2021 IFDA Annual Convention June 28, 2021-June 30, 2021 Springfield, IL - Exhibitor & Sponsor Prospectus
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Exhibitor & Sponsor
Prospectus
2021 IFDA Annual Convention
June 28, 2021—June 30, 2021
Springfield, IL
2021 IFDA Annual Convention
It’s time to get ready for the 2021 Illinois Funeral
Directors Association Annual Convention! The
Convention is a statewide meeting that attracts the top
funeral care professionals from around the state for
education seminars, networking, and product and
service shopping. Place your company in front of
hundreds of funeral professionals!
This year’s edition of the Convention will be
returning to Springfield for the first time since 2013,
and will be taking place at the BoS Center downtown.
Join us to discover new customers and rekindle old
clientele! If you need to make reservations at our host
hotel, call the President Abraham Lincoln
Springfield—a DoubleTree by Hilton Hotel, 701 E.
Adams St. in Springfield, at 217-544-8800 or click
HERE to register online.
We will be hosting social events on-site, so make sure
you take advantage of our networking opportunities
on and off the exhibit floor. The Early Arrival Meet &
Greet and the Member & Vendor Appreciation Party
are calling your name!
And naturally, we’ll open the exhibit floor for two
days’ worth of mingling with hundreds of attendees
and fellow exhibitors. Between our social events and
exhibit hall, there’s plenty of time to make a
connection!
Important Dates
Associate IFDA Members are emailed the
November 1, 2020
prospectus.
The prospectus is emailed to other potential
November 15, 2020
exhibitors and is published on the IFDA website.
Deadline to be included in Convention
Registration Brochure sent to all Illinois Licensed
March 1, 2021
Funeral Directors and Embalmers (Sponsorship,
Exhibitor Listing, Advertising)
Cancellation/Withdrawal deadline to receive 75%
March 31, 2021
of total booth fee refund
Deadline to be included in onsite Convention
April 30, 2021
Program (Sponsorship, Booth Listing, Advertising)
May 1, 2021 Exhibitors notified of booth assignment
June 28, 2021 Early Arrival Meet & Greet (7:15pm—9:15pm)
Exhibit Installation
Car Dealer Set-up (8:00am—10:00am)
All Other Booths Set-up (11:00am—4:00pm)
June 29, 2021
Exhibit Floor Ribbon Cutting (5:15pm—7:15pm)
Member & Vendor
Appreciation Party (7:15pm—10:15pm)
Exhibit Floor Open (11:00am—2:00pm)
June 30, 2021 Lunch Served on Exhibit Floor (12:00pm)
Dismantle Booths (2:00pm)
Register online at www.ifda.org.
2
Networking
For the 140th year, companies focusing on the death Early Arrival Meet & Greet
care profession will be participating in the IFDA
Annual Convention. This is your primary opportunity The Early Arrival Meet & Greet is the first official get-
to meet funeral directors, funeral home owners, together of the Convention. Held on Monday
professional leaders, interns, students, and other evening, attendees include IFDA leadership, funeral
prospective customers who are most interested in your directors, funeral home owners, guests, and industry
products and services. Maximize your opportunities representatives. This is a can’t miss for anyone looking
and increase ROI by exhibiting at the largest funeral to get quality (and fun!) face-time with attendees.
care exposition in Illinois!
No other show can command state-wide attendance
like the IFDA Annual Convention. With numerous
networking opportunities and events—on and off the
show floor—you can rely on making the valuable
connections that matter most to your agenda.
Connecting with the Right People
Convention attendees are excited to learn about the
solutions that exhibitors and sponsors can provide to
Connecting with the Right People
help them maintain success. The Annual Convention
The largest networking reception is comprised of
gives you the opportunity to connect directly with
funeral directors, funeral home owners, interns,
company decision-makers. These leaders come
students, guests, and industry representatives, all
prepared and focused on hearing about products and
gathered to enjoy this highly anticipated evening. The
services that will help them meet their goals and run
Member & Vendor Appreciation Party has become
their business.
the social highlight of the Convention and if you’re
looking to extend your network, this is the event to
Exhibitors are welcome and
highly encouraged to attend
these social events!
We hope to see you there!
3
Sponsorships
Sponsorship Benefits Opening Session—$1,000
Recognition in the onsite Convention Program Celebrate with the 2021 Illinois Award of Funeral
Guide given to all attendees. Service Distinction recipients, welcome the new IFDA
Board of Directors, reflect on the past year, and
Acknowledgement of partnership in all print, web,
congratulate funeral directors that have been licensed
social media, and digital convention advertising.
for 40, 50, 60, or even 70 years!
Recognition from the podium during Convention.
Event sponsorships include signage recognizing Convention Pens—$1,500
sponsor contribution and featuring company Attendees will appreciate receiving a pen with your
name and logo. logo to use during the entire convention.
Company logo included in sponsor slideshow
Photobooth—$1,500
during intermissions.
An interactive photobooth will be available during the
Recognition on entrance banner outside exhibit
Member & Vendor Appreciation Party so that guests
hall.
can snap fun and memorable photographs!
Sponsor sign to hang inside booth.
Continuing Education Sessions
(x9 Available at $1,000 each)
Show attendees your dedication to their education by
providing top-notch education presentations. There is
one sponsorship available per CE session.
Registration Folder—$1,500
Your brand will be front and center on every
convention attendee packet received at registration.
Convention Show Bags—$2,000
Your company’s logo will appear on the show bags
handed to each attendee at registration.
4
Sponsorships, Cont’d.
