Dance Educators Collective – Expo & Sponsorship Terms and Conditions
These Terms govern all booth rentals, exhibitor participation, and sponsorship agreements for the Dance Educators Collective (“DEC”) Conference & Expo.
DEC reserves the right to interpret, modify, and enforce all rules in order to ensure a professional, safe, and successful event experience for all participants.
1. Eligibility & Acceptance of Terms
By submitting an exhibitor or sponsorship application, the company and its representatives agree to comply with all DEC Terms and Conditions, future updates, and any on-site directives from Conference Management.
2. Payment, Deadlines & Default
Payment is due according to the schedule listed on the DEC website and promotional materials. Failure to submit payment by the deadline may result in loss of booth assignment, removal from promotional materials, or cancellation without refund. If an exhibitor fails to occupy the booth by the designated installation time, DEC may reassign or reuse the space without obligation to refund any fees.
3. Booth Assignment & Floor Plan Control
Exhibit spaces are assigned based on application date, booth type, sponsorship level, and overall floor plan needs. DEC reserves the right to adjust or relocate booth assignments at any time to support traffic flow, safety, and event quality.
4. Installation, Show Hours & Dismantling
Exhibitors must comply with all load-in, open-show, and load-out hours provided by DEC. Early tear-down or late setup is prohibited unless written approval is granted. Booths must be staffed and fully operational during all published expo hours.
5. Display Regulations & Booth Conduct
Exhibits may not obstruct neighboring booths or aisles.
No signage, merchandise, or promotional items may be placed outside the assigned booth footprint.
Decorations may not be nailed, taped, or affixed to venue surfaces.
All demonstration areas must remain within the booth footprint and cannot block aisles.
Exhibitors may not sublet, share, or reassign any portion of their space without written authorization from DEC.
6. Audio/Visual, Noise & Demonstrations
DEC may restrict or remove any exhibit that, in its judgment, creates excessive noise, visual disturbances, unsafe traffic, or disrupts the overall environment. Live or recorded music played in the booth requires proper copyright licensing. Exhibitors assume full responsibility for obtaining such licenses and must indemnify DEC for any violation.
7. Product Restrictions & Appropriateness
DEC maintains final discretion regarding product or service eligibility. Any display or conduct deemed inappropriate, unsafe, misleading, or disruptive may result in removal without refund.
8. Security & Personal Property
General overnight security will be provided, but exhibitors remain solely responsible for safeguarding their own property at all times. DEC, the venue, and their contractors are not liable for loss, theft, or damage.
Exhibitors are strongly encouraged to carry insurance for their materials and equipment.
9. Damage to Venue or Equipment
Exhibitors are financially responsible for any damage they cause to the venue, rented furnishings, equipment, or other exhibitors’ property.
10. Insurance Requirements
DEC requires exhibitors to maintain general liability insurance and recommends coverage for:
- Property loss/damage
- Bodily injury
- Theft or vandalism
- Workers’ compensation for staff
- Certificates of insurance may be requested by DEC or the venue.
11. Compliance With Laws & Venue Regulations
Exhibitors must adhere to all local, state, and federal laws, as well as all venue policies (including fire marshal, safety, and ADA regulations). All materials must meet applicable flame-retardant standards.
12. Use of Space & Prohibited Activities
Exhibitors may not conduct activities outside their booth that conflict with DEC programming. Outside receptions, classes, events, or gatherings hosted during official conference hours require written approval from DEC at least 30 days in advance.
13. Promotions, Giveaways & Activities
Contests, raffles, games, and recorded demonstrations require prior written approval. DEC may prohibit any activity that obstructs aisles, causes congestion, or disrupts nearby vendors.
14. Sponsorship Fulfillment
DEC will make every reasonable effort to deliver all promised benefits. If an activation must be modified due to venue or operational limitations, DEC may adjust fulfillment without refund.
15. Photography, Filming & Media
DEC reserves the right to photograph and record the expo hall and its participants. By participating, exhibitors grant DEC unrestricted rights to use such media for promotional, archival, and marketing purposes.
16. Liability & Indemnification
The exhibitor agrees to indemnify, defend, and hold harmless DEC, its staff, the venue, and contractors from any claims or damages arising from the exhibitor’s actions, equipment, staff, or participation. DEC is not responsible for injury, loss, property damage, or delayed freight under any circumstances.
17. Cancellation, Force Majeure & Event Changes
If the expo is postponed, relocated, or canceled due to circumstances beyond DEC’s control—including weather, labor disputes, acts of God, government restrictions, or venue issues—DEC may modify or terminate agreements without liability. Refunds, if any, will be determined at DEC’s sole discretion based on unrecoverable costs.
18. Admission & Access Control
DEC maintains full authority over credentials, badges, and access to the expo hall. Unauthorized individuals may be denied entry or removed at any time.
19. Exhibitor Staff & Conduct
Each exhibitor must designate an on-site representative responsible for installation, operation, and coordination. All booth personnel must behave professionally and may be removed for inappropriate conduct at DEC’s discretion.
20. Dispute Resolution
In the event of any disagreement or conflict, DEC has full authority to interpret these Terms and render decisions that are final and binding on all parties.
21. Governing Law
These Terms are governed by the laws of the state where the conference is held, without regard to conflict-of-law principles.
22. Amendments & Final Authority
DEC may amend or supplement these Terms at any time to support event safety, operational needs, or regulatory requirements. All decisions by DEC regarding interpretation or enforcement are final.