Detailed Vendor Requirements, Terms & Conditions

1. LIABILITY AND INSURANCE

All property of the Vendor (collectively “Exhibitor”) remains under its care, custody, and control in transit to and from the conference venue, during installation and removal, and while it is within the confines of the Hilton Albany. Neither New York State Network for Youth Success (NYSNYS) or their Conference Organizers, the owners or management of the Hilton Albany nor any of the officers, staff members, or directors of any of the same are responsible for the safety of the property of Exhibitors from theft, damage by fire, accident, vandalism, or other causes, and the Exhibitor expressly waives and releases any claim or demand it may have against any of them by reason of any damage to or loss of any property of the Exhibitor, except where the damage or loss is due to the gross negligence or willful misconduct of NYSNYS, the owners or management of the Exhibit Hall, or their agents or employees, or the Hilton Albany owners’ or managers’ duties and responsibilities under this agreement. Exhibitor understands that neither NYSNYS, Conference Organizers, nor the Hilton Albany carry business interruption and/or property damage insurance coverage for loss or damage of Exhibitor’s property. 

The Exhibitor agrees to obtain the following insurance during the dates of the Exhibition, including move-in and move-out days and shall be prepared to furnish a certificate of insurance to NYSNYS if requested: (a) Commercial general liability insurance coverage including protective and contractual liability for bodily injury and property damage; (b) Employers liability insurance; (c) Worker’s Compensation/Occupational Disease coverage in full compliance with federal and state laws; (d) Comprehensive General Liability Automobile insurance.

2. LIMITATION OF LIABILITY

In no event shall NYSNYS, its officers or directors, agents, employees, independent contractors, subsidiaries and affiliates (collectively “NYSNYS parties”) be liable to the Exhibitor or any third party hired by or otherwise engaged by the Exhibitor 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 agreement or connected in any way with use of or inability to use the services outlined in this application and agreement or for any claim by Exhibitor, even if any of the NYSNYS parties have been advised, are on notice and/or should have been aware of the possibility of such damages, Exhibitor agrees that the NYSNYS parties’ sole and maximum liability to the Exhibitor regardless of the circumstances shall be the refund of the exhibit fee. Exhibitor agrees to indemnify and defend the NYSNYS parties from any claims brought by a third party hired by or engaged by the Exhibitor for any amount beyond the exhibit fee. Further, Exhibitor agrees to pay all attorney’s fees and costs incurred by the NYSNYS parties arising out of or in any way related to this application and exhibit. Exhibitor shall be solely responsible for its attorney’s fees and costs.

3. HOLD HARMLESS AND INDEMNIFICATION

This agreement shall not constitute nor be considered a partnership, joint venture, or agency relationship between NYSNYS, Conference Organizers, Exhibitors, and the Hilton Albany. Exhibitor hereby agrees to indemnify, hold harmless and defend NYSNYS, Conference Organizers, and the Hilton Albany, and their respective officers, directors, and employees (Indemnities) from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever as they arise (including but not limited to court costs, interest and attorney’s fees) which the Indemnities may incur, suffer, be part to, or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission or breach of these terms, conditions, and rules, or violation of any ordinance or statute by Exhibitor or any of its employees or agents. The Exhibitor assumes full responsibility and liability for the actions of its agents, employees, and independent contractors, whether acting within or without the scope of their authority, and agrees to indemnify, hold harmless, and defend the Indemnities as expenses arise, from responsibility or liability resulting directly or indirectly, or jointly, from other causes that arise because of the acts or omission of its agents, employees, or independent contractors whether acting within or without the scope of their authority. NYSNYS and our Conference Organizers hereby each agree to indemnify, hold harmless and defend the Exhibitor and its respective officers, directors, and employees (Indemnities) from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever as they arise (including but not limited to court costs interest and attorney’s fees) which the Indemnities may incur, suffer, be part to, or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission or breach of these terms, conditions, and rules, or violation of any ordinance or statute by NYSNYS and/or the Conference Organizers or any of their employees, or agents. NYSNYS assumes full responsibility and liability for the actions of their agents, employees, and independent contractors, whether acting within or without the scope of their authority, and agrees to indemnify, hold harmless, and defend the Indemnities as expenses arise, from responsibility or liability resulting directly or indirectly, or jointly, from other causes that arise because of the acts or omission of their agents, employees, or independent contractors whether acting within or without the scope of their authority. The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of Exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims. The terms of this provision shall survive the termination or expiration of this agreement.