Convention Lanyards—$2,500 Exhibit Floor Lunch—$5,000
Place your company logo in a prominent position on Checking out the exhibit hall is tiring and requires
every single badge at Convention! This exclusive spon- nourishment! Sponsor lunch for the attendees—a real
sorship has outstanding visibility. crowd pleaser.
Early Arrival Meet & Greet—$5,000
Anticipation and excitement are in the air as attendees
arrive! Help us get things started at the 2021 IFDA
Annual Convention. Introductions and networking
are king at this must-attend Monday night party.
The Shenanigans—$5,000
The Shenanigans are one of Illinois’ favorite party
bands! This 6-piece group brings lots of energy with a
focus on keeping the dance floor busy. Since 2010,
they’ve been the clear choice for countless brides and
grooms, corporate events, and more.
Refreshment Breaks—$5,000
Learning and networking all day takes a lot out of
convention attendees. Be the hero and provide them
with refreshments between sessions. Attendees will be
thankful for the pick-me-up!
Member & Vendor
Appreciation Party—$5,000
Attendees will thank you for the fun and fabulous
time at the Member & Vendor Appreciation Party!
Partygoers will enjoy food, drinks, music, dancing, and
entertainment!
5
Sponsorships, Cont’d. Advertising
Keynote Address—$5,000 IFDA wants to provide our associate members,
exhibitors, sponsors, and advertisers ample
Karl Wenzel is a graduate of Fountain National
opportunity to create, spread, and enhance brand
Academy of Professional Embalming Skills, a member
awareness. Please review the advertising opportunities
of the Board of Directors of the FNA Embalming
the IFDA Annual Convention allows us to offer you.
Scholarship Fund, and the Canadian Ambassador for
the Academy of Professional Funeral Service Practice.
He has received the Distinguished Professional Service Registration Guide &
Onsite Program Guide Ads
Award, and was an examiner for the Ontario Board of
Funeral Services. Karl has held licenses in Ontario,
Full-Page Ad 7.5” x 10” $499
Nova Scotia, New Brunswick, Manitoba, Alberta, and
Tennessee. Half-Page Ad 3.675” x 10” $249
Karl worked as the Manager of Decedent Care and Quarter-Page Ad 3.675” x 5” $129
Preparational Development for Arbor Memorial, Outside Back Cover 7.5” x 5” $699
Canada’s largest independent conglomerate provider
of funeral services. He traveled extensively to Inside Back Cover 7.5” x 10” $699
transform difficult trauma and hospital cases that
Ads should be 300dpi and of suitable quality for color
would otherwise be unviewable in order to allow
printing.
families a final viewing.
In 2013, Karl became The Dodge Company’s
Registration Inserts—$1,000
Coordinator of Technical Education and Training. He Every Convention attendee receives a registration
provides technical programming and education for packet upon arrival. What’s the best way to spread the
Dodge sales staff and associations worldwide. word about your company? Make sure you’re included
He is the Regional Team Coordinator for the Kenyon in the registration packet!
International Emergency Response, and has been $1,000 will get your full-color advertisement printed
deployed to various locales including Haiti during the and included in every attendee’s registration folder.
2010 earthquake, and Bagram, Afghanistan after the This can be up to a full-page ad, and its content is up
National Airlines Flight 102 crash. to you—coupon, testimony, your exhibit booth,
Karl founded the Canadian School of Advanced Convention sponsorship, or sales pitch! If you supply
PREP with the goal to educate and share his IFDA with your advertising piece, we will take care of
experience and skills with embalmers across the world. the rest.
6
Exhibit Pricing & Information
Service Information
Included
Booth Size Booth Price
Booth Reps The official general service contractor is Best Expo,
Inc. The Exhibitor Services Kit will be available in
Mini-Exhibit $459 2 early April 2021 and is sent to the email address on
your registration.
10x10 $729 4
10x20 $1449 8 What’s Included?
10x30 $2179 12 Each 10x10 exhibit space includes an 8’ draped
back wall and 3’ side rails.
10x40 $2899 16
Mini-Exhibits include a 30” diameter round table
20x20 $2899 16
with one chair. The table is 42” high.
20x30 $4349 24 The show floor is concrete, and the 10’-wide aisles
will be carpeted black.
20x40 $5799 32
Complimentary listing in the 2021 Convention
Registration Guide mailed to all licensed Illinois
Installation
funeral directors (if submitted by March 1, 2021)
Tuesday, June 29, 2021 Complimentary listing in the 2021 Convention
Car Dealer Set-up 8:00am—10:00am On-Site Program (if submitted by April 30, 2021).
All Other Booths Set-up 11:00am—4:00pm
Complimentary listing on the 2021 Convention
webpage upon registration.
Exhibit Floor Hours
7” x 44” Vendor Identification Sign.
Tuesday, June 29, 2021 Four (4) complimentary full convention
Exhibit Floor Ribbon Cutting 5:15pm—7:15pm registrations per 10’x10’ booth (Mini-Exhibits
Wednesday, June 30, 2021 include two registrations).
Exhibit Hall Open 11:00am—2:00pm A list of all registrants who have not opted out of
Lunch on Exhibit Floor at 12:00pm receiving exhibitor marketing materials will be
emailed prior to and after Convention.
Dismantle
Your company will be listed as an exhibitor and/
Wednesday, July 1, 2020 or sponsor on the IFDA website (ifda.org), in
Exhibit Hall Closes 2:00pm IFDA social media promotions, and on the
Dismantle Booths 2:00pm entrance banner outside of the exhibit hall.
Your company will be listed as an exhibitor and/
or sponsor in Annual Convention Registration
Materials if booth is reserved by March 1, 2021.
