T & C’s – Business Partners

TERMS AND CONDITIONS for Conference Business Partner Exhibitors: By participating as an exhibitor in the Association of Rocky Mountain College and University Mail Services (ARMCUMS) Annual Conference and Exhibition, you, your company, and your company representatives agree to the following terms and conditions. These terms and conditions will be strictly enforced, and violators may be asked to leave the exhibition area and may impair their exhibit opportunities at future ARMCUMS meetings.

CONFERENCE MANAGEMENT: The exhibition is organized and managed by the Association of Rocky Mountain College and University Mail Services (ARMCUMS). Any matters not covered in these Rules and Regulations are subject to the interpretations of the ARMCUMS Board of Directors and the ARMCUMS Conference Coordinator or his or her designee, and all exhibitors must abide by their decisions. Exhibitors must comply with the policies and procedures of the Conference Hotel. ARMCUMS shall have full power to interpret, amend, and enforce these rules and regulations, provided any amendments, when made, are brought to the notice of exhibitors. Each exhibitor, for themselves and their employees, agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto. ARMCUMS reserves the right to determine, at its sole discretion, the eligibility of any company or product for inclusion in the exhibition.

EXHIBITOR APPLICATION AND BOOTH ASSIGNMENT PROCESS: Business Partner Exhibitors who submit their applications and payment by July 15, 2024, will be given preferred placement assignments based on available locations in order of registration date. All spaces are assigned by the ARMCUMS Conference Coordinator at his/her sole discretion. All registrations received after July 15, 2024, will be assigned to the remaining booths and the final arrangement of space will be determined by the ARMCUMS Conference Coordinator at his/her sole discretion. Each company will receive an e-mail or letter of confirmation. Information regarding exhibit setup and the event site will be e-mailed to the company contact. It is the responsibility of the company contact to disperse exhibit information, along with these rules and regulations, to the appropriate company representatives. ARMCUMS reserves the right to exercise its sole discretion in the acceptance or refusal of applications.

SUBLEASING OF SPACE: Exhibitors may not assign, sublet, or apportion to others the whole or any part of the space allocated. Exhibitors may not display goods or services other than those manufactured or regularly distributed by them. Subsidiary companies, whether wholly or partially owned, may not be combined with, or share space with a parent company, and each subsidiary company must register separately to purchase its own booth space.

REFUNDS/ CANCELLATION: All exhibit space cancellation requests, whether all or part of purchased space, must be submitted in writing to the ARMCUMS Conference Coordinator. If written notice of cancellation is received before July 15, 2024, a refund, less PayPal fees charged through the registration process, plus an administrative fee of $250, will be issued. For written cancellations received between July 16, 2024, and September 15, 2024, a 50 percent refund, less PayPal fees charged through the registration process, plus an administrative fee of $100 will be issued. No refunds will be issued after September 15, 2024. In the event of default by the exhibitor, as outlined in the previous sentence, the exhibitor shall forfeit as liquidated damages the amount set forth above, regardless of whether or not ARMCUMS enters into a further lease for the space involved. If a fire, strike, acts of God, or other causes beyond the control of ARMCUMS cause the exhibit to be canceled, a refund of the exhibit rental fees, minus the PayPal fees that were deducted by PayPal during the payment process, will be made, which is the limit and extent of ARMCUMS’ liability for such cancellation. ARMCUMS shall not be held liable for failure to hold the ARMCUMS Annual Conference and Exhibition as scheduled.

FAILURE TO OCCUPY SPACE: Should any rented space remain not set up or unoccupied one hour before opening, Tuesday, October 15, 2024, or for any time thereafter, ARMCUMS reserves the right to rent such space to any other applicant or to eliminate such space and no refund shall be made to the original renter. Exhibitors who require delayed occupancy must make an official request to the ARMCUMS Conference Coordinator in writing before October 1, 2024.

EXHIBITOR PERSONNEL: Exhibitor badges will be made available to registered company exhibitor personnel. The official ARMCUMS badge must be worn whenever a representative is in the exhibit hall during the exhibition. All personnel representing the exhibitor or his or her agents on the exhibit floor during installation and dismantling must be properly identified.

