The assignment of meeting space to InfoComm exhibitors in the Convention Center will be conducted according to the following guidelines:
Only current InfoComm exhibitors in good standing may apply to reserve available meeting rooms within the Convention Center.
Such exhibitors requesting must also meet the following minimum paid exhibit space requirements:
- For meeting space rental of 3-5 days during the InfoComm show week, exhibitors must have a minimum of 1000 NSF of paid exhibit space contracted and paid for in their company’s name on the InfoComm show floor.
- For meeting space rental of 2 days or less, exhibitors must have a minimum of 600 NSF of paid exhibit space contracted.
- For exhibitors requesting space who have less than 400 NSF of paid exhibit space, meeting space can only be assigned for 1 day’s use or less after all requests from exhibitors with 600 n.s.f. or greater have been filled (those assignments shall be made no later than Monday, March 15, 2022).
Exhibitors must be in good standing to reserve any meeting space at InfoComm block hotel properties. Exhibitors must submit plans for room usage to InfoComm Show Management in writing. InfoComm reserves the right to inspect the meeting room(s) on-site. Exhibitors wishing to display product or use a meeting room as a demonstration area must indicate this on the room reservation form.
IF you are not using a “standard set”, Floor plans indicating the layout of the room must be submitted to Scott Newcomb at the Las Vegas Convention Center and CC’d to Stuart Weiser for Fire Marshal approval prior to May 1, 2022.
The Las Vegas Convention Center will provide one complimentary standard furniture setup per meeting room (tables and chairs). See Las Vegas Convention Center Meeting Room Setup Document that will accompany the room confirmation.
Space Contract Payments for exhibition fees are required as follows:
A 20% deposit of the total cost of the contracted space(s) is due on or before November 19, 2021. All deposits are non-refundable and non-transferrable. The next 30% deposit of the total contracted spaces(s) is due on or before December 17, 2021. The balance of the total exhibition fee or the remaining 50% payment is due on or before February 11, 2022. Any exhibitor securing any space(s) beyond a payment date will be required to pay the total exhibition fee payments required at the time of contract or any exhibitor securing space(s) after the two payment dates will be required to pay 100% of the total exhibition fees at the time of contract.
Only the company name listed on this Contract is considered an official InfoComm 2022 Exhibitor. All exhibitors must make payments in accordance with the schedule as outlined above. Under no circumstances will the Exhibitor be permitted to participate in InfoComm 2022 and/or occupy its space(s) if full payment has not been received. Payments submitted in accordance with this Contract may be applied, first, to any outstanding balances due from previous Organizer shows and/or events. Contracts may not be accepted, and space(s) may not be assigned to any exhibitor whose prior financial obligations to Organizer have not been met. All payments marked as being paid in full or as part of a settlement of any dispute may be accepted by Organizer without Organizer forfeiting its rights under this agreement and/or the law.
To be eligible for AVIXA member rates, Exhibitors must be AVIXA members in good standing at the time of Contract signing through June 10, 2022. Membership activation deadline is February 11, 2022. AVIXA membership dues will be invoiced separately from InfoComm 2022 exhibit space, audio demo room, meeting room and show floor meeting room fees. AVIXA exhibitor members who do not renew or activate their membership and pay their outstanding membership dues by February 11, 2022, will have their exhibit space charged at non-member rate. Membership standing does not affect the timing of all space deposit payments indicated above.
If the Exhibitor fails to pay any of the installments as outlined in Section II (above), Organizer shall reserve the following rights:
- Organizer reserves the right to cancel the Exhibitor’s participation and/or release the contracted space(s) and is free to provide said space(s) to other exhibitors.
- Any exhibition fees paid shall be retained by Organizer as liquidated damages.
- Any outstanding payments as outlined in Section II, A.1. are due and payable in consideration for Organizer having reserved space(s) and providing services to the Exhibitor until the date the Exhibitor’s space(s) is canceled per III.A.1. above.
