Exhibitor Terms and Conditions

The following Terms and Conditions govern this contract (“Contract”) between the University Council for Educational Administration (UCEA) Annual Convention (“the Convention) and the Exhibitor.

1. Acceptance. Acceptance of this contract by the Convention is effective when UCEA receives an Exhibitor's registration form. UCEA reserves the absolute right to decline or reject any proposed Exhibitor whose products or services do not conform to the Convention’s published criteria or mission of the Association.
2. Dates, Location, and Times. The Annual Convention will be held in San Juan, Puerto Rico from November 20-22, 2025. While the Convention will use reasonable efforts to maintain the location, dates, and times, the Convention reserves the right to change any of these at any time and for any reason whatsoever without liability.
   • The tentative dates and times for Exhibits are Thursday, November 20- Saturday, November 22; final details will be provided no later than October 1, 2025.
   • Any property remaining in the hotel after 5:00pm Saturday, November 22, may be removed by the hotel. Exhibitors shall be responsible for all costs to remove and store such property. The Convention shall not be liable for any casualty, theft, damage, or other loss that may occur to such property during removal or storage.
3. Exhibit Space. Each draped exhibition table measures 6’ long x 30” wide and includes two chairs.
4. Exhibitor Badges and Registration. All representatives of Exhibitors must be registered with the Convention and wear Exhibitor badges at all times during the Convention. Name tags will be provided for each person registered to staff the exhibit. Registration as an Exhibitor only entitles Exhibitor to the exhibit space. Exhibitors interested in attending the Convention sessions must register for the Convention separately.
5. Shipping Instructions. Shipping information to the hotel will be provided by August 1, 2025. All property shipped shall be at the sole risk and expense of the Exhibitor.
6. Promotional Materials and Marketing Activities. Exhibitor agrees that the use and distribution of promotional materials at or around the Convention area, in exhibit areas or in hotel areas immediately prior to and during the Convention, including, but not limited to flyers, circulars, and souvenirs, is subject to approval by the Convention and must be distributed within the limits of the Exhibitor’s table space.
7. Endorsements by the Convention. Unless expressly indicated otherwise, the Convention does not endorse or assume responsibility for any Exhibitor and their products and services. Mere participation in the exhibition does not imply such endorsement. As such, Exhibitor understands and agrees that they may not advertise or otherwise represent that the Convention endorses its products and services unless such endorsement does in fact exist. An endorsement by the Convention will only exist if there is writing explicitly indicating endorsement, signed by both parties.
   • Use of UCEA Logo: The use of the UCEA Logos is strictly prohibited without express and written permission.
8. Exhibitor Property. Neither the Convention, nor the Convention facility, shall be liable for loss or damage to any Exhibitor property in storage, in transit to or from the exhibition building, or while in the Convention building or premises. All property of the Exhibitor shall be deemed to remain under the Exhibitor’s custody and control in storage, in transit to or from, and within the confines of the Convention space even though it may at times be under the temporary control or direction of the Convention or the Convention Facility.
9. Right to Eject Exhibitors. Exhibitor understands and agrees that their attendance and participation at the exhibition must comply with all provisions of this Contract. If the Convention determines Exhibitor is in breach of this Contract, the Convention may terminate this Contract and eject Exhibitor from the show floor without a refund or liability to the Convention. Exhibitor understands that a condition of exhibiting is adhering to proper Exhibitor conduct at all times while participating in the show. Proper conduct includes, but is not limited to: Exhibitor staying within the confines of their designated table space and not walking the aisles or exhibit floor, occupying another Exhibitor’s table, or distributing materials outside the designated table area. Such activity will be deemed improper conduct and will be grounds for the Exhibitor being removed from the exhibit floor at the Convention’s sole discretion.
10. Decorations. The Convention reserves the right to approve and determine final placement, arrangement, and appearance of all exhibition decorations. The Convention is not responsible for any costs incurred by Exhibitor that may result from compliance with the Convention directives under this provision.
