CWA Summit Exhibition Terms and Conditions
To exhibit at the CWA Summit you must agree to these terms and conditions
Thank you for your interest in the 2024 CWA Summit, the indoor climbing industry's premier conference and trade show. Please complete and submit this agreement to apply for your sponsorship or exhibit space. Please be sure to read the agreement below before signing and submitting the form, which contains the language for your sponsor/exhibitor contract. A copy of your signed agreement will be emailed to you.
For any Summit-related questions, please email firstname.lastname@example.org or call 720-828-8384.
2024 CWA Summit
Sponsor and Exhibitor Terms
Last Updated: May 11th, 2024
The undersigned (hereinafter, “Company”) hereby applies for exhibit space at the 2024 CWA Summit produced by the Climbing Wall Association, Inc. (hereinafter "CWA"), scheduled to be held at the Oregon Convention Center, Portland OR. Conference dates: May 13-17, 2024.
Upon acceptance of the application and Agreement, Company shall be bound by the rules and regulations set forth herein and by such amendments or additional rules and regulations, which may be established by CWA or the Salt Palace. References to CWA herein shall be deemed to include the CWA Board of Directors and any duly authorized representative, agent, or employee of the CWA.
EXHIBIT SPACE: CWA shall provide exhibit space per the exhibitors’ prospectus. Exhibits exceeding ten feet in height must be approved, in writing, by CWA no later than Friday, April 5th, 2024. For regular exhibits, this will include short pipe and drape (two sections 3x10 feet) and tall pipe and drape (8x10 feet), one 6 x 2.5-foot table draped and skirted, two chairs, one 110-volt electrical connection, and one internet connection. The CWA will provide an exhibitor services order form for all other needs. Additional charges, including service fees and taxes will apply.
ASSIGNMENT OF SPACE: CWA shall assign the booth, display and/or tabletop space as agreed to under this Agreement for the period of the Summit and final assignments will be made no later than four weeks before the event. Location assignments will be on a first-come, first-served basis upon completion of all paperwork, other requirements and payment in full. Assignment of space will be made solely at the discretion of CWA. Furthermore, Company agrees that the CWA has sole authority over the assignment and reassignment of exhibit space and may be required to change Company’s confirmed exhibit space to accommodate the needs of the CWA or the Oregon Convention Center. In the event Company’s booth location is changed, the CWA will notify Company promptly.
USE OF SPACE: Company may distribute literature, run demonstrations, and sell products within the boundaries of Company’s assigned space. Company’s product demonstration, placement or distribution of marketing literature, signage, all booth furnishings and lighting must be well within the confines of the assigned space at all times (length, width, and height) and may in no way interfere with adjacent space or exhibits. Demonstrations using audio or video must be kept at a reasonable volume as determined by the CWA and/or the Salt Palace. The space is to be used solely by Company whose name appears on the application, and it is agreed that Company will not assign, sublet, share or apportion the whole or any part of the space or meeting room allotted unless paid for and agreed to in advance in writing, consent for which CWA may grant or withhold at its sole discretion. Company may not exhibit, offer for sale, or advertise articles not manufactured by and/or sold in Company’s name, except where such articles are required for the proper demonstration or operation of Company’s display, in which case identification of such articles shall be limited to the regular nameplate, imprint, or other identification which in standard practice normally appears on them. Company may not permit non-exhibiting companies’ representatives to exhibit in their booth. Companies failing to meet the conditions for use of space are subject to a fine of $3195.00 (members) or $4195.00 (non-members) or immediate removal from the exhibit hall and will not be eligible to return the following year. Rulings of the CWA regarding use of any exhibit space shall in all instances be final.
PAYMENT TERMS AND CONDITIONS: Company’s payment and this signed Agreement must be received prior to exhibiting. You may pay by wire transfer or check in U.S. Dollars (USD) for the full amount of the exhibit space and any additional charges for items indicated on the application or exhibitor services order form. Checks from non-US banks must have an ABA conforming routing number and indicate payment in U.S. Dollars on the face of the check. Payments from non-U.S. banks, including checks and wire transfers, must include adjustments for exchange rates and bank fees such that the CWA receives the full amount indicated on the invoice in U.S. Dollars (USD). Any shortages will be invoiced to Company. Invoices are payable net 30 days from the date of invoice, unless stated otherwise on the invoice.
Address Agreement and remit payment to:
Climbing Wall Association, Inc.
8200 S. Quebec St.
Unit A3, Box 413
Centennial, CO 80112 US
Members current at the time of application and who intend to renew their membership for the period including the conference dates are eligible for member rates, otherwise non-member rates apply. Final payment deadline is January 31, 2024. All outstanding invoices for sponsorship, exhibit space, advertising, products and membership fees must be paid in full by January 31, 2024 otherwise exhibit space is subject to release and reallocation, no refunds for released exhibit space, no exceptions. Company’s status is confirmed only after all invoices are paid in full.
