EXHIBITOR TERMS & CONDITIONS

Ownership STEF, the SEMI-THERM Educational Foundation, is a non-profit 501 (c) (3) + entity dedicated to the development and presentation of educational opportunities and resources in the area of Thermal Management of Electronic Components and Systems. The annual SEMI-THERM symposium and exhibition is owned by STEF.

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Assignment of Exhibit Space STEF SEMI-THERM shall assign the exhibit space to the Exhibitor for the period of the exhibit. Such assignment is made for the period of this exhibit only and does not imply that the same or similar space be held or offered for future exhibits. Every effort will be made to respect the Exhibitor’s space choices whenever possible, but the decisions of STEF SEMI-THERM will be final. Exhibits are assigned on a seniority basis. STEF SEMI-THERM reserves the right to transfer assignments when such action is deemed to be in the best interest of the total exhibition.

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Contractor Services and Information STEF SEMI-THERM has contracted TriCord Tradeshow Services to provide various services to exhibitors. TriCord will provide all services for the exhibit area. Complete information, instructions, and schedules of prices regarding shipping and drayage, labor for erecting and dismantling, electrical work, furniture, cleaning, etc., will be included in the Exhibitor’s Service Manual, forwarded 10 weeks before the annual conference. An Exhibitor Service Center will be maintained on the exhibit floor to facilitate service requests from the Exhibitor. STEF SEMI-THERM assumes no responsibility or liability for any of the services performed or materials delivered by TriCord.

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San Jose, California Union Guidelines When union labor is required because of underlying contracts between the unions and management, Exhibitor shall comply with the then existing terms of said union contracts. In order to conform to union contract rules and regulations, it will be necessary for all exhibitors to utilize qualified union personnel for display work and material handling within the show.

 

Sign, Display and Allied Crafts Union This union claims jurisdiction over all setup and dismantling of exhibits including signs and carpet installation. This does not apply to the unpacking and placement of your merchandise (items produced by you for sales, scheduled for display in your booth, or literature describing same). Any installation of exhibits or displays which requires the use of hand tools, or more than one person, or longer than 30 minutes (including crating or uncrating) to install, or exceeds ten feet in any direction, shall be installed by employees covered by this Agreement.

 

Teamsters Union This union claims jurisdiction over the operation of all material handling equipment, all unloading and reloading and handling of empty containers. An exhibitor may only move material that can be hand-carried by one person. Each booth is allowed only one trip. Hand-carried is defined as small cartons, packages, or portable lap-top computers that usually weigh less than 30 lbs. Unions claim jurisdiction under all other circumstances. No one, other than the official contractor’s employees, is allowed to use dollies, hand trucks, or other mechanical equipment. This includes, but is not limited to, I&D employees, hotel employees and facility employees.

 

Electricians Union – Truss and Lighting Truss and Lighting TSE is responsible for supervision, assembly and removal of truss assemblies for lighting, audio-visual equipment & special effects, whether hanging or floor standing. All power, electrical labor orders, and additional requirements for such equipment must be placed through TSE as the electrical contractor. Your representative may be present during the assembly or the installation / removal of your truss or lighting.

 

Delivery and Storage of Equipment Each Exhibitor shall be responsible for the delivery of equipment and/or display material to the exhibit hall and for removal of the equipment and/or display material. TriCord Tradeshow Services has been contracted by STEF SEMI-THERM to provide drayage and other exhibit services. Tricord shall control all traffic into and out of the exhibit areas to minimize delays and tie-ups. Tricord will receive and store shipments made to them, and 30 days free storage will be allowed. Proper identification tags will be available at the service center of the exhibit floor and are to be attached to each item to be placed in storage. All packing materials such as paper, excelsior, etc., must be totally enclosed in containers.

 

Booth Equipment Standard booth equipment consists of drape assembled on aluminum stanchions and telescopic crossbars, backs eight feet high and side rail dividers 36” high, a standard sign 11” x 17” bearing the name of the Exhibitor for the backdrop. All additional decoration or construction will be at the Exhibitor’s expense.

