EXHIBITOR AGREEMENT
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This agreement is made between the Exhibitor and the Canadian Organization for Medical Physicists (COMP) exclusively for the 2025 COMP Annual Scientific Meeting. By submitting this agreement, the Exhibitor agrees to adhere to all the deadlines and to follow all the requirements stated within.
TERMS
This agreement will be effective upon submission by the Exhibitor and approval by COMP and will terminate on June 30, 2025, or when all conditions have been met. This agreement cannot be terminated except by the conditions stated within.
AGREEMENT
The Exhibitor is being provided a booth in the Exhibit Hall at the 2025 COMP Annual Scientific Meeting. The Exhibitor Main Contact understands that by submitting this agreement they have contracted for the fee described within, the following:
- Full conference registration for 2 individuals
- Website and program branding
- A prize with an approximate value of $50 to incentivize visits to the booth
- A delegate registration list that includes names, organizations and email contact information for all delegates to be supplied after the meeting
For this service, the Exhibitor agrees to pay a fee of $1,600 (+ tax) for Affiliate members and $3,200 (+ tax) for non-Affiliate members.
TERMS AND CONDITIONS
DEFINITIONS: "Event" means the COMP Annual Scientific Meeting, scheduled to be held June 4-7, 2025. "COMP" means the organizer which is the Canadian Organization of Medical Physicists, its representatives and organizer team, unless the context requires otherwise. "The Exhibitor" means, collectively, (i) the company and/or Main Contact that applied for an exhibit space use and agreed to enter this contract upon acceptance COMP in the manner stated below and (ii) each of its and/or their officers, directors, shareholders, employees, contractors, agents, representatives and/or invitees, as applicable.
CONTRACT ACCEPTANCE: The submission of COMP Annual Scientific Meeting Exhibitor Agreement for the exhibit space and written acceptance of the application by COMP constitutes a contract for the right to use the exhibit space.
EXHIBITOR PAYMENT: Upon approval of a spot and receipt of an invoice, the Exhibitor shall pay to COMP 100% of the total price.
ASSUMPTION OF RISKS: Releases: The Exhibitor expressly assumes all risks associated with, resulting from, or arising in connection with the Event, the Exhibitor's participation, or presence at the Event, including, without limitation, damage or injury (collectively "Loss") to or of any business or profits of the Exhibitor, whether caused by negligence, intentional act, accident, act of God or otherwise. Neither COMP nor the event facility accepts responsibility. Neither COMP nor the event facility shall be liable for, and the Exhibitor hereby releases them from, and covenants not to sue any of them with respect to, any and all risks, losses, damages and liabilities whether described in this or not.
INDEMNIFICATION: The Exhibitor shall indemnify, defend and hold COMP and the event facility harmless from and against any and all claims, demands, suits, liabilities, damages, losses, costs, fees (including attorneys' fees) and expenses which result from or arise out of or in connection with: (a) The Exhibitor's participation or presence at the event (b) any breach by the Exhibitor of any agreements, covenants, promises or other obligations under this contract or any other contract, arrangement or agreement; (c) any matter for which the Exhibitor is otherwise responsible under the terms of this contract or any other contract, arrangement or agreement; (d) any violation or infringement (or claim of violation or infringement) of any law, agreement, regulation or ordinance or the rights of any party under any patent, copyright, trademark, trade secret or other proprietary right; (e) any libel, slander, defamation or similar claims resulting from the actions of the Exhibitor; (f) harm or injury (including death) to the Exhibitor; and (g) loss of the business or profits of the Exhibitor, whether caused by negligence, intentional act, accident, act of God, or otherwise. This section shall survive the termination or expiration of this Contract.
LIMITATION OF LIABILITY: Under no circumstances shall COMP or the event facility be liable for any lost profits or any incidental, special, indirect, punitive, or consequential damages whatsoever for any of their acts or omissions, whether COMP is apprised of the possibility of any such lost profits or damages or not. In no event shall COMP's maximum liability exceed the amount actually paid to COMP by the Exhibitor for exhibit space used pursuant to this contract. COMP makes no representations or warranties, express or implied, regarding the number of persons who will attend the event or regarding any other matters. As a condition of exhibiting at the event, the Exhibitor agrees to carry commercial liability insurance, naming COMP and the event facility as additional insured.
EXHIBITOR APPLICATION: COMP may refuse acceptance of any Exhibitor application for any or no reason. TCOMP, in its sole discretion exercisable at any time, determines whether any Exhibitor is eligible to participate in the event. Eligibility is generally limited to persons or firms that supply products and/or services to in connection with the marine industry.
EXCLUSIONS: COMP has the right to restrict or remove any Exhibitor that, in their opinion, detracts from the general character of the Event. This reservation applies to displays, personal conduct, and methods of operation. In the event of such restrictions or evictions, COMP will not be liable for any refunds or other exhibit expenses.
