Terms and Conditions
It is hereby agreed that the undersigned will abide by the rules and regulations in this agreement. Acceptance of this application by or on behalf of the Over 50 Fair shall constitute a contract.
Mailing Address: Over 50 Fair, P.O. Box 312, Roslyn Heights, NY 11577-0312. Or, pay online at www.Over50Fair.com and use your credit card or Paypal account.
Over 50 Fair LLC (“Over 50 Fair”) is a for-profit company.
Over 50 Fair LLC (dba Over 50 Fair) is a for profit company.
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.
Event Location: Hilton Long Island/Huntington AKA Huntington Hilton, 598 Broadhollow Road, Melville, New York.
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: Podiums may be available for your use in select classrooms. Speaker agrees to provide Over 50 Fair with a photo/logo for use on signage plus 40-60 word description of their class for publication in the Over 50 Fair program book. Speakers are required to check in at the Registration Desk at least 30 minutes prior to their Classroom time. Failure to do so may result in a substitute Speaker without refund.
Exhibitors: Booth spaces include either one or two 6-foot draped tables and chairs. Items may be sold, and funds may be solicited in your space. No alcohol or tobacco products may be sold without permission. All distribution or solicitation is fully restricted to the confines of your space (e.g. 6 ft. x 6 ft.). Exhibitors will be listed on our website and in the program book with contact information if submitted by deadline. A paper sign will be at each Exhibitor’s space for identification purposes.
Exhibitors are advised to bring a power cord if electric has been purchased.
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, Gateway or exits leading to any fire extinguishing devices. If you run any wires or cords, they must be secured. If there is a wall behind your booth, you may hang a sign using Funtak.
Installation/Dismantling: All displays must be installed and completely arranged by 10:00 a.m. when the event begins. If an Exhibitor has not arrived and registered by 10:00 a.m., Over 50 Fair Director reserves the right to substitute Exhibitor without refund. 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. Please bring a hand truck or dolly as bell carts will not be available to exhibitors.
Eligibility/Exhibit Booth Personnel: There is a limit of two (2) representatives per 6x6 table space and four(4) for larger booths. All representatives must be registered at the Registration table. Any additional representatives must purchase an admission ticket unless authorized by the Over 50 Fair. Representatives working tables are not permitted to attend classes 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.
Information Table: All items must be received at least one week prior to the event unless other arrangements have been made. 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.
Program Book Advertisers: Ads must be submitted electronically in print quality .pdf format or you may pay an additional fee to have your ad scanned. Program books will be distributed to Attendees, Exhibitors, Speakers, Advertisers and Sponsors. All advertising images and text are subject to review and approval by the Management of the Over 50 Fair. Please email files to: Barb[email protected]. ALL ADS MUST BE RECEIVED BY AUGUST 14, 2023.
Insurance and Hold Harmless Clause: Exhibitors and Speakers assume entire responsibility and hereby agree to protect, indemnify, defend and save Over 50 Fair and Huntington Hilton and their 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 and Huntington Hilton’s owners, employees and agents. In addition, each Exhibitor and Speaker acknowledges that neither Over 50 Fair nor Huntington Hilton maintain insurance covering Exhibitor’s or Speaker’s property, and it is the sole responsibility of the Exhibitor or Speaker to obtain business interruption and property damage insurance covering such losses by Exhibitor or Speaker. By signing this contract, Exhibitors and Speakers agree to hold harmless the Over 50 Fair and Huntington Hilton from any claims, financial or otherwise made by any individual or entity. Exhibitors and Speakers shall abide by and observe all federal, state, and local laws, codes, ordinances, rules, and regulations.
CBD/Marijuana: Due to insurance restrictions, the Over 50 Fair cannot have exhibitors that distribute or sell products at this event that are derivatives of or products containing marijuana, including but not limited to CBD oil, cannabis, and medical marijuana. This includes products that are legal to sell in New York State. Any exhibitor who is found to have violated this rule will be removed from the event without refund and will be subject to penalties or costs incurred should a claim be made to said insurance company.
Force Majeure: Over 50 Fair shall not be deemed to have breached this agreement by reason of its failure to perform any of its obligations if caused by strikes, natural disasters, hurricanes or snowstorms, acts of a public enemy, riots, terrorism, interference by civil or military authorities, compliance with proclamations, pandemics, delays in transit or delivery on the part of transportation companies, or other causes beyond the reasonable control and without the fault of Over 50 Fair, or if caused by any act or failure to act of another party (an “Event of Force Majeure”). Upon the occurrence of any Event of Force Majeure specified above that results or will result in a delay in or cancellation of the Over 50 Fair or otherwise affects Over 50 Fair’s performance under this agreement, Over 50 Fair shall promptly give notice to the other party of the occurrence and the effect or anticipated effect of the occurrence on the performance of Over 50 Fair’s obligations under this agreement. Over 50 Fair will use reasonable efforts under the circumstances to eliminate or minimize the adverse impact of the occurrence on its performance under this agreement. If Over 50 Fair cancels the event due to an Event of Force Majeure, no refunds will be made. Over 50 Fair shall not be liable for any losses or damages of any type or description, including consequential and/or incidental damages, suffered by any Payor/Exhibitor/Speaker as a result of a cancellation of the expo.
Food/drinks: Food/drinks may be available at Exhibitor tables and in the Starbucks shop in the hotel near the event. Exhibitors are permitted to give away samples. All vendors who sell food or distribute food samples must sign a food waiver, may be required to have insurance, and may be required to register with and pay a fee to the Suffolk County Department of Health Services. See the Insurance and Hold Harmless Clause section above.
Space Assignment: All Exhibitor space assignments will be made at the sole discretion of the Over 50 Fair and are subject to change. Please see Draft Map on the Over 50 Fair website to understand the differences between the types of Exhibitor locations. Exhibitor locations will be made public at 8:30 a.m on September 10, 2023. 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.
For More Information: Barbara Kaplan, Director, 516-621-1446. [email protected].