Rules and Regulations

Thank you for your interest in participating in BSCAI’s 2025 Partner Program (“Partner Program”).

To be eligible to participate in the Partner Program, companies must establish that they offer goods and services of interest to BSCAI members which align with the purpose of the BSCAI’s programs and events (each a “BSCAI Program”). Companies which meet these requirements are welcome to apply to participate in the Partner Program. BSCAI shall review each company’s application to determine whether, in its sole discretion, the company meets these requirements. Until this Application and Contract is accepted and approved in writing by BSCAI and corresponding payment is paid to BSCAI in full, it does not constitute a contract and in no way obligates BSCAI to provide any Partner Program Opportunities.

Terms and Conditions

1. Company Corporate Logo - During the Term of this Application and Contract, Company grants to BSCAI a royalty-free, non-exclusive right to display Company’s corporate logo and other identifying information in connection with BSCAI’s programs and events (collectively “BSCAI Program”), as well as on marketing, advertising, and other appropriate promotional media and materials in connection with the BSCAI Program. The placement, form, content, appearance, and all other aspects of such identification and acknowledgment shall be determined by BSCAI.  BSCAI shall be responsible for all aspects of the advertising, promotion, organization and coordination of the BSCAI Program.

2. Creative Materials - BSCAI requires review and preapproval of any creative materials, including ads that are included as sponsorship benefits at the BSCAI Program and in BSCAI communications, and reserves the right to refuse creative materials that it deems to be inappropriate, disparaging and not in the spirit of supporting the BSCAI collaborative community. BSCAI reserves the right to place the word “Advertisement” or words of similar meaning in any Company content. Company is subject to investigation by BSCAI of Company’s products and services in light of any representations or claims made in content regarding such products or services. BSCAI reserves the right to reject any of Company’s content which BSCAI, in its sole discretion, determines to be inconsistent with its publication standards or with the overall character of the BSCAI Program.

3. BSCAI Program Location and Timing - It is understood and agreed by Company that BSCAI may make adjustments to the timing, dates, hours, floor plans, exhibit location, and location of the BSCAI Program as well as to the format of the BSCAI Program including, but not limited to, changing the BSCAI Program from an in-person event to a virtual event and, if BSCAI deems it necessary, cancel such BSCAI Program due to reasons beyond BSCAI control as outlined in the Force Majeure provision below.

4. Modification of Benefits – BSCAI may modify the benefits offered to Company should such modifications be warranted due to circumstances beyond its control.

5. Payment - In consideration for participation in the BSCAI Program, Company agrees to make a payment to BSCAI in the amount indicated in the contract. This payment shall in no manner be considered compensation or reimbursement for services rendered, activities undertaken by BSCAI on behalf of Company, or income from a partnership or joint venture. Further, Company shall be liable to BSCAI for late fees, interest, collection costs, attorneys’ fees, and other expenses it may incur in connection with Company’s failure to make timely payments to BSCAI the cost of all fees and expenses. BSCAI also reserves the right to deny Company’s participation in future BSCAI programs and events.

6. Use of Exhibit Space - No persons other than the Company’s employees may exhibit or solicit business in the assigned space. Advertising and solicitation of orders by persons not registered to exhibit at the BSCAI Program is not permitted. Company may not show goods or services other than those manufactured or provided by it in the regular course of business. Good Neighbor Policy: Company shall not include any displays that interfere with the visual line of sight of its neighboring booths, or generate noise that is distracting to the business conversations or general experience of its neighboring booths. It is expected that Company will work with its neighboring booths to resolve any such concerns.  Company’s displays are restricted to the height of the backdrape and the booth and should not go into the aisle.

