2023 VENDOR CONTRACT

Vendor Hall Hours

Set-up Thursday March 2, 2023: 1:00-7:00PM

Hall open Friday March 3, 2023: 8:00AM-5:00PM

Saturday March 4, 2023: 8:00AM-1:00PM

Tear down Saturday March 4, 2023: 1:00-7:00PM

Booths

Booths are 8’X10’ = $900.00. Each booth is fully carpeted and includes one 6’ table and two chairs. Booth registration includes two complimentary conference badges. Additional badges may be purchased at $75.00 each.

Tabletops

Tabletops are $500.00. Each tabletop space includes one 6’ table and one chair and is fully carpeted. Tabletop registration includes one complimentary conference badge. Additional badges may be purchased at $75.00 each.

App Only

App-only vendors are listed with a profile in our conference app. Conference participants will be able to visit your profile, view your content and/or use a sign-up link (provided by you). You may also post video conferencing links for when you are available to meet.

Payment

Fees are payable by check, in US funds, drawn on a US bank only, by credit card or by wire transfer. 50% deposit is due when submitting this contract. Full payment is due by January 16, 2023 (Martin Luther King Day). For wire transfer, please contact us for banking information.

Space Assignment

Vendors will be assigned on a first come-first served basis with preferred space allotted for those who register early and sponsor events at the conference.

Contract Terms and Conditions

This contract is made between the Northeast Conference on the Teaching of Foreign Languages (hereafter “NECTFL”) and the company, agency, or association completing the contract for vendor space. (hereafter “the vendor”) for lease of certain vendor space, to be assigned by NECTFL, during the 2023 Northeast Conference. This contract shall be in effect upon its execution by NECTFL.

Agreement

Vendors and their employees agree to the prices on this contract and agree to abide by contract termans and conditions below, as well as those in the vendor kit or those listed by Freeman. Submission of the online contract constitutes acceptance of and agreement to all of the following terms.

Eligibility to Vend

The Northeast Conference on the Teaching of Foreign Languages (“NECTFL”) is a “trade only” and educational conference. NECTFL reserves the right to cancel or refuse rental of a booth or tabletop space by any organization deemed, in the judgment of the Board of Directors, to be incompatible, or that intends to distribute materials to Conference participants deemed incompatible with the mission of NECTFL or NECTFL’s obligations as a tax-exempt 501(c) (3) not for profit organization.

Costs, Payment Schedule

Receipt of 50% deposit per booth space or full payment per tabletop is required at the time of contract submission. Contract not valid without payment. Payment for balance of booth space due by January 16, 2023. After January 16, 2023 payment in full must be made with contract submission. Payments must be made in US currency.

Contract Cancellation

Upon submission of the online contract by both parties, it shall be legally binding. A $250 per booth cancellation service fee will be charged. No refunds of any kind will be made after January 16, 2022 and any requests for refunds must be submitted prior to that date and be submitted in writing. If the Vendor does not fully perform the provisions of this contract, the Vendor shall forfeit the amount paid for the space rental, regardless whether the space is subsequently rented. Additionally, NECTFL is not responsible for any payment, or consequential expenses of any type, which may result from NECTFL’s cancellation of or refusal to rent booth or tabletop space.

Floor Plan and Display Configuration

Booths are empty 8’X10’ piped and raped spaces and include one 6’ table and two chairs. Tabletops are at the rear of the main hall and have one 6’ draped table and a chair. The vendor hall is carpeted. Booth arrangements must conform to the space diagram as shown in the floor plan. A Vendor may request, but is not guaranteed, an alternate configuration.

Line of Sight and Other Restrictions

All booths and tabletops must be set up so that adjacent booths and tabletops are clearly visible and not obstructed in any way. Regardless of the size or configuration of the booth area, display materials shall be arranged in such a way so as not to obstruct sight lines of neighboring vendors. The maximum height of 8’ is allowed only in the rear area of the booth space and 4’ height restriction in the remaining booth space to the aisle. Approval of the use of all hanging signs and graphics should be requested ahead of time by the vendor.

Demonstration

For the safety and courtesy of others, vendors must conduct product demonstrations and sales in a way that ensures all vendor personnel and Conference participants are within the designated vendor space and do not encroach on the aisles, passageways, overhead space, or neighboring displays. It is the responsibility of each vendor to arrange displays, product presentations, audiovisual presentations and demonstration areas to ensure compliance with this policy.

