Terms & Conditions

By exhibiting in the Aspire Showcase, the Exhibitor agrees to accept and abide by the following Terms and Conditions: 

Show hours & space assignments:

SHOWCASE HOURS:  The show hours are: 11 a.m. - 2 p.m. on Monday, April 20, 2020. Dedicated show case hours are 11 - 11:30 a.m. and 12:30 - 2 p.m.
Move In: Exhibitors may install their displays from 10 - 11:00 a.m. on Monday, April 20, 2020. Please advise if more time is required.
Move Out: All exhibit material must be removed from the showcase area immediately following the close of the showcase. No display will be dismantled before the official closing time of 2 p.m., Monday, April 20.
Assignment of space:  Booth spaces will be assigned by AHLA with priority given to Full Day Vendor Packages and Associate Members.  No exhibitor shall transfer, assign, sell or barter assigned space. AHLA and the Conference Organizers reserve the right to re-assign space as it deems necessary or appropriate for the best purposes of the showcase. The exhibitor grants AHLA and Conference Organizers the right to make the final assignment of showcase space.  
The AHLA reserves the right to decline any application for booth space.
Definitions: As used herein, “AHLA” shall mean the Alberta Hotel & Lodging Association and its officers, committees, agents, employees, members, volunteers, and independent contractors or any one or more of them, and “Exhibitor” shall mean the company participating in the Exhibition and its officers, employees, representatives, and agents or any one or more of them.
This agreement shall not be assigned or transferred by the Exhibitor.  It binds the Exhibitor, its directors, officers, employees, agents, volunteers, representatives, and its successors, if any, as well as any affiliated companies and their representatives.
Exhibitor Aspire Registration:  Each exhibiting company will receive one exhibitor registration which includes coffee and the showcase lunch.  Additional staff will be required to purchase a registration to cover the cost of food and administrative costs.
Please note all exhibitors must be 18 years or older. The AHLA reserves the right to refuse showcase admittance to any person(s).

Display Specifications:

Exhibit Space Rental and Features: Exhibitor acknowledges that the showcase price rental includes a table space only. The price does not include any other exhibit services beyond those itemized in this contract. It is understood that the Exhibitor is responsible for supplying booth signage.
Display material and/or equipment must not be positioned in such a manner that it will obstruct or interfere with adjacent exhibits or fire exits.
Backdrops/Drapes: All curtains, bunting, and drapes in an exhibit must meet the standards of the fire department in Edmonton, Alberta. Proof that materials are flame-retardant may be required by the fire marshal. If the fire marshal deems the drape not to be of the standard quality, the drape will have to be replaced with materials that can be provided by the official decorator. Any such replacement, including labour, will be at the exhibitor’s expense.
Care of Premises: The Doubletree by Hilton West Edmonton does not allow signs or other exhibit material to be fastened to walls, doors, etc. in the exhibit area using nails, screws, staples, masking tape, or any other method. The Exhibitor must not write or paint on exhibit area premises and agree to protect floors at all times.   Exhibitors are responsible for any damage to the facility and/or for any cleaning fees charged to AHLA as a result of activities within Exhibitor’s assigned space. Exhibitors are responsible for any damage to the facility.  
Decoration: Exhibitors building special background or side dividers must make certain that the surfaces of such dividers are finished in such a manner as not to be unsightly to Exhibitors in adjoining booths. 
Material Handling/Drayage: Exhibitor agrees to ship, at its own risk and expense, all articles to be exhibited. All shipments must be prepaid. No collect shipments will be accepted. We do not have an official showcase supplier, so we will work with each exhibitor if advance shipping is required.
Obstruction and Projections: No Exhibitor, at any time, shall obstruct, or allow to be obstructed, aisles or open spaces, and no sign or projection may be hung or projected over the aisleways of open spaces or in any way affect the display or view of neighbouring Exhibitors.  