• Installation and Dismantling - Installation of booths must be complete at time published or space will be released without refund. The Company agrees to not dismantle, pack or remove any part of its exhibit until the BSCAI Program’s published closing time.
• Attendance: Admission policies shall remain, at all times, the prerogative of BSCAI, and may be revised or amended to suit unforeseen conditions. Children under the age of 18 (as well as infants/children in strollers) are not permitted at any event at any time.
• Occupation: Any sponsor failing to occupy table top space contracted for shall not be relieved of the obligation of paying the full rental charge of such space. If not occupied by the time set for completion of the installation of the displays, such space shall be taken by BSCAI and re-allocated or reassigned for such purposes or use BSCAI may see fit.
• Set-up and Dismantle: Set-up and dismantle hours specified in the confirmation email are subject to change, in which case all Sponsors will be notified in writing. Table tops and booths are to be kept intact until the closing of the BSCAI Shows. No part of a table top shall be removed during the BSCAI Shows without special permission from BSCAI. Company will complete arrangements for removing his material in accordance with the information provided in the email confirmation. Company shall indemnify, hold harmless and defend BSCAI and Show management from and against any and all fees, costs or expenses incurred as a result of such late removal. Company shall be liable for all storage and handling charges resulting from failure to remove table top material from the Exposition before the specified conclusion of the dismantling period set by BSCAI.
• Subletting of Table Tops and Booths and Prohibited Uses: Company is prohibited from assigning or subletting a booth or any part of the space allotted to it nor shall it exhibit or permit to be exhibited in its space any products or advertising materials which are not a part of its own regular products, or which are not compatible with the purpose and/or character of BSCAI as determined by BSCAI in its sole discretion.  BSCAI reserves the right to terminate any portion of the table top that is not in accordance with these rules without prior approval.

7.   Company Conduct – During the BSCAI Program as well as during any programs and events in connection with the BSCAI Program, Company, on behalf of itself and its employees, agents, representatives, contractors, and other persons attending or participating in the BSCAI Program on behalf of Company in any manner (collectively “Company Representatives”) comply with BSCAI’s Code of Conduct for the BSCAI Program. Company Representatives must treat all BSCAI Program participants with respect and create a collegial, inclusive, and professional environment. BSCAI Program participants will value a diversity of views and opinions by communicating openly with respect for others. Company Representatives shall not discriminate, harass, or intimidate on the basis of gender, race, gender identity and expression, sexual orientation, physical or mental disability, physical appearance, age, religion, national origin, veteran status, citizenship, or professional rank. Any Company Representative requested to stop unacceptable behavior is expected to comply immediately.

Company Representatives

• Must conduct themselves and their activities in a professional manner marked by integrity and spirit of fair play.
• Must refrain from engaging in any activity which would violate proprietary rights of their employers, BSCAI, or any other BSCAI member organization (including their representatives).
• Must abide by the bylaws and policies of BSCAI.
• Must properly register and display appropriate credentials at BSCAI activities.
• Must not engage in sales activities, including direct or indirect solicitation, or conduct any other activity contrary to purpose or policies of BSCAI at a BSCAI-sponsored activity without the express consent of the BSCAI Board of Directors.
• Must not distribute any materials or post displays of any kind at BSCAI activities without prior approval of an officer of BSCAI.
• Must not engage in any form of personnel recruitment or use of BSCAI facilities or resources to do so.
• Must not use the BSCAI name, other than in the conduct of BSCAI business, as determined by the BSCAI Board of Directors.
• Must not use the BSCAI membership list or any part thereof, except in the conduct of BSCAI business, as determined by the BSCAI Board of Directors.
• Must restrict the use of BSCAI documents and other data for the purpose defined by the BSCAI Board of Directors or BSCAI policies.

8. Company Property - BSCAI will employ guards to take reasonable precautions for safeguarding the Company’s property. However, BSCAI, the BSCAI Program facility, their respective officers, directors, employees or agents will not be liable for loss or damage to Company’s property.

9.  Exhibit Location - BSCAI will be the sole assignor of the Company’s booth location. BSCAI reserves the right to rearrange the floor plan and relocate any exhibit upon notification with said Company.