BOOTH REPRESENTATION: Booth rental includes registration for one (1) representative for the first booth space. Additional representatives must purchase an Additional Representative registration, with a limit of one (1) additional representative.

If additional space is needed beyond the first booth, an additional space may be rented and will include one (1) additional company representative. There will be a limit of three (3) representatives per combined booth space purchased in the ARMCUMS exhibit hall. Only paid, registered representatives will be allowed in the ARMCUMS exhibit hall.

CONFERENCE ATTENDANCE: Participation as an exhibitor provides you and your staff complimentary badges. The badges provide you with the same benefits as a registered attendee. You are welcome to attend the conference-sponsored events, and the general and educational sessions, on October 13-15, 2024. There is a separate fee for the Awards Banquet on Wednesday, October 16, 2024, and pre-registration is required.  Non-exhibiting companies or representatives are not permitted to attend the Conference.

CONDUCT: All exhibits will serve the interest of ARMCUMS members and will be operated in a way that will not detract from other exhibits, the exhibition, or the meeting as a whole. The Conference Coordinator reserves the right to request the immediate withdrawal of any exhibit that ARMCUMS believes to be injurious to the purpose of the Association. ARMCUMS reserves the right to refuse to admit to and eject from the exhibit building any objectionable or undesirable person or persons. The use of sideshow tactics or other undignified methods considered by ARMCUMS to be objectionable is expressly prohibited in the exhibition area and any meeting room.

HANDOUT MATERIALS: Promotional giveaways and exhibitor prize raffles will be permitted and must be coordinated with the ARMCUMS Conference Coordinator. All handout materials are expected to be professional. ARMCUMS reserves the right to disallow any materials, prizes, or giveaway items that they believe to be inappropriate.

HOTEL & CONVENTION CENTER USE: Showing of equipment or product presentations to registered members or guests of ARMCUMS by exhibiting firms other than on the exhibit floor during official hours is expressly prohibited. While this includes the Networking Tour, please know that conversations regarding specific attendee equipment or product needs are allowable, IF solicited by the attendee, and are not by nature a sales pitch.  Exhibitors are highly encouraged to keep conversations general and ask attendees to stop by to visit with them for more information in the exhibit hall if more detail is warranted/needed.  Exhibitors may not use the hotel(s) to distribute literature, gifts, etc. to attendees unless approved in writing by ARMCUMS.

PHOTOGRAPHY: Photos taken by ARMCUMS may be used in promotional pieces and shall be the sole property of ARMCUMS. Photography or videotaping any product, material, or booth other than the exhibitors' own is strictly prohibited. Any photography in the Exhibit Hall must be preauthorized by the ARMCUMS Conference Representative and supervised by a Conference Committee member.

PRESIDING RULES: The presiding rule of the show is to be considerate of attendees, other exhibitors, conference staff, and other guests of the hotel. Respectful treatment of other exhibitors and their products is expected. Accordingly, the following are strictly prohibited:

• Noisy or undignified displays including sound devices; flashing lights; megaphones; loudspeakers, or sideshow tactics
  • Outside activities during official show hours that would encourage attendance away from exhibit premises
  • Never enter any other firm’s display uninvited and never when it is unattended
  • Conduct business activities in a manner that interferes with easy navigation of the aisle in front of the Exhibitor’s booth(s). Demonstrations and sales activities are to be conducted primarily within the Exhibitor’s designated booth space. Displays shall not be arranged so that it is necessary to stand in the aisle in front of the designated space to sell.
  • Use of entertainers or performers.
  • Distribution of advertising or promotional materials outside of the exhibitor’s designated booth(s). The exchange of business cards from registered exhibitors is permitted. Canvassing or distribution of advertising material or souvenirs in the exhibit hall by representatives of non-exhibiting firms is strictly forbidden.
  • Have access to the exhibit hall during non-exhibit or set up and dismantle hours. Exhibit hall hours will be included in the exhibitor information package.
  • Tamper with or remove materials from any booth other than the exhibitor’s own.

