Exhibitor Rules & Regulations
|EXHIBITOR RULES & REGULATIONS – The following rules and regulations are part of the exhibitor’s contract and Agreement. Each exhibitor shall be bound by the rules and regulations set forth herein and by any such amendments or additional rules and regulations which may be established by Travursity, LLC, host facility/venue, and/or local laws or ordinances.
TRAVEL SHOWCASE SCHEDULES – Events’ schedules will be available online at www.travursity.com and included with all registration confirmations and/or contracts. Schedules are subject to change and are the responsibility of the exhibitor to be aware of all times, dates and venues posted. Travursity, LLC assumes no responsibility for no-shows, last minute cancellations and late arrivals.
EXHIBITORS – Travursity, LLC, at its sole discretion, reserves the right to determine the eligibility of any vendor or supplier and may decline participation or inclusion for exhibitor space for any reason. Exhibitors must conduct themselves in an appropriate manner and must adhere to professional attire and behavior guidelines.
EVENT REGISTRATION – Event registration is considered as a one brand per supplier or vendor basis per table/booth. “Multi-line” or “House of Brands” in which various sub-brands are represented will need to be authorized by Travursity, LLC prior to registration. Travursity, LLC has the right to limit the number of brands represented as well as the number of exhibitors in attendance and may require additional event registration fees.
CONTRACT/INVOICE – Travursity, LLC will issue an invoice for all registered space according to the information provided by the supplier and/or vendor. All issued invoices are subject to retroactive termination for any reason deemed necessary at Travursity, LLC’s sole discretion.
PAYMENTS – All payments for any contracted exhibitor space, showcase presentations, special events or multi-show contracts are immediately due and must be paid in full at the time of contract acceptance, exhibitor registration and/or invoice due date. Failure to post payment by the invoice due date may result in loss of space and may deem the registration/contract null and void. Additional fees may be incurred for any rewritten contracts. No exhibitor will be permitted placement into a booth or show venue until full payment has been made to Travursity, LLC.
BOOTH SPECIFICATIONS – Exhibitor will be supplied with at least one six-foot draped table per supplier registration based on venue size and limitations. The booth contracted for is to be used solely by the exhibitor whose name appears on the contract and no portion can be sublet or assigned in whole or in part without receiving written permission by Travursity, LLC.
DISPLAYS – Exhibitor may only occupy the space provided within the event and provide no distracting display materials that may be of offensive or negative in nature. No internet, phone or electricity is provided nor implied. Host venues may offer and/or provide these services, but Travursity, LLC holds no responsibility for access availability, fees or any other expenses that the exhibitor may incur.
FREIGHT/SHIPMENTS – Any collateral, brochures, displays or necessary booth materials that cannot be carried to an event must be shipped at the exhibitor’s expense to the host venue no later than 3 days prior to the event date. Travursity, LLC assumes no responsibility for storage costs incurred nor any delays, loss or damage regarding such arrangements. All shipments should be clearly marked with the exhibitors name and the following statement “Hold for TRAVURSITY TRAVEL SHOWCASE, mm/dd/year”.
TRAVEL SHOWCASE – Is the main event and will take place with all registered agents in attendance at the host venue in which the exhibitor registers. Each event will follow a scheduled itinerary and will be communicated to the exhibitor in the acceptance agreement or exhibitor’s packet. Travursity, LLC has the right to change any schedule for any reason it deems necessary. Each showcase will offer a combination of Spotlight Presentations and Pre- Event Showcase Presentations as well as additional Travursity, LLC produced announcements, events and activities, and will be determined on a per event basis according to prior supplier registration, host venue accommodations and contracted arrangements.
SPOTLIGHT PRESENTATIONS – Spotlight Presentations are available for registration at each Travel Showcase event and includes a 6’ exhibitor’s table, a 10 minute minimum presentation to the attending agents with front of the house audio/video display. Depending on the amount of suppliers at each showcase, Travursity, LLC may grant additional presentation time. Travursity, LLC has the right to terminate, prematurely suspend or reduce the amount of time due each presenter as needed so that the Travel Showcase meets the allocated event’s scheduled time slot and agenda.
