Holistic Health & Healing Expo
This Exhibitor Space Agreement (the “Agreement”) is entered into by and between Holistic Health & Healing Expo (“Show Management”) and the undersigned exhibitor (“Exhibitor”). By signing below, Exhibitor acknowledges that it has read, understands, and agrees to be bound by the following Terms and Conditions, which are material to this Agreement.
1. CONTRACTED EXHIBITORS
Only exhibitors that have contracted directly with the Holistic Health & Healing Expo are permitted to display, demonstrate, promote, or sell products or services at the event. Sharing, subletting, or assigning booth space without prior written consent from Show Management is prohibited.
2. BOOTH ASSIGNMENTS
Show Management reserves the right, at its sole discretion, to assign exhibit space, modify the floor plan, and/or relocate any exhibit as deemed necessary in the best interest of the Show. Every reasonable effort will be made to honor space requests; however, placement is not guaranteed.
3. PAYMENT TERMS
Payment for exhibitor space may be made via Venmo, PayPal, credit card, debit card, or personal check. Any check returned for insufficient funds will incur a $35.00 bank fee, payable immediately. Full payment is required to secure exhibitor space unless otherwise agreed to in writing by Show Management.
4. INSURANCE RECOMMENDATION
Exhibitor is strongly encouraged to maintain general liability insurance covering its participation in the Holistic Health & Healing Expo, including coverage for bodily injury, property damage, and product or professional liability, as applicable. While insurance is not required to participate, Exhibitor assumes all risk associated with its participation in the Show.
4. CANCELLATION & NO REFUND POLICY
In order to cover work performed, services rendered, and as liquidated damages, Exhibitor agrees that all payments are non-refundable. If Exhibitor cancels participation or reduces exhibit space for any reason, all payments made shall be forfeited.
When structuring exhibitor and sponsorship opportunities, affordability, availability, and access are core values of the Holistic Health & Healing Expo. To support these values and offer free admission to attendees, a strict No Refund Policy is enforced, including in the unlikely event the Expo is cancelled.
5. PRODUCT, SERVICE & CLAIMS DISCLAIMER
Exhibitor represents and warrants that all products, services, demonstrations, marketing materials, and claims made at the Expo are truthful, lawful, and compliant with all applicable federal, state, and local laws and regulations. Exhibitor acknowledges that Show Management does not endorse, guarantee, or assume responsibility for any Exhibitor products, services, representations, or outcomes.
Exhibitor agrees that it is solely responsible for any claims, liabilities, or damages arising from its products, services, statements, or demonstrations.
6. USE OF PUBLIC SPACE
Exhibitor may not conduct demonstrations, promotions, sales, or advertising outside of its assigned booth space. Aisles, common areas, and public spaces must remain clear and unobstructed at all times.
7. DAMAGE TO VENUE & PROPERTY
Exhibitor shall be fully responsible for any damage caused to the venue, flooring, walls, equipment, furnishings, or the property of other exhibitors resulting from Exhibitor’s actions or omissions. Any associated repair or replacement costs shall be the sole responsibility of Exhibitor.
8. FORCE MAJEURE
Show Management shall not be liable for failure to perform under this Agreement due to events beyond its reasonable control, including but not limited to acts of God, fire, flood, labor disputes, governmental actions, public emergencies, civil disturbances, or any other cause beyond its control (“Force Majeure”). In such circumstances, Show Management reserves the right to cancel or modify the Show without liability and without obligation to refund any portion of Exhibitor’s registration or exhibitor fees.
7. INDEMNIFICATION
Exhibitor agrees to indemnify, defend, and hold harmless Show Management from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys’ fees) arising out of or related to Exhibitor’s participation in the Show, including the acts or omissions of Exhibitor, its employees, agents, contractors, representatives, or invitees.
8. PHOTOGRAPHY, VIDEO & MEDIA RELEASE
Exhibitor acknowledges and agrees that photographs, video recordings, and other media may be captured during the event that include Exhibitor, Exhibitor’s representatives, staff, booth, products, or activities. Exhibitor hereby grants Show Management the irrevocable, royalty-free, perpetual right and permission to use, reproduce, publish, distribute, and display any such photographs or video footage, in whole or in part, for promotional, marketing, advertising, editorial, and educational purposes related to the Holistic Health & Healing Expo, in any media now known or hereafter developed.
This Agreement serves as written permission for such use, and no compensation, payment, or additional consideration shall be owed to Exhibitor or its representatives for the use of any photographs or video content.
9. RIGHT TO REFUSE OR REMOVE EXHIBITOR
Show Management reserves the right, in its sole discretion, to refuse acceptance of, or remove, any Exhibitor or Exhibitor representative whose products, services, conduct, or representations are deemed misaligned with the mission, values, or standards of the Holistic Health & Healing Expo, or who violate any provision of this Agreement. Removal may occur at any time and shall be without refund.
10. CODE OF CONDUCT & BEHAVIOR
The Holistic Health & Healing Expo is rooted in values of love, respect, inclusivity, and acceptance. Exhibitors, their representatives, staff, and guests are expected to conduct themselves in a professional, respectful, and non-discriminatory manner at all times.
Any behavior deemed by Show Management, in its sole discretion, to be aggressive, disruptive, harassing, or discriminatory—including but not limited to conduct related to race, ethnicity, religion, gender, gender identity, sexual orientation, disability, or personal beliefs—will not be tolerated.
Show Management reserves the right to immediately remove any Exhibitor or Exhibitor representative engaging in such behavior from the event without warning and without refund of any fees paid. This applies to conduct occurring within the exhibit space, public areas, or any event-related setting.
Exhibitor agrees to comply with all applicable federal, state, and local laws, ordinances, regulations, and guidelines, as well as all rules and requirements set forth by Show Management and the event venue. This includes, but is not limited to, health and safety regulations, fire codes, licensing requirements, and any applicable food, product, or professional regulations.
Failure to comply with these requirements may result in immediate removal from the Expo without refund, at the sole discretion of Show Management.
12. ENTIRE AGREEMENT
This Agreement, together with the initial invoice and any Exhibition Rules and Regulations referenced herein, constitutes the entire agreement between the parties and supersedes all prior discussions, agreements, or understandings, whether written or oral. Any modifications must be made in writing and signed by both parties.
EXHIBITOR ACKNOWLEDGEMENT & DIGITAL ACCEPTANCE
By registering for the Holistic Health & Healing Expo, Exhibitor expressly acknowledges and agrees that:
- Registration and payment constitute acceptance of this Exhibitor Space Agreement.
- Digital acceptance at checkout serves as a legally binding signature.
- No handwritten signature is required for enforceability.
Exhibitor further agrees that this Agreement is effective upon submission of registration and payment through the Expo’s registration platform.
We appreciate your partnership and look forward to creating a meaningful and inspiring Holistic Health & Healing Expo together.