Cancellation Policies:

Cancellation by Exhibitor: Should the Exhibitor wish to cancel arrangements with the AHLA, they may do so by giving the Association written notice prior to March 1, 2020 and a 50% cancellation fee will be charged. No cancellations will be accepted, or refunds issued, after March 1, 2020. 
Cancellation by AHLA: If AHLA should be prevented from holding the Conference or part of the Conference due to any cause beyond its control or if it cannot permit the Exhibitor to occupy his rented space due to circumstances beyond AHLA’s control (including but not limited to strike, fire, civil disobedience, inclement weather, lockout, or act of God) AHLA will refund to the Exhibitor the amount of rental paid by him and shall have no further obligation or liability to the Exhibitor.

Exhibitor Etiquette:

All demonstrations, interviews, advertising, and other activities must take place within assigned booth space.
Hospitality Suites or Rooms are not permitted.
Literature is to be distributed from assigned booths only. Nothing may be placed in areas where delegates are attending sessions.
The AHLA reserves the right to restrict exhibits, which, because of noise or other reasons, become objectionable, and to close, without indemnity, the booth of an Exhibitor who refuses, after notice, to comply with the Terms and Conditions of the instructions of a designated AHLA representative.
Audio Use: Utilization of audio will be allowed if audible only within a two-foot perimeter. The units must fit on the tables provided.  Exhibitor acknowledges and agrees that it shall be solely responsible for obtaining any licences, permits, etc. which may be required to broadcast, perform, or display any copyrighted materials including, but not limited to, music, video, and software. 
Demonstrations: No demonstrations or solicitations shall be permitted outside of the Exhibitors’ assigned space and outside permitted hours, and no signs or placards may be displayed on persons or otherwise outside the assigned exhibit space. 
Objectionable Conduct:  AHLA reserves the right at any time to reject, prohibit, restrict, or remove Exhibitors, exhibits or the operation of exhibits which may be objectionable to the participants or to AHLA. Without limiting the generality of the foregoing, this paragraph applies to personal conduct or printed matter which may be, as determined by AHLA, objectionable or otherwise detracts from the exhibition or the Showcase. AHLA reserves the right to alter or close any exhibit which does not conform with either the Terms and Conditions of this contract or reasonable standards as defined by AHLA in its sole discretion. No refund shall be given under such circumstances.

Administrative Policies:

All credit card payments will be processed by Alberta Hotel & Lodging Association. Any refunds will be issued by Alberta Hotel & Lodging Association within 30 days of the request.
All matters, conduct or behaviour not covered in this contract shall be subject to the judgment of the AHLA, and any decision made by the AHLA shall be final.
Attendees: AHLA does not make any guarantees regarding the demographics or number of attendees.
Compliance: The Exhibitor assumes all responsibility for compliance with all pertinent bylaws, ordinances, regulations, and codes of duly authorized local, provincial, and federal governing bodies concerning fire, safety, and health, together with the rules and regulations of the operators and/or owners of the DoubleTree by Hilton West Edmonton.
Security: Each exhibitor is responsible for safeguarding its goods, materials, equipment, and exhibit at all times during the Aspire showcase.
Neither the AHLA nor The Doubletree by Hilton West Edmonton guarantee the safety of any exhibit material against fire, accident, theft, etc. no matter how caused. Protection of property and safety of persons remains the risk of the Exhibitor or owner of the property.
Insurance: The Exhibitor shall maintain, at Exhibitor’s sole cost and expense, fire, theft, public liability, and property damage insurance in connection with the use of the exhibit space.   
Indemnification: The Exhibitor agrees to protect, indemnify, and hold harmless the AHLA from any and all liability, loss, damage, or expenses resulting from the Exhibitor’s use of the exhibit space.
Liability: Exhibitor assumes all risks of loss for bodily injury or property damage arising from the Exhibitor’s participation in Aspire.
Payment Policy: Full payment is due at the time of showcase registration.  
Photography: AHLA and the Conference Organizers reserve the right to take photographs of the Exhibit Areas, individual exhibits, and individuals within the trade show area for publication in AHLA materials and promotions of future conferences.
Receipt by the AHLA of a paid registration for exhibit space will be construed to mean that the Exhibitor has read and understood these terms & conditions and agrees to abide by them.
The AHLA has the right to enforce any and all portions of these policies and rules.
Information requests:  To reach the conference organizer please contact:
Niesa Silzer (Conference Manager) at nsilzer@detailsinc.ca 
Details Convention & Event Management, 403-277-7377