PRE-EVENT SHOWCASE PRESENTATIONS – These optional presentations are separate from the main Travel Showcase event and are contracted separately on a per show basis. These presentations are offered at an additional cost and generally consist of a pre-event presentation that will allow an exhibitor an exclusive opportunity to present their product in a private breakout room prior to the start of the Travel Showcase. Pre-Event Showcase Presentations generally run around 45-50 minutes unless contracted for additional/less time with Travursity, LLC prior to the event. All costs and expenses incurred will be the exhibitor’s responsibility and will be defined in detail in a contract/invoice between Travursity, LLC and the exhibitor. The exhibitor must participate in the ensuing Travel Showcase event as outlined in these rules and regulations. All presented material and content must be approved at the discretion of Travursity, LLC. Pre-Event Presentations are subject to availability and may not be offered for certain locations, venues or dates.
SPECIAL EVENTS (TRAVURSITY AGENT EXPERIENCE™) – A number of special events will be made available to either the registrants and/or the exhibitors and may include specific benefits and limitations. Due to the varied nature of these special events, it is possible that additional rules and regulations be in effect pertaining to these contracted special events.
PRIZES & GIVEAWAYS – Each supplier is requested to donate a door prize related to their line of business. These door prizes will be raffled off during the event when determined by the event’s schedule at the discretion of Travursity, LLC.
STAFFING OF EXHIBITS – A minimum of one person and a maximum of 2 people is required for all booths during event hours. Set-up will normally take place approximately one hour before event begins. Exhibitor will be allowed entry into the event venue at this time to prepare their booths and network with other exhibitors. All displays must be completed and the booth staffed at least 15 minutes before the event opening time. Event schedules are posted on www.travursity.com and included in the exhibitor’s packet. Failure to provide adequate staffing during event hours may be cause for dismissal and removal of all display and forfeiture of future registered events without reimbursement.
TEAR DOWN – No booth may be dismantled until the conclusion of the showcase which will be determined by Travursity, LLC during each events schedule. In the case that an event runs longer than necessary, Travursity, LLC will allow early tear down on a case by case basis.
DEFAULT IN OCCUPANCY – Any exhibitor that fails to occupy the booth, space or room contracted with Travursity, LLC is not relieved of the obligation of any and all covenants of these rules and regulations or due any reimbursements or monies in any manner of any kind due to the exhibitors’ failure to occupy the contracted space. Travursity, LLC may utilize any forfeited space as deemed necessary without any compensation to the exhibitor in default.
|TAXES/SALE OF MERCHANDISE – Taxes are included in all supplier registrations and contracts. Tax liabilities are the supplier’s responsibility. Absolutely no sales transactions may occur during the event.
CANCELLATIONS/RESCHEDULING OF EVENTS – All efforts will be made to minimize any cancellations or schedule changes. Due to unforeseen circumstances, it may be necessary to make changes that may be unavoidable; cause unnecessary burdens on the exhibitors and/or event guests. Under-performing dates and locations may be subject to cancellation due to lack of registered suppliers or agents. Within reason, Travursity, LLC at their sole discretion will provide an updated schedule and/or time or venue to the exhibitors and expect the participation as contracted.
REFUNDS – In the event of any cancellation or postponement by Travursity, LLC; all efforts will be made to reschedule any and all events that are affected. Future Travel Showcase credit(s) may be offered depending on reason for cancellation and will be handled on a case by case basis. Travursity, LLC may keep a portion of the contracted fees as shall be required for compensation for administration or facility expenses incurred up to the time of cancellation whereto supported by contract between supplier and Travursity, LLC.
CANCELLATION OF EXHIBIT SPACE – In the event of cancellation by the exhibitor, no event or any other fees will be refundable except as defined under the contract agreement’s cancellation schedule below.
CANCELLATION SCHEDULE – All contracts and registrations are subjected to cancellations fees and will be enforced based on certain cancellation factors stated herein. Cancellations by a supplier or vendor within 120-91 days prior to a registered or contracted event date will be assessed a 25% cancellation fee. Any registration cancelled 90-61 days before actual event date will be assessed a 50% cancellation fee. If cancellation occurs within 60 days of the actual event date, Travursity, LLC will impose a 100% cancellation fee. All contract registrations will either fall under the above cancellation fee or the cancellation schedule included in the signed contract in effect.
EVENT PERFORMANCE GUARANTEE – Travursity, LLC does not guarantee actual attendance and holds no responsibility for specific attendance at any event. Exhibitors will not be entitled to any portion of reimbursement in full or in part for any event that does not meet expectations or capacity. Travursity, LLC makes no expressed or implied warranty or guarantees as to the success or profitability from exhibiting, sponsoring, or any other promotional involvement with Travursity, LLC, Travursity Travel Showcase or any other contractual agreement between the two parties.
