Exhibit Rules and Regulations

Last Updated: March 10, 2022

READ CAREFULLY: This constitutes your Contractual Agreement with the Greek Orthodox Archdiocese of America which includes the Clergy-Laity Congress Exhibit Committee (collectively referred to herein as “CLEC”).

Purpose

The purpose of the Exhibits is to give an opportunity to companies and individuals to provide informative and useful products and/or services to the Parishes of the Greek Orthodox Archdiocese. CLEC, in keeping with the stated purpose of the Congress Exhibit, encourages exhibitors to be educational, communicative, and informative in their exhibit displays.

Space Rental & Hours of Exhibit

The rental fee for a booth at the 46th Biennial Clergy-Laity Congress ranges from $2000 - $4500 according to location of booth. The Exhibit Hall will be open during the hours designated by the Greek Orthodox Archdiocese.

Booth Equipment & Services

Clergy-Laity will furnish uniform booth equipment to each exhibitor consisting of an 8 ft. deep and 10 ft. long booth.  Freeman, our official decorating company, will forward a complete exhibitors kit to each exhibitor.

All shipments must be sent to Freeman, who will receive all shipments and deliver them to your booth prior to set-up. Cost of this service and detailed information will be emailed to each exhibitor by Freeman. 

 

Payment

Applications for space must be accompanied submission of contracts. Full refund of rental space will be made for space cancellations received prior to May 15th, 2022. There will be no refund of space deposits after this date and Exhibitor will be responsible for any other fees due.

Assignment of Space

Assignment of space is on a first come first serve basis. Exhibitor’s request for space will be respected only after application has been accepted. Fees must be paid within 3 days. Should space remain unoccupied at the opening of the exhibition, the Committee may rent or use it without obligation or refund.

General Information

Acceptance of an application for exhibit space does not imply endorsement by the Archdiocese of the applicant’s product or service, nor does rejection imply lack of merit of product or service. The application for space, when accepted, constitutes a contract for the right to use the space assigned.

Installation & Dismantling of Exhibits

Exhibitors shall move in on Saturday, July 2 (1 pm – 4 pm) and Sunday, July 3 (8 am - 12 noon). The Official opening is scheduled for 3:30 p.m. on Sunday, July 3, 2022. DISMANTLING must begin at 5:00 p.m. on Thursday, July 2nd. All Exhibits must be dismantled and materials removed from the exhibit area by 11:00 p.m. In order to conform to union contract rules and regulations please note the following: Freeman shall be the sole authority on all matters in the DOCK area.

Exhibitors are permitted to hand-carry items into the Exhibit Hall provided they do not use dollies, baggage carts or flat trucks or mechanized equipment. Fern Exposition & Events will control access to the floor from the loading docks and all doorways into the facility.

We reserve the right to dismantle any Exhibit that is not dismantled by its Exhibitor before 11 pm on July 2.  By signing this Agreement, Exhibitor expressly waives, and releases the Archdiocese, Marriot, Freeman and their respective agents, employees, contractors and other affiliated persons from, any and all liability for damage resulting from such dismantling.

Exhibitors may set their own displays without the assistance from the local union.

Exhibitors Information

Complete exhibitor information will be furnished by Freeman to each Exhibitor covering in detail, shipment of exhibit materials, electrical requirements and other subjects. This information will include prices for rental of furniture, special construction, etc.

Each Exhibitor will be fully responsible for all Internet Connections and Audio-Visual Equipment used in their booth.

Exhibitor Representatives Responsibility

Each Exhibitor must designate one person to be his representative in connection with installation, operation, and removal of exhibit. The representative shall be authorized to enter into the service contracts necessary.

ALL EXHIBITS ARE TO BE PROPERLY MANNED DURING ALL SHOW HOURS, EARLY TEARDOWN IS NOT ALLOWED UNLESS REQUESTED BY THE ARCHDIOCESE.

Use of Exhibit Space

Exhibitor agrees that the Exhibition Space shall only be used for the Exhibitor’s own commercial, educational or cultural purpose outlined in its application.  No residential tenancy is created by this Agreement.  In addition, no Exhibitor shall reassign, subcontract, donate or share the whole or any part of the space assigned to Exhibitor to any other person or use the Exhibit for any other purpose. Exhibits may not project beyond the space allotted nor interfere with traffic to exhibits of others. The Exhibit Committee reserves the right in its own discretion to terminate any exhibits which may detract from the general characteristic of the exhibits. This includes persons, things, printed matter or anything of character that might be objectionable or contrary to the purpose of the Congress.  In the event any Exhibit is terminated for such reason, the Exhibitor must immediately dismantle the Exhibit and there will be no refund for any unused period.

In addition, Exhibitor understands that its use of the Exhibit Space is restricted. The Archdiocese is a Religious Corporation and it is therefore of utmost importance to The Archdiocese that the Exhibit not be used or altered in any way that would violate any of the restrictions or covenants set forth below. It is hereby acknowledged that The Archdiocese would not have entered into this Agreement if Exhibitor had been unwilling to agree to the following use restrictions:  

(a) Exhibitor covenants that it shall not use or permit the use of the Exhibits for any obscene or pornographic purposes or activities including, without limitation, the display, sale or distribution of any obscene or pornographic material. The terms “obscene” and “material” shall be defined for purposes of this covenant as they are defined in Section 235.00 of the New York Penal Code.  

(b) Exhibitor further covenants that it shall not use, permit or suffer any slander, libel or defamation of any religious faith group or organization, including but not limited to the Archdiocese, at the Exhibit Hall at any time or in any way in connection with the Exhibition.  

(c) Exhibitor recognizes and agrees that a violation of any of the restrictions in clause (i) of this paragraph above would be seriously damaging and harmful to the reputation and standing of the Archdiocese as a religious corporation.  

(d) The Archdiocese’s Executive Director shall be the sole judge of whether Exhibitor has complied with the foregoing provisions and whether any exhibit or display is obscene or pornographic.  

Any violation of these provisions shall constitute a material breach of this Agreement and the Archdiocese may thereupon terminate the Agreement immediately without refund for any unused time.

Care of Premises

Neither exhibit, signs, nor other materials may be posted, nailed, or otherwise affixed to walls, doors, or other surfaces in a way that might mar or deface hall premises or other furnishings. Damages from failure to observe this notice is payable by the Exhibitor.

“Hold Harmless” Clause

The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitor’s displays, equipment and other property brought upon the premises of the Marriott Marquis of New York City from whatever cause, and the exhibitor shall indemnify and hold harmless the Marriott Marquis and the Greek Orthodox Archdiocese of America and their respective agents, employees, volunteers and invitees from any and all such losses, damages, and claims.

Insurance

The Exhibitor understands that neither the Greek Orthodox Archdiocese of America nor the Marriott Marquis of New York City shall maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.

Such insurance shall be in the minimum amount of $1 million. In addition, Exhibitor shall provide a certificate of insurance naming the Marriot and the Greek Orthodox Archdiocese of America as additional insureds under its policy.

Amendments

The CLEC shall have full power in the interpretation and enforcement of all Rules and Regulations contained herein, and the power to make such amendments thereto and such further Rules and Regulations as it shall consider necessary for the proper conduct of the exhibition. Exhibitors may appeal decisions of the CLEC regarding the above Rules and Regulations to the Archdiocese.