EXHIBIT SPACE OCCUPANCY: COMP shall abide by all public health restrictions in place at the time of the event and not exceed fire code capacity. COMP shall specify the hours and dates for occupying the space.
CANCELLATION BY EXHIBITOR: The Exhibitor may cancel this contract if the COMP has another company to take over their booking. In this event, a full refund, minus a $300 administration fee, will be extended.
CANCELLATION BY ORGANIZER: If the Exhibitor fails to make a payment required by this contract in a timely manner, COMP may terminate this contract (and the Exhibitor's participation in the event) without further notice and without obligation to refund any monies previously paid. COMP may also terminate this contract effective upon written notice of termination if the Exhibitor breaches any of its obligations under this contract or any other contract or arrangement with COMP, without any obligation on COMP's part to refund any payments previously made and without releasing the Exhibitor from any liability arising as result of or in connection with such breach. If COMP removes an exhibit that it considers to be objectionable or inappropriate, no refund will be due to the Exhibitor.
CANCELLATION OF THE EVENT: If COMP cancels the event due to circumstances beyond the reasonable control of COMP (such as acts of God, acts of war, governmental emergency, labour strike or unavailability of the event space) COMP shall refund to the Exhibitor its exhibit space rental payment previously paid, minus a share of costs and expenses incurred by COMP, in full satisfaction of all liabilities of COMP to the Exhibitor. COMP reserves the right to cancel, rename the event or change the event dates. If COMP changes the name of the event or changes the event to dates that are not more than 30 days earlier or 30 days later, no refund will be due to the Exhibitor. If COMP elects to cancel the event other than for a reason previously described in this paragraph, they shall refund to the Exhibitor its entire payment for their exhibit space, in full satisfaction of all liabilities of COMP to the Exhibitor.
LISTING AND PROMOSTIONAL MATERIALS: By exhibiting at the event, the Exhibitor grants to COMP a fully paid, perpetual non-exclusive license to use, display and reproduce the name, trade names and/or product names of the Exhibitor in any directory or distribution list or material (whether in print, electronic or other media) listing organizations exhibiting at the Event and to use such names in COMP’s promotional materials. COMP shall not be liable for any errors in any listing or descriptions or for omitting the Exhibitor or any other exhibitor from any directory or other lists or materials. COMP may also take video recordings of the event space, guests, and personnel during, before or after the open hours of the event and use those photographs for any promotional purpose.
TAXES AND LICENCES: The Exhibitor shall be solely responsible for obtaining any licenses, permits or approvals under federal, provincial, or local laws applicable to its activities at the event. The Exhibitor shall be solely responsible for obtaining any necessary tax identification numbers and permits and for paying all taxes, license fees, use fees, royalties or other fees, charges, levies, or penalties that become due to any governmental authority in connection with its activities at the event.
INCORPORATION OF RULES AND REGULATIONS: All matters pertaining to the event and not specifically covered by the terms and conditions of this contract shall be subject to determination by COMP in its sole discretion. COMP may adopt rules or regulations from time to time governing such matters and may amend or revoke them at any time, upon notice to the Exhibitor. Any rules and regulations are an integral part of this contract and are incorporated herein by reference. The Exhibitor shall observe and abide by additional regulations made by COMP as soon as these additional rules or regulations are communicated to the Exhibitor.
ADDITIONAL TERMS AND CONDITIONS: COMP has sole control over attendance policies. Except as provided to the contrary in this contract, all monies paid by the Exhibitor shall be deemed fully earned and nonrefundable at the time of payment. In addition to its right to close an exhibit and withdraw acceptance of or terminate the contract, COMP in its sole judgment and discretion may refuse to consider for participation in future Events an Exhibitor who violates or fails to abide by the contract and any of the accompanying rules and regulations. Any amendment to this contract must be in writing and signed by an authorized representative of COMP. The Exhibitor shall not assign this contract or any right or obligation hereunder.
ENTIRE AGREEEMENT: This contract (including the Sponsorship or Exhibit Hall Prospectus and any additional rules or regulations adopted by COMP from time to time) represents the entire agreement between COMP and the Exhibitor relating to the Event and supersedes any prior written or oral understandings, agreements, or representations by or between COMP and the Exhibitor relating to the Event.
GOVERNING LAW: This contract is governed by the laws of the Province of Ontario as applied to contracts entered and entirely performed within that Province by residents of that Province. The Exhibitor hereby submits to the exclusive jurisdiction of the courts located in the Province of Ontario, which shall constitute the exclusive forum for the resolution of all disputes arising out of, connected with, or related to this contract or the breach of any provision of this contract.