TRADES, EXCHANGES, AND PRODUCT DONATIONS: Trades, exchanges, or product donations in lieu of sponsorship or exhibitor fees must be negotiated and agreed to in writing in advance, must be valued at or below Company cost, and shall not exceed 10% of the exhibitor or sponsor fee.
DENIAL OF COMPANY APPLICATION: The CWA may accept or deny an application to exhibit for any reason or no reason at its sole discretion. The acceptance by CWA of payment in full or a deposit in any amount with an application does not in any way constitute acceptance of the application or a grant of permission to exhibit. If an application is denied, a full refund of the payment or deposit will be made within thirty days.
SHIPPING: Company is encouraged to ship all items to the advanced warehouse. Company may self-deliver items to the Oregon Convention Center. Use of the loading dock and forklifts must be scheduled in advance and coordinated with the CWA and event services company. Company must schedule inbound shipping to arrive in accordance with the exhibitor kit. Shipped exhibits and/or parcels, with handling fees paid in full, will be staged for Company at their booth. Shipped exhibits and/or parcels with handling fees due will be held in storage until all fees are paid in full.
Company must schedule outbound shipping to depart after the closure of the exhibit hall. Outbound shipping containers must be left in a “ready to ship” condition with a pre-paid, pre-addressed return label through the shipping carrier of your choice affixed to each parcel prior to Company’s departure from the conference site. Items not left in a “ready to ship” condition will be disposed of as CWA sees fit. Package handling fees will apply. Please see the exhibitor services order forms for more detail.
COMPANY CHECK-IN: Company shall check-in with event management prior to beginning installation. Company check-in will be held on Monday, May 13, 2024 (sponsors) and on Tuesday, May 14, 2024 (exhibitors). Companies failing to register with event management prior to installation of exhibits will be fined $500.00.
INSTALLATION OF EXHIBITS: Installation of exhibits may begin Monday, May 13, 2024 (sponsors or by request) and Tuesday, May 14, 2024 (exhibitors). A list of equipment available for use will be included in the load-in/load-out plan. Crates must be removed and installation must be complete by Wednesday, May 15, 2024. Storage of empty crates/boxes inside of a booth is the responsibility of Company and may not interfere with event logistics, other exhibitors, exhibits or violate venue policies. Empty crates will be removed and stored by the event services and returned on Friday, May 17 2024. The Keynote Address is scheduled for the afternoon of Wednesday May 15, 2024 and the Opening Reception will follow immediately in the exhibit hall.
EXHIBIT INSPECTION: All exhibits must be completely installed and ready for inspection by conference management no later than Wednesday, May 15 2024.
EXHIBIT HOURS: Company must keep its display up and open through the end of the exhibit hall open hours on May 17, 2024. CWA will establish exhibit hall hours and reserves the right to revise exhibit hall hours at its sole discretion.
DISMANTLING OF EXHIBITS: Dismantling of exhibits may begin at the published exhibit hall closing time on Friday, May 17, 2024. Dismantling must be complete, outbound crates properly staged, and unused items and trash removed by Company by Saturday May 18, 2024. No Company shall have the right, prior to the closing of the exhibit hall, to pack or remove articles on exhibit without the permission and approval, in writing, of CWA. Company agrees that the CWA shall, without incurring any liability for damage or loss, have the right to dismantle and pack any property of any Company who has failed to do so in the time allotted, or to order such work be done at the sole expense of Company. Company further agrees that the CWA, at its sole discretion, shall have the right and authority to clear from the premises any exhibit material or other property of Company for which sufficient shipping arrangements have not been made, to designate carriers for its return, to send it to public or private storage, or to otherwise dispose of it, without incurring any liability therefore, and all costs of such removal, return, storage and/or other disposition shall be charged to and promptly paid by Company.
FIRE REGULATIONS: Company agrees to abide by and conform to the fire codes as stated in the Portland, OR Municipal Code and to any requirements of the local Fire Marshal. Company acknowledges these Fire Regulations are hereby made part of this exhibit space Agreement and are incorporated by reference.
COMPANY LOGO AND INFORMATION: Company must submit a company logo, company description, and, if applicable, advertising: see exhibitors’ prospectus for size and word limits and other constraints. CWA is authorized to make use of this information for the conference app, vendor guide, related marketing material and web site. All assets should be submitted via the process communicated by the Events Manager. Art should comply with the following specs for web: PNG, GIF or JPEG file of your non-animated logo.