7Terms & Conditions of Agreement
The Exhibitor/Exhibiting Company identified here on the God, war, labor strike, government emergency or damage or loss
signatory line of this Contract hereinafter referred to as of the Event facility, then this Contract shall be automatically
“Company,” the IFDA 2021 Annual Convention hereinafter cancelled. In such cases, Company’s sole and exclusive remedy
referred to as the “Event,” and the BoS Center hereinafter shall be to receive a pro-rata refund of the amount actually paid
referred to as “Event facility.” by Company under this Contract.
Booth Fee Use and Assignment of Space
The space contracted for is to be used solely by Company and
The booth fee includes (for every 10x10 space) 8ft back drape
Company shall not sublet or assign any portion of the space
and 3ft side drape and 1 one-line ID sign. The show floor is not
without IFDA approval. IFDA will assign space to Company
carpeted. Mini-Exhibits include a 30” diameter 42” high round
prior to the Event and will endeavor to consider any request by
table, one chair, and 1 one-line ID sign.
Company about its proximity to other exhibitors, however, IFDA
Payment and Terms cannot guarantee that all such requests will be honored.
All amounts due from Company must be paid in a timely IFDA RESERVES THE RIGHT TO MAKE THE FINAL
manner by the deadlines established in the Contract. Failure to DETERMINATION OF ALL SPACE ASSIGNMENTS. IFDA
pay the amounts owed by the deadlines may result in termination SHALL HAVE NO LIABILITY FOR ITS FAILURE OR
of this Contract by IFDA. INABILITY TO COMPLY WITH COMPANY’S REQUESTS
Cancellation AND COMPANY SHALL HAVE NO RIGHT TO CANCEL
THIS CONTRACT BECAUSE OF IFDA’S FAILURE TO
By Company. All cancellations must be in writing and will be COMPLY WITH COMPANY’S REQUESTS.
handled according to the schedule below.
Exhibit Content
Date Written Notice Received by IFDA Cancellation Fee Is The Event is designed to provide a showcase for goods and
services specifically designed for or customarily used by the
On or Prior to March 31, 2021 25% of Exhibit Fee industry. Company may not, under any circumstances, display or
promote any goods or services other than its own goods and
On or After April 1, 2021 100% of Exhibit Fee
services of the kind described on the front of this contract.
Company shall at all times conduct itself with decorum and good
Company will remain responsible for the exhibit fee as indicated
taste and in a manner compatible with the general character and
above along with all fees paid or payable by IFDA with respect to
objectives of the Event and IFDA reserves the right to close
Company, including without limitation costs associated with the
Company’s exhibit, withdraw acceptance of the Contract, or
booth, branding, advertising, and similar expense relating to
require Company to change its personnel, exhibits or
Company. These amounts shall be considered to be liquidated
promotional materials in the event Company violates this
and agreed upon damages for the injuries IFDA will suffer as a
paragraph.
result of Company’s cancellation. If Company reduces its space,
IFDA reserves the right to treat such reduction as a cancellation Company’s Authorized Representative
of the original space and purchase of new space, in which event Company must designate at least one person as its representative
the original booth cost will not be reduced or refunded and in connection with installation, operation and removal of its
Company may be required to move to a new location. exhibit. The designated representative shall be authorized to
enter into exhibition service contracts for which Company shall
By IFDA. If Company fails to timely make any payment required
be responsible. The designated representative must be in
by this Contract or otherwise breaches any of its obligations
attendance throughout the Event and shall be responsible for
under this Contract, IFDA may terminate this Contract and
keeping the exhibit neat, staffed and orderly at all times. We
Company’s participation in the Event by providing Company
occasionally use photographs and videos of the Event in
with written notice of termination, and may reassign and/or
promotional materials. By virtue of attendance, Company agrees
resell Company’s booth location to another party. No payments
to likeness in such materials.
made by Company will be refunded under these circumstances.
Functions During Expositions Hours
Of the Event. If IFDA cancels the Event due to circumstances
Company’s booth will be open and fully staffed during all official
beyond its reasonable control including without limitation acts of
8Terms & Conditions of Agreement
Event hours. Company expressly agrees that it will not, nor will Posters, Signs
its employees or representatives, conduct any functions in private Company will not post or exhibit nor allow to be posted or
rooms during the official Event hours. exhibited signs, advertisements, show-bills, lithographs, posters or
cards of any description inside or in front or on any part of Event
Distribution of Materials
facility except upon the regular billboards provided by IFDA or
Company may only distribute samples and promotional materials
Event facility therefore, and will use, post or exhibit only such
at its exhibit booth. Company shall not display any advertising or
signs, advertisements, show-bills, lithographs, posters or card
promotional materials in areas outside of its booth space without
upon such billboards as related to the performance or exhibition
the express written consent of IFDA.
to be given in the demised premises, and for such period of time
Compliance with Laws as designated by IFDA and Event Facility.
Company agrees to comply with all laws of the United States and
Event Capacity
of the State of Illinois, all ordinances of Event facility and the
Company shall not admit to Event facility a larger number of
City of Springfield, and all rules and requirements of the police
persons than the capacity thereof will accommodate, or which
and fire departments or other municipal authorities of the city of
can safely or freely move about in said Event facility and the
Springfield, and will obtain and pay for all necessary permits and
decision of Event facility in this respect shall be final.
licenses, and will not do or suffer to be done anything on said
premises during the term of the Event in violation of any such Lost Articles
laws, ordinances, rules or requirements, and if the attention of Event facility shall have the sole right to collect and have the
Company is called to any such violation on the part of Company, custody of articles left, lost or checked in the building by persons
or any of the persons employed by or admitted to Event facility attending any performance, exhibition or entertainment given or
by Company, Company will immediately desist from and correct held in the demised premises, and Company or any person in
or cause to be corrected such violation. Company’s employ shall not collect nor interfere with the
collection or custody of such articles.
