Agreement for SAC 2021 Exhibit Booth

Terms and Conditions

“AAMA” refers to the Alabama Automotive Manufacturers Association, Inc.  “EXHIBITOR” refers to the applicant for exhibit space named in this Agreement (“Agreement”).  “Facility” refers to the location of the 2021 Southern Automotive Conference (“SAC”) named in this Agreement, namely the Birmingham Jefferson Convention Complex.  “Veal” refers to the convention services company that is retained by AAMA for the SAC.

BOOTH ASSIGNMENTS: AAMA cannot guarantee booth location but shall use its best efforts to locate the booth(s) in one of the locations designated by EXHIBITOR from the general floor plan, and/or to provide physical separation of the booth(s) from the booth(s) of those competitors from whom the EXHIBITOR has requested such separation.  Notwithstanding the above, AAMA reserves the right to change location assignments at any time, as it may in its sole discretion deem necessary.

BOOTH LAYOUT AND STRUCTURES: EXHIBITORs are not allowed to erect walls and any other structures which hinder the line of sight of neighboring booths.  If in doubt, contact AAMA for approval.  AAMA reserves the right to ask companies to remove certain structures and move equipment if required.

ASSIGNMENT AND SUBLEASE: EXHIBITOR shall not sublet the Booth(s) or any equipment provided by AAMA, nor shall EXHIBITOR assign this Agreement in whole or in part without written notice to, and written approval from, AAMA.

INSTALLATION & DISMANTLEMENT: EXHIBITOR agrees to comply with assigned move-in and installation days and hours.  Exhibits may not be dismantled in any way or removed from the Facility until the close of the conference at 10:30am on Friday, October 15, 2021.  Please be aware of the penalties for CONTRACT VIOLATIONS set forth below.

EXHIBITOR-APPOINTED CONTRACTORS: EXHIBITOR agrees to indemnify, defend, and hold harmless AAMA, its agents, and employees, from and against any claims or damages caused by the activities of an EXHIBITOR-appointed contractor, should EXHIBITOR choose to use a contractor/decorator and/or drayage service other than Veal, the official one contracted with by AAMA.

LIABILITY: This Agreement shall not constitute or be considered to form a partnership, employer-employee relationship, joint venture, or agency between AAMA and EXHIBITOR.  EXHIBITOR hereby agrees to and does indemnify, hold harmless, and defend AAMA, its agents and employees, from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever (including but not limited to cost, interest, and attorneys’ fees) which they may incur, suffer, be put to, pay, or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission by EXHIBITOR or any of its employees, servants, or agents.  EXHIBITOR further agrees that AAMA, and its agents and employees, shall not be responsible in any way for (i) damage, loss, or destruction of any property of EXHIBITOR, or (ii) injury to EXHIBITOR or its representatives, agents, employees, licensees, or invitees.

SECURITY:  Although security service will be furnished, AAMA cannot and will not be responsible for damage to, loss, and/or theft of property belonging to any EXHIBITOR, its agents, employees, business invitees, visitors, or guests. Each EXHIBITOR is to carry its own insurance.  EXHIBITOR agrees to produce photo identification of its employees, agents, and appointees, if requested by AAMA, and to allow such individuals from AAMA, at their sole discretion, to search any items EXHIBITOR brings into the event area.

FIRE SAFETY:  All curtains, drapes, signs, banners, acoustical materials, plastic, cloth, and decorations must be constructed of fire-resistant material and a certificate of flammability must be provided upon request of the Fire Prevention Captain. No combustible materials, merchandise, or signs shall be attached to table skirting facing aisles unless also fire-resistant.  Decorations, signs, banners, etc., may not be taped, nailed, tacked, stapled, or otherwise fastened to ceilings, walls, painted surfaces, or columns.  Automobiles, trucks, tractors, machinery, and other motor vehicles utilizing flammable fuels which are placed on display inside the building shall conform to the requirements of the Fire Department and city regulations of the Facility location. All fuel tanks shall be locked or effectively sealed, and battery cables shall be disconnected from the ignition system. Displays are subject to inspection and approval for safety by the Fire Department of the Facility’s location.

PAYMENT: Upon acceptance of this Application by AAMA and payment in full by EXHIBITOR, this Agreement will be in full force and effect. EXHIBITOR’s payment is not refundable.  

BOOTH CANCELLATION BY EXHIBITOR: Due to AAMA’s need to fund certain expenses in advance, EXHIBITOR’s payments are not refundable.  Substitutions are not allowed.

FORCE MAJEURE: In the event the Facility or any part of the exhibit area thereof is unavailable, whether for the entire event or a portion of the event, as a result of fire, flood, tempest, inclement weather, or other such cause, or as a result of governmental intervention, malicious damage, acts of war, terrorism, strike, lock-out, labor dispute, riot, pandemic, or other cause or agency over which AAMA has no control, or should AAMA decide, because of such cause, that it is necessary to cancel, postpone, or re-site the SAC, or reduce the move-in and installation time, show time, or move-out time, AAMA shall not be liable to indemnify or reimburse EXHIBITOR in respect of any damages or loss, direct or indirect, arising as a result thereof.

BADGES:  Each EXHIBITOR representative must wear their own AAMA-issued name badge at all times while in the Facility.

