ASAE Technology Exploration Conference
Industry Partner Engagement Rules & Regulations
The rules and regulations contained herein are part of all virtual exhibit and engagement contracts. American Society of Association Executives™ (ASAE) reserves the right to enforce these rules and regulations, as well as to make final decisions on all points covered or not covered in these rules and regulations. ASAE also reserves the right to decline or remove any virtual exhibit/engagement offering/company that, in its judgment, is not suitable or not keeping with the character of the exhibition. At its discretion, ASAE may accept or reject any application for virtual exhibit space. ASAE shall have full authority to interpret or amend these rules, and its decision is final.
The term “Show Management” used herein and in subsequent regulations shall mean the American Society of Association Executives™ (ASAE), its agents or employees acting for it, and the management of all virtual engagement opportunities, including the expo hall.
All exhibit/engagement matters, and questions not covered in the TEC 20 prospectus, online resources area and/or the contract are subject to the decision of Show Management. These rules and regulations may be amended or changed at any time by ASAE, and all amendments and changes will be binding on all parties.
Cancellations, Refunds and Payment of Debts
ASAE has amended contracts and policies to allow for special considerations on a case by case scenario, given the unprecedented global circumstance. Exhibitors, engagement participants, and advertisers that have invested in TEC 20 have the following options as they plan for the future:
Cancellation Policy | All requests for cancellation or reduction of any engagement opportunity must be submitted to firstname.lastname@example.org by November 10, 2020 and shall become effective upon receipt by ASAE. If notice of cancellation is received by ASAE on or before November 10, 2020, ASAE will retain or shall be owed a cancellation processing fee of $150; if notice of cancellation is received by ASAE after November 10, 2020, ASAE will retain or shall be owed a cancellation processing fee equal to 100% of the total purchase fees.
Refunds Policy | Any and all refunds owed by ASAE, will be processed within 90 days of the cancellation request submission.
Payment of Debts Policy | All virtual participants must make all required payments for their engagement opportunities at the time of the online application submission, or no later than November 10, 2020. Thereafter, all virtual participants are further responsible for ensuring that there are no outstanding amounts owed by them to ASAE. Virtual participants may not appear online until payment in full is received. If payment is not received prior to the start of the virtual conference, ASAE will not allow for the display of your virtual engagement opportunity package or access to their virtual registrations.
Specific Terms and Conditions
Badges | Exhibiting companies are provided with an allotted number of complimentary registrations based on the selected Engagement package type. All registrations include full access to all education sessions, Keynotes, PivotFest, Virtual Happy Hour and more. Additional registrations may be purchased at a discounted rate by exhibiting companies. The rate for these registrations is available on Virtual TEC20 Virtual website, https://tec.asaecenter.org/register.cfm.
Booth Equipment and Services | The Exhibitor will have the opportunity to design their virtual exhibit space following the brand guidelines and template provided via the virtual platform. Further information will be provided under separate cover.
Recording Policy | By participating in TEC 20, you agree to ASAE’s Recording Policy. ASAE strictly prohibits the recording (photographic, screen capture, audio and/or video), copying or downloading of content/chat from the sessions and or presentations offered at the TEC 20. Intent to communicate or disseminate results or discussion presented at the meeting is prohibited until the start of each individual presentation.
Eligibility to Exhibit | ASAE reserves the right to determine the acceptability of applications for exhibit space. The products or services to be exhibited must be of professional or educational interest or benefit to the registrant and are, in the opinion of the ASAE, related to the communities of association and nonprofit executives from all position levels. Exhibitor shall not in any manner indicate that an ASAE endorsement or approval of Exhibitor’s product or service has been given by ASAE merely because ASAE has approved such product or service for display.
Enforcement of Rules and Regulations | Anyone found in violation of these rules and regulations may be subject to any or all the following remedies at the sole discretion of ASAE Show Management:
The engagement opportunity is deactivated and eliminated from the virtual expo hall floor until the situation is remedied, ·
The engagement opportunity is deactivated and removed for the remainder of the event due to noncompliance, ·
Exclusion from any Industry Partner engagement opoportunities at future ASAE meetings.
Exhibit Admittance | Show Management reserves the right to refuse participation from the virtual expo hall for any objectionable or undesirable person.
Giveaways/Contests | Any exhibitor having a contest or drawing of any kind must follow all governmental laws, ordinances, rules and regulations. It is the exhibitor's responsibility to make sure they correctly follow all rules and regulations. Any violations will be at the sole expense and fault of the exhibitor. ASAE is not responsible or liable for any contests, drawings or giveaways held prior, during or after the virtual event.
ASAE Logo | The ASAE logo is the property of ASAE and may not be used without the permission of Show Management. Please feel free to download and use the provided “We’re Exhibiting” logo in your marketing materials to promote this event.
No-Show Policy | An exhibiting company will be considered a no-show if its virtual booth space or engagement opportunity is not prepared for virtual viewing by November 20, 2020. The industry partner company shall be deemed to have cancelled their Contract for TEC 20, and will forfeit their virtual space/engagement opportunity. The virtual exhibit space/engagement opportunity may be assigned to another company or used by Show Management. ASAE will not provide a refund to the exhibitor.
Payment Terms | All sales are final. Payment is due at time of application submission unless payment arrangements have been approved by Show Management. Failure to submit payment by November 10, 2020 will result in your virtual exhibit space/engagement opportunity application not being approved.
Show Cancellation | It is mutually agreed that in the event that the TEC 20 is cancelled in whole or in part, or its scheduled opening is cancelled or delayed, due to fire, explosion, strike, freight embargo, act of God, act of public enemy, act of war, war, act of terrorism, civil disturbance, act of any government, de jure or de facto, or other government declaration or regulation, epidemic or other event over which ASAE has no control, then and thereupon this Agreement will be automatically terminated and ASAE Show Management will determine an equitable basis for the refund of a portion or all of the exhibit fees, after due consideration of expenditures and commitments already made. ASAE shall not be financially liable in the event the show is interrupted, cancelled, moved or rescheduled.
Staffing, Use of Space and Subletting | Virtual booths must remain staffed at all times during scheduled expo hours. All Exhibitor activities must be confined to the limits of Exhibitor’s allocated exhibit space and chat room and must not interfere with the activity of other exhibitors. No exhibitor shall sublet, assign or share any part of their allocated space.
Use of Exhibits and Exhibit Facilities | All exhibits shall serve the interest of the members and delegates of ASAE and shall be operated in a way that will not detract from other virtual booths, virtual expo hall, virtual engagement opportunity, or the virtual event as a whole. Show Management reserves the right to remove any virtual exhibit/engagement opportunity that ASAE believes to be detrimental to the purpose of this event. Any infringement of this regulation will result in the prompt removal of the offending company from the virtual expo hall/engagement opportunity and the virtual event platform.