 

Booth Construction and Arrangements No display may extend beyond the following dimensions: higher than eight feet from the back wall to three feet forward of the back wall and nothing over 42” in height shall extend forward for the remaining space to the front of the booth. Any portion of an exhibit that obstructs the view, interferes with the privileges of other exhibitors, extends beyond the designated booth space, or for any reason becomes objectionable at the discretion of STEF SEMI-THERM must be immediately modified or removed by the exhibitor. All exposed parts of the display must be finished so as not to be objectionable to other exhibitors and/or STEF SEMI-THERM.

 

Subletting of Space Exhibitors shall not assign or sublet any space allocated to them without the consent of STEF SEMI-THERM and may not advertise or display goods other than those manufactured or sold by them in the regular course of their business. Space assigned to the exhibitor is for their exclusive use.

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Insurance Exhibitors desiring insurance upon their exhibits must place same at their own expense. Neither STEF SEMI-THERM nor its agents will be responsible for the safety of exhibits against fire, robbery, accident or any other destructive cause, or for any injury that may arise to the public leased area, or to the exhibitors or their employees while on show grounds. Exhibitors using non-official labor for booth set-up and teardown must provide certificates of insurance prior to the event.

 

Safety All construction material must conform to standard safety practices and government regulations. Table and back wall drapes supplied by the official decorator, and those supplied by the Exhibitor, together with textile or paper displays and decorations must be flame- proofed. No combustible decorations such as crepe or tissue paper, cardboard or corrugated paper may be used at any time. All packaging containers and materials are to be removed from the floor and may not be stored under tables or behind displays. Displays are subject to inspection and approval for safety by the Fire Department of the city and subject to their codes.

 

Liability for Loss or Damage STEF SEMI-THERM will provide a security guard for non-show hours. However, exhibitors are responsible for any loss of equipment and/or display material resulting from theft or misplacement. Do not leave laptop computers in your booth unattended. The Exhibitor hereby agrees to assume all risks relating to such property and shall hold STEF SEMI-THERM and its agents harmless from all loss or liability.

 

Indemnity and Limitation of Liability Neither the STEF, or the Exposition Management nor the host hotel/convention facility, nor contracted decorator/drayage, nor any of its officers, agents, employees or other representatives shall be held liable for, and they are hereby released from liability for any damage, loss, harm or injury to the person or property of the Exhibitor or any of its visitors, officers, agents, employees or other representatives, resulting from theft, fire, water, or accident or any other cause. The Exhibitor shall indemnify, defend, protect, and save harmless the aforementioned from any and all claims, demands, suits, liability, damages, loss, costs, attorney’s fees, and expenses of any kind which might result from or arise from any action or failure to act on the part of the Exhibitor or its officers, agents, employees or other representatives.

 

Exhibit Set-up and Removal STEF SEMI-THERM has established a schedule for exhibitors listed above and reserves the right to make changes; however, such changes will be made as far in advance of the exhibition as possible. Exhibit must be fully paid for before exhibit set-up is allowed. It is the responsibility of each Exhibitor to have the exhibit in place by the end of the Continuing Set-up Period and to have the exhibit dismantled and removed by the end of the

 

Move-out period. Exhibitor shall not set-up, assemble, remove or disassemble exhibits, and shall have its exhibits staffed, during the hours that exhibits are open. Violation of this regulation may result in denial of space at future STEF SEMI-THERM symposia.

 

Vendor Workshops Exhibitors have an opportunity to present a vendor workshop at SEMI-THERM on a first come first served basis at a specified cost. The presentation should respect the high technical level of expertise of the attendee. Workshops should not be used for sales presentations. Material presented during the workshop must be aimed at providing either basic technical information (i.e. tutorial type) and /or analysis using a specific exhibitor product, service, etc. The content of the presentation is the responsibility of the exhibitor; however, the Program Committee reserves the right to review workshop summaries for technical content. STEF SEMI-THERM and its agents are released from any liability and held harmless for any material presented in the vendor workshop presentation.