Deface Premises
Company shall not injure, nor mar, nor in any manner deface Concession Sales
said premises, and shall not cause or permit anything to be done Event facility reserves, and at all times shall have, the sole right to
whereby the said premises shall be in any manner injured, sell or give away librettos, flowers, refreshments, beverages, cigars,
marred, or defaced and will not drive or permit to be driven cigarettes, candies, sandwiches, food, periodicals and other
nails, hooks, tacks, or screws into any part of said building and merchandise, and to rent and sell opera glasses, umbrellas and
will not make or allow to be made any alterations of any kind other articles and to conduct check rooms and control programs.
therein. Company shall not engage in or undertake the sale of any of the
aforesaid articles or privileges, without the written consent of the
Pay for Damages
IFDA and Event facility. It is further provided that:
If Event facility is damaged by the act, default or negligence of
-No food or other edibles or drinks shall be sold or given away
the Company, or Company’s agent, employees, patrons, guest, or
free in said building by Company unless authorized in writing by
any person admitted to Event facility by Company, Company will
IFDA and Event facility. Nothing contained herein shall prohibit
pay to Event facility upon demand such sum as shall be necessary
Company from taking orders or consummating sales of services
to restore Event facility to its present condition. The Company
or merchandise which are the subject of the exhibit or exhibition
hereby assumes full responsibility for the character, acts and
for which the premises are leased, and provided that nothing
conduct of all persons admitted to Event facility by the consent
herein contained shall prohibit exhibitors from distributing free
of Company or by or with the consent of any persons acting for
samples incident to a particular exhibit.
or on behalf of Company, and Company agrees to have on hand
-Event facility without discrimination shall receive thirty per cent
at all times, at its own expense, such police force as is deemed
(30%) of the gross sales of all novelty and souvenir programs
necessary by Event facility to maintain order and to protect
offered for sale by Company.
persons and property. In the event of Company’s failure to do so,
-Event facility reserves the right to make its own arrangement
Event facility may obtain and furnish same, and charge the
with professional touring shows relative to sale and distribution
expenses to Company as an additional cost hereunder for the use
of souvenir programs, recording tapes, phonograph records,
of said premises.
souvenirs and other concessionable items. Company MUST
9Terms & Conditions of Agreement
advise any touring company it represents regarding the content of Vehicles and Motorized Equipment
this provision (reservation), such advice to be given in writing Any powered vehicles or equipment that drip oil or staining
with a copy submitted to Event facility. substances will be removed immediately from Event facility and
the responsible party/parties will be charged with cleaning costs
Objectionable Persons
for the removal of stains. Vehicles are permitted in the exhibit
That the Event facility reserves the right through its General
hall for loading/unloading with authorization of Event facility
Manager and its representatives to enter any portion of the
management. Any vehicles that remain on the exhibit floor must
demised premises and to eject any objectionable person or
have plastic or cardboard under all tires and the vehicles’ engine.
persons from said building and upon the exercise of this
Fuel tanks may not be more than 1/4 full. Vehicle electrical
authority through its General Manager, agent, or police,
systems must be disconnected or interrupted by removing battery,
Company hereby waives any right and all claim for damages
cables, or taping contacts with non-conductive electrical tape.
against Company or its agents.
The cap for any fuel tank must be locked or taped down. At no
Installation/Removal of Exhibits time is addition of fuel allowed in or around the Event facility.
Company shall be given sufficient time, on or before June 29, No substance may be applied to tires or vehicles that could
2021, for installation by Company or exhibitors of exhibits, and potentially stain or create a slick surface on the Event facility
all exhibits shall be removed from said premises on or before floor.
11:59pm CST on June 30, 2021. In the event that the several
Increased Insurance Conditions
portions of the said Event facility premises are not vacated by the
That Company shall not do nor permit to be done anything in or
Company by said time, Event facility is authorized to remove
upon any portion of said building or bring or keep anything
from said premises, at the expense of the Company, all goods,
therein or thereupon which will in any way increase conditions of
wares, merchandise and property of any and all kinds and
any insurance policy upon the building or any part thereof, or in
description which may then be occupying the portions of said
any way increase the rate of fire or public liability insurance upon
Event facility premises on which this lease has expired, and said
the building or on property kept therein, or in any way conflict
Event facility shall not be liable for any damage or loss of such
with the regulations of the fire department or with any of the
goods, wares, merchandise or other property which may be
rules, regulations or ordinances of city government or in any way
sustained, either by reason of such removal or the place to which
obstruct or interfere with the rights of other tenants in said
it may be removed, and the Event facility is hereby expressly
building or injure or annoy them.
released from any and all claims for damages of whatever kind or
nature. Hazardous Materials
All hazardous materials must be registered with the Event facility.
