by the AFP Florida Planet Philanthropy constitutes a contract for the right to use the space allotted.
2. Assistance to persons with disabilities: Persons with disabilities who plan to attend this meeting who may need auxiliary aids or services are requested to contact the conference management office at (214) 915-2210 or email planetphilanthropy@scurrystreet.com at least 10 working days prior to the conference so that the appropriate arrangements can be made.
3. Move-In and Move-Out: Exhibitors are required to use the loading dock at all facilities. Early dismantle is not allowed. Anyone moving out before the designated move-out time may be prohibited from exhibiting in future meetings. Exhibitors utilizing appointed contractors (EACs) must notify the exhibiting office or turn in an EAC form at least 30 days prior to the meetings. Proof of liability insurance must also be turned in from the EAC 30 days prior to the meeting.
4. Payment and cancellation: If paying by credit card, your card will be charged in full upon confirmation of your registration. If paying by check, your check must be received within 10 days of your registration. This application will not be processed unless accompanied by full payment. Once an application and payment have been received, sponsors and exhibitors will receive a confirmation with additional information. Cancellations received on or before March 1, 2024, will be refunded 50% less a $50 administrative fee. Cancellations received after March 1, 2024, are not eligible for a refund. Force Majeure, Effect on Sponsorship Fee: Association Fund Raising Professionals AFP Florida Planet Philanthropy shall not be liable in damages for any delay or default in performing hereunder if such delay or default is caused by conditions beyond its control including, but not limited to acts of God, government restrictions (including the denial or cancellation of any export or other necessary license), wars, insurrections and/or any other cause beyond the reasonable control of AFP Florida Planet Philanthropy. Sponsor/exhibitor shall be released and discharged from any obligation or liability under this Agreement, including their obligation to pay a Sponsorship Fee to AFP Florida Planet Philanthropy for an Event that is cancelled due to Force Majeure, and AFP Florida Planet Philanthropy will promptly refund to sponsor/exhibitor any applicable portion of the Sponsorship Fee for such Event already received by AFP Florida Planet Philanthropy.
5. Conference registration: All exhibitor representatives must be registered for the conference. Exhibitor packages include one (2) complimentary registrations to the conference. Additional registrations for staff or representatives attending may be purchased online at the prevailing rate. Registration includes access to conference meals and sessions, except the Tuesday night social event, which requires a separately purchased ticket.
6. Liability and insurance: Sponsor/exhibitor shall indemnify and hold harmless AFP Florida Planet Philanthropy, and its agents, third-party event planning company or affiliates from all liability which might ensue from any cause related to transporting, placing, or removing exhibits. The sponsor/exhibitor assumes all responsibility for any and all loss, theft or damage to exhibitor’s displays, equipment, and other property while on premises, and hereby waives any claim or demand it may have against AFP Florida Planet Philanthropy or its affiliates arising from such loss, theft or damage. In addition, the sponsor/exhibitor agrees to defend (if requested), indemnify and hold harmless AFP Florida Planet Philanthropy., and its respective parent, subsidiaries and other related or affiliate companies, from and against any liabilities, obligations, claims, damages, suits, costs and expenses, including, without limitation, attorney’s fees and costs, arising from or in connection with the sponsor/exhibitor’s occupancy and use of the exhibition premises or any part thereof or any negligent act, error or omission of the exhibitor or its employees, subcontractors or agents.
7. List agreement: If using the attendee list that is provided as part of the exhibitor package, the sponsor/exhibitor agrees that: 1) They will not disclose, transfer, duplicate, reproduce or retain any portion of the list in any form, nor will they permit any third party, agent, employee or contractor or their respective agents and employees to do so. 2) The attendee list provided as part of the exhibitor package is only to be used for one email during or after the conference. 3) Recipient email addresses must not be visible in the body or header of emails sent to attendees. The addresses must be in the bcc: line or otherwise disguised by an email client. 4) The attendee list provided to them shall only be used as permitted herein unless specifically approved in writing by AFP Florida Planet Philanthropy.
8. Ancillary functions: Sponsors/exhibitors must notify the AFP Florida Planet Philanthropy Planning Committee of any ancillary functions planned during the meeting, and these functions must be approved in advance by the Committee and may be subject to fees.
9. Floor plan / Space assignments: All dimensions and locations shown on the floor plan are believed, but not warranted, to be accurate. AFP Florida Planet Philanthropy reserves the right to make modifications, to whatever extent deemed appropriate, to the floor plan as may be in the best interest of the meeting. AFP Florida Planet Philanthropy may decline, reassign, or prohibit any exhibit that, in their judgment, is out of keeping with the character of the meeting. All sponsors/ exhibitors shall ensure that their booths are not impeding on other spaces via aisles or height of signs.
10. Fire Regulations: To ensure the safety of all participants, exhibitors shall observe all state and local fire regulations. The cost of repairing any damage to the hotel caused by the exhibitor will be billed to the responsible exhibitor. Nothing can be posted, tacked, nailed, screwed, or otherwise attached to the columns, walls, floors, ceiling, or furniture.
11. Control of Events: AFP Florida Planet Philanthropy shall maintain full control over all meeting planning, including content, quality, scientific integrity, implementation, promotion, evaluation, selection of presenters and moderators, and selection of planning committee members, or other persons and organizations that will be able to control meeting content. AFP Florida Planet Philanthropy will ensure that meeting presenters and moderators have the requisite qualifications, training, and expertise to conduct such meeting and will not solicit input from sponsor/exhibitor on meeting program content.
12. Sponsor/Exhibitor Representations and Warranties: Sponsor/exhibitor agrees to abide by applicable state and federal laws, regulations, and policies.
13. Trademarks: Sponsor/exhibitor hereby grants AFP Florida Planet Philanthropy a non-exclusive limited license to use, display, and reproduce its logos, trademarks, service marks, and trade names only in connection with the promotion and advertisement of the meetings and any listing of the sponsors of the meetings during the term of this Application and Contract. Sponsor/exhibitor represents and warrants to AFP Florida Planet Philanthropy and unconditionally guarantees that all their Trademarks are owned by them or that they have permission from the rightful owner to use each of these elements.
14. Nature of Relationship: The parties agree that nothing in this Application and Contract shall be construed as creating a joint venture, partnership, franchise, agency, employer/employee, or similar relationship between the parties, or as authorizing either party to act as the agent of the other. Nothing in this Application and Contract shall create any obligation between either Party or a third party.