 

Hospitality/Demonstration Suites Exhibitor hospitality/demonstration suites may not be held during day events and may not conflict with evening tutorials or any other evening event. Exhibitors must notify STEF SEMI-THERM of intent to host a hospitality suite.

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Exhibitor Materials Circulars or advertising material of the exhibitors may only be distributed within the booth assigned to the Exhibitor. Such material shall not be distributed to the hotel rooms of the convention registrants or in any area of the convention facilities that is not an assigned area of STEF SEMI-THERM.

 

Machinery Operation All items on display may be in operation provided they comply with safety regulations, local ordinances, and noise restrictions. Noisy equipment used in demonstrations should be operated intermittently. Exhibitors may be requested to discontinue any noise producing activity which becomes objectionable to neighboring exhibitors and/or interferes with the effectiveness of their exhibits.

 

Cancellation by STEF SEMI-THERM If, because of war, fire, strike, exhibit facility construction or renovation project, government regulation, public catastrophe, Act of God, or the public enemy or other cause beyond the control of STEF SEMI-THERM, the exhibit or any part thereof is prevented from being held, is cancelled by STEF SEMI-THERM, or the exhibit space becomes unavailable, STEF SEMI-THERM, in its sole discretion, shall determine and refund to the Exhibitor its proportionate share of the balance of the aggregate exhibit fees received which remain after deducting expenses incurred by STEF SEMI-THERM and reasonable compensation to STEF SEMI-THERM. In no case shall the amount of refund to Exhibitor exceed the amount of exhibit fee paid.

 

Cancellation by Exhibitor If written notice of space cancellation is received by STEF SEMI-THERM at least 90 days prior to the start of the Initial Exhibitor Set-up Period 50% of the monies received will be refunded. No refunds will be made for cancellations after this date. Any space not occupied by the opening of exhibits shall be deemed a cancellation without notice. If exhibit materials have been delivered to the assigned booth, STEF SEMI-THERM reserves the right to charge the exhibitor actual costs in removing and returning such materials.

 

Agreement to Terms and Conditions STEF SEMI-THERM shall have sole authority to interpret these terms and conditions. Matters not covered by the terms and conditions shall be subject to final decision by STEF SEMI-THERM. These terms and conditions may be amended at any time by STEF SEMI-THERM upon written notice by STEF SEMI-THERM to such exhibitors as may be affected by them. Checking the acceptance box on the on-line registration form shall be considered a binding agreement to these terms and conditions. Exhibitors shall abide by federal, state, and city laws, ordinances and regulations.

 

Exhibitor Responsibility Clause To the fullest extent permitted by law, the person/legal entity described as “Exhibitor” in this clause and in this exhibitor contract (regardless whether such person/legal entity is also described as “Exhibitor” in this contract) hereby assumes full responsibility and agrees to indemnify, defend and hold harmless San Jose Lessee, LLC d/b/a Doubletree by Hilton San Jose (“Hotel”) and Hotel’s owners, managers, subsidiaries, affiliates, employees and agents (collectively, “Hotel Parties”), as well as SEMI-THERM Educational Foundation (“Group”), from and against any and all claims or expenses arising out of Exhibitor’s use of the Hotel’s exhibition premises. Exhibitor agrees to obtain and maintain during the use of the exhibition premises,

 

Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor’s indemnity obligations in this clause. Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage. The Hotel Parties and Group shall be named as additional insureds on such policy, and Exhibitor shall supply the Hotel with a Certificate of Insurance at least 30 days prior to the use of the exhibition premises. The Exhibitor understands that neither the Group nor the Hotel Parties maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.

 

Communication

Communication with STEF SEMI-THERM shall be addressed to:
SEMI-THERM Educational Foundation
3287 Kifer Road
Santa Clara, CA 95051, USA
Email: info@semi-therm.org