Loading Locations
Company must submit the OSHA Material Safety Data Sheet on
Loading and unloading through the facility’s main entrance is
hazardous material to IFDA at least 60 days prior to the event.
strictly prohibited. Exhibitors must only use designated loading
Hazardous materials (chemicals, gases, batteries, paints, oils,
bays, and overhead doors at docks. For security reasons, other
petroleum products, corrosives, solvents and biological
exterior doors may not be propped open for any reason. Event
contaminants including blood, body fluids, organic matter,
space doors are to remain closed while loading is occurring in
cadavers, used first aid supplies and sharps) are the responsibility
order to prevent noise, fumes, and climate change in the public
of the Company and its representative(s).
space. Equipment or road boxes are not to be transported
through the public areas. Right to Inspect
Event facility management and security personnel have the
Access of Building
reserved right to inspect any package, purse, box, bag, container,
For the safety of Event facility users, exhibitors, service
briefcase, luggage, or cooler brought in or taken off Event facility
contractors, and all event promoters will only be allowed to
property.
access Event facility through dock areas during move-in and move
-out times. If Company desires access outside of these times, Weaponry
Company will be responsible for the cost associated with having a No firearms or other weaponry are to be present at the Event
security officer to monitor access to the rear sections of the facility without express consent of IFDA.
building. Otherwise all rear service hall doors and docks will be
locked during show hours.
10Terms & Conditions of Agreement
Drone/Unmanned Aerial Vehicles Policy unlawful and the Company shall, immediately upon receipt of
The use of any remote-controlled drone, UAV or UAS, is such demand, make such changes and require and enforce such
prohibited on or over any facility properties under the control of changes by all persons involved.
Event Facility at any time. All inquiries regarding this policy and
Gambling
the use of drones in any of these areas should be directed to the
Gambling is not permitted within Facility unless approved in
Event Manager.
writing by Facility general manager.
Liquid Disposal
Lease Reassignment
No oils, combustibles or any liquids other than water may be
That Company shall not assign this Lease without the written
poured in drainage or sewer systems of Event facility. No tools,
consent of the Event facility nor suffer any use of said premises
machines, cookware or any other items may be emptied, washed
other than herein specified.
or rinsed in the building’s restrooms. Fountains, aquariums,
pools, etc. may not be filled by Center users from restrooms or Utilities
janitorial closets. If Company or any exhibitor of Company so desires, upon the
written order of such exhibitor or Company Event facility will
Smoking/Vaping
cause electric and wired internet service or connections to be
In compliance with the Smoke Free Illinois Act, smoking and/or
installed, adjusted, or effected as follows:
vaping is not permitted in the building or within 15 feet of any
- Electricity & Wired Internet: At Exhibitors’ expense at standard
entrances, exits or ventilation intakes.
rates for connection as per schedule to be established from time
Fog Machines to time by the Event facility.
Water, chemical, or dry ice fog/haze machines are not permitted - Gas and Plumbing: At Company’s expense at the standard rates
inside the Facility without prior written permission from the for connection and consumption of gas or water as per schedule
Facility Managing Director. Requests to utilize fog or haze to be established from time to time by the Event facility.
machines are not guaranteed and are required to be submitted 60 Contracts for all installations shall be made with contractors
days prior to the first day of the event. designated by Event facility in accordance with Event facility’s
prevailing practice, and Company shall be responsible for all
Electric Illumination
charges arising from the contracts, and in addition shall be
That Company shall not, without the written consent of the
responsible for all expense incurred by Event facility for
Event facility, put up or operate any engine or motor or
Company or its exhibitors, for which Event facility has accepted
machinery on the demised premises or use oils, burning fluids,
as written order from the Company or exhibitor.
camphene, kerosene, naphtha or gasoline for either mechanical
or other purposes or any other agent than electricity for Access To Premises
illuminating the demised premises. Event facility, its representatives, employees and concessionaires,
shall at all times have free access to said premises.
Immoral (Improper) Purpose
That Company shall not permit the demised premises to be used Animals/Vehicles
for lodging rooms, or for any improper, immoral or objectionable No vehicles or animals, other than service animals, shall be
purpose, and the decision of Event facility general manager in brought into the premises without the consent of the Event
these matters shall be final. Company shall not conduct or allow facility general manager.
any exhibitor or other party to conduct any activity, performance,
Thrown Objects
exhibition or entertainment in or upon the described premises,
Company shall not permit anything to be thrown out of the
which is illegal, indecent, obscene or immoral; and should any
windows or doors, or into the passages, courts or other areas of
such exhibition or performance or any part thereof be deemed by
the building.
Event facility general manager to be unlawful, indecent, obscene,
lewd, or immoral, said Event facility general manager, on the part Abandoned Property
of the Event facility, shall have the right to demand of the Any property left for more than thirty (30) days after the
Company and all exhibitors and entertainment performers that termination of this event may, at the Event facility general
they immediately delete such portions of the production or manager’s option, be deemed to have been abandoned by
rewrite or have changed the said attraction so that it will not be Company, and the Event facility may at its option take possession
11Terms & Conditions of Agreement
thereof as its own property or destroy or otherwise dispose of and the performance, reproduction and use of musical, literary
same. Company hereby waiving any rights to claim the value and artistic works or the use of the name of the performer or
thereof or damages therefore and the Event facility hereby performing individuals or group. Company warrants that in the
reserves the right to recover from Company the costs of disposing performance of this agreement it will not infringe any statutory
of or storing same, as the case may be. common law or other right of any person in performing,
reproducing or otherwise making use of any work or material or
Control of Temperature
performer or performing group. Company will indemnify, save
Event facility reserved the right to control the temperature of the
and hold harmless the Event facility and its officers, agents,
premises and to handle and control the heat and/or air
employees and servants from and against all claims, costs and
conditioning of the premises.
expenses, including legal fees, demands, actions and liabilities of
Distribution of Literature every kind and character whatsoever with respect to copyright
Company may make announcements or distribute literature on and trademark rights, and the performance, reproduction and
the lease premises only concerning its own event or performance use of musical, literary and artistic work or in the name of
to be held on the leased premises and then only at such event or performing individual or group. Company authorizes the
performance. withholding of payment under this agreement pending final
Occupancy Disruption disposition of any claim which may result from the foregoing and
If the said Event facility premises or any part thereof shall be indemnification.
