Refund policy – All costs are subject to change without notice.  All sales are final.  There are no refunds for any reason (including cancellation by payor/exhibitor/speaker), but substitutions are allowed with permission.  $35 returned check fee.

Event Location – Melville Marriott – Long Island, 1350 Old Walt Whitman Road, Melville NY, off the Long Island Expressway north (westbound) service road.

Video/Photo Release:  The Over 50 Fair reserves the right to video and photograph portions of each lecture and the exhibitor areas for use in promoting our future events.

Speakers:  Microphones will be available for your use.  If you require any other equipment, such as a projector, screen or laptop, contact the Over 50 Fair for pricing information.  Speaker agrees to provide Over 50 Fair with a description of their topic (along with a photo/logo, optional) for publication in the Over 50 Fair program book and website. 

Exhibitors:  6 x 6 ft. space includes one 6 foot box-draped or tableclothed table (or equivalent) and 2 chairs.  10 x 10 ft. space includes two tables.  Items may be sold (no alcohol or tobacco products or any products not legal to sell in the state of New York), samples may be distributed, and funds may be solicited in your space. All distribution or solicitation is fully restricted to the confines of your space (e.g. 6 ft. x 6 ft.).  All Exhibitors will be listed on our website and on our Exhibitor handout.  A paper sign will be on the table at each exhibitor space for identification purposes. 

Exhibitors are advised to bring, if desired, a sign/banner and power cord (if paying for electric). 

Electric is available for an additional fee.

Display – No signs or decorative materials may protrude into the aisle or encroach upon neighboring booths.  No obstruction may be placed in any aisle, passageway, lobby or exits leading to any fire extinguishing devices.  If you run any wires or cords, they must be secured.  If your space has a wall behind it, the Melville Marriott permits you to utilize “Funtak” or double-sided tape to secure light-weight items to it. 

Installation/Dismantling – All displays must be installed and completely arranged by 10:00 a.m. when the event begins.  It is the sole responsibility of each exhibitor to have materials packed and cleared by 5:30 p.m. All displays must remain intact until the official close of the Fair.  No exhibitor may dismantle, move out or package before the close of the event (4:30 p.m.).  Arrangement and payment for transporting goods to and from the Fair, receiving, decorating, and removal of exhibits are the responsibility of the exhibitor.  For larger items, the service elevator must be used. 

Eligibility/Exhibit Booth Personnel – There is a limit of two (2) representatives per table space.  All representatives must be registered at the table in the lobby. Any additional representatives must purchase an admission ticket unless authorized by the Over 50 Fair.  Representatives working tables are not permitted to attend Speakers sessions other than at a time for which they have paid to speak unless a ticket is purchased. There is to be no smoking inside the building.  All federal and state laws pertaining to fire and safety must be observed and adhered to.

Insurance and Hold Harmless Clause – Exhibitors and Speakers assume entire responsibility and hereby agree to protect, indemnify, defend and save Over 50 Fair and its owners and employees harmless against all claims, losses, and damages to persons or property, governmental charges or fines, expenses and attorney’s fees arising out of or caused by each Exhibitor’s installation, removal, maintenance occupancy or use of the premises or a part thereof excluding any such liability caused by the sole negligence of Over 50 Fair’s owners, employees and agents.  In addition, each Exhibitor or acknowledges that Over 50 Fair does not maintain insurance covering exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain business interruption and property damage insurance covering such losses by exhibitor.  By signing this contact, Exhibitors agree to hold harmless the Over 50 Fair from any claims, financial or otherwise made by any individual or entity.  Exhibitors shall abide by and observe all federal, state and local laws, codes, ordinances, rules and regulations.  Exhibitors who prepare, distribute and/or sell any food or beverage products hereby indemnify the Over 50 Fair from any claims or damages relating to the preparation, distribution, sale or consumption of such products.

Space Assignment – All Exhibitor space assignments will be made at the sole discretion of the Over 50 Fair and are subject to change.  Premium spaces will include corner spaces in the Grand Ballroom and in the main hallway outside it.  A list of Exhibitor spaces will be available and distributed at the event on September 25, 2011 at 8 a.m.  The Over 50 Fair reserves the right to fully determine the eligibility of any company, person, product and/or service in the exhibitor areas.  Displaying materials or selling goods deemed offensive, inappropriate for the venue, or substantially differing from what was previously represented constitute grounds for rejection or ejection.  Over 50 Fair reserves the right to reject, eject or prohibit any Exhibitor for violation of these rules without monetary refund. 

Food/drinks – Available for purchase in the Melville Marriott at Bistro 49 or the bar or via food service delivered to exhibitor spaces.  Exhibitors are permitted to give away samples.  All food sold must be intended for later consumption.  All food vendors must sign a Food Waiver for the Melville Marriott.

Program Book Advertisers – Ads must be submitted electronically in print quality .pdf format or high quality .jpg format OR you may pay an additional fee for us to scan or create your ad.  We will be printing 750-1000 program books and distributing them to attendees, exhibitors and sponsors.  Please email files to:  Barbara@Over50Fair.com.   ALL ADS MUST BE RECEIVED BY August 14, 2011.

General Information Table – All items must be received at least one week prior to the event.  Items should be sent by USPS to Over 50 Fair, P. O. Box 312, Roslyn Heights, NY 11577-0312.  Please do not mail any materials to the event location.

Over 50 Fair LLC (“Over 50 Fair”) is a for-profit company.