Exhibitor Terms and Conditions

2009 Omega Being Yoga Conference August 21-23, 2009

Please review the following exhibitor information for Omega Institute's upcoming Being Yoga Conference in Rhinebeck, NY August 21–23, 2009.

Sending your application does not guarantee automatic acceptance. If you are new to the Omega family or have not exhibited with us in the last 3 years, you must send a media kit, a website URL, and/or samples showing the products that you intend to sell at the conference. Please include any information about you or your business that would help us to get to know you better. We recommend that you do not make non-refundable travel or accommodation reservations until receiving our written notification of your acceptance (based on space availability, you will receive a signed copy of this contract within of our having received payment). Accepted applicants will be notified via e-mail or phone call no later then three weeks prior to the conference. If you do not receive conformation within one week of the application deadline, we regret to inform you that you have not been selected.

*Only applications sent with deposit will be considered.

Space, Size, Costs, and Furnishings:
All exhibit booths are 8’ deep x 10’ wide. Booths will be located under a 40’ x 80’ tent in the Main Field of our Rhinebeck, NY Campus. Attendees will be moving throughout the space during the entire weekend. As an exhibitor you receive:

• One (1) 8-foot deep x 10’ wide booth space with pipe and drape*
• One (1) professional quality sign displaying your company or organization name*
• Two (2) exhibitor badges**

Exhibit Hours of Operation: You will be notified in the confirmation of acceptance letter of the exact set-up times for Friday, August 21, 2009. The exhibit area will be open for sales during the following days:

• Friday, August 21
• Saturday, August 22
• Sunday, August 23

Aisle Integrity and Noise Restrictions: All exhibitor products, display materials, tables, chairs, and signs must be confined to the actual limits of their assigned space. All recorded music must be confined to the exhibit space or played through headphones or similar devices.

Books and Tapes: The Omega Conference Bookstore, Omega MediaWorks, event sponsors and media partners will carry books, tapes, DVD's and CD's (including works by conference faculty). An Exhibitor may sell their own books, CD's or tapes only if there is no duplication with products sold through the Conference Bookstore. You must contact the Marketing Associate, at 845-266-4444 ext 213 or Exhibitors@eomega.org, pertaining to the necessity of avoiding duplication on all conference book, video, or music sales.

Signage: Each exhibitor will be provided with a professional quality sign listing the business name.

Security: Exhibitors are responsible for their own property and thus we recommend that exhibitors remove any portable technology and or any valuables from the exhibit space over night. The Conference Sponsor, the Conference Staff, nor the service contractors hired by the Conference Sponsor accept any liability for loss or theft. All exhibit spaces are located in the Main Field of the Rhinebeck, NY campus and security personnel will be provided for Friday & Saturday Evening.

Cancellations and Refunds: Exhibit booth fees are non-refundable. The Conference Sponsor reserves the right to rent any canceled space to other exhibitors. No exhibitor shall be permitted to contract or occupy a rented exhibit space without application to and permission from the Conference Sponsor. The $200 deposit will be refunded if the exhibitor is not accepted.

Removal: The exhibitor shall peacefully surrender the premises to the Conference Sponsor by 8 pm on Sunday, August 23, 2009 in as good a condition as when the exhibitor took possession except for normal wear and tear. Any damage done to the exhibit booth is the responsibility of the exhibitor and will be billed accordingly.

Subcontracting of Exhibit Space: No exhibitor shall be permitted to subcontract assigned exhibit space. More than one company shall not be permitted to contract or occupy each exhibit space without application to and permission from the Conference Sponsor.

Conduct: Exhibitor and all of its representatives shall conduct themselves at all times in accordance with highest standards of decorum and good taste. The Conference Sponsor reserves the right to eject from the conference the Exhibitor or any other representative violating those standards.

Insurance: Exhibitors are responsible for their own insurance through their own sources and at their own expense. Neither the Conference Sponsor, the conference staff, nor the Conference Sponsors service contractors will be responsible for loss or damage of any merchandise while in transit to or from the show site, nor while at the show site.

1. The exhibitor covenants and agrees to defend, indemnify and hold harmless the Omega Institute and the legal entities which own, lease and/or operate Omega, their members, officers, directors, and employees, Marketing Associate, and its service contractors, from any and all liability, damage, or expense arising out of, or connecting with, an injury of any person while in the exhibitor's exhibit area, or loss, theft, damage, or injury to property resulting directly or indirectly from any act or omission of the exhibitor, or failure of the exhibitor to comply with any of the terms and conditions of the contract. Exhibitors agree not to hold Conference Sponsor or any of its affiliates liable for exhibitor's performance or non-performance success at the Being Yoga Conference.
2. The Conference Sponsor shall not be responsible for any failure to perform any of its obligations hereunder in the event the premises in which the show is to be held becomes, in the judgment of the Conference Exhibitor Coordinator, unfit for occupancy for a reason beyond the control of the Conference Sponsor and which cannot be overcome by diligent effort. In the event of termination by Conference Sponsor as a result of the aforesaid causes, the exhibitor expressly waives such liabilities and releases the Conference Sponsor from all claims for damages and agrees the Conference Sponsor shall have no obligation to the exhibitor except to refund the exhibitor the fee paid for exhibit space, less a proportionate share of all expenses incurred by the Conference Sponsor for the show.

Rules, Regulations, Contract Terms and Amendments: The Conference Sponsor shall have full power in the interpretation and enforcement of all rules contained herein. The Conference Sponsor shall also have the power to make such reasonable Contract amendments it shall consider necessary for the proper conduct of the show Amendments that may be made shall be binding on all parties affected by them as by the original regulations.

On-Site Purchasing: The Conference Sponsor is not responsible for the credit card information of participants. If a conference exhibitor receives an invalid credit card then it is the responsibility of the exhibitor, not the Conference Sponsor to redeem lost funds.

Address & Accommodations: The Omega Institute is located at 150 Lake Drive, Rhinebeck, NY 12572. Exhibitors are responsible for their own housing during the conference. Housing will be available for Exhibitors on our Rhinebeck Campus. Please call Reservations to reserve your room at 800-944-1001.

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