destroyed or damaged by fire or any other cause, or if riots, civil Royalties/Claims
commotion or any other casualty or unforeseen occurrences, or Company agrees to pay when due all royalties, license fees and
strikes, lockouts, boycotts, or labor disputes of any kind, shall other charges accruing or becoming due to any firm, person or
render fulfillment of this contract by the Event facility corporation by reason of any music, either live or recorded, or
impossible, it shall not in any case be liable to Company for any other entertainment of any kind or nature, played, staged or
damages caused thereby. produced by the Company, its agents, employees, subtenants or
TV/Broadcastings licensees upon or within the premises covered by this rental
No performance or event presented in Event facility shall be agreement, including, but not limited to, royalties or licensing
broadcasted or televised or in any manner recorded for fees due to BMI, ASCAP or SESAC. Company agrees to hold
reproduction without an agreement in writing between the harmless the Event facility, its agents and employees against any
Company and the Event facility respecting the times and media and all such claims and charges, and to defend, at its own
of such broadcast, such additional compensation to the Event expense, any and all such claims and charges. Company shall
facility as the parties may agree upon, in any event, upon the have the right, however, to protect, and if desired, to litigate and
express condition that all expenses pertaining thereto will be adjudicate any and all of such claims.
prepaid in advance by the Company. Condition of Premises, Liability
Copyright Fees It is distinctly understood that in no case shall the Event facility
Company warrants and represents that no music, literary or or its officers or employees or any of them be held responsible for
artistic work or other property protected by copyright, nor the any damage, loss, or injury of any character to Company or to
name of any performing individual or group protected by any person or property on or about the demised premises or
trademark will be performed, reproduced or used in the other portions of the building occurring during any period of
performance of this agreement unless the Company has Company’s use of the premises, howsoever arising.
previously thereto obtained written permission from the Company Responsible For Premises
copyright or trademark holder. Company acknowledges he acts Company hereby assumes responsibility for the condition of the
under this agreement as an independent contractor, charged with premises and Event facility shall not be liable in damages for
the responsibility in his sole discretion for selection, injury caused by any vice or defect therein to any tenant or
performances, reproduction and use of such musical, literary and occupant, nor to anyone in the building or on the premises by
artistic works and such individual performer or group of license or Company, unless Event facility knows of such vice or
performers as he deems appropriate and that he undertakes strict defect and fails to remedy same within a reasonable time after
compliance with all laws respecting copyrights and trademarks acquisition of such knowledge.
12Terms & Conditions of Agreement
Violation of Laws - That, it will not discriminate against any employee or applicant
It is also agreed that any violation of the rules of the Event facility for employment because of race, color, religion, sex, national
manager, Municipal laws (including Fire Department and Police origin or ancestry.
Department regulations), or of the County, State or Federal
- That, if it hires additional employees in order to perform this
Government permitted by the Company in or upon the Event
contract or any portion hereof, it will determine the availability
facility premises, shall entitle the Event facility to immediately
(in accordance with the Commission’s Rules and Regulations for
terminate this agreement and remove the Company and all of its
Public Contracts) of minorities and women in the area(s) from
property, and any or all exhibitors or other occupants and their
which it may reasonably recruit and it will hire for each job
property, from the premises forthwith and without legal process.
classification for which employees are hired in such a way that
Real Party To Contract minorities and women are not underutilized.
Unless otherwise recited herein, it is understood and agreed that
- That, in all solicitations or advertisements for employees placed
the Company named herein is the real party in interest as such
by it or on its behalf, it will state that all applicants will be
Company and is not acting for or on behalf of any undisclosed
afforded equal opportunity without discrimination because of
principal, that if it shall hereafter appear that the named
race, color, religion, sex, national origin or ancestry.
Company is not the real party in interest or is acting for a
previously undisclosed principal, that fact shall be ground for the - That, it will send to each labor organization or representative of
immediate cancellation of this contract or any remaining portion workers with which it has or is bound by a collective bargaining
thereof without liability on the part of the Event facility or its or other agreement or understanding, a notice advising such
agents except for the return of any unearned portion of the rent. labor organization or representative of the contractor’s
obligations under the Illinois Fair Employment Practices Act and
Shipments of Property
the Commission’s Rules and Regulations for Public Contract. If
In the receipt, handling, care or custody of property of any kind
any such labor organization or representative fails or refuses to
shipped or otherwise delivered to the premises either prior to,
cooperate with the contractor in its efforts to comply with such
during or subsequent to the term of this lease, Event facility is
Act and Rules and Regulations, the contractor will promptly so
acting for the accommodation and sole benefit of Company and
notify the Illinois Fair Employment Practices Commission for
shall not be liable for any loss, damage, or injury of such
purposes of investigation to ascertain compliance with the Illinois
property, unless caused by the gross neglect or bad faith of the
Fair Employment Practices Act and the Commission’s Rules and
Event facility.
Regulations for Public Contracts.
