Exhibitors and Sponsors

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Exhibitor Agreement

EXHIBITOR AGREEMENT         

 

Download and print for your records:

 

 

 

 

 

 

 

IDENTITY

  1.  Virtual Expo, Inc. is an Arizona corporation doing business at 1846 E. Innovation Park Drive, Suite 100, Oro Valley, Arizona 85755.

  2.  Virtual Dental Expo Background. [VDX] is a platform consisting of: Virtual Exhibition Hall, Virtual Exhibitor Booths, Online Continuing Education Auditorium, Experts Auditorium, and Career Fair, as well as other events at the discretion of VDX. 

  3. Domains are: www.VDX2020.com and www.VirtualDentalExpo.com

  4. Attendees may engage with Virtual Exhibition Booths, select Live Continuing Education Courses through its online platform hosted by Dental CE Academy.

DEFINITIONS

  1. Derivative Works: For the purpose of this agreement, Derivative Works are defined as “works based on or derived from one or more already existing works. In this instance, Derivative Works specifically include translations, abridgments and condensations of pre-existing works.”

  2. Exhibitor:  For the purpose of this agreement, Exhibitor is a provider, educator, recruiter, company, service or other approved entity utilizing the virtual exhibitor booth residing on the VDX website.

  3. Exhibitor Booth: For the purpose of this agreement, Exhibitor Booth is a virtual merchant space that resides on the VDX  website.

  4. Continuing Education Auditorium: For the purpose of this agreement, Continuing Education Auditorium resides on the VDX platform and provides continuing dental education in live and on demand format. 

  5. Experts Auditorium: For the purpose of this agreement, the Experts Auditorium is a presentation platform that resides on the VDX platform and provides webinars for the purpose of product demonstration, and promotion.

  6. Presenter: For the purpose of this agreement, Presenter is defined as “an individual engaged by Exhibitor, for the purpose of delivering content via a Webinar format (live or on demand).

  7. Webinar Presentation: For the purpose of this agreement, Webinar Presentation is defined as “the verbal presentation by Presenter as a component of a specific Webinar.” 

  8. Webinar Materials: For the purpose of this agreement, Webinar Materials are defined as “PowerPoint slides and any additional handouts or other items in written and/or electronic form to be used to deliver a specific Webinar, along with any related audio or video recordings.” 

SCOPE OF WORK

1. Exhibitor Booth Hosting and Facilitation: VDX is a host for Exhibitors via the Virtual Exhibit Hall and Virtual Exhibitor Booths.  It  will arrange or provide: a third-party provider of internet hosting, audio services, promotion of the Virtual Exhibit Hall in registration collateral, registration processing, registration lists, evaluation form preparation and tabulation, delivery logistical support.  It is understood that VDX also provides significant indirect support, including but not limited to: promotional material production and distribution, Web-based registration capability, staff support before and following each VDX event, social media marketing through its channels, and distribution to its contacts via digital newsletters and other announcements.  

2. Provision of Materials: Exhibitor agrees to share and provide materials required known as “Next Steps” to successfully execute the full functionality of their assigned virtual exhibitor booth within a specified timeline including deadlines that will be provided to the Exhibitor as “Next Steps”. Exhibitor acknowledges that not providing required materials in the required format and deadline may impact the ability of VDX to execute and make live Exhibitor’s booth on the VDX platform. The VDX Team will assist Exhibitor with any questions they may have to generate the documents required.

3. Representations: Exhibitor represents that, to the best of his/her knowledge: 

  • The content and materials of Exhibitor Booth collateral are accurate;

  • The Exhibitor does not violate any copyright, proprietary rights or personal rights of others;

  • Exhibitor has obtained all necessary permissions to reproduce or use any materials for which he/she is the author or copyright holder;

  • Materials, including photographs used in the VDX platform, do not identify, by name or otherwise, suggest the identity of, or present a recognizable likeness of any individual or individuals: or, if they do, Exhibitor has obtained all necessary consents from such individual(s) for the further use, distribution and publication of such Materials;

  • Do not include  any products or services or include materials that are anti-competitive, slanderous, libelous, or otherwise illegal, offensive, or inappropriate; and

  • Exhibitor is authorized to make these representations.