10. Safety - Company is entirely responsible for the leased space and agrees to reimburse BSCAI for any damage to the booth floors, walls, parking lot, or equipment. All food and product samples to be distributed at the show must be approved by BSCAI in advance. All materials must be flame proofed. No flammable or toxic fluids or substances may be used or shown in the hall. Smoking and balloons are prohibited in the hall.

11. Cancellation by Company – Company shall notify BSCAI in writing should it cancel this Application and Contract and/or the benefits set forth herein. Written notice must be sent to sponsorship@bscai.org.  If notice of cancellation is received by BSCAI as set forth above on or before ninety (90) days prior to the event, Company shall receive a refund of its fees less a  50% of the total cost as an administration fee to be retained by BSCAI. If notice of cancellation is received by BSCAI as set forth above on or after 90 days prior to the event, Company shall not receive a refund of any fees it paid to BSCAI. Cancellation of exhibit space must be directed via email to sponsorhip@bscai.org provided that the cancelling Company obtains confirmation of BSCAI’s receipt of the email on or before the cancellation deadline. Full payment is required and no refunds whatsoever will be made on cancellations or reductions of space on or after 90 days out from official event date. Should a Company cancel even partial space on or after this date, the Company is responsible for the full Exhibit Booth Fee for the originally contracted exhibit space.

No sponsorship cancellation refunds will be granted due to ongoing promotions. BSCAI must receive written notification of the cancellation by registered or certified mail. Date cancellation notice is received by BSCAI will determine above assessment charges. In the event of either a full or partial cancellation of space of a table top or booth, BSCAI reserves the right to reassign cancelled table top, regardless of the cancellation assessment. Subsequent reassignment of canceled space does not relieve the canceling table top sponsor of the obligation to pay the cancellation assessment. Appropriate payment must be received within 15 days of cancellation.

12. Termination - This Application and Contract shall terminate: (i) upon the occurrence of a material breach of a material provision by Company if such breach is not cured within five (5) days after written notice of such breach is received by Company from BSCAI identifying the breach; (ii) immediately upon receipt of written notice for matters involving the conduct of Company Representatives as referenced in Section 7 above; or (iii) at any time upon the mutual written consent of both parties.  Company shall not be entitled to a refund of its payment as a result of its termination of this Application and Contract unless otherwise agreed by the Parties OR there are certain sponsorship benefits which have not been provided yet or for which no costs have yet been incurred by BSCAI.

13. Force Majeure - If Company should be prevented or materially affected from conducting the BSCAI Program or from providing any sponsorship benefits due to circumstances beyond its control, including but not limited to, acts of God; war; curtailment or interruption of transportation facilities; strikes or imminent threat thereof; threats of acts of terrorism or similar acts; disease; any restrictions; resolutions and regulations (including, but not limited to, those regarding travel, self-quarantine and gathering size) imposed by any state within the United States of America; State Department or other governmental or international agency travel advisory; full or partial government closure; prohibition or limitation of travel by any government employees; corporate and educational institution travel restrictions; civil disturbance; or any other cause beyond the parties’ control, or if the BSCAI determines not to offer the BSCAI Program or sponsorship benefits at its sole discretion.  BSCAI will refund the Company the amount of the payment made to it by Company with no further obligation or liability to the Company.

14.  Americans with Disabilities Act - Exhibitors shall be responsible for compliance with the Americans with Disabilities Act as it relates to their participation in the BSCAI show, their booth, promotional materials and other services and activities conducted by the Company during the BSCAI show.

15.  Hotel - Table top furnishings such as tables, chairs, wastebaskets may only be obtained from the official BSCAI hotel during the Contracting Success Conference. CEO Seminar and Executive Management Conferences require furnishings to come from BSCAI decorator. The hotel staff will be available for Company assistance during all hours of setup, show hours, and teardown. The contact information for the service contractor along with detailed information on shipping, special fees, and material handling is included in the Company confirmation email. The Company confirmation will be emailed to each Company three months prior to the event, or shortly after the BSCAI Company Contract has been received by BSCAI. Without prior agreement with the BSCAI management, the individual Company is responsible for any costs incurred as a result of a failure to meet scheduled deadline dates, and will be invoiced accordingly. If you have any questions or special requirements, consult the BSCAI web site at www.BSCAI.org.