Binding Effect, Variations
- That, it will in all respects comply with the Illinois Fair
All terms and conditions of this written lease shall be binding
Employment Practices Act and the Commission’s Rules and
upon the parties, their heirs and assigns, and cannot be varied or
Regulations for Public Contracts.
waived by any representations or promise on the part of any
agent or other person of the parties hereto unless the same be in - That, it will permit access to all relevant books, records,
writing and mutually signed by the duly authorized agent or accounts and work sites by personnel of the Event facility and the
agents of the parties hereto. Illinois Fair Employment Practices Commission for purposes of
investigation to ascertain compliance with the Illinois Fair
Fair Employment Practices
Employment Practices Act and the Commission’s Rules and
In the event of the Company’s noncompliance with any
Regulations for Public Contracts.
provision of this Equal Employment Opportunity Clause, the
Illinois Fair Employment Practices Act, or the Fair Employment - That, it will include verbatim or by reference the provisions of
Practices Commission’s Rules and Regulations for Public paragraphs 1 through 7 of this clause in every performance
Contracts, the Company may be declared non-responsible and subcontract as defined in Section 2.10(b) of the Commission’s
therefore ineligible for future contracts with the Event facility Rules and Regulations for Public Contracts so that such
and the contracts may be cancelled or voided in whole or in part, provisions will be binding upon every such subcontractor; and
and such other sanctions or penalties may be imposed or that it will also include the provisions of paragraphs 1, 5, 6 and 7
remedies invoked as provided by statute or regulation. During in every supply subcontract as defined in Section 2.10(a) of the
the performance of this agreement, the Company agrees as Commission’s Rules and Regulations for Public Contracts so that
follows: such provisions will be binding upon every such subcontractor.
13Terms & Conditions of Agreement
In the same manner as with other provisions of this contract, the assigns, nor the Owner or manager of the Event facility, shall
contractor will be liable for compliance with applicable have any liability to Company relating to the Event, regardless of
provisions of this clause by all its subcontractors; and further it cause or type of claim. Company expressly waives and releases all
will promptly notify the contracting agency and the Illinois Fair of them from any liabilities relating to or arising from any loss,
Employment Practices Commission in the event any damage or injury to persons or property. Company shall be
subcontractor fails or refuses to comply therewith. In addition, responsible for all costs and damages to the Event facility or the
no contractor will utilize any subcontractor declared by the other Exhibitors’ property which are caused by Company or its
Commission to be non-responsible and therefore ineligible for employees, personnel, agents or representatives, and shall
contracts or subcontracts with the State of Illinois or any of its promptly pay for the same.
political subdivisions or municipal corporations.
Limitation on Liability
Independent Contractors Under no circumstances shall IFDA or the Event facility owner
It is agreed that the Company is, and shall at all times be or manager be liable for any lost profits, consequential,
considered and construed to be an independent contractor, and incidental, special, indirect or punitive damages for any reason.
in no way the employee or agent of the Event facility. Under no circumstances shall IFDA’s liability for any reason
exceed the amount actually paid by Company under this
Reserved, Fixed Dates
Contract. IFDA makes no representations or warranties, express
This permit agreement shall not be construed as in any way
or implied, about the number and nature of attendees, other
granting or reserving the dates included herein for any year other
exhibitors, or any other matters relating to the Event, and IFDA
than the year stated in this agreement; nor as fixing, establishing
expressly disclaims the same.
or recognizing any priority for such dates or for any other dates.
Indemnification
Evacuation
Company agrees to defend, indemnify and hold harmless IFDA
Event facility reserves the right to evacuate the premises during
and the Event facility owner and manager (collectively,
any activity in progress where it is deemed necessary for the safety
“Indemnitees”) from and against all claims, demands, actions,
of the general public. Any performance in progress shall be
damages, losses, costs, liabilities, expenses and judgments
stopped for the duration of any period deemed necessary, and it
recovered from or asserted against one or more of the
is further understood and agreed that Event facility shall have the
Indemnitees on account of injury or damage to person or
right to extinguish all lights in the leased premises for the
property to the extent that (a) any such damage or injury may be
duration of any such period. The Company further agrees that it
incident to, rise out of, or be caused, either proximately or
has inspected the leased premises and its equipment and that the
remotely, wholly or in part, by an act, omission, negligence or
same are in proper condition for the uses contemplated. That
misconduct on the part of Company or of any of its booth
any matters not herein expressly provided for shall be at the
personnel, representatives, agents, servants, employees,
discretion of the Event facility general manager.
contractors, patrons, guests, licensees or invitees, or of any other
Rate of Wages person entering in or about the Company’s booth space with the
All work performed hereunder shall be performed at not less express or implied permission of Company; (b) any such injury or
than the current prevailing rate of wages. damage is the result, proximate or remote, of the violation by
Assumption of All Risks; Releases Company or of any of its booth personnel, representatives,
Company shall be solely responsible for all risks associated with agents, servants, employees, contractors, patrons, guests, licensees
its participation in the Event, including without limitation, all or invitees of any law, ordinance or governmental order of any
risks of theft, loss, harm, damage or injury to person or property, kind; (c) any such injury or damage arises from or relates to the
regardless of the cause. Company shall be solely responsible for Company’s participation in, or presence at, the Event or the
its property and all losses and damages to its property. operation or use of Company’s exhibitor booth space; or (d) any
Company’s responsibilities under this paragraph include sole such damage or loss arises from or relates to any violation or
responsibility and liability for all of Company’s property and infringement of any party’s patent, copyright, trademark or other
persons while in transit to and from the Event facility and while intellectual property rights. Company shall not be required to
located in the facility. Neither IFDA nor its officers, directors, indemnify any Indemnitee for any proportionate share of the
employees, contractors, vendors, agents, representatives or above damages that is the result of the gross negligence or willful
14Terms & Conditions of Agreement
misconduct of that Indemnitee. Company covenants and agrees Other Contracts
that in the event an Indemnitee is made a party to any litigation IFDA may be subject to other contracts governing the Event,
commenced by or against Company or relating to this Contract including contracts with the Event facility and contracts with
or to Company’s participation in the Event, then Company shall certain contractors hired to perform exclusive services for the
pay all costs and expenses, including reasonable attorney’s fees Event. Company shall observe the terms of all such contracts
and court costs, incurred by that Indemnitee by virtue of such and, to the extent needed for the Event; Company shall use only
litigation. those exclusive contractors to perform the type of services under
contract.