Show Decorator

The official show decorator is Freeman. Information for ordering booth furnishing (such as tables, chairs, shelves, etc) as well as shipping, material handling and other services will be sent via email by the decorator approximately 60 days prior to the show. Vendor shall abide by agreements made by, between and among NECTFL , the hotel and any unions or other labor groups having jurisdiction at the facility. Electrical connections must be ordered through the NY Hilton Midtown.

Security

NECTFL in its discretion may provide security in the vendor hall and other conference areas. However, the provision of this service shall not be construed to be an assumption of obligation or duty with respect to the property of the Vendor, which shall at all times remain in the sole possession and custody of each Vendor and shall be the sole responsibility of each Vendor. At no time will either NECTFL or its security personnel be responsible for any Vendor’s property left unattended in the Vendor hall. We recommend, as has been a long-standing practice, that Vendors remove any items of value from the tabletop when the area is closed.

Teardown

Teardown begins at 1:00PM on Saturday March 4, 2023 and not any sooner. All exhibits and displays must remain in place and staffed during the published hours of the Conference, up until the teardown start. Failure to comply may preclude participation in future conferences.

Sublease

The Vendor may not sublet, assign or apportion any part of its allotted space. The space assigned to the Vendor by NECTFL is for that Vendor’s use only.

Light, Sound, Music, Copyright

All spotlight or floodlight fixtures must be positioned so as not to interfere with other Vendors or participants. In general, Vendors may use sound equipment in booths or on tabletops, provided the noise level, in NECTFL’s judgment, does not disrupt the activities of neighboring Vendors. Sound and noise must not exceed 85 decibels. Permission to conduct live entertainment in the booth areas must be requested in writing from NECTFL at least 60 days before the Conference. NECTFL assumes no liability for Vendor’s violations of copyright law. The Vendor agrees to indemnify, defend and hold harmless NECTFL as well as its agents or employees from any and all losses damages, claims, including attorney’s fees, costs and expenses it incurs as a result of the Vendor’s actual or alleged violation of copyright laws,

Structural Integrity

All displays must be designed and erected in a manner that will withstand normal contact or vibration caused by inter alia, neighboring Vendors, hall laborers, or installation or dismantling equipment such as forklifts. Displays must also be able to withstand moderate wind effects which may caused by freight doors being opened. NECTFL assumes no liability for the Vendor’s failure to comply with this policy, including for losses, damages, and claims resulting from noncompliance with this policy.

Fire & Safety Regulations

All local, state and federal fire and/or safety regulations will be strictly enforced and the Vendor assumes all responsibility for compliance with such regulations. All decorations must be flameproof. No combustible materials, merchandise or signs may be attached to, hung, draped over or stored around the booths or tabletops.

Care of Premises

No part of the display nor signs or other materials may be pasted, nailed, taped, or otherwise affixed to walls, doors or other surfaces in a way that might mar or deface the premises, booth display or furnishings. Nothing may be rigged, suspended from or attached to any hotel mechanical system. Damage resulting from failure to observe this notice is payable by the Vendor.

Environmental Responsibility

Displays create waste. Vendors should utilize recycled, renewable or energy efficient materials whenever possible, and should recycle excess materials and supplies using methods that result in minimal environmental impact.

Maintenance

The hotel staff will sweep and clean halls and aisles in vendor hall. Each Vendor has the responsibility to clean his or her own booth or tabletop.

Americans with Disabilities Act (ADA)

All Vendors must comply with the Americans with Disabilities Act and are encouraged to be sensitive and as accommodating as possible to participants with disabilities. Information on the act is available at www.ada.gov

Liability and Insurance

The Vendor assumes all responsibility and liability for losses, damages, and claims of any type resulting from the Vendors activities at the Conference, including for materials or products the Vendor distributes to Conference participants, and will indemnify, defend, and hold harmless NECTFL as well as its agents, employees from any and all such losses, damages, and claims including attorney’s fees, costs and expenses resulting therefrom. Insurance is the sole responsibility of the Vendor.

Force Majeure

NECTFL shall not be financially obligated to the Vendor or otherwise liable if the Conference is cancelled or deferred on account of inclement weather, strikes, fires, casualties, war, government regulation, civil disorder, curtailment of transportation facilities, pandemic, acts of God or any other cause beyond its control.

Have a question? Contact us at info@nectfl.org.