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Terms and Conditions
Terms and Conditions
EXHIBITOR, SPONSOR, AND MANAGEMENT. This exhibition is produced by and is the property of Hawaii Credit Union League, hereafter referred to as HCUL. HCUL will provide exhibition management and promotion.
CONDUCT. All participating vendors agree to treat all convention attendees with courtesy and not to discriminate against any person for reasons of race, color, creed, national origin, sex, sexual orientation, physical impairment, social, political, or economic condition. HCUL reserves the right to remove any vendor from the respective listing whose personnel discriminates against any persons in any manner. Any misconduct or unprofessionalism reported to HCUL will be addressed and could possibly result in suspension from attending future conventions.
CONTRACT FOR SPACE. The application for booth and advertisement space, upon acceptance by HCUL and payment of the full fee, constitutes a contract for space assignment. Any exhibitor failing to occupy space by 5:00 pm on Thursday, April 25, 2024, shall be considered a cancellation and is not relieved of the obligation to pay the full rental price. This contract will not be binding upon HCUL in the event of strikes, acts of God, or other circumstances beyond HCUL’s control. In addition, the exhibitor agrees that its display space is to be used solely for the company whose name appears on the contract and will not sublet or assign any portion of space nor allow individuals representing any other company to be present.
ASSIGNMENT OF SPACE. The exhibition area will be located at the Hilton Hawaiian Village. Exhibitors will be assigned booth locations at the discretion of HCUL. The decision of HCUL with respect to allocation of booth space will be final and binding upon all Exhibitors.
OFFICIAL EXHIBIT HALL DECORATOR. ICS Hawaii is the official show decorator. Approximately 60 days prior to the convention ICS Hawaii will email exhibitor kits detailing shipping, drayage, and order forms to all exhibitors. We highly recommend shipments be coordinated through ICS Hawaii to ensure timely delivery.
BOOTH STAFFING. Your booth must be staffed during ALL exhibit hall hours. Failure to meet this requirement will result in being unable to participate the following year. Organizations must register all staff in advance of the convention to receive a badge that is always required for entrance into the exhibit hall. Two companies cannot exhibit or advertise together. Staff must be at least 18 years old and is limited to a maximum of two persons per booth.
BOOTH SET-UP AND DISMANTLING. Exhibitor agrees to comply with the exhibit dates and schedule. Installing or dismantling an exhibit at any other time than scheduled is strictly prohibited.
VENDOR ORIENTATION MEETING. Mandatory for all exhibitors and contributing sponsors. We ask that you send at least one representative from your organization to attend one of the two scheduled meetings on Thursday, April 25, 2024.
LIABILITY AND INSURANCE. Exhibitor agrees to protect, save, and keep HCUL, Hilton Hawaiian Village and ICS Hawaii forever harmless from any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the Exhibitor or those holding under the Exhibitor, as well as to strictly comply with the applicable terms and conditions contained in all agreements between Hilton Hawaiian Village and HCUL regarding the exhibition premises. Further, Exhibitor shall at all times protect, indemnify, save, and keep harmless HCUL, Hilton Hawaiian Village and ICS Hawaii against and from any and all loss, cost, damage, liability or expense arising from or out of or by reasons of any accident or other occurrence to anyone, including the Exhibitor, its agents, employees and business entities, which arise from or out of or by reason of said Exhibitor’s occupancy and use of the exhibition premises or part thereof.
HCUL, Hilton Hawaiian Village, and ICS Hawaii will exercise reasonable care for the protection of Exhibitor’s materials and displays. However, the Exhibitor, on signing this contract, expressly releases HCUL, Hilton Hawaiian Village, and ICS Hawaii, from, and agrees to indemnify the same against all claims or such loss, damage, or injury. The Exhibitor understands that neither HCUL nor Hilton Hawaiian Village maintains insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance. Exhibitors desiring to carry insurance on their exhibits will place at their own expense.
INDEMNIFICATION. Vendors shall hold harmless, and indemnify HCUL against any and all claims, suits, damages, costs and expenses, including attorney’s fees, arising from or in any way relating to (a) vendor's performance under this agreement; (b) any failure by vendors to perform all of the terms and provisions on vendor’s part to be performed; and (c) the acts or omissions of vendor, its employees and agents.
IMPORTANT DEADLINES. Vendors agree to comply with all deadlines and requirements.
CANCELLATIONS. All cancellations require WRITTEN NOTIFICATION to HCUL according to the following:
HCUL reserves the right to unilaterally decline any application.
