Terms and Conditions – Hosted Events

This is the standard set of guidelines for exhibiting at all PlanetConnect (“PCI”) corporate conferences, which are unique events produced for Corporate hosts.  PCI reserves the right to render interpretations and to establish such further rules and regulations it may deem necessary for the general success of the Exhibition. PCI further reserves the right to decline, prohibit, or expel any exhibit, which in its sole judgment, is in poor taste or is out of character with, or reflects poorly upon, the Exhibition or is in violation of the terms of this contract or any applicable law, rule, or regulation.

PROPRIETARY MATERIALS AND EVENTS: Exhibitors recognize that certain defined events involve proprietary Corporate activities and may require a Non Disclosure Agreement (“NDA”).  If an NDA is required, the inability to sign such an NDA may be cause for termination of this agreement and full refund of all Exhibitor Deposits and Payments.

FULL PAYMENT DUE ON SHOW START: Exhibitors must make full payment before this event starts.   Lack of such payment may result in termination of this contract, at PCI’s discretion, and the Exhibitor shall be responsible for payment to the PCI of all amounts that would have been due PCI under the terms of subparagraph (a). 


(a) In response to Covid-19, we have updated our cancellation policy for In-Person events to remove risk in signing up. Note that as soon as you sign up, you will start to receive marketing visibility on websites and emails going to the Attendee community. Exhibitors that cancel an In-Person event with at least 90 day notification will receive 100% credit of their fees for ANY future PlanetConnect event through 2H 2023.   Credit can be applied to any charges (e.g., Sponsorship, Exhibitor Kit).  Note that you still must pay in full by early bird discount dates to receive any early bird discounted rates. Cancellations within 90 days due to Covid-19 restrictions (including travel restrictions or conversion of in-person event into fully virtual event) will receive 100% credit of their fees with no penalty as above.

b) If exhibit space is not occupied by the Exhibitor when the hall opens on the first day of the conference (for an In-Person event), Exhibitor shall be deemed to have canceled the exhibit space contracted for, and PCI shall reserve the right to use such space as it deems appropriate, and the Exhibitor shall pay the PCI all amounts that would have been due under the terms of subparagraph (a). 

(c) Except as Exhibitor’s rental obligation may be reduced in accordance with the terms set forth in subparagraph (a) above, the Exhibitor shall be responsible for payment of the total exhibit space rental fee whether the Conference and Exposition is canceled, delayed, or relocated, in whole or in parts, as a result of riot, strike, civil disorder, act of war, act of God, or any other cause of any kind whatsoever not within the PCI control; or rescheduled or relocated at the behest of PCI. 

LOCATION OF EXHIBIT SPACE FOR IN-PERSON EVENT: All measurements and exhibit space layouts shown on the floor plan are as accurate as possible, but PCI reserves the right to make such modifications and changes to exhibit space assignments and to the location of the exhibit space as may be necessary to adjust the floor plan at any time to meet the needs of PCI and Exhibitors. PCI reserves the option, in the event of any emergency or other circumstances beyond its reasonable control, to either substitute comparable exhibit space, or to refund the total rent paid hereunder.

SHARING OF EXHIBIT SPACE FOR IN-PERSON EVENT: The Exhibitor shall not share their exhibit space with any other Company or Organization (except a Company or Organization that is a part of their corporate family) without the written consent of PCI.  Exhibitors acknowledge that all participating Exhibitors must be vetted by PCI to comply with requirements by hosting Corporate entities.

USE OF EXHIBIT:  The Exhibitor shall provide adequate staff for maintenance and operations of its exhibit during all exhibit hours. All demonstrations or other promotional activities, including distribution of promotional material, shall be confined to the limits of the exhibit space. Sufficient space must be provided within the exhibit space for the comfort and safety of persons watching demonstrations and other promotional activities. The Exhibitor is responsible for keeping the aisles near its exhibit space free of congestion caused by demonstrations or other promotions. The Exhibitor shall not assign, sublet, or share the exhibit space other than to its parent, subsidiary, or sister corporation and with the express written consent of PCI. The Exhibitor shall display only goods manufactured or sold in the ordinary course of its business. No individual, firm, or organization not assigned exhibit space shall solicit business within the exhibit area. No portion of any exhibit space sign or carpeting may extend over or beyond assigned floor space. Interference with the light and space of other Exhibitors is prohibited. Display material exposing an unfinished surface to neighboring exhibitor spaces is not permitted, and must be finished at the Exhibitor’s expense. PCI reserves the right to perform such finishing at the Exhibitor’s expense. The Exhibitor’s booth and/or exhibit shall not intrude or interfere with the use of any adjacent exhibit area. PCI reserves the right to restrict, segregate, or relocate exhibits which, because of noise, method of operation, materials, or any other reason, become objectionable. In the event of any such restriction or removal, the Exhibitor shall have no claim against PCI based upon any such restriction or removal. If the Exhibitor utilizes music (for example, from tape, record, CD’s, audio-visual presentations, live entertainment, or radio speakers), the Exhibitor shall first obtain written permission for the use of that music as required by applicable copyright laws.

