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Exhibitor and Sponsor License
Last Updated: March 14, 2024
These Regulated Industry Requirements form part of the Agreement between Management and Exhibitor as specified in the Agreement in which these Regulated Industry Requirements were referenced. All capitalized terms not defined herein shall have the meanings ascribed to them in the Agreement.
Alcoholic Beverage Compliance Requirements. Any Exhibitor who engages in the promotion, advertising, sales, or distribution, or provides services in the Exhibit Space utilizing any beer, wine, spirits, or other alcoholic beverages (collectively, “Alcoholic Beverages”) at the Event agrees to the following additional terms and conditions:
1. Alcohol Laws. Exhibitor shall comply with all applicable laws, codes, ordinances, rules, and regulations (including those of the Venue), which relate to Alcoholic Beverages (collectively, the “Alcohol Laws”), and shall give all required notices and obtain all required authorizations, licenses, consents, approvals, and permissions under such Alcohol Laws. In the event there are material changes to the Alcohol Laws which may have the effect of changing whether or not Exhibitor’s contemplated activities onsite at the Event are legal and/or permissible, as determined by Management in its sole discretion, Exhibitor acknowledges and agrees that Management shall have the right to terminate this Agreement immediately, provided, however, that, in such circumstance, Exhibitor shall be entitled to a refund of some of the Fees but shall not be owed any other monies and Management shall not be liable for any costs, damages, fees or other expenses of Exhibitor as a result of any such termination.
2. Use of Exhibit Space. Exhibitor agrees and acknowledges that that Exhibitor shall keep all Alcoholic Beverages within the Exhibit Space at all times during the Event unless otherwise agreed to in writing by Management.
3. Use of the Venue Caterer. Exhibitor acknowledges that all Alcoholic Beverages served at the Event must be served by the Venue’s exclusive house caterer (the “Caterer”) and Exhibitor shall be solely responsible for directly contracting with the Caterer in order to procure Alcoholic Beverages and to serve Alcoholic Beverages at the Event. All Alcoholic Beverage orders and approvals from the Caterer must be received by Exhibitor no later than thirty (30) days prior to the Event. Please note, that the Caterer shall not grant requests for outside alcohol providers due to the nature of liquor licenses held by the Caterer and the Venue and dram shop liability. All Alcoholic Beverages must be purchased by the Caterer from a licensed distributor for resale; the donation of Alcoholic Beverages shall not be allowed in connection with the Event.
4. Additional Insurance. In addition to the insurance requirements of the Agreement, Exhibitor shall maintain Commercial General Liability Insurance with a minimum combined single limit of US$2,000,000 per occurrence and US$3,000,000 in the aggregate and Liquor Liability coverage with a limit of US$2,000,000 per occurrence and $3,000,000 in the aggregate.
5. Age Requirements. Exhibitor shall not promote, advertise, sell, distribute or provide services in connection with any Alcoholic Beverages to any individual at the Event who is under the age of twenty-one (21) and Exhibitor shall be solely responsible for taking all steps necessary (including, but not limited to, checking IDs) to ensure no individual at the Event who is under twenty-one (21) is allowed to receive, purchase, ingest, or use any of Exhibitor’s Alcoholic Beverages. Further, notwithstanding the terms of the Agreement, all Exhibitor Representatives must be twenty-one (21) years of age or older if exhibiting in connection with any Alcoholic Beverages.
6. Additional Compliance. Exhibitor shall comply with, and shall require that the Caterer and/or all Exhibitor Representatives comply with, all requirements of the Agreement, these Regulated Industry Requirements, and all insurance requirements set forth in the Agreement. In connection with the foregoing, Exhibitor shall be solely responsible for, and shall require that the Caterer and/or all Exhibitor Representatives shall be responsible for, taking all steps necessary to ensure that such serving of Alcoholic Beverages is performed in a safe manner and in accordance with all Alcohol Laws, including, without limitation, coordinating such Alcoholic Beverages service with Management and the management of the Venue and ensuring that neither intoxicated invitees nor invitees under twenty-one (21) years of age are allowed to consume Alcoholic Beverages.
Cannabis Product Compliance Requirements. Any Exhibitor who engages in the promotion, advertising, sales, or distribution, or provides services in the Exhibit Space utilizing any products which contain elements derived from the cannabis plant, including without limitation, hemp oil and cannabidiol (“CBD”) (each such product, a “Cannabis Product”) at the Event agrees to the following additional terms and conditions:
1. Cannabis Laws; Certificate of Analysis. Exhibitor shall comply with all applicable laws, codes, ordinances, rules, and regulations (including those of the Venue and those regarding smoking on-site), which relate to Cannabis Products, including, but not limited to, the Controlled Substances Act, the 2014 Farm Bill, and the Agricultural Improvement Act of 2018 (the “Cannabis Laws”) and shall give all required notices and obtain all required authorizations, licenses, consents, approvals and permissions under such Cannabis Laws. In the event there are material changes to the Cannabis Laws which may have the effect of changing whether or not Exhibitor’s contemplated activities onsite at the Event are legal and/or permissible, as determined by Management in its sole discretion, Exhibitor acknowledges and agrees that Management shall have the right to terminate this Agreement immediately, provided, however, that, in such circumstance, Exhibitor shall be entitled to a refund of some of the Fees but shall not be owed any other monies and Management shall not be liable for any costs, damages, fees or other expenses of Exhibitor as a result of any such termination. Further, Exhibitor agrees and acknowledges that Exhibitor's receipt of a License is contingent upon Exhibitor providing a "certificate of analysis" (“COA”) from a reputable laboratory for each Cannabis Product, as well as any other details and information required by Management, at least twenty (20) days prior to the first day of the Event.