16. Alcoholic Beverages - The serving of alcoholic beverages by Sponsors in any part of the table top area is strictly prohibited without the express prior approval of BSCAI.

17.  Noise and Odors - Noisy or obstructive work will not be permitted during open hours of the Exposition, nor will noisily operating displays, nor table tops producing objectionable odors. BSCAI shall have the sole discretion in determining what is noisy, obstructive or objectionable.

18. Obstruction and Display of Table Tops - All marketing activities of each Company must be confined to the Company’s allotted table top. Demonstrations on table tops must be designed to take place and keep the audience within the existing table top space to allow the free flow of traffic. No equipment or display, beyond one sign, is allowed on the floor surrounding the table top.

19. Booth Activities - BSCAI Program management at its sole discretion shall have the right to prohibit the distribution of samples or handouts that it deems inappropriate or objectionable. Distribution of refreshments or food will not be permitted without prior written approval by BSCAI and purchased from the official catering service. The operation of games of chance or lottery devices, or the actual or simulated pursuit of any recreational past time is permitted only on written approval from BSCAI. Active selling or order taking is NOT permitted. No retail sales, where payment is received and product delivered, are permitted in the exhibit hall of the BSCAI Program (“Exhibit Hall”) at any time. Payment and/or orders may be taken for future delivery.

• Promotions, Contests, Printed Material, Etc.: Distribution of promotional material to BSCAI conference attendees’ hotel sleeping rooms, public areas, or in technical sessions are strictly prohibited. Displays, demonstrations, and distributions are limited to the confines of a Company’s own booth. Further, Company shall not engage in any promotional activities which BSCAI determines to be outside the purpose and/or character of the event as determined by BSCAI in its sole discretion. 
• Press: Press conferences by Sponsors on the table top floor during table top hours are prohibited without the written approval of BSCAI.

20. Company Functions - Any Company which would like to use function space at any of BSCAI’s contracted hotels or within the BSCAI Program facility must first obtain the prior written approval of BSCAI for use of such space through sponsorship@bscai.org. Company shall not host any functions during BSCAI Program programming or show hours. Further, for any Company which hosts its own function, event, gathering, or other activity (each “Company Event”) in connection with the BSCAI Program, Company shall be solely responsible for any and all damages arising out or related to such Company Event and shall indemnify BSCAI as set forth in Section 29 below.

21. Photography/Videography Release - BSCAI reserves the right to allow its contracted photographer and/or videographer to take photos and video of the BSCAI Program. Registration and attendance at or participation in the BSCAI Program, or BSCAI meetings and other activities constitutes an agreement by the Company on behalf of its employees, agents and contractors to BSCAI to use and to distribute (both now and in the future) of the image or voice of Company, its employees, agents and contractors in photographs, videotapes, electronic reproductions, or audiotapes of such events and activities.

22. Recording by Company; Broadcasting, Webcasting – No photography and/or videotaping will be permitted by Company during the BSCAI Program without prior written authorization of BSCAI. Company shall not broadcast or webcast any portion of the BSCAI Program without the prior written consent of BSCAI

23. Music Licensing - Sponsors are responsible for individual ASCAP/ BMI music licensing fees or similar statues as may apply outside the United States if applicable to the function. Music played and/or performed, whether recorded or live, will not be covered under BSCAI’s ASCAP/BMI music licensing agreement.

24.  Badges and Table top Personnel - Each Company shall receive a number of identification badges based their investment. All representatives who work the table top for the Company must be employees of the Company. Badges mutilated in any way, shape or form will not be acceptable this includes inserting business cards in the front. Transferring of badges is NOT allowed. Individuals who do not have badges will not be admitted into the table top area. False certification of any individual as an Company’s representative, misuse of Company’s badges or any other method or device used to assist unauthorized personnel to gain admittance to the table top floor will be a cause for expelling the Company’s representatives from the table top in hall or removing Company’s table top from the floor, or both, without Show Management being obligated to provide Company a refund. Company shall use reasonable efforts to cause each person employed by Company in connection with the table top to at all times maintain a neat, clean appearance and behave in a polite and professional manner. Cancellation of table top space prohibits the usage of table top badges previously granted to table top staff. Booth representatives, including models or demonstrators, must be properly registered and wear badges and be properly and modestly clothed. All table tops must have personnel present during show hours.

