Exhibitor Terms & Conditions
These policies apply to all SHRM-Atlanta events. If you have questions about any of these policies, please email info@shrmatlanta.org.
Media Release
All exhibits must be paid in full prior to the date of participation. No access will be granted into the events for those companies who have not paid in full. Exhibit space will be assigned at the discretion of SHRM-Atlanta and may not be changed without approval. Space is nontransferable.
It is the responsibility of the exhibitor to make its exhibit fully accessible to persons and to comply with all applicable policies, laws, safety guidelines, and regulations. No exhibits will be permitted that interfere with the use of other exhibits, block access to them, or impede the free use of aisles. Solicitations or demonstrations by exhibitors must be confined within the bounds of their assigned space. Space outside of the exhibit may not be used for exhibit purposes, display signs, solicitation, or distribution of promotional material. Any organization not assigned exhibit space will be prohibited from soliciting business at the conference. All exhibitors must surrender space occupied by them in the same condition it was at the commencement of occupation.
Use of a non-SHRM-Atlanta-designated contractor for shipping, electrical, food, audio-visual, installation and dismantling, or other services is subject to written approval by SHRM-Atlanta. No one under the age of 16 is allowed at the event for any purpose. Anyone assisting with exhibiting must be covered by the exhibitor’s insurance and must wear event credentials at all times.
Exhibitors must abide by the event schedule. Any space not claimed and occupied by the end of designated setup hours may be resold or reassigned by SHRM-Atlanta without obligation of SHRM-Atlanta for any refund whatsoever. All exhibits must remain intact and staffed until the exposition closes and may not be dismantled or removed before that time. SHRM-Atlanta is not responsible for fees, damages, or other consequences pertaining to exhibitor’s failure to vacate the space.
Conduct
SHRM-Atlanta is committed to providing welcoming, safe, and inclusive learning environments at its conferences and events. During our programs, we want all participants to share ideas, network, and enjoy the company of others, and we recognize that our ability to create this experience depends on the behavior of all in attendance.
Event participants, speakers, staff, volunteers, service providers, guests, and exhibitors are expected to conduct themselves according to SHRM-Atlanta’s core values, and the ethical standards of the profession. All members of the SHRM-Atlanta community are to be considerate; refrain from any demeaning, harassing, or discriminatory behavior or speech; and immediately comply with any requests to discontinue objectionable behavior. Individuals who witness or experience inappropriate behavior should notify a staff member immediately. SHRM-Atlanta reserves the right to take any action deemed necessary and appropriate, including immediate removal from the event without warning or refund, in response to any incident of unacceptable behavior.
Marketing
During the term of the partnership, the exhibitor and SHRM-Atlanta grant each other the legal right and license to use the logo, trademarks, artwork, or marketing material provided to the other party in service of this agreement. The parties will indemnify and hold harmless one another for any claims for breach of any intellectual property rights which might be made against either party for using any such logo, artwork, or other advertising and marketing material.
Exhibitors understand that they may be the subject of photographs, audio recordings, or videos that will be taken during this event and that such media will be included in SHRM-Atlanta's stock files. By attending, individuals grant SHRM-Atlanta or its designees permission to photograph and record them, and waive compensation or approval rights to the future use of media from this event.
Exhibitors may receive participant contact information through their agreement with SHRM-Atlanta. To ensure the satisfaction of participants, SHRM-Atlanta requires all exhibitors to adhere to the following guidelines: (a) companies may send out only 2 emails to the attendee list post-event; (b) mass emails must be sent using Blind Carbon Copy (BCC) to ensure privacy; (c) whenever referencing the event or SHRM-Atlanta, the full chapter name including “-Atlanta” is used to avoid brand confusion with other SHRM entities; (d) messages indicate the recipients are receiving the email because they opted into doing so when registering for said SHRM-Atlanta event. Further communication with participants must be based on the recipient subscribing directly to the exhibitor’s services. If recipients do not opt into a mailing list, email communication must cease. Failure to comply with these rules will result in revoked access to future attendee lists. It may also result in cancellation of future trade agreements.
