EXHIBITOR/VENDOR BOOTH CONTRACT

Organization of Black Aerospace Professionals 2024 Conference

August 21 – 23, 2024 • Renasant Convention Center • Memphis, Tennessee 

Organization of Black Aerospace Professionals (OBAP) reserves the right to assign Exhibit Booth space. If registration payment is received prior to January 31, 2024, the registrant will receive the "early" pricing as listed in the 48th Annual Conference Sponsor and Exhibitor guide. Refer questions to hbaptiste@obap.org.

We hereby agree to the rules and regulations of OBAP as set forth in this contract in conjunction with the associated invoice. In consideration for the use of exhibit space, we agree to pay the invoiced amount per the payment terms listed on the invoice. Full payment must accompany this contract. Cancellations of booth space will not be accepted after July 12, 2024. Notice of cancellation after July 12, 2024, obligates the exhibitor/vendor to pay 100% of the space rental fee. Cancellations must be in writing to hbaptiste@obap.org.

EXHIBIT INFORMATION AND REGULATIONS

This section becomes a part of the executed contract between the Exhibitor and Organization of Black Aerospace Professionals (OBAP).

SPACE ASSIGNMENT

Please make your reservations prior to July 12, 2024. Notification that your space has been reserved will be returned to you after OBAP has confirmed your space assignment. Space is assigned on a first-come, first-served basis within each size category.

EXHIBIT BOOTH SIZE AND STRUCTURE

The baseline exhibit booth is a 10’x10’ single space. Additional space is charged in multiples of the 10’x10’ allocation. Space includes back wall, aisle posts and draperies. The back wall is 8’ high with 3’ side partitions. An identification sign will be included in each unit. Exhibit must be confined within the area of space issued to the exhibitor and cannot obstruct the view of the surrounding exhibits or Exhibitor.

EXHIBIT SCHEDULE (Subject to Change)

The Exhibit Hall will open to all conference attendees on Wednesday, August 21, 2023, at 10 AM. All Exhibitors must be in place by 9:45 AM. Exhibitors will be permitted entrance into the exhibit area daily one hour prior to opening and forty-five minutes immediately after closing. Each exhibitor must maintain at least one attendant in his/her booth during hours of operation. Exhibit hall booth "tear down" will begin at 3PM on Friday, August 11, 2023.  All times listed are in the Central Time Zone.

EXHIBIT EQUIPMENT AND FURNITURE

Shortly after exhibit space has been confirmed, Exhibitors will receive additional information via email. The Official Service Contractor will design an exhibit to your specification if requested. The order forms will offer rental of such items as furniture, electrical supplies, etc. Information on Exhibit Handling and Labor Services will also be included. Two chairs, a table, and a wastebasket will be provided at no additional cost.

BADGES

Persons designated by Exhibit Booth Managers will be issued badges, which will authorize the person to enter the Exhibit Area one hour prior to opening and to remain for forty-five minutes after closing. Badges must be visible at all times.

MISCELLANEOUS REGULATIONS

Loudspeakers, phonographs, sound movies, and megaphones that interfere with adjoining exhibits are not permissible. Location of silent movies must not interfere with other Exhibitor or aisle space. All operators must conform to any regulations set forth by Renasant Convention Center. All packing containers and wrapping paper are to be moved from the floor and stored under tables and behind displays. Firms and their representatives not assigned exhibit spaces are prohibited from soliciting in the Exhibit area. Violators of this regulation will be promptly evicted from the area.

LIABILITY OF Organization of Black Aerospace Professionals (OBAP)

It is expressly agreed and understood between the Exhibitor and OBAP that OBAP shall be under no liability for loss of or damage to goods and property of Exhibitor. Nor shall OBAP be held liable for personal injuries to Exhibitor or Exhibitor’s employees. Each Exhibitor, upon entering into this agreement, expressly releases OBAP from and agrees to hold OBAP harmless from all such actions. Under this Hold Harmless Clause Exhibitor further agrees to indemnify OBAP against any and all claims arising out of the negligent acts or omissions of the Exhibitor, its agents, or employees in the use of exhibit space. Exhibitor further warrants that they will obey all rules, regulations, and laws of the city of Memphis, Tennessee, and the Renasant Convention Center. In addition to the conference security, OBAP will provide after-hour security in the Exhibit area. However, it is advisable to ensure that Exhibitor’ employees are present during setup and dismantling. Valuable small articles subject to pilferage should be removed from booths during times when Exhibitor are not present. No one is permitted to carry Exhibitor equipment, etc. out of the exhibit area during operating hours, unless they have a property pass signed by the manager and countersigned by an OBAP representative. Exhibitors are advised to carry insurance against damages, loss, fire, and theft.

USE OF OBAP AND EXHIBITOR NAME & BRANDING AND MATERIALS

The Exhibitor may incorporate its affiliation with OBAP in the Exhibitor’s programmatic, marketing, and recruiting materials subject to OBAP’s prior approval of such materials. The Exhibitor may not reproduce or repurpose any program materials, or other intellectual property, authored or produced by OBAP without OBAP’s prior approval.  OBAP may incorporate its affiliation with the Exhibitor into OBAP’s programmatic, marketing, and recruiting materials subject to the Exhibitor’s prior approval of such materials.

CONFIDENTIALITY
Each Party acknowledges that it may receive certain confidential or proprietary information of the other Party in connection with or as a result of discussions related to this Agreement. Each Party agrees (1) to hold in strict confidence all Confidential Information of the other Party, (2) to use the Confidential Information for its own benefit solely to perform or to exercise its rights under this Agreement, and (3) not to transfer, display, convey or otherwise disclose or make available all or any part of such Confidential Information to any third party. For purposes of this agreement, Confidential Information shall include but not be limited to, event or program attendee and registrant names, phone numbers, email addresses, and other demographic information. Each Party shall take such measures that are necessary to protect against the disclosure or use of the other Party’s Confidential Information as it takes to protect its own proprietary or confidential information (but in any case no less than reasonable measures).

MISCELLANEOUS PROVISIONS
The validity, interpretation and performance of this Agreement will be controlled by and construed under the laws of the State of Illinois, without regard to its principles of conflicts of laws.

Neither Party will be liable to the other or deemed to be in breach of this Agreement if such Party is delayed or unable to perform, to the extent that such delay or failure is caused by any act of God, war, natural disaster, strike, lockout, labor dispute, work stoppage, fire, third-party criminal or terrorist act, quarantine restriction or act of government, or any other event beyond its reasonable control and without its fault or negligence (an “Excusable Delay”).  In the event of an Excusable Delay, any performance times specified in this Agreement shall be extended for an amount of time equivalent to the duration of such Excusable Delay; provided, however, that if any such Excusable Delay continues for more than 60 days, the other Party shall have the right to terminate this Agreement without further obligation or liability.

All rights, remedies and obligations of the parties shall accrue and apply solely to the parties and their successors and permitted assigns and there is no intent to benefit any third parties.

Any rights and remedies either Party may have with respect to the other arising out of the performance of services during the term of this Agreement shall survive the expiration or termination of this Agreement.  The rights or remedies under this Agreement are cumulative to any other rights or remedies that may be granted by law.  OBAP and the Exhibitor retain all rights not expressly and exclusively conveyed herein to the other Party hereto.

DISPUTES
In the event of a dispute between the parties, it is agreed that the parties will retain the services of an independent mediator in an attempt to amicably resolve such dispute.  The parties will jointly select the mediator. This Agreement may not be modified or amended, and no provision contained in it may be waived, except in writing signed by authorized representatives of both the Exhibitor and OBAP.