Comprehensive Exhibitor Terms, Conditions,
Rules, and Regulations
1. Acceptance of Terms
- By registering as an exhibitor for the Connect & Thrive Women’s Conference (“Event”), you (“Exhibitor”) agree to comply with these terms, conditions, rules, and regulations, as well as any amendments made by The Lady’z Lounge LLC (the “Organizer”). Participation in the Event signifies acceptance of these terms, and failure to comply may result in immediate expulsion without refund.
2. Eligibility and Approval
- All exhibitor applications are subject to Organizer approval. The Organizer reserves the right to decline any application that does not align with the Connect & Thrive mission, values, or intended audience.
3. Payment Terms
- Deposit: A non-refundable 50% deposit is required upon signing the exhibitor agreement to secure booth space.
- Final Payment: The remaining balance is due three (3) months prior to the Event date. All payments made after this final payment deadline are non-refundable. Failure to pay the balance by this deadline may result in forfeiture of the exhibitor’s space and any fees already paid.
- Nonprofit Discount: Eligible 501(c)(3) organizations are offered a 25% discount upon proof of nonprofit status.
- Pricing Adjustments: Pricing is subject to adjustment based on venue or logistical considerations, with notice provided to exhibitors.
- Non-Compliance with Payment: Failure to adhere to the payment terms may result in forfeiture of the booth space without refund or recourse.
4. Cancellation and Refund Policy
- Exhibitor-Initiated Cancellations: Cancellations must be submitted in writing to the Organizer. Refunds are available as follows:
- Cancellations prior to the final payment deadline (three months before the Event): Eligible for a 50% refund of fees paid.
- Cancellations after the final payment deadline: Non-refundable.
- Organizer-Initiated Cancellations: If the Organizer cancels the Event due to unforeseen circumstances, exhibitors will receive a refund or credit toward a future event.
- Force Majeure: The Organizer is not liable for failure to hold the Event due to circumstances beyond control, including natural disasters or public health crises. Exhibitors agree to hold the Organizer harmless under these conditions.
5. Exhibitor Setup and Breakdown
- Setup: Exhibitors must set up during designated setup times. Early setup is not permitted without prior approval from the Organizer. Specific setup times will be provided in advance. For questions about setup, contact Leon-Claude at leonclaude@theladyzlounge.com or (424) 394-0661.
- Breakdown: Exhibitors must remain operational until the official end of the Event. Early breakdown is not allowed without prior approval. All items must be removed from the venue by the specified end time to avoid additional charges. For breakdown logistics, contact Leon-Claude at leonclaude@theladyzlounge.com or (424) 394-0661.
6. Exhibitor Space and Equipment
- Space Allocation: Exhibitor spaces are assigned based on the layout plan and specific requirements. Each exhibitor is responsible for ensuring the safety and stability of their displays. A detailed floor plan will be provided closer to the Event date.
- Equipment: Only equipment provided or approved by the Organizer may be used. Additional equipment requests must be arranged in advance, and exhibitors must ensure compliance with local fire and safety regulations. For equipment-related inquiries, contact Leon-Claude at leonclaude@theladyzlounge.com or (424) 394-0661.
7. Conduct and Behavior
- Professional Conduct: Exhibitors are expected to maintain professionalism and interact respectfully with attendees and other exhibitors. Disruptive behavior may result in removal.
- Noise Levels: Music or sound from exhibitor spaces must be kept at a reasonable volume. Sound checks are permitted during setup only.
- Staffing: Exhibitor spaces must be staffed at all times. Unattended spaces may be subject to removal. Staff must be aware of and comply with Event rules. For conduct-related concerns, contact Leon-Claude at leonclaude@theladyzlounge.com or (424) 394-0661.
8. Safety and Security
- Safety Compliance: Exhibitors must follow all safety guidelines set by the Organizer and venue, including fire codes and emergency exit protocols.
- Security: While reasonable measures are taken, exhibitors are responsible for securing their own items. Valuables should be locked or secured, and theft or loss must be reported immediately. Exhibitors are encouraged to bring locks or security measures for high-value items. For any security concerns, contact event security or Leon-Claude at leonclaude@theladyzlounge.com or (424) 394-0661.
9. Cleanliness and Waste
- Clean-Up: Exhibitors are responsible for keeping their area clean and removing all waste. It is recommended that exhibitors bring their own cleaning supplies.
- Waste Disposal: Use designated waste disposal areas provided by the Organizer. Recycling bins will be available; please sort waste accordingly. For waste management queries, contact Leon-Claude at leonclaude@theladyzlounge.com or (424) 394-0661.
10. Insurance and Liability
- Insurance: Exhibitors are responsible for obtaining their own insurance coverage for their products and equipment. Proof of insurance will be required once the final payment is received.
- Liability: The Organizer is not liable for any loss, theft, or damage to exhibitor property. Exhibitors assume all risks associated with their participation. We recommend that exhibitors review their insurance coverage to ensure it includes general liability and product liability. For more information, contact Leon-Claude at leonclaude@theladyzlounge.com or (424) 394-0661.
11. Compliance with Regulations
- Local Regulations: Exhibitors must comply with all local laws, regulations, and venue policies, including obtaining any necessary permits or licenses for their products or services.