The canceled Exhibitor may reapply for the InfoComm 2022 exhibition participation on a first come, first-served basis. Monies previously paid on account may be applied to the Exhibitor’s new exhibition fee if a new contract is accepted by the Organizer. However, if the new exhibition fee is less than the original exhibition fee, the Exhibitor will be held liable for a downsizing fee according to the schedule outlined in Section V below.
Exhibitor represents and warrants that it owes no past due amounts to AVIXA and that it owes no past due amounts to the entities that sponsor ISE Europe, ISE Russia, InfoComm China Chengdu Beijing, InfoComm India, InfoComm SE Asia and Integrate (each such entity may be referred to hereunder as an “Affiliate”). If at any time during the term of this Agreement Exhibitor owes past due amounts to Organizer and/or one or more Affiliate, Organizer may at its sole option either: (i) terminate this Agreement, provided that Exhibitor shall not have paid all such past due amounts within thirty (30) days of receipt of notice by Organizer of its intent to terminate or (ii) prohibit the Exhibitor from rebooking or participating in a future edition of the Event. In the event of a termination under this section, Organizer shall be entitled to retain all amounts deposited by Exhibitor.”
All exhibitor participation cancellations must be received by Organizer in writing (return receipt requested) and acknowledged by Organizer.
If written notice of participation cancellation is received by Organizer before December 17, 2021, the Exhibitor shall pay a cancellation fee equal to 50% of the total exhibition fee. If written notice of participation cancellation is received by Organizer on or after December 17, 2021, but prior to February 11, 2022, the Exhibitor shall pay a cancellation fee equal to 75% of the total exhibition fee. If written notice of participation cancellation is received by Organizer after February 11, 2022, the Exhibitor shall pay a cancellation fee equal to 100% of the total exhibition fee. Exhibitors contracting on or after February 11, 2022, are responsible for the full (100%) exhibition fee, even in the event of cancellation any time thereafter. Any deposits made by the Exhibitor may be used to fully or partially reduce the cancellation fees described above.
Regardless of the timing of any space cancellations or downsizing, Exhibitors that are AVIXA members will not receive any refund of their membership dues.
Force Majeure Cancellation:
In the event of acts of God, acts of terror or threat thereof, war, government regulations or order, disaster, strikes, civil disorder, medical outbreak, public health threats as determined or recognized by the Centers for Disease Control and Prevention, the World Health Organization, or local public health agency, curtailment of transportation facilities, or other emergency disaster, national emergency, or other circumstances beyond AVIXA’s reasonable control, making inadvisable, impracticable, illegal or impossible to hold InfoComm, AVIXA may, in its sole discretion, postpone, relocate, or cancel InfoComm and AVIXA will have no liability therefor except as provided in this paragraph. If InfoComm is postponed and/or relocated, the Exhibitor’s registration will be valid for the rescheduled exposition and all amounts paid to AVIXA for the exposition will be applied to the rescheduled exposition. In the event of a cancellation in advance of the opening date of InfoComm, the full amount paid by Exhibitor to AVIXA for the exposition will be refunded. Regardless of the timing of any cancellation by AVIXA under this section, Exhibitors that are AVIXA members will not receive any refund of their membership dues.
Food and Beverage utilized within Meeting Rooms must be contracted through the Las Vegas Convention Center’s official catering service, Centerplate. Outside food and beverages must not be displayed in the room nor distributed to attendees. If found with outside food or beverages, Centerplate may assess a fee equal to the retail value of the products.
Exhibitor utilizing a meeting room is responsible for all associated costs incurred while using the meeting room including but not limited to material handling, electrical, labor, room setup, re-keying door if keys are lost, signage, security, internet and AV services.
Contact Freeman, to review freight target delivery date, piece count, size, and weight. Freeman can supply the appropriate shipping and label information.
Exhibitors are solely responsible for the security of their equipment and guests’ belongings within the meeting room occupied. Security guards may be ordered by contacting Daniel Compos, Century Security at 407-226-1168 (Office) or 407-402-4136 (Cell) or firstname.lastname@example.org.