Exhibition Policy

1. Purpose

This Exhibition Policy outlines the rules, regulations, and expectations for all parties involved in exhibitions organized, hosted, or managed by Eventorian. The aim is to create a safe, professional, and engaging environment for exhibitors, attendees, sponsors, and staff.

2. Scope

This policy applies to all exhibitions organized by Eventorian, including trade shows, product showcases, art exhibits, and public or private displays.

3. Participation Guidelines

Exhibitors

• All exhibitors must register and receive confirmation from Eventorian to participate.
• Exhibitors must adhere to allocated booth sizes and locations as assigned by Eventorian.
• Exhibitors must ensure their displays are safe, presentable, and comply with applicable regulations.

Attendees

• Entry to exhibitions may require tickets or pre-registration, as specified by Eventorian.
• Attendees must comply with all venue rules and Eventorian policies.
• Children under the age of 12 must be accompanied by an adult.

Sponsors and Partners

• Sponsors must adhere to their contractual obligations and present content that aligns with Eventorian’s values and the theme of the exhibition.
• Any sponsorship materials must be pre-approved by Eventorian.

4. Booth and Exhibit Regulations

• Booth setup and dismantling must be completed within the timeframe provided by Eventorian.
• Exhibits must not obstruct walkways, emergency exits, or neighboring booths.
• Use of hazardous materials or equipment is prohibited unless approved in writing by Eventorian.
• All electrical equipment must meet safety standards and be installed by certified technicians.

5. Prohibited Items and Activities

• Prohibited Items: Weapons, flammable materials, illegal substances, and items that may pose a safety risk.
• Prohibited Activities:
  • Unapproved solicitation outside of designated booths.
  • Harassment, disruptive behavior, or unsafe activities.
  • Unauthorized photography, videography, or recording of other exhibitors’ displays.

6. Health and Safety

• Exhibitors and attendees must comply with all health and safety regulations, including fire codes and local ordinances.
• Emergency procedures will be communicated at the event, and attendees are required to follow instructions from Eventorian staff.
• First aid services will be available on-site for medical emergencies.

7. Accessibility

Eventorian is committed to providing accessible exhibitions for all participants:

• Wheelchair-accessible entrances and pathways will be provided.
• Assistive devices, such as hearing aids or sign language interpreters, may be available upon request.
• Attendees requiring special accommodations must notify Eventorian at least [number] days before the event.

8. Intellectual Property

• Exhibitors are responsible for ensuring that their displays do not infringe upon any intellectual property rights.
• Eventorian is not liable for disputes regarding intellectual property violations.
• Unauthorized duplication or use of copyrighted materials is strictly prohibited.

9. Photography, Videography, and Media

• By attending or participating in an exhibition, attendees and exhibitors consent to being photographed or recorded for promotional purposes by Eventorian.
• Professional photography or videography by third parties requires prior written approval.
• Attendees and exhibitors may not capture images or videos of others’ booths without explicit permission.

10. Environmental Responsibility

Eventorian encourages sustainable practices during exhibitions:

• Use recyclable or reusable materials for displays and packaging.
• Dispose of waste in designated bins provided at the venue.
• Avoid single-use plastics unless necessary.

11. Payment, Refund, and Cancellation Policies

• Booth fees, registration fees, and sponsorship payments must be completed by the deadline specified by Eventorian.
• Refunds for cancellations by exhibitors will follow the terms specified in the contract.
• If Eventorian cancels the event, exhibitors and sponsors will receive a full refund of fees paid.

12. Security and Liability

• Eventorian provides general security during the exhibition, but exhibitors are responsible for safeguarding their belongings.
• Eventorian is not liable for loss, theft, or damage to personal or exhibitor property.
• Exhibitors must carry appropriate insurance to cover potential risks.

13. Marketing and Promotion

• Exhibitors may promote their participation via their own channels, but all promotional materials must include accurate event details as provided by Eventorian.
• Eventorian reserves the right to use exhibitor logos and descriptions for event marketing.

14. Code of Conduct

• All participants must conduct themselves in a professional and respectful manner.
• Harassment, discrimination, or abusive behavior will not be tolerated and may result in removal from the event.
• Complaints or incidents should be reported immediately to Eventorian staff.

15. Amendments

Eventorian reserves the right to amend this policy at any time. Any changes will be communicated to all registered exhibitors, attendees, and sponsors.