2. Use of Exhibit Space. Exhibitor agrees and acknowledges that that Exhibitor shall keep all Cannabis Product within the Exhibit Space at all times during the Event. Exhibitor shall at all times during the Event prominently and visibly post within the Exhibit Space any “CBD” disclaimer language which may be provided by Management in advance of the Event.
3. Age Requirements. Exhibitor shall not promote, advertise, sell, distribute or provide services in connection with any Cannabis Product to any individual at the Event who is under the age of twenty-one (21) and Exhibitor shall be solely responsible for taking all steps necessary (including, but not limited to, checking IDs) to ensure no individual at the Event who is under twenty-one (21) is allowed to receive, purchase, ingest, or use any of Exhibitor’s Cannabis Products. Further, notwithstanding the terms of the Agreement, all Exhibitor Representatives must be twenty-one (21) years of age or older if exhibiting in connection with any Cannabis Products.
4. Additional Representations. Exhibitor represents and warrants that: (1) all COAs and other details and information provided to Management in relation to any Cannabis Product is accurate and correct; and (2) any Cannabis Product promoted, advertised, sold, or distributed on-site at the Event is not in violation of the Cannabis Laws and will not be promoted, advertised, sold, or distributed with a claim of therapeutic benefit or with any other disease claim. In addition to the indemnification obligations in the Agreement, Exhibitor shall indemnify, defend (at Management's election) and hold harmless Management, the Event’s sponsors, the Venue owner, and the city in which the Event is being held if the city owns the Venue, and each of their respective officers, directors, employees and other agents, from and against all claims, losses, suits, damages, judgments, expenses, costs (including, without limitation, reasonable legal fees) and charges of every kind arising out of or resulting from any claims or liabilities in connection with the Cannabis Products.
Exhibitors Bringing Live Animals On Site. Any Exhibitor who brings a live animal on site to the Event agrees to the following additional terms and conditions:
1. Animal Registration and Health. All animals which Exhibitor brings into the Event must be registered in advance with Management by completing a live animal registration form and the corresponding animal health documents (collectively, the “Animal Documentation” each of which shall be included in the Exhibitor Manual or made available upon request) for each such animal. Exhibitor must submit the completed Animal Documentation to Management not later than thirty (30) days prior to the date of the Event. With the exception of service animals, no animals will be allowed into the Event except those for which the Animal Documentation has been received and approved in advance. All animals which Exhibitor brings into the Event must be in good health at the time of the Event. Only animals which meet the official veterinary conditions, as determined by Management and/or by the Venue, may be allowed into the Event. All participating animals are subject to official supervision and control of the veterinary authorities supplied by Management and/or by the Venue, if any. Exhibitor must make any necessary health or ownership documents available upon Management’s request. Upon arrival at the Venue, or at any time during the Event where Management deems it necessary, a veterinary exam may be administered by Management’s or by the Venue’s veterinary authorities. At Management’s sole discretion, any animals which do not comply with these requirements may, without reimbursement of costs to Exhibitor, be excluded from the Event or kept in quarantine for the duration of the Event. Management reserves the right to provide medical treatment to any of Exhibitor’s animals upon necessity without prior consultation of Exhibitor.
2. Safety. Exhibitor shall exercise due care in the protection of his Exhibit Space and any animals Exhibitor brings into the Venue. Exhibitor shall be solely responsible for the actions of any animals which are brought into the Venue by Exhibitor or any Exhibitor Representative, as well as any location where such animal is housed (such as a stable). All dogs which Exhibitor brings into the Event must remain on a leash at all times. Any approved performance of equestrian sport at the Venue shall be carried out at Exhibitor’s own risk. Exhibitor will secure waivers from any Event attendee partaking in any equestrian activity which releases Management and the Venue from any liability in connection with said activity and Exhibitor will ensure that any individual, including an Exhibitor Representative, riding an animal at the Venue shall wear a riding helmet. Exhibitor agrees and acknowledges that riding is only permitted within the arenas designated by Management or the Venue. Riding within any other area is strictly prohibited. Exhibitor agrees and acknowledges that all animals must be led by hand when walking outside of the designated riding areas. The use of any provided riding paths and/or arenas are at Exhibitor’s sole risk. Exhibitors are requested, only to lead their animals by hand on the designated aisles covered with a non-slippery flooring. Riding animals outside the designated riding and demonstration areas is forbidden for safety reasons. If Exhibitor is determined to be involved in activities in violation of these safety regulations, Exhibitor may be removed from the Event immediately, at Management’s sole discretion, without reimbursement of any costs.
3. Additional Damage or Injury. Management shall not be responsible for any damage or injury caused by Exhibitor’s animals, nor for damages to the animals themselves. It is the Exhibitor’s sole responsibility to take care of its animals at all times at the Event, including on the Event floor and before, during, or after any presentations in the Venue. Exhibitor shall be solely liable for any damage which is caused by any of Exhibitor’s animals. In additional the indemnification obligations in the Agreement, Exhibitor shall indemnify and hold harmless Management and the Venue for any damage or injury caused by any of Exhibitor’s animals. Exhibitor is obliged to provide Management with the required certificate of insurance naming as additional insureds RELX, Inc. and their affiliates, the Venue owner, the city in which the Event is being held if the city owns the Venue and any additional party Management may reasonably request before any of Exhibitor’s animals will be allowed on site.