4. Indemnification: Exhibitor hereby indemnifies and holds harmless VDX, its officers, directors, members, employees, and agents from any and all claims, expenses (including reasonable attorneys’ fees), and liabilities whatsoever arising out of a breach of any of the representations set forth in this Agreement. Exhibitor further waives any and all rights he/she may have against VDX; its directors, officers, members, employees, and agents, and releases and discharges them from any claim relating to Exhibitor Booths, Continuing Education Auditorium, Career/Training/Jobs Fair or any other aspect or activities of VDX platform or the manner in which it is conducted.

5. Exhibitor Booth and Features: VDX will provide to Exhibitor the following:

  • Exhibitor Booth with full digital functionality in the VDX marketplace.

  • Link to download PDF or other assets

  • Links to connect with Exhibitor  website, promotion, and/or landing page

  • Recognition in VDX directory and digital program description.

  • Logo placement on the VDX website.

  • Logo placement on all VDX Social Media outlets and continuing education subsidiary website, Dental CE Academy, Inc.

  • Press release

6. Social Media and Marketing Expectations:

  • VDX will market Exhibitor's Booth across its social media channels, contacts, and newsletters. 

  • VDX will share all of its social media URL’s with exhibitor:

  • At least 1 week prior to event,  Exhibitor will promote it's Exhibitor Booth at least 1 time, by sending a newsletter or email or otherwise informing it's contacts of the Link to Register. Exhibitor will inform VDX by email when this notification takes place. 

  • For the success of VDX’ unique SEO booster, and to fully market Exhibitor’s booth, presentations, and any other materials hosted on the VDX platform, Exhibitor acknowledges they are responsible for their own content, established and up to date - Social Media profiles, and will share their social media URL’s with VDX upon request. VDX does not provide social media support or content marketing. 

  • Further, Exhibitor acknowledges that they will connect with VDX through LinkedIn, Facebook, Twitter, YouTube, and Instagram and any social media channels they have in common.

  • Exhibitor acknowledges that VDX is not a substitute for their own marketing department or marketing plan, and does not warrant or guarantee expected outcomes of traffic to its website, exhibitor booths, webinar attendance and registration, or presentations. 

  • Exhibitor acknowledges that the success of their promotions across the VDX platform and VDX social media channels requires their own marketing plan and execution as well as their full participation in social marketing “Shares” “Likes” and “Connections”.

  • Exhibitor acknowledges that VDX does not sell Exhibitors'  products or guarantee conversions of leads.to sales. Exhibitor acknowledges they will track their own sales.or conversions consistent with their industry. Sales conversion is the sole  responsibility of the Exhibitor.

7.  Lead List

  • VDX can provide a Lead List to vendors who have purchased an Exhibitor Booth upon the conclusion of the event, at an additional investment. Contact exhibitor@vdx2020.com for updated pricing.

EXHIBITING RULES

  • All exhibits submitted are subject to review.

  • VDX is under no obligation to extend exhibition privileges to any company regardless of whether or not said company has exhibited in past in VDX marketplace.

  • All products and services exhibited must be relevant to and effective and useful in the practice of dentistry and approved by VDX.

  • VDX shall be the sole judge as to the acceptability of exhibits. VDX reserves the right to bar any exhibitor which is not suitable or not in accordance with the ethics of the dental profession.

  • VDX may accept or reject any exhibitor in its sole discretion, and its full and final authority to interpret, amend, or supplement the rules and regulations in this agreement. 

  • Exhibitors by accepting Exhibition Space; agree to abide by these Exhibiting Standards and any rules or regulations that may hereafter be adopted.

  • Products that fall under FDA guidelines must have FDA certification to exhibit.

  • An exhibitor may not display any product or distribute advertisements for any product that infringes on the registered trademark, copyright, or patent of another company.

  • Exhibits must not be deceptive or misleading.

  • Quality of life or leisure products -- for example: face creams, cosmetics, luggage, massage chairs and similar products are not eligible to exhibit.