AD INFORMATION: Ad space in the event app is included for Sponsors per the exhibitors’ prospectus. Ad space upgrades are available for purchase according to the fee schedule in the exhibitors’ prospectus. Ad space is available for exhibitors to purchase. Art should comply with the required specs for print. The CWA is not responsible for editing, modifying, or revising a sponsor or exhibitor’s artwork, logo, advertisement, or other marketing assets.
Inclusion in all media is date sensitive. Company shall designate a media contact person for advertising; must agree to a size and layout according to sponsorship level per the exhibitors’ prospectus and must submit advertising collateral ready to publish on time. Advertising art and copy deadline for print: January 31, 2024. Advertising or art received after the deadline may not be included in the event app and no refunds or credit will be issued.
Proving all necessary assets by posted submission deadlines is essential to getting the exposure you want. Failure to provide necessary assets may result in forfeiture of exposure opportunity. While the CWA Will make every effort to accommodate and reschedule, the CWA cannot guarantee fulfillment if stated deadlines are not met.
COMPANY EMPLOYEE REGISTRANTS: Company shall provide CWA a list of company employee registrants to receive complimentary conference passes, not to exceed the registration limit for that sponsor or exhibitor category, no later than April 12, 2024 (reservation due date). Each additional company registrant attending the conference will be billed at the rate stated on the exhibitors’ prospectus. No customers, or prospective customers, will be admitted as company employee registrants. All customers, or prospective customers, must register as regular attendees.
ADMISSION OF EXHIBIT PERSONNEL: Admission will be by exhibit badge only. Exhibit badges are allocated according to the limits set forth in the exhibitors’ prospectus (based on exhibitor or sponsor level) and are provided only for named employee registrants attending the conference, additional paid employee registrants and laborers setting up or dismantling exhibits. Identification badges are not transferable. Company shall have an authorized representative(s) present at the conference throughout all exhibit periods and during the installation and dismantling of the exhibit. The name of the authorized representative(s) shall be provided to CWA by April 12, 2024 (reservation due date). Company may forfeit participation in future events if Company badges are transferred or ordered for non-employee registrants.
GUEST ROOM RESERVATIONS: Special room rates have been negotiated for the CWA Summit. In order to take advantage of these negotiated rates, Company will book all sleeping rooms at the event hotel no later than the reservation due date of Friday, April 12, 2024. Guest accommodations will be available at 3 pm on arrival day and reserved until noon on departure day. Guests requesting late checkout should inquire with the front desk on the day of departure.
DAMAGE: Company shall not hang items on, damage or deface the walls, floors, or ceiling of the building, booth space, or equipment of the booth. Should such damage occur to exhibit space, equipment or building, Company is completely and solely responsible for the cost of repair or replacement as determined by event management.
OUTSIDE FOOD AND BEVERAGE: Company is not permitted to sell or distribute outside food and beverage from exhibit space. All food and beverage at the event must be purchased from the Salt Palace. However, individually wrapped product samples may be distributed.
COMPANY EVENTS/COMPANY SOCIAL FUNCTIONS: Company shall not schedule or sponsor any event in connection with the conference, including without limitation evening events or off-site events during a time that overlaps or conflicts with any conference event published on the CWA web site, in CWA conference program, in the event app, or listed on the conference schedule. Company may conduct social functions which do not conflict with scheduled programs or activities of the 2024 CWA Summit. Company shall not conduct or sponsor, during published Conference activities, any banquet, party or other function for attendees, or for those who have been invited to attend the CWA Summit, without the advance written approval of the CWA.
OUTBOARDING/SUITCASING: CWA has an outboarding/suitcasing policy whereby sponsors, exhibitors and non-exhibitors who solicit outside of the exhibit hall, or anywhere else on the property of the convention center, may be subject to penalties that include cancellation/closure of their exhibit space without refund, and may have their application for space denied for two (2) years from the year of the infraction. Non-exhibitors will be asked to leave the CWA Summit without refund of any monies paid and, at the sole discretion of the CWA, will not be allowed to attend the event for two (2) years from the year of the infraction.
MUSIC, PHOTOGRAPHS, VIDEO, COPYRIGHTS AND OTHER INTELLECTUAL PROPERTY: Company is responsible for obtaining all necessary licenses and permits to use music, photographs, video, or other copyrighted material or intellectual property in Company’s booth or display. CWA reserves the right to remove from the exhibit hall all or any part of any booth or display which incorporates music, photographs, or other copyrighted, patented, or trademarked material and for which Company does not hold all required licenses or permissions. Company shall remain liable for and shall indemnify and hold CWA, their officers, employees and agents, harmless from all losses, costs, expenses, claims, causes of action, suits, damages, liability, including reasonable attorney’s fees, arising from or out of any violation or infringement (or claimed violation or infringement) by Company, Company’s agents or employees of any patent, copyright, service mark, trademark or trade secret rights or privileges.