Liability
By virtue of exhibiting, participation, and/or attendance in a SHRM-Atlanta event, the exhibitor, its employees, agents, and affiliates voluntarily agree to assume all risks and accept sole personal responsibility for any injury (including, but not limited to, personal injury, disability, or death), illness, damage, loss, claim, liability, or expense, of any kind, that they may experience or incur in connection with the event. Exhibitor hereby releases, covenants not to sue, discharges, and holds harmless SHRM-Atlanta, its employees, vendors, host sites, agents, and representatives, of and from any such claims, including all liabilities, claims, actions, damages, costs, or expenses of any kind arising out of or relating thereto.
Exhibitors, their employees, representatives, or agents must not injure or deface the walls or floors of the building, exhibits, or equipment. When such damage appears, the exhibitor is liable to the owner of the property so damaged. Nothing shall be posted, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building, or nor furniture relocated.
Any guard service, storage room, or other protective measures that SHRM-Atlanta may take shall be deemed to be purely gratuitous on its part, and SHRM-Atlanta shall have no responsibility for effectiveness or failure of such measures, or for conduct of personnel involved therein. Exhibitor should have general liability insurance of not less than $1,000,000, covering any and all claims related to exhibiting at the event.
Data Privacy
In conjunction with registration for an event, SHRM-Atlanta, its subsidiaries and affiliates, and certain agents thereof may process any and all personal or professional data, including but not limited to payment information. By virtue of one’s exhibiting, participation, and/or attendance in a SHRM-Atlanta event, the registrant authorizes SHRM-Atlanta to collect, process, register, transfer, and store such data. Such data will be used in accordance with applicable law, and safeguards will be implemented to provide protection from unauthorized access. The exhibitor understands, however, that no protection is failsafe. With this understanding and exempting gross negligence on the part of SHRM-Atlanta, the exhibitor waives any privacy rights they or their employees, agents, or representatives may have with respect to the relevant information; authorizes SHRM-Atlanta to store and transmit such information; and in the case of any security breach, loss of data, or irreparable damage (including but not limited to monetary and reputation) hereby releases, covenants not to sue, discharges, and holds harmless SHRM-Atlanta, its employees, agents, and representatives, of and from any such claims, including all liabilities, claims, actions, damages, costs, or expenses of any kind arising out of or relating thereto.
Cancellation
Request for cancellation and refund must be in writing. Cancellation requests received 90 days prior to an event will result in SHRM-Atlanta retaining 25% of total purchase price. Cancellations received 60 days prior to the event will receive a 50% refund of total package value. No requests for refunds will be granted within 60 days of the event.
In the case of a Force Majeure Event, both parties are excused from performance under this Agreement until the time when the Force Majeure Event no longer exists. A "Force Majeure Event" means any act, event, or circumstance other than an obligation to pay a sum when due hereunder, whether foreseen or unforeseen, that meets all three of the following tests: (a) The act, event, or circumstance prevents a party, in whole or in part, from: (i) performing any obligation under this agreement; or (ii) satisfying any condition to any obligation of the other party under this agreement; (b) The act, event, or circumstance is beyond the reasonable control of and not the fault of the nonperforming party; and (c) The nonperforming party has been unable to avoid or overcome the act, event, or circumstance by the exercise of reasonable diligence.
Jurisdiction
These Terms and Conditions may be amended, supplemented, or modified from time to time by the SHRM-Atlanta in a written instrument as necessary in its good faith business judgment. Any changes, amendments, or additions shall be binding on the partner.
These Terms and Conditions will be governed by and construed in accordance with the laws of the State of Georgia without regard to, or giving effect to, the choice of law rules of any jurisdiction.
If any provision of these Terms and Conditions is invalidated by a court of competent jurisdiction, then all remaining provisions of these Terms and Conditions will continue unabated and in full force and effect.