- Los Angeles: Check with the City of Los Angeles Office of Finance for necessary permits, including sales tax permits and health permits as applicable. Additionally, ensure compliance with local zoning laws and any specific regulations regarding food sales or promotional activities.
- Raleigh-Durham: Refer to the North Carolina Department of Health and Human Services and local health departments for food sales regulations.
12. Prohibited Items and Activities
- Sales Restrictions: Only items and services approved by the Organizer may be sold or distributed. Any items not listed in the application must be approved before being offered. Exhibitors must provide a complete list of items to be sold in advance.
- Prohibited Items: The following items are prohibited:
- Hazardous materials or substances
- Hemp, cannabis, or any marijuana-derived products, including but not limited to CBD, THC, or any related products, regardless of legality in local or state jurisdictions
- Live animals (except service animals)
- Products that violate copyright, trademark, or intellectual property rights
- Items that promote illegal activities or substances
- Alcohol sales are prohibited unless specifically authorized and in compliance with local laws.
- Unapproved Activities: Any activities or demonstrations that may pose a risk to attendees or other exhibitors are not allowed. For questions, contact Leon-Claude at leonclaude@theladyzlounge.com or (424) 394-0661.
13. Changes and Cancellations
- Exhibitor-Initiated Changes: Any adjustments to exhibitor requirements or setup must be communicated to the Organizer in advance. Last-minute changes may not be accommodated.
- Refund Policy:
- Cancellation More Than 30 Days Before Event: Full refund of registration fee.
- Cancellation 15-29 Days Before Event: 50% refund.
- Cancellation 14 Days or Fewer Before Event: No refunds.
- Submission of Cancellation Requests: All cancellation requests must be submitted in writing, via email, to [insert email address]. Requests must include the exhibitor’s name, contact information, and a clear statement of cancellation.
- Refund Processing: Refunds will be processed within 30 days after the event.
- Non-Refundable Fees: Any non-refundable fees, such as application fees, will not be refunded under any circumstances.
- Force Majeure Clause: In case of unforeseen events, such as natural disasters, pandemics, or other emergencies that lead to the cancellation of the Event, refunds or credits will be handled in accordance with the Event’s force majeure policy. Contact Leon-Claude at leonclaude@theladyzlounge.com or (424) 394-0661 for clarification on this policy.
14. Event Changes
- Modifications: The Organizer reserves the right to make changes to the event schedule, layout, or other aspects as necessary. Exhibitors will be notified of any significant changes via email or official notice.
15. What Can Be Sold
- Approved Products and Services: Exhibitors may sell products or services related to their business or industry. All items must be listed in the application.
16. Samples and Giveaways
- Sampling: Free samples may be distributed with prior approval. Ensure compliance with all health regulations for food distribution.
- Promotional Items: Small giveaways are allowed if they comply with Event guidelines.
17. Rules for Selling Sealed Foods and Beverages
- Permits and Licenses: Exhibitors selling sealed foods or beverages must ensure compliance with relevant health and safety regulations.
- Compliance with Local Regulations: Food and beverage sales must adhere to local health standards, including proper labeling, storage, and waste management.
18. Environmental Responsibility and Sustainability
- Commitment to Sustainability: Connect & Thrive, organized by The Lady’z Lounge, emphasizes sustainability. Exhibitors are encouraged to use eco-friendly materials and reduce waste.
- Waste Management: Participation in the venue’s recycling program is required, and all disposable materials should be recyclable or biodegradable.
19. Photography and Media Release
- Organizer Media: Exhibitors consent to photography and videography by the Organizer for promotional purposes. The Organizer reserves the right to use Event media in perpetuity.
20. Storage and Shipping Policies
- Shipping Arrangements: Exhibitors are responsible for coordinating shipping to and from the venue.
- On-Site Storage: Limited storage space may be available upon request; fees may apply.
21. Health and Safety Compliance
- Adherence to Health Guidelines: Compliance with all health and safety protocols mandated by authorities, including COVID-19 measures, is required.
22. Termination of Agreement
- The Organizer reserves the right to terminate this agreement if the Exhibitor fails to comply with any provisions, engages in unsafe or disruptive behavior, or breaches California law.
23. Governing Law and Dispute Resolution
- Governing Law: These Terms and Conditions are governed by the laws of the State of California.
- Dispute Resolution: Disputes will be resolved through mediation in Los Angeles, CA, or, if mediation fails, through binding arbitration.
24. Amendments and Modifications
- The Organizer reserves the right to amend these Terms and Conditions. Exhibitors will be notified of material changes, and continued participation indicates acceptance.
25. Emergency Procedures
- Incident Reporting: Exhibitors are required to report any incidents, safety concerns, or issues related to their products immediately to the Organizer or event security. This includes product safety complaints, health emergencies, or any suspicious activity.
- Evacuation and Safety Protocols: Exhibitors must follow all emergency procedures as outlined by the Organizer and venue staff, including fire evacuation routes, shelter-in-place directives, and any additional safety instructions provided during the Event.
For more information, please contact:
Leon-Claude Coard
Project Managing Director
The Lady’z Lounge
Email: leonclaude@theladyzlounge.com
Phone: (424) 394-0661