25. Attendee Lists; Personal Data - Attendee lists from the BSCAI Program are distributed only to exhibiting companies, other official partners and attendees. Please note that Company and no other individual or organization are authorized to market or to sell attendee lists of BSCAI. Such lists shall only be used for mailings of promotional material relating to Company’s booth at the BSCAI Program and shall not be reproduced, transferred or used in any other manner. In using such lists for mailings, Company must ensure compliance with all country, state and local laws and regulations including, but not limited to, the European Union’s General Data Protection Regulations (GDPR) and the California Consumer Privacy Act (CCPA). The Company shall indemnify, hold BSCAI, its directors, officers, employees, agents or subcontractors harmless from the performance or breach of this provision by Company, its employees, agents or contractors. The terms of this provision shall survive the termination or expiration of this Contract.

26. Intellectual Property Matters - Company represents and warrants to BSCAI that no materials used in or in connection with its exhibit infringe the trademarks, copyrights (including, without limitation, copyrights in music and other materials used or broadcast by Company) or other intellectual property rights of any third party. The Company agrees to immediately notify BSCAI of any information of which Company becomes aware regarding actual or alleged infringement of any third party’s trademarks, copyrights or other intellectual property rights. The Company agrees to indemnify, defend and hold BSCAI, officers, directors, employees, agents, successors and assigns harmless from and against all losses, damages and costs (including attorneys’ fees) arising out of or related to claims of infringement by Company, its employees, agents, or contractors of the trademarks, copyrights and other intellectual property rights of any third party.

Notwithstanding the foregoing BSCAI its officers, directors, employees, agents, and each of them, shall not be liable for and expressly disclaims all liability for infringement or alleged infringement of the trademarks, copyrights or other intellectual property of any third party arising out of the actions of any Exhibitors. The terms of this provision shall survive the termination or expiration of this Contract.

27.  Americans With Disabilities Act/Similar Non-U.S. Statutes - Sponsors shall be responsible for making their table tops accessible to persons with disabilities, as required by the Americans with Disabilities Act and shall hold BSCAI harmless from any consequences of failing to do so.

28.  Wavier of Rights - Any rights of BSCAI under this contract shall not be deemed waived in any manner except as specifically waived in writing and signed by an authorized officer of BSCAI.

29. Indemnification -  Company shall indemnify, defend and hold harmless BSCAI, Smithbucklin Corporation, their respective officers, directors, employees, agents, and each of them, from and against any and all claims, actions, demands, losses, damages, judgments, settlements, costs and expenses (including attorneys’ fees and expenses), and liabilities of every kind and character whatsoever, which may arise by reason of: (i) any negligent or intentionally harmful or wrongful act or omission by Company or any of its officers, directors, employees, contractors, or agents; (ii) any use of Company’s name, logo, Web site, or other information, materials, products, or services provided to it by Company; and/or (iii) the breach of any of the covenants, representations, and warranties made by Company in this Application and Contract. The provisions of this Section shall survive any termination or expiration of this Application and Contract. 

30.  Insurance - Company is required to maintain and to provide a certificate of insurance to Show Management on or before the event evidencing the following:

a.  General liability with limits not less than $1,000,000 per occurrence, $2,000,0000 in the aggregate

b.  Owned (if applicable), hired and non-owned auto liability with limits not less than $1,000,000 per occurrence

c. Workers’ compensation with state statutory limits

d. Employer’s liability with limits not less than $500,000

e. Commercial umbrella liability with limits not less than $5,000,000

f. Personal property and equipment on a special form replacement cost basis

BSCAI, Smithbucklin Corporation and the hotel are to be listed as additional insureds on a primary and non-contributory basis with respect to general/auto/umbrella liability.

