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Exhibitor Agreement Contract


Glassroots Art Show - Madison, WI - 2017

October 9-11, 2017 - Monona Terrace Exhibition Center


Instructions to Vendors

1. Read Terms & Conditions

2. Complete the Trade Show Contract, sign it and return it with your payment in accordance with the Terms and Conditions to the office of Glassroots LLC. (you only need to print, sign, and return the final page of the document)


Vendor Terms and Conditions

Exhibitor Terms and Conditions

This contract states the terms of agreement for the provision of booth space at Glassroots Art Show Madison 2017, hereafter referred to as “The Event”.

The Event will be held at The Monona Terrace in Madison, WI, hereafter referred to as “Facility”.

- All exhibitors are required to submit the 2017 Trade Show Exhibitor Contract Agreement. This document serves as a legal contract between Glassroots LLC and the Exhibitor.

Glassroots LLC shall not be held liable or responsible in any manner to the Exhibitor. The Exhibitor agrees to indemnify Glassroots LLC for any loss or damage resulting from:

1. Glassroots LLC being unable to carry out the event set out in the Contract due to the result of any strike, flood, fire, or Act of God; or as a result of the site and its inability to fulfill their contract responsibilities, or any event beyond its control.
2. The conduct of any person or persons attending this function.
3. The conduct of any of the employees of the Facility or any personnel associated with the Facility.

The Exhibitor agrees to reimburse Glassroots LLC for any damages that he/she is responsible for, or has reasonably caused as a result of his/her conduct, or action by anyone representing or under the instruction of the Exhibitor. Damages include those associated with the Facility, to other Exhibitors, and to Glassroots LLC.

The Exhibitor shall indemnify and save harmless Glassroots Llc from and against any and all actions, claims, costs, demands, expenses, fines, liabilities, and suits of any nature whatsoever for which Glassroots LLC shall or may become liable, or suffer by reason of, arising out of this Agreement or the use or occupation at the Facility, by the Exhibitor or any of its agenst, customers, employees, and guests.

The Exhibitor agrees to indemnify and save harmless Glassroots Llc against any and all claims and expenses presented by any person or persons, firm or firms, corporation or corporations, attending the function for loss or damages sustained in the areas of the site designated for the Event.

Glassroots LLC reserves the exclusive right to restrict access to the Exhibitor, his/her agents and employees, and guests to any space designated for this event. The Exhibitor agree to conduct him/herself in a manner that is in full compliance with applicable laws, regulations, and rules.

Should the venue, location, and or the floor plan change, the Exhibitor will be assigned an alternate booth space according to their date of confirmation.

Glassroots LLC is limited to providing the Exhibitor with only the services agreed upon in this agreement. All other expenses incurred by the Exhibitor will be billed directly to the Exhibitor.


Application approval entitles Exhibitor, subject to the terms and conditions of this contract to the following during the Event: a) The exhibit space(s) identified in this Trade Show Application and Contract; b) Identification for each registered Exhibitor and Staff; c) Posting of Exhibitor Company/Product Contact on the Glassroots Event guide and website d) One booth identification sign with booth number and company name.

2. Failure to pay full Exhibitor fees by September 1, 2017 will result in possible forfeiture of deposit and booth space.

3. The Event management reserves the right to make changes to Exhibitor’s booth space, requests, and/or Tradeshow floor plan 


Failure to pay full Exhibitor fees by September 1, 2017 will result in possible forfeiture of deposit and booth space.


The Event management reserves the rig


A 50% refund of the total overall invoiced cost for cancellation of event registration must be requested in writing to Nicholas Deviley (This email address is being protected from spambots. You need JavaScript enabled to view it.) No refunds will be given after September 1, 2017. 


The exhibitor/sponsor must adhere to the published Event Schedule and to any variations in the schedule that may have been introduced during the period of the Event at The Event management’s sole discretion.


The exhibitor understands and agrees that employees of agents of the city and state where the Event is being held, including law enforcement personnel (collectively, “Public Employees”), will have access to the Facility, notwithstanding any security services provided by the Event. The Event assumes no responsibility for acts or omissions of any Public Employee or the acts or omissions of any other persons or entities not an employee or agent of the Event. Event Management is not responsible for any damage or injury resulting from fire, the elements, mob riot, war, or civil commotion, or civil authority, or labor difficulties, negligence, lockouts, or strikes against the Event or Facility.


Subletting the booth is not permitted. The use of the booth is limited to the exhibitor and its paid representatives for which the exhibit fee described above has been paid.


