COMMAND ALKON INCORPORATED
EVENT SPONSOR RULES AND REGULATIONS
Last modified: April 15, 2020
These are the Terms & Conditions that apply to Delegates at Command Alkon Incorporated (“CAI”) events produced and presented by CAI.
Sponsor Package Application and Fee
Sponsors shall pay Command Alkon 100% of the sponsor package fee up front to reserve expo space and ensure sponsor package fulfillment. No assignment of expo space will be made until the FULL sponsor payment is received
Assignment of Space
Assignment of space is on a first-come, first-serve basis. Expo floor plans will be available by August 1st and after that date you will be contacted in order of registration to select your space. Command Alkon reserves the right to adjust the floor plan to meet the needs of the Expo. The Sponsor shall not share, assign or sublet any part of the space without first paying the defined shared space fee determined by Command Alkon.
Expo Move In
Sponsors may begin to set up in the exhibit hall after 8:00 a.m. on Tuesday, October 27th. The Sponsor agrees to have their exhibit ready for inspection by Command Alkon on Tuesday, October 27th by 3:30 p.m. All setup must be complete by 5:00pm. Exhibits/Displays must be contained within assigned function space. Per hotel regulations –
- Standard Move in and move out of all vendor vehicles in the Banquet Loading dock area is between 7:00am and 10:00pm.
- All shipments must be loaded and unloaded through the Hotel’s BANQUET loading dock only. Persons entering the Hotel with the shipment will need to check with the Security Department and present their Driver’s License in order to receive our hotel’s credentials.
- Storage is not permitted in the foyer or service corridors.
- All crates, boxes, additional equipment, etc., must be removed prior to show and returned at end of show.
- All freight must be transported on dollies and not pushed on the carpeting.
Staging of Motorized Vehicles
Per current fire codes, any automobiles/motorcycles brought into the hotel must have an approval from the Fire Marshal. All Motorized vehicles, which include those that are propelled by an internal combustion engine using Class I or Class II fuel such as cars, truck, motorcycles, aircraft or watercraft, must have the battery disconnected at the “hot” lead, and the lead must be safely secured. Also, fuel supplies in the vehicle must not exceed ¼ tank of gas and the tank must be purged with carbon dioxide (CO2). In addition, all vehicle tanks with fuel must have a locking gas cap or must be sealed with tape. Tractors, chainsaws and other fueled equipment must be safeguarded in the same manner. Vehicles on display require both poly-tak and a drip pan. All motor vehicles must be clean before entering exhibits space and runners must be placed for move in and move out that consist of poly-tak and plywood. A key to the vehicle is to be kept with Hotel Security at all times.
Sponsors have the option of utilizing 1) the Official Service Contractor, Global Experience Specialists, Inc. (“GES”), who provides quality union labor, or 2) personnel from their own company to install and dismantle displays.
Full-time employees of Sponsor companies may set their own exhibits. Any full-time company personnel involved should have visible identification of their company status when engaged in these activities.
All work involved in the loading and unloading of all trucks, trailers and common and contract carriers from the facility docks, including empty crates, and the operation of material handling equipment, is under the jurisdiction of GES.
Full-time employees of exhibiting companies may ‘hand carry’ what one person can carry in one trip, provided they do not use material handling equipment. When exhibitors do choose to ‘hand carry’ material, they may not be permitted access to the loading dock/freight door areas. GES will not be responsible for any material they do not handle.
All exhibitors are expected to comply with any union requirements in effect and as outlined in the “SHOW SITE WORK RULES” section of the Exhibitor kit.
Expo Move Out
The Sponsor furthermore agrees not to begin teardown of the exhibit until 1:30pm, Thursday, October 29th, 2020. The Sponsor agrees to have all exhibit material removed from the exhibit by 5:00 p.m. Thursday, October 29th, 2020. Command Alkon is not responsible for exhibit material left in the exhibit hall after that time. Equipment, materials or goods that are not removed by the Sponsors at the end of the event will be considered as waste material and will be disposed of immediately. It is understood that the Sponsor will present a clean, empty area upon completion of tear down and move out. The Sponsor will be financially responsible for any repair or clean up resulting from failure to abide by these guidelines.