INDEMNITY AND LIMITATION OF LIABILITY: Neither CWA, any venue provider nor any of their respective officers, agents, employees, facilities, representatives or assigns shall be liable for, and Company hereby releases them from, any claims for theft, damage, loss, harm, or injury to the person, property or business of Company and/or any of its guests, visitors, officers, agents, employees, or other representatives, resulting from theft, fire, earthquake, water, unavailability of the facility, accident or any other reason in connection with the exhibit at the conference. Company is required to indemnify and hold harmless the CWA from all liability (loss, damage, accident, injury or death) which might ensue from any cause resulting or connected with transportation, placing, removal or display of exhibits. Company shall indemnify, defend, and protect CWA and hold CWA, any venue provider harmless from any and all claims, demands, suits, liability, damages, losses, costs, attorney’s fees, and expenses which might result or arise from Company’s participation in the conference or any actions of its guests, visitors, officers, agents, employees, volunteers or other representatives. Under no circumstance will CWA or the venue provider be liable for lost profits or other incidental or consequential damages for any of their acts or omissions whatsoever whether or not appraised of the possibility or likelihood of such damages or lost profits. In no event shall CWA’s liability, under any circumstance, exceed the amount paid to it by Company. CWA makes no representations or warranties regarding the number of persons who will attend the conference.
INSURANCE: CWA requires that Company maintains commercial general liability insurance against claims for personal injury, death or property damage incident to, arising out of or in any way connected with Company's participation in the conference, in an amount of not less than one million dollars ($1,000,000) for personal injury, death or property damage in any one occurrence. Such insurance maintained by Company must be issued by an insurance company reasonably acceptable with an A.M. Best rating A- or higher and should include coverage of the indemnification obligations of Company under the terms of this Agreement, and shall name CWA as additional insured on the general liability policy. Company is required to carry workers’ compensation coverage protecting employees in accordance with the laws of the State of Oregon or the laws of the state in which it operates. Each Company acknowledges that it is responsible for obtaining, for its protection and entirely at its expense, such property insurance for its exhibit and display materials as Company deems appropriate. Company understands that neither CWA nor the convention center maintain insurance covering Company’s property and it is the sole responsibility of Company to obtain such insurance. Any policy providing such property insurance must contain an express waiver by Company's insurance company of any right of subrogation to any claims against CWA and/or the venue.
SECURITY: Although the exhibit hall will be locked during non-scheduled hours, the CWA cannot guarantee the safety of items in the exhibit hall or the exhibits themselves. Valuable products should be secured by Company’s representative(s) whenever the booth is unattended.
OBSERVANCE OF LAWS: Company shall abide by and observe all laws, ordinances, and venue rules and regulations, including local taxing authority rules and regulations if selling retail items on site. Company is responsible for all registrations, licenses, fees, taxes and reporting related to retail sales under this agreement.
COMPANY CONDUCT: Company and all of its representatives shall conduct themselves at all times in accordance with highest standards of professionalism, decorum and good taste. Company shall not attend another Company’s product demonstration without prior permission of the presenter. CWA reserves the right to remove from the conference any Company representative violating these professional standards of conduct.
CANCELLATION OR TERMINATION OF EVENT BY CWA: If for any reason beyond its reasonable control including fire, strike, earthquake, damage, construction or renovation to the site, government regulation, public catastrophe, act of God, or any similar reason, CWA shall determine that the conference or any part may not be held, CWA may cancel the conference or any part thereof. In that event, CWA shall determine and refund to Company its proportionate share of the balance of the fees received which remain after deducting all expenses incurred by CWA.
CANCELLATION BY COMPANY: Refunds will not be issued under any circumstances, regardless of the date of Company cancellation. All payments made to CWA under this application shall be deemed fully earned and non-refundable in consideration for expenses incurred by CWA and CWA’s lost or deferred opportunity to provide space and/or sponsorship opportunities to others. CWA will be entitled to retain or collect 100% of Company’s total financial obligation if Company cancels their exhibit space.
AGREEMENT TO TERMS, CONDITIONS AND RULES: Company agrees to observe and abide by the foregoing terms and conditions and by such additional terms, conditions, and rules made by CWA from time to time for the efficient and safe operation of the conference. This agreement represents the final, complete and exclusive agreement between Company and CWA concerning the subject matter of this agreement. CWA does not make any warranties or other agreements except as set forth above. The rights of CWA under this agreement shall not be deemed waived except as specifically stated in writing by the CWA. Furthermore, any amendment to this Agreement must be in writing from the CWA. If any term of this agreement shall be declared invalid or unenforceable, the remainder of the agreement shall continue in full force and effect. This agreement shall be binding upon the heirs, successors, and assigns of Company subject to the terms of this agreement regarding assignment.