EXHIBIT SAFETY: The Exhibitor hereby represents and warrants to PCI that the Exhibitor has taken steps reasonably necessary to ensure that sound engineering and structural integrity of its exhibit design and the proper construction and safety of the exhibit itself, as erected, including obtaining the certification or a registered structural engineer, if reasonably available. The Exhibitor accepts sole responsibility for any personal injury or property damage that may result directly or indirectly from the collapse of its exhibit or any portion thereof or the existence of any other unsafe condition at its exhibit. The Exhibitor hereby agrees to indemnify and hold harmless PCI, the owner and manager of the exhibition facility, and others lawfully on the exhibit floor, from and against any claim, loss, liability, or damage suffered as a result of the Exhibitor’s installation, use, construction, or maintenance of an unsafe exhibit.  The Exhibitor further represents and warrants that it has obtained adequate insurance to cover its potential liability hereunder. The Exhibitor will furnish PCI with insurance certificates evidencing the coverage described herein upon request prior to or during the Exposition.

LIABILITY AND INSURANCE: All property of an Exhibitor remains in its care, custody and control in transit to or from or within the confines of the Exhibit Hall.The Exhibitor is solely and fully responsible for its own exhibit materials, and should insure its exhibit against loss or damage from any cause whatsoever. 

NO PUBLIC ADVERTISING: Exhibitors recognize that these are Private events for Corporate Customers who may have security concerns.   Exhibitors agree not to advertise or promote their presence to the public without written permission from PCI.

LIMITATION OF LIABILITY: Neither PCI, nor its agents or representatives, will be responsible for any injury, loss or damage that may occur to the Exhibitor or to the Exhibitor’s employees or property from any cause whatsoever. Under no circumstance will PCI be liable for lost profits or other incidental or consequential damages. Exhibitors shall obtain, at its own expense, adequate insurance against any such injury, loss or damage. PCI shall not be liable for failure to perform its obligations under this contract as a result of strikes, riots, acts of God, or any other cause beyond its control. Anyone visiting, viewing or otherwise participating in the Exhibitor’s exhibit is deemed to be the invitee or licensee of the Exhibitor, rather than the invitee or licensee of PCI. PCI shall not be liable for any injury whatsoever to property of the Exhibitor or to persons conducting or otherwise participating in the conduct of the exhibit or to invitees or guests of the Exhibitor. Exhibitor agrees to abide by existing agreements and regulations covering the use of services or labor in the conference and exhibit facility. The Exhibitor assumes full responsibility and liability for the actions of its agents, employees or independent contractors, whether acting within or without the scope of their authority, and agrees to save harmless PCI and the Exhibit Hall from responsibility or liability resulting directly or indirectly, or jointly, from other causes that arise because of the actions or omissions of its agents, employees or independent contractors, whether acting within or without the scope of authority.

MISCELLANEOUS: This contract contains the entire understanding of the parties with respect to the subject matter hereof and there are no other agreements, understandings, representations, or warranties except as expressly set forth herein. The right of PCI under this contract shall not be deemed waived except as specifically stated in writing signed by an authorized officer of PCI. This contract, and the rights of the parties hereunder, shall be governed by and construed in accordance with the laws of the State of New Jersey, without regard to New Jersey choice of laws. Any action brought to enforce the terms of this contract may be brought only in a court having a status within the State of New Jersey, and the Exhibitor hereby expressly consents to the jurisdiction of any such court. PCI shall be entitled to recover the costs, including reasonable attorney’s fees, in any action brought to enforce this contract or its rights hereunder.