11. Food. Unless permission is received from the Convention and the Hotel’s exclusive catering service, Exhibitors may not bring food into the exhibit hall area or the hotel.
12. Damage to Convention Facility. Exhibitor shall be responsible for all damage to the Convention Facility that is caused from Exhibitor’s booth display or the acts and omissions of its representatives, agents, or contractors and will immediately reimburse the Convention for costs incurred as a result of such damage.
13. Security. Unattended booths will be monitored for minimum security. While general hotel security will be provided on a 24-hour basis, Convention will not assume any liability for damage, theft, or loss related to vendor materials or equipment.
14. Cancellation. Notice of exhibit cancellation must be received in writing by the Convention by October 15, 2025, in order to receive a refund of the Exhibitor total.
15. Compliance with All Applicable Rules and Laws. In addition to the provisions of this Contract, Exhibitor agrees to abide by all applicable rules, regulations, and state and local laws that may be applicable, including rules of the Convention Facility, health, fire, and safety regulations.
16. Severability. If any provision or provisions of this Contract are held to be invalid, illegal, or unenforceable, the validity, legality, and enforceability of the remaining provisions shall not in any way be affected or impaired thereby.
17. Choice of Law. This Contract will be construed under the laws of the State of Michigan.
18. Mediation. The parties shall attempt in good faith to resolve any dispute arising out of or relating to the application/contract by mediation. The mediator will be selected by the parties by mutual agreement. In the event the parties cannot agree on a mediator, each party will name a mediation or alternative dispute resolution company and will instruct the representatives of the chosen companies to jointly recommend a neutral third party to act as mediator. In the event that the dispute remains unresolved after 90 days after appointment of a mediator, the parties shall submit the dispute to arbitration.
19. Arbitration. Any dispute, claim, or controversy in law or equity arising out of and between the parties to this application/contract shall be decided by arbitration in accordance with the Commercial Arbitration Rules of the American Arbitration Association. In the event of arbitration, a three-person arbitration panel shall be appointed to settle the matter as follows: each party shall choose a person to serve as an arbitrator and those two arbitrators shall mutually agree to a third person to act as an arbitrator. Judgment upon the award rendered by the arbitrators may be entered in any Court having jurisdiction thereof. All arbitration will be held in Las Vegas, Nevada. The substantially prevailing party, if any, and as determined by the arbitrator, shall be entitled to reasonable attorneys’ fees.
20. Insurance. Exhibitor understands and agrees that neither the Convention nor the Convention Facility maintains insurance covering the Exhibitor’s property and it is the sole responsibility of Exhibitor to obtain sufficient insurance coverage for such property.
21. Outstanding debts. All outstanding debts owed to the Convention must be paid prior to participation in the exhibition. If such debts remain unpaid at the time of the exhibition, the Convention reserves the right to exclude Exhibitor from the exhibition without liability. Failure of the Convention to exercise rights under this provision will not waive the Convention’s right to full collection.
22. Americans with Disabilities Act. Exhibitor warrants that its planned exhibition design and use of table space at the Convention will be in compliance with the Americans with Disabilities Act (“ADA”) and hereby accepts full responsibility for compliance with the ADA. Furthermore, Exhibitor will notify the Convention and the Convention Facility in writing of any disabled person(s) affiliated with the Exhibitor who may be attending the Convention and specify the special needs of such person should they exist. Such notice shall be given as soon as Exhibitor learns such person(s) will be attending the Convention.
23. Indemnification; Limitations of Liability. Exhibitor assumes full responsibility for the acts, omissions, and conduct of its representatives, agents and contractors and agrees to indemnify, hold harmless and defend the Convention, its officers and directors, employees, and agents from and against any and all claims, losses, damages, governmental fines or penalties, and costs or expenses, including court costs, interest and attorney fees of any kind whatsoever arising from such actors or omissions, and conduct, except to the extent that such claims, losses or damages are the direct result of the Convention’s gross negligence or intentional acts. In any event, the Convention’s liability to Exhibitor under this contract shall be limited to and not exceed the amount of table fees paid by Exhibitor.