PRESENTATION OF PROGRAM SESSIONS: Exhibitors presenting program sessions during the conference are to adhere to the Program Guidelines established by the ARMCUMS Conference Committee. The Conference Committee specifically requires that interest sessions not be used as an opportunity to make a sales-type presentation that promotes any product or service during a program presentation. While these comments are often well-intended, they are typically not well-received by attendees and are often considered inappropriate. Interest sessions are not an appropriate forum for sales. Exhibitors are expected to exhibit professionalism and will not make disparaging remarks about competitors during presentations. In no case shall logos or company names be used in slides or handout materials.

FIRE, SAFETY, AND HEALTH: The exhibitor assumes all responsibility for compliance with local, city, and state ordinances and regulations covering fire, safety, and health. Fire regulations require exhibitors to keep displays, products, signage, and any other materials within their space limitations. If any of these items are found to be in aisle space, the exhibitor is liable for municipal fines and will be asked to correct the situation. The exhibitor must take all necessary fire precautions and no combustible material will be stored in or around exhibit booths.

ARRANGEMENT OF EXHIBITS: Any portion of the Exhibit that obstructs the view, interferes with the privileges of other exhibitors, extends beyond the designated booth space, or for any reason becomes objectionable, must be immediately modified or removed by the exhibitor. ARMCUMS reserves the right to inspect the quality of the appearance of each booth before the show opening. Where necessary, a masking drape will be placed to cover unsightly wires, unfinished back walls, etc. at the exhibitor’s expense.

DISPLAY DISMANTLING & REMOVAL: No part of an exhibit shall be dismantled, nor material removed during the exhibit hall hours without special permission from ARMCUMS. No exhibit shall be dismantled before the official closing of the ARMCUMS exhibition area, 4:30 pm, Tuesday, October 15, 2024. Once set up, no part of an exhibit may be prematurely removed without consulting with ARMCUMS. Exhibits must be removed from the exhibit hall no later than 10:00 pm, Tuesday, October 15, 2024.

LIABILITY: The exhibitor assumes all responsibility for any loss, theft, or damage to the exhibitor's displays, equipment, and other property while on The Prescott Resort & Conference Center premises, and hereby waives any claim or demand it may have against ARMCUMS, The Prescott Resort & Conference Center or their affiliates arising from such loss, theft or damage. The exhibitor agrees, for the benefit of ARMCUMS and The Prescott Resort & Conference Center and their affiliates, to comply with all ARMCUMS and The Prescott Resort & Conference Center policies for exhibitors and all applicable laws, codes, and regulations. In addition, the exhibitor will defend (if requested by and with counsel satisfactory to ARMCUMS and The Prescott Resort & Conference Center), indemnify, and hold harmless the Association of Rocky Mountain College & University Mail Services and The Prescott Resort & Conference Center and their respective parent, subsidiary and other affiliated or related companies from and against any liabilities, obligations, claims, damages, suits, costs and expenses, including, without limitation, attorneys' fees and costs through and including any appeals, arising from or in connection with the exhibitor's occupancy and use of the exhibition premises or any part thereof or any negligent act, error or omission or willful misconduct of the exhibitor or its employees, contractors, subcontractors or agents. Exhibitor assumes responsibility and hereby agrees to protect, indemnify, defend, and hold harmless ARMCUMS and any of its boards, officers, employees, volunteers, conference attendees, or member institutions against all claims, losses, and damages to persons or property, governmental charges or fines, and attorney fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy, or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of The Prescott Resort & Conference Center, their employees, and agents. ARMCUMS will not be liable for loss or damage to the property of exhibitors or their representatives or employees from theft, fire, accident, or other causes. ARMCUMS will not be liable for injury to exhibitors or their employees or for damage of property in their custody, owned or controlled by them, which claims for damages, injuries, etc., may be incident to or arising from, or be in any way connected with their use or occupation of display space, and exhibitors will indemnify and hold harmless against such claim. The exhibitor assumes all liability for any damage to the facility’s floor, walls, lighting fixture, etc. as a result of exhibitor negligence. The exhibitor will abide by and observe all laws, rules, regulations, and ordinances of any governmental authority and the contracted facility. ARMCUMS will make reasonable efforts to ensure that the exhibit hall is secured during non-exhibition hours; however, ARMCUMS makes no warranty, expressed or implied, that security measures will avert or prevent occurrences that may result in loss or damage. Each exhibitor must make provisions for the safeguarding of his or her goods, materials, equipment, and display at all times. By signing this agreement, the exhibitor acknowledges that the ARMCUMS Annual Conference is an open booth exhibition and that the primary responsibility for safeguarding your exhibit and its contents is the exhibitors. Please secure or take with you any valuable or proprietary items during non-exhibit hours.

Exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify, and save The Prescott Resort & Conference Center, its owners, its operator, ARMCUMS, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, agents, and colleges or universities, harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney's fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of The Prescott Resort & Conference Center and its employees and agents. Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the Contractual liability outlined in this Exhibit Agreement, in an amount not less than $1,000,000 Combined Single Limit for personal injury and property damage.  A copy of this form shall be provided no later than October 1, 2024, to the ARMCUMS Conference Coordinator, via email:  ARMCUMSinfo@gmail.com.  The Prescott Resort & Conference Center, its owners, its operator, and ARMCUMS shall be included in such policies as additional named insureds. In addition, the Exhibitor acknowledges that neither The Prescott Resort & Conference Center, its owners, its operator, nor ARMCUMS maintains insurance covering the exhibitor's property and that it is the sole responsibility of the Exhibitor to obtain business interruption and property damage insurance insuring any losses by Exhibitor.

Outside F&B: Exhibitors will be allowed to bring pre-packaged, ready-to-eat, shelf-stable, food and beverage items and furnish them to attendees at your booth. (1) All such items will be subject to our prior approval in our sole discretion; (2) you will ensure such items (i) are pre-packaged in their original sealed packaging and labeled in accordance with FDA guidelines; (ii) are ready-to-eat, shelf-stable and not past their expiration dates; (iii) were prepared in commercial facilities and not private homes; (4) you will comply with all applicable Prescott Resort & Conference Center policies and federal, state and local laws, codes and regulations (including, without limitation, the FDA Food Code), and obtain all necessary or appropriate licenses and permits, as to the offer, distribution, consumption and other use of such items; (5) you will adequately respond to all attendee inquiries as to food allergens where such items are made available to your attendees; and (6) you will ensure that the Commercial General Liability Insurance that you are required pursuant to this Agreement to maintain during your meeting, as well as your agreement pursuant to this Agreement to defend, indemnify and hold ARMCUMS and The Prescott Resort & Conference Center harmless, covers (x) all claims for personal injury, bodily injury (including, without limitation, death) and property damage arising out of or in connection with the storage, distribution, consumption or other use (by anyone) of any such items (including, without limitation, any claims arising out of or in connection with any food borne illness); and (y) any failure by you to comply with the provisions of this paragraph; it being agreed that this indemnity covers, without limitation (and notwithstanding anything to the contrary in this Agreement), any Claims/Damages based on the negligence, action or inaction of ARMCUMS or The Prescott Resort & Conference Center.

VIOLATIONS: Violation of any Rules and Regulations by the exhibitor or his or her employees or agents shall, at the option of ARMCUMS, forfeit the exhibitor’s right to occupy space and such exhibitor shall forfeit to ARMCUMS all monies paid or due. Upon evidence of violation, ARMCUMS may take possession of the space occupied by the exhibitor and may remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all expenses and damages that ARMCUMS may incur thereby.

SEVERABILITY: All agreements and covenants contained herein are severable, and in the event any of them shall be held to be invalid by any competent court, this agreement shall be interpreted as if such invalid agreements or covenants were not contained herein.

ENDORSEMENTS: Having an exhibitor relationship with ARMCUMS does not indicate that ARMCUMS endorses the product or service of said exhibitor.