A waiver of subrogation must apply to all policies. All carriers are to maintain an A.M. Best rating of not less than A-VII. Company will not be permitted to set up its booth prior to submitting the proper certificates. Certificates should be sent to: sponsorship@bscai.org.

31. Severability and Enforcement - The parties explicitly acknowledge and agree that the provisions of this Application and Contract are both reasonable and enforceable. However, the provisions of this Application and Contract are severable, and the invalidity of any one or more provisions shall not affect or limit the enforceability of the remaining provisions. Should any provision be held unenforceable for any reason, then such provision shall be enforced to the maximum extent permitted by law.

32. Amendments and Determinations - These Terms and Conditions are a part of the Application and Contract between the Company and BSCAI. BSCAI requires full cooperation of the Company in observing these regulations. Points not covered in this Application and Contract are subject to the sole determination of BSCAI. Company acknowledges that BSCAI may amend these Terms and Conditions at any time and shall provide Company with notice of such amendments.

33. Violations - Violations of any of these Terms and Conditions on the part of Company, its employees or agents shall, at the option of BSCAI, constitute cause for BSCAI to terminate this Application and Contract and/or expel Company from the show, become ineligible to participate in future BSCAI Programs and Company shall forfeit all fees paid.

34. Relationship of Parties - The relationship of the parties to each other is that of independent contractors.  Nothing herein shall create any association, joint venture, partnership, or agency relationship of any kind between the parties.  Neither party is authorized to incur any liability, obligation, or expense on behalf of the other, to use the other’s monetary credit in conducting any activities under this Application and Contract, or to represent that BSCAI is in the business of providing the products and/or services provided by Company.

35. PERSONAL INFORMATION CONSENT - COMPANY ACKNOWLEDGES THAT PERSONAL INFORMATION OF ITS COMPANY REPRESENTATIVES MAY BE USED BY BSCAI (A) TO FULFILL THE PURPOSE AND OBLIGATIONS OF THIS CONTRACT; (B) TO COMMUNICATE OTHER INFORMATION ABOUT BSCAI (C) TO ENGAGE IN OUTREACH TO SOLICIT CORPORATE SUPPORT OF BSCAI IN THE FUTURE; AND (D) IN FURTHERANCE OF ANY OTHER PURPOSE OUTLINED IN BSCAI’S PRIVACY POLICY. 

36. LIMITATION OF LIABILITY - IN NO EVENT SHALL BSCAI, SMITHBUCKLIN CORPORATION, THEIR RESPECTIVE OFFICERS OR DIRECTORS, AGENTS, EMPLOYEES, INDEPENDENT CONTRACTORS, SUBSIDIARIES AND AFFILIATES (COLLECTIVELY “BSCAI PARTIES”) BE LIABLE TO THE Company OR ANY THIRD PARTY HIRED BY OR OTHERWISE ENGAGED BY THE Company FOR ANY LOST PROFITS OR ANY OTHER INDIRECT, SPECIAL, PUNITIVE, EXEMPLARY, INCIDENTAL OR CONSEQUENTIAL DAMAGES, INCLUDING ATTORNEYS’ FEES AND COSTS, ARISING OUT OF THIS APPLICATION AND CONTRACT OR CONNECTED IN ANY WAY WITH USE OF OR INABILITY TO USE THE SERVICES OUTLINED IN THIS APPLICATION AND CONTRACT OR FOR ANY CLAIM BY Company, EVEN IF ANY OF THE BSCAI PARTIES HAVE BEEN ADVISED, ARE ON NOTICE, AND/OR SHOULD HAVE BEEN AWARE OF THE POSSIBILITY OF SUCH DAMAGES. COMPANY AGREES THAT BSCAI PARTIES’ SOLE AND MAXIMUM LIABILITY TO COMPANY REGARDLESS OF THE