  • Comparative claims must be fair and, unless they are “puffery” must be substantiated adequately. Comparative claims may include the competitor’s name and the description of a comparable product or service, including price, if the comparison is made in a manner that is not false or misleading. Unwarranted disparagement or unfair comparisons of a competitor’s products or services is not permitted.

  • Miscellaneous products and services that are not specified in these standards may be eligible to exhibit on a case-by-case basis.

  • Exhibitor understands that acceptance by VDX is not endorsement and will not market VDX as an endorser of its products or services.

DURING THE EXPO

EXHIBITING PERSONNEL CODE OF CONDUCT

Exhibitor personnel are expected to behave in a professional manner at all times during their time on the VDX marketplace, while hosting their exhibitor booths, and anytime in the Virtual Exhibition Hall.

DISCLAIMER

Firms and representatives of firms not assigned exhibit space are prohibited from soliciting business of any form in the virtual exhibition hall. Violators will be promptly banned from attending future VDX events.


EXHIBITOR BOOTHS

  • Subletting booths or sharing booths is prohibited. 

  • Sales by non-exhibiting companies is prohibited. 

  • Exhibitors shall indemnify and hold harmless VDX and its Officers from any/all liability which might ensue from any cause whatsoever.

  • VDX is unable to promote any other entity than Exhibitor, unless otherwise arranged. If Exhibitor enters into a 3rd party sponsorship or partnership or changes the structure of their business during the term of this agreement, VDX is unable to place other company's logos or products on its site. This is for the protection of existing Exhibitors, potential conflict of interest,  and potential IP infringement. 

 

MARKET RESEARCH 

Exhibitors may conduct market research as a booth activity. Unlike traditional on ground Dental Conferences, VDX fully supports your efforts to conduct surveys or gather data, and will share its own with partner organizations.

 

LEAD LIST

VDX will share symposium lead list with Symposium Exhibitor. Lead list will include name, email address, occupation, state/territory, country .  Exhibitor may use this list to send newsletters or emails that meet required law to do so. Lead lists cannot be sold or trade. Exhibitors understand that VDX uses a tracking system to determine if lead list has been sold to protect the VDX members and the integrity of the list. 

Exhibitors must use an email system that meets local, federal, and international regulatory compliance.

TEXT MESSAGING

Exhibitor must utilize a legal and compliant text messaging platform when communicating with attendees. The system must allow for attendee to Opt In and allow text messaging communication with attendee.


 

ENFORCEMENT OF RULES

The rules and regulations as presented in this Agreement are intended to provide order, access and equity to the technical exhibition and maintain standards of high quality and excellence.   Without enforceability, however, these would have little value. Infractions of any rules are subject to individual review including restriction or termination of any exhibitor booth and participation without refund. Concerns may be addressed to exhibitor@vdx2020.com

REFUNDS 

Except for acts of nature, there are no refunds. Please be sure VDX has adequately answered your questions before proceeding with this agreement. 


PAYMENT

Payment and signed agreement are both required to secure exhibitor booth in the VDX marketplace.    A delay in payment/and or signed agreement may forfeit exhibitor booth and opportunity to present as well as any other features availed in this agreement. By purchasing this product you are agreeing to these Terms and Conditions. 
 

NEXT STEPS 

  • Upon signing this agreement and submitting payment you will be directed to the VDX online portal to upload documents to launch your Exhibitor Booth. 

  • Please do not send information until requested.   

  • Exhibitor understands a delay in providing requested materials to update their Booth may cause a delay in providing the services as rendered. Therefore the timely submission of all requested documents is critical to the Exhibitor’s success in the VDX marketplace and other features of Virtual Dental Expo.  Questions may be directed to: exhibitor@vdx2020.com

AGREEMENT

The information contained in this Scope of Work & Agreement constitutes the terms between Virtual Expo, Inc., 1846 E. Innovation Park Drive, Ste. 100, Oro Valley, AZ 85755 and  [EXHIBITOR]. 

 

By purchasing this product, Exhibitor Agrees with and will Abide by these Terms and Conditions. This purchase expressly warranties Exhibitor's authorized signature and adherence to these policies.