Americans With Disabilities Act
Company acknowledges their responsibilities under the Integration
Americans with Disabilities Act (hereinafter “Act”) to make their This contract contains the entire agreement between IFDA and
booths accessible to handicapped persons. Company shall also Company. It may not be orally modified. Only an agreement in
indemnify and hold harmless IFDA and Event facility against writing signed by a duly authorized representative of the party
cost, expense, liability or damage, which may be incident to, arise against whom enforcement or waiver or modification is sought
out of or be caused by Company’s failure to have their booth will be enforceable.
comply with requirements under the Act. Company shall
Severability
indemnify and hold harmless the City of Springfield, their
In the event any provision in this Contract is deemed to be
agents, employees, servants, and officials from any and all claims,
invalid or unenforceable by a court of competent jurisdiction,
losses, damages, or expenses, including reasonable attorney’s fees,
that provision shall be considered severed from this Contract and
arising out of or resulting from Company’s failure to comply with
the rest of the Contract shall remain in full force and effect.
the ADA or applicable regulations.
Photo Release
Choice of Law and Forum
We occasionally use photographs or videos of our exhibitors/
This contract shall be governed by the laws of the State of
sponsors/advertisers in promotional materials. By virtue of your
Illinois. Any action commenced by Company arising out of or
attendance, you automatically agree to usage of your likeness in
relating to this Agreement, or arising out of or relating to the
such materials.
Event, shall be brought solely in the state circuit court in
Sangamon County, Illinois or in the federal court in Sangamon Other Rules and Regulations
County, Illinois, as appropriate, unless IFDA consents in writing IFDA RESERVES THE RIGHT TO CHANGE THE
to another forum. Company consents to the jurisdiction of these EXHIBITOR MANUAL AND TO MAKE ADDITIONAL
courts for the resolution of any action arising out of or relating to RULES AND REGULATIONS AS IT DEEMS TO BE IN THE
this Contract, or arising out of or relating to the Event. BEST INTERESTS OF THE EVENT. IFDA SHALL HAVE
SOLE POWER TO INTERPRET, AMEND AND ENFORCE
Service Animals
RULES AND REGULATIONS. THIS CONTRACT DOES
ADA service animals are the only animals permitted in the
NOT LIMIT THE REMEDIES AVAILABLE TO IFDA IN THE
Center. The ADA defines service animals as animals that are
EVENT OF A BREACH OF CONTRACT BY COMPANY,
individually trained to perform tasks for people with disabilities
AND IN SUCH CASE, IFDA MAY PURSUE ANY REMEDY
such as guiding people who are blind, alerting people who are
AVAILABLE TO IT UNDER CONTRACT, BY LAW OR IN
deaf, pulling wheelchairs, alerting and protecting a person who is
EQUITY.
having a seizure, or performing other special tasks.
The above Terms and Conditions are accepted by Company
Resolution of Disputes
upon signing and returning the Convention Contract.
In the event of a dispute or disagreement between Company and
an official contractor, or between Company and a labor union or
labor union representative, or between two or more exhibitors, or
concerning the interpretation of the rules and regulations, the
actions or decision concerning this dispute or disagreement by
IFDA intended to resolve the dispute or disagreement shall be
final and binding on Company.
152021 Convention Contract
Company Name: ______________________________________________________________________________________
Exhibiting as (if different than above): ______________________________________________________________________
Address: _____________________________________________________________________________________________
City: _____________________________________________________ State: __________ Zip: _______________
Business Phone: _______________________________________ Website: ____________________________________
Description of Product/Service: ___________________________________________________________________________
Primary Contact: _______________________________________ Phone: _____________________________________
Email: _______________________________________________________________________________________________
Exhibitor/Sponsor wishes to have a booth/exhibit/ad space at the 2021 IFDA Annual Convention. By signing below, Exhibitor/Sponsor acknowledges
receipt of the Contract and agrees to the terms set forth on this page, the 2021 IFDA Annual Convention Prospectus, and the Terms & Conditions of
Agreement. This Contract shall be valid and binding only upon acceptance by IFDA. You/Your Agent agree to receive general show communications from
show management, from its representatives, and from official show vendors.
Printed Name: __________________________________________ Title: _______________________________________
Authorized Signature: ____________________________________ Date: _______________________________________
Booth/Ad/Sponsorship Selection
IFDA will not hold booth/ad space without a completed contract and full payment received. See Terms & Conditions for details.
Exhibit Space Preferences: Please select three booth choices.
_____________ Booth Space(s) $ _________________ IFDA will communicate with the Primary Contact listed on this
contract to confirm a location.
_____________ Add’l Booth Staff
($60 each in addition to included) $ _________________
#1: ____________ #2: ___________ #3: ____________
_____________ Sponsorship(s) $ _________________
_____________ Advertising $ _________________ We prefer to NOT be near the following companies (IFDA will
do its best to avoid placing you near those listed. However,
Total: $ _________________ sometimes it cannot be avoided.):
________________________________________________
Add’l Details for Ad/Sponsorship: ______________________
________________________________________________ ________________________________________________
________________________________________________
________________________________________________
________________________________________________
Booth Attendee Name(s): ____________________________
________________________________________________
CHK AMEX VISA MC DISC
________________________________________________
Name: _________________________________________
________________________________________________
Card #: _________________________________________ ________________________________________________
Exp: ___________________________________________ ________________________________________________
Signature: _______________________________________
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