Cancel up until September 14th, 2020, you may cancel and receive a 100% refund for your Sponsor Package, less the value of any services already rendered (ex. Brochure ad that has already been released). After September 14th, 2020, a cancellation fee plus the value of any services already rendered shall be retained by Command Alkon.
Command Alkon shall not be liable to any Sponsor for any delay, failure or inability to perform its obligations or any losses arising in connection with the foregoing, due to any cause beyond its reasonable control, including, but not limited to, utility failures, equipment breakdowns, fires, storms, accidents, acts of God, acts of war, acts of terrorism, civil unrest, strikes, labor shortages, telecommunications or Internet failures, denial of service attacks, or any act or omission of its employees, contractors or agents.
Sponsors may give away promotional products during exhibit hours at their assigned booth.
It is not allowed to exhibit, give away, distribute, place or sell any material, advertising or propaganda product outside the stand of the Sponsor such as the cafeteria, restaurant-bar, parking, floors, columns, poles, doors, windows or in any other area that is part of the Seminole Hard Rock Hotel & Casino.
Food, Drink, Catering
If during the exhibition you wish to provide any food or drink, said food or drink must be purchased and coordinated with the Seminole Hard Rock Hotel & Casino.
Neither Command Alkon, The Seminole Hard Rock Hotel & Casino, nor their respective agents or employees shall be liable for any damage to Sponsor property or loss of business to the Sponsor, or for any loss by theft, or damage by fire or other means, or for any injuries to the Sponsor, its employees, agents, customers or guests, arising from any cause or matter whatsoever, even though occasioned, caused or contributed to by negligence of Command Alkon, The Seminole Hard Rock Hotel & Casino, or their employees or agents. Neither Command Alkon nor its agents or employees will be responsible for the loss of or damage to shipments of materials consigned to or from ELEVATE – Construction’s Heavy Work Conference and Expo. No shipment will be accepted if consigned to Command Alkon. All materials must be consigned to the Sponsor and must be prepaid.
Protection of Hotel Property
Nothing shall be pasted, tacked, taped, nailed, screwed or otherwise attached to columns, walls, floor or other parts of the building or furniture. The Sponsor violating these regulations shall be responsible for any and all damages to the premises and the exhibit space caused by the acts of Sponsor or Sponsor’s agent, employees, patrons or guests, whether accidental or otherwise; and Sponsor further agrees to leave the property in the same condition as existed on the date possession commenced. The Sponsor agrees to reimburse Command Alkon or owners of the property such sums as may be necessary to restore or repair any such damaged property space, or for removal of any unusual or excessive amounts of debris.
The meeting space is designed with air wall configurations which, by nature, is not fully secured. Command Alkon is not liable for any items left unsecured or unattended in the Expo area.
Each Sponsor shall be responsible for the safety of their exhibits and other property against robbery, fire, accident or any hazard whatsoever without limitation. Each Sponsor agrees to defend, hold harmless and indemnify Command Alkon from and against any and all claims for omissions or negligent acts. Each Sponsor further agrees to furnish to Command Alkon proof of public liability and property damage insurance.
The Seminole Hard Rock Hotel & Casino Security Department receives basic CPR and first aid training. The Seminole Hard Rock Hotel & Casino maintains an ongoing safety awareness program for all associates, including fire drills. In the event of a hotel emergency, please dial (1177) from an in-house phone or 954-327-7589 for our 24/7 monitor room. On property, dialing 911 is not the fastest way to activate an emergency call.
Violations of the rules and regulations outlined herein will allow for the collection of damages or losses from the person responsible for them.
For full event details - www.heavyworkconference.com
Any questions not answered in the Rules and Regulation outlined herein, please email ELEVATE@commandalkon.com