OBJECTIONABLE PRACTICES OR DISPLAYS: Use of noisemakers, huckster-type promotion and presentations, judged by AAMA, in its sole discretion, not to be in good taste, lacking in dignity, or not keeping with the purpose of AAMA and SAC are prohibited. AAMA reserves the right to restrict EXHIBITOR’s use of sound and other devices, which may interfere with the best interests of AAMA and SAC as a whole.  Also, EXHIBITOR agrees to abide by any noise restriction requests made during the event.  This will apply primarily while stage presentations are underway, during which time EXHIBITORs and others in the Exhibitor area will be asked to be quiet out of respect for speakers and those listening to them.  Please be aware of the penalties for CONTRACT VIOLATIONS set forth below.

POLICY ON SUITCASING, OUTBOARDING AND COMPETITIVE EVENTS:  In order to protect our valued exhibitors and their investment in attending the SAC, our rules strictly prohibit “suitcasing” or “outboarding” by individuals, attendees, or companies who transact business at the SAC or at official SAC hotel(s), who have not purchased an exhibit booth.  By suitcasing or outboarding the show, an individual, attendee, or company gains an unfair competitive advantage over SAC exhibitors that have invested money and other resources to exhibit.  SAC rules also prohibit any individuals, attendees, or companies from scheduling an event that competes with an official event sanctioned and publicized by SAC. “Competitive events” seek to draw conference attendees away from an official event sanctioned by SAC and are therefore detrimental to the success of the official event, and the investment by SAC sponsors.  “Suitcasing” refers to those non-exhibiting companies or persons who go to the SAC as an attendee, but “work the aisles” from their suitcase/briefcase and solicit business in the aisles or lobby area.  “Outboarding” refers to non-exhibiting companies that set up exhibits or events at off-site locations, hotel hospitality suites, or restaurants, and encourage SAC attendees to leave the conference and spend time with them.  “Competitive Events” are any events that compete for conference attendees by being scheduled during the same or overlapping timeframe as an official event scheduled by SAC, whether the event is educational, an exhibition, or a social event.  Those found to be in noncompliance with this policy may, in the sole and absolute discretion of AAMA, be asked to leave the SAC, and may no longer be welcomed at, or allowed to attend, exhibit, or sponsor, at any future SAC events.

DISTRIBUTION OF MATERIALS: All promotional materials for EXHIBITOR products or services may be distributed only at booths.  EXHIBITORs are prohibited from distributing materials elsewhere in the exhibit hall, convention center common areas, or host hotels.

ALCOHOLIC BEVERAGES: No alcoholic beverages shall be sold or given away on the trade show floor.

INTERIOR SIGNS: Placing signs or placards on painted walls is prohibited. Adhesives are not permitted on painted walls. Failure to comply with this regulation shall result in a charge to EXHIBITOR in the amount of the damage repair expenses.

PRODUCTS LIMITATIONS: Only those products and/or services considered by AAMA as relating directly to the automotive manufacturing industry may be exhibited at the sole discretion of AAMA. Products containing hazardous elements, chemicals, and/or compounds may not be exhibited at the SAC.

UNAUTHORIZED ACCESS: No person, firm, or organization, which has not signed an Agreement with AAMA for occupancy of exhibit space in the SAC, will be permitted to display or demonstrate any products, processes, or services, to solicit orders, to wear any identification, or to distribute advertising, or other materials during exhibiting hours of the SAC.  Any infringement of this regulation will result in prompt removal of the offending person from the Facility.

REGISTRATION: EXHIBITOR also agrees to be bound by Terms and Conditions set forth as part of the registration process for the SAC, and all such Terms and Conditions are hereby incorporated by reference herein.

CONTRACT VIOLATIONS: Complaints of any violation of these Terms & Conditions are to be made promptly to AAMA.  EXHIBITORs and their personnel agree to abide by the decision of AAMA.  If EXHIBITOR fails to abide by any of the Terms & Conditions, AAMA may, in its sole discretion: 

A. Immediately remove and/or shut down the exhibit and/or the offending EXHIBITOR at the expense of the EXHIBITOR (prior to or during the SAC),

B. Ban the offending EXHIBITOR from one or more future SAC events for a period of up to 24 months, and/or

C. Revoke placement preference in one or more future shows.

INTERPRETATION:  Any and all matters not specifically covered by the preceding Terms & Conditions shall be subject to the sole and absolute discretion of AAMA.  AAMA shall have the full power to interpret and enforce these Terms & Conditions. Each EXHIBITOR, for itself and its employees, agrees to abide by the foregoing Terms & Conditions, and referenced rules and regulations.

APPLICABLE LAW AND FORUM:  This contract shall be governed by the laws of the State of Alabama.  EXHIBITOR agrees to abide by the rules and regulations of the Facility.  The parties agree that the jurisdiction for any dispute resolution shall be Alabama.

CONTACT INFORMATION:  For further information, please email Lynsey Delane at lynsey@southernautocon.com or call 256-424-3010.

SAC is presented jointly each year by the automotive manufacturers associations of Alabama (AAMA), Georgia (GAMA), Mississippi (MAMA) and Tennessee (TAMA). The South Carolina Automotive Council (SCAC), Kentucky Association of Manufacturers (KAM), Texas Automotive Manufacturing Association (TXAMA), and Southern Automotive Women's Forum (SAWF) are affiliate members of SAC.