Booth furniture, display equipment or merchandise may not protrude from booth. The arrangement of the Exhibitor’s merchandise and/or booth furnishings must also conform to the following requirements:
a) The Exhibitor agrees to abide by any additional rules and regulations of the Facility.
b) All materials including those used for display purposes must be suitably fire proofed and conform to the requirements of the City, State, and Facility.
c) No decorations, advertising, or signs shall be outside the booth space.


The booth will be provided with a sign denoting the company name and booth number. The company must be the name of record on file with the Event. Exhibitor name and booth number must be visible at all times.


All drayage charges are the sole responsibility of the Exhibitor. Shipping and rate information will be made available online and emailed to Exhibitors directly from the Event decorator.


All cartons and other containers used to transport merchandise and displays to the Event will be stored only in the area designated by the decorator.


The Exhibitor shall be in default under this contract for any failure to comply with any of the terms and conditions hereof. Any default will automatically result, at the sole discretion of The Event management, in revocation of permission to otherwise participate in this or future Glassroots LLC events. The Event shall have the right to remove the Exhibitor’s property from the facility and to store such property at the Exhibitor’s sole risk and expense, if the Exhibitor’s property is not immediately removed upon revocation or permission to use the booth. Any waiver by The Event of its rights upon default of the Exhibitor will not act as a waiver of such rights in the event of any other default. The Exhibitor shall have no right to any refund in the event its right to occupy the booth is terminated pursuant to default and shall continue to be bound by this Agreement in the event of such termination, including, but not limited to, the reimbursement to The Event for damages. The Exhibitor will be allowed 30 minutes to conform to a request to vacate.


The Exhibitor shall not bring or permit any weapons, flammable, explosive, or volatile material or material under high pressure, including gasoline, kerosene, propane, or other fuels/ combustible into the Facility. The sponsor/exhibitor shall not bring or permit any illegal substances.


The Exhibitor will vacate the booth space by 8:00 pm on October 11, 2017, and leave the Facility in the same condition as when first occupied, normal wear and tear accepted. The Exhibitor shall reimburse the Event for any stains, etchings, acid or other burns, adhesive residue or other damage or debris cause or left by Exhibitor or its representatives.


The Exhibitor shall comply with all the Facility Rules and Regulations, whether or not stated in this contract, and all applicable federal, state, and local laws. The Exhibitor will obey the instructions of the Event Management, The Facility Staff, and law enforcement officials at all times on the Facility premises.


The Exhibitor, at its own expense, will obtain all licenses, permits, and approvals required and pay all taxes, including, but not limited to sales tax, which are accrued during the Event.


Exhibitor shall indemnify, defend, and hold harmless Glassroots Llc, the Event Management, the contracted decorator, and the Facility from any and all claims, losses, liabilities, or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or cause by an installation, removal, maintenance, occupancy, or use of The Facility or any part thereof, by Exhibitor. The Exhibitor shall comply with all federal copyright laws, in all materials displayed in, advertised by, or sold from the booth. Exhibitor shall indemnify, defend, and hold harmless the Event and the Facility from and against any and all claims, losses, liabilities, or damages resulting from the Exhibitor’s failure to comply


The decision or opinion of The Event in the interpretation of this contract shall be final and binding to the Exhibitor.


The enforceability, validity, or legality of any provision of this contract shall not renderany other provision of this contract unenforceable, invalid, or illegal.


The Exhibitor is not to enter another Exhibitor’s display without permission. Photography of another Exhibitor’s display without permission is prohibited. Exhibitors displaying audio or video products are to keep the volume at a minimum level in respect to other Exhibitors, Attendees, and The Event.


Solicitation or advertising not approved by the Event, by an Exhibitor or any representatives of an Exhibitor’s organization on the Facility premises outside the Exhibitor’s booth or display area is prohibited unless permitted by the Event Manager.



I, The undersigned duly appointed representative of the named company, on behalf of said company, subscribe and agree to all the terms, conditions, authorization, and covenants contained in this Trade Show Contract/Terms and Conditions. By submitting this Trade Show Contract, we agree to pay Glassroots LLC for exhibit space in accordance with the terms and conditions outlined herein. This agreement serves an and constitutes a valid and binding contract between Glassroots LLC and us.


Click here to fill out your Exhibitor Agreement Contract online. 
(please note, you must apply to become an exhibitor before filling out a contract. You can do that here.)


Click here to download and print the Exhibitor Agreement Contract.


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