CONDUCT. All participating vendors agree to treat all convention attendees with courtesy and not to discriminate against any person for reasons of race, color, creed, national origin, sex, sexual orientation, physical impairment, social, political, or economic condition. HCUL reserves the right to remove any vendor from the respective listing whose personnel discriminates against any persons in any manner. Any misconduct or unprofessionalism reported to HCUL will be addressed and could possibly result in suspension from attending future conventions.
CONTRACT FOR SPACE. The application for booth and advertisement space, upon acceptance by HCUL and payment of the full fee, constitutes a contract for space assignment. Any exhibitor failing to occupy space by 5:00 pm on Thursday, April 25, 2024, shall be considered a cancellation and is not relieved of the obligation to pay the full rental price. This contract will not be binding upon HCUL in the event of strikes, acts of God, or other circumstances beyond HCUL’s control. In addition, the exhibitor agrees that its display space is to be used solely for the company whose name appears on the contract and will not sublet or assign any portion of space nor allow individuals representing any other company to be present.
ASSIGNMENT OF SPACE. The exhibition area will be located at the Hilton Hawaiian Village. Exhibitors will be assigned booth locations at the discretion of HCUL. The decision of HCUL with respect to allocation of booth space will be final and binding upon all Exhibitors.
OFFICIAL EXHIBIT HALL DECORATOR. ICS Hawaii is the official show decorator. Approximately 60 days prior to the convention ICS Hawaii will email exhibitor kits detailing shipping, drayage, and order forms to all exhibitors. We highly recommend shipments be coordinated through ICS Hawaii to ensure timely delivery.
BOOTH STAFFING. Your booth must be staffed during ALL exhibit hall hours. Failure to meet this requirement will result in being unable to participate the following year. Organizations must register all staff in advance of the convention to receive a badge that is always required for entrance into the exhibit hall. Two companies cannot exhibit or advertise together. Staff must be at least 18 years old and is limited to a maximum of two persons per booth.
BOOTH SET-UP AND DISMANTLING. Exhibitor agrees to comply with the exhibit dates and schedule. Installing or dismantling an exhibit at any other time than scheduled is strictly prohibited.
VENDOR ORIENTATION MEETING. Mandatory for all exhibitors and contributing sponsors. We ask that you send at least one representative from your organization to attend one of the two scheduled meetings on Thursday, April 25, 2024.
LIABILITY AND INSURANCE. Exhibitor agrees to protect, save, and keep HCUL, Hilton Hawaiian Village and ICS Hawaii forever harmless from any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the Exhibitor or those holding under the Exhibitor, as well as to strictly comply with the applicable terms and conditions contained in all agreements between Hilton Hawaiian Village and HCUL regarding the exhibition premises. Further, Exhibitor shall at all times protect, indemnify, save, and keep harmless HCUL, Hilton Hawaiian Village and ICS Hawaii against and from any and all loss, cost, damage, liability or expense arising from or out of or by reasons of any accident or other occurrence to anyone, including the Exhibitor, its agents, employees and business entities, which arise from or out of or by reason of said Exhibitor’s occupancy and use of the exhibition premises or part thereof.
HCUL, Hilton Hawaiian Village, and ICS Hawaii will exercise reasonable care for the protection of Exhibitor’s materials and displays. However, the Exhibitor, on signing this contract, expressly releases HCUL, Hilton Hawaiian Village, and ICS Hawaii, from, and agrees to indemnify the same against all claims or such loss, damage, or injury. The Exhibitor understands that neither HCUL nor Hilton Hawaiian Village maintains insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance. Exhibitors desiring to carry insurance on their exhibits will place at their own expense.
INDEMNIFICATION. Vendors shall hold harmless, and indemnify HCUL against any and all claims, suits, damages, costs and expenses, including attorney’s fees, arising from or in any way relating to (a) vendor's performance under this agreement; (b) any failure by vendors to perform all of the terms and provisions on vendor’s part to be performed; and (c) the acts or omissions of vendor, its employees and agents.
IMPORTANT DEADLINES. Vendors agree to comply with all deadlines and requirements.
CANCELLATIONS. All cancellations require WRITTEN NOTIFICATION to HCUL according to the following:
- If cancellation is received on or before December 15, 2023, a $250 processing fee is applicable.
- No refunds will be made for cancellations after December 15, 2023.
HCUL reserves the right to unilaterally decline any application.
Hawaii Credit Union League
1654 South King Street
Honolulu, HI 96826
808.941.0556
info@hcul.org www.hcul.org
1654 South King Street
Honolulu, HI 96826
808.941.0556
info@hcul.org www.hcul.org