SUPPLIER EVENTS – Exhibitors/Suppliers must refrain from hosting any similar or competing events within 3 days prior to or after the events conclusion in neighboring markets within a 50 mile radius of the event’s location.
CONSENT AND USE OF EXHIBIT – Travursity, LLC may, at its discretion at any time, use photo, audio and/or video during any event and the exhibitors agree to consent to their use for Travursity, LLC to use in its marketing and publicity strategies without any limitations, permissions or compensation.
PROMOTIONAL CONSIDERATIONS – Travursity, LLC at times may offer premium promotional space during each showcase or other Travursity, LLC produced events including, but not limited to signage, advertisements, promotional spots, announcements, marketing and/or sponsorship of shows or special events without regards to any attending or participating supplier and/or vendor. Additionally, there may be opportunities to promote sponsorship on Travursity, LLC’s website for upcoming events, including shows, newsletters and/or electronic communications. Travursity, LLC may at times enter into special agreements with suppliers/vendors for products and/or services that may include promotional opportunities through Travursity, LLC’s distribution channels. These opportunities may be offered at additional costs and will be governed by a separate contract or agreement, depicting specific rules and conditions. Travursity, LLC does not grant exclusive rights to any supplier or exhibitor in part or whole at any event produced by Travursity, LLC unless agreed to by both parties in a written/signed contract.
INSURANCE– Exhibitor shall purchase and maintain insurance for fire, loss, theft and personal liability and Travursity, LLC must be named as an additional insured. Travursity, LLC and/or the host venue shall assume no responsibility for any loss or claim occurring to the exhibitor or exhibitor’s property due to any cause occurring before, during or after the events conclusion.
LICENSES – All exhibitors must conform to all local, state and federal licensing required by law.
COMMUNICATION – Exhibitor agrees to consent to all forms of communication between Travursity, LLC and exhibitor, including, but not limited to receiving faxes and e-mail pertaining to contracted events, future notifications and announcements of upcoming events and offers for participation in future events.
FORCE MAJEURE – Travursity, LLC shall not be liable for any failure of or delay in the performance of this Agreement for the period that such failure or delay is due to causes beyond its reasonable control, including but not limited to acts of God, war, strikes or labor disputes, embargoes, government orders or any other force majeure event. Travursity, LLC reserves the right to reschedule, modify or relocate any event as deemed necessary. The exhibitor consents to these changes and accepts full responsibility to participate in any event per these rules and regulations without any reimbursement in full or in part by Travursity, LLC unless agreed on by both parties in writing. Exhibitor holds Travursity, LLC harmless and from responsibility for any damage to property, losses, or financial liability incurred for such events beyond the control of Travursity, LLC.
INDEMNIFICATION – Exhibitor shall indemnify and hold harmless Travursity, LLC and the host venue from and against any and all claims, damages, losses and expenses including attorneys’ fees arising out of or resulting from the activities of the exhibitor, or the officers, contractors, licensees, agents, servers, employees, guests, invitees or visitors of the exhibitor.
LIABILITY – in no event will Travursity, LLC be liable for any lost profits, lost savings or incidental, indirect, special or consequential damages, arising out of the breach of this agreement, even if advised of the possibility of such damages.
ARBITRATION – All claims and disputes arising under or relating to this Agreement are to be settled by binding arbitration in the state of Florida. The arbitration shall be conducted on a confidential basis pursuant to the Commercial Arbitration Rules of the American Arbitration Association. Any decision or award as a result of any such arbitration proceeding shall be in writing and shall provide an explanation for all conclusions of law and fact and shall include the assessment of costs, expenses, and reasonable attorneys’ fees.
ATTORNEY’S FEES – In the event of litigation relating to the subject matter of this Agreement, the exhibitor shall reimburse Travursity, LLC for all reasonable attorney fees and costs resulting therefrom.
OWNERSHIP – Travursity Travel Showcase™, Travursity Agent Experience™ and www.travursity.com is solely owned by Travursity, LLC and any likenesses or similarities may not be used without the expressed written consent of Travursity, LLC.
COMPLETE AGREEMENT – This Agreement and the Attachments hereto constitute the entire agreement between the contracting parties concerning the subject matter hereof. All prior agreements, discussions, representations, warranties and covenants are merged herein. There are no warranties, representations, covenants or agreements, expressed or implied, between the parties except those expressly set forth in this agreement. Any amendments or modifications of this agreement shall be in writing and executed by the contracting parties.