Refunds
If the format of an event (ex: face-to-face to in-person) is changed to a virtual event, no refunds will be given. If an event is canceled due to a natural disaster, public health crisis, or other act of nature, refunds will be given. Every effort will be made by NYSNYS to reschedule events affected by these circumstances. If the vendor cancels, no refund will be given.

Photo Release for attendance at Training Events

I hereby release and hold harmless New York State Network for Youth Success (NYSNYS) from any reasonable expectation of privacy or confidentiality associated with the images taken at this event. I further acknowledge that my participation is voluntary and that I will not receive financial compensation of any type associated with the taking or publication of these photographs or participation in NYSNYS marketing materials or other NYSNYS publications. I acknowledge and agree that publication of said photos confers no rights of ownership or royalties whatsoever. I hereby release NYSNYS, its contractors, its employees, and any third parties involved in the creation or publication of marketing materials, from liability for any claims by me or any third party in connection with my participation.

What’s Included

• One vendor registration including one lunch (per day) – Check the brochure for lunch times
  • Additional lunches may be purchased during vendor booth submission
• One skirted table and two chairs
• Based on availability – access to 110-volt outlets for electricity (must be requested in your vendor booth submission)
  • You are responsible for bringing extension cords
  • For custom electrical needs and 220-volt service, advance arrangements are required no later than 14 days prior to the event
  • Fees for electrical maintenance personnel needed for special requests shall be billed to the vendor at the rate of $95.00 per hour
  • Requests received less than 14 days prior to the event will be charged the standard rate above plus $65.00 per outlet request
• Wi-Fi: network and password to be shared on location
• All services and accommodations must be requested at least thirty (30) days in advance. Reasonable modifications will be made. Find Conference Accessibility and Accommodations information here
• Any request for booth special arrangements must be approved by the Network and the Hotel thirty (30) days prior to the event

Note: Storage, placement, shipment or reshipment of exhibit materials; special lighting, additional booth furnishings, extension cords for electricity, carpet or individual booth cleaning; and any other special service ordered by the exhibitor are not included. Vendor agrees that it will not use any item in the banquet or function space that creates amplified noise, smells, or visual effects, other than decorations, without advanced notification to and written approval by the Network and the Hotel.

Hotel Parking
The Hotel offers a discounted rate of $10.00 per car, per day, for self-parking, based on availability in the garage adjacent to the Hotel for the event dates only (Retail Value is $20.00 per car, per day). Bring your garage ticket to the front desk to receive discount.

For all other parking including metered street parking and parking garages, check out https://www.downtownalbany.org/parking

Set Up/Break Down Times
Participant registration time varies daily – check the brochure for exact program start times. Vendor set-up may start as early as 6:30 am. We would love to have you all set up and ready to go by 7:15/7:30 am, as we know there are always early birds.  Vendors should remain at their tables during lunch/vendor time and in between each session. We ask that you stay through the start of Session 3 each day (see agenda in the brochure). Vendors staying each day may leave their set-up however do not leave any valuables as the Network and Hotel are not responsible for stolen items.

Deliveries/Freight Handling
The Hotel does not accept deliveries prior to the event dates. Any deliveries made more than two (2) days prior to the event dates or those delivered without the information required by this section will be refused. All shipments must be shipped to the attention of the Event Manager and must include the name of the event clearly written on the label. The mailing address of the Hotel is:

Your Vendor Booth Contact Name

Event Manager Name – Erika Mehnert

Empower Youth Success Conference

40 Lodge Street

Albany, NY 12207

The Hotel shall charge the Vendor receiving charges of $7.00 per box or $25.00 per pallet. An additional $100.00 shall be charged to the Vendor for packages delivered that are over 150 pounds.

Return shipments must be re-packed, labeled, and called in by the shipper. When the box is ready to be shipped, please contact the Event Manager, Erika Mehnert, at the Front Desk. All packages are held on an unsecured dock for shipping and receiving, and, as such, the Hotel assumes no liability for any package. The Hotel is not responsible for lost, damaged, or stolen boxes. All packages remaining after five (5) days will be deemed abandoned and shall be discarded.

Questions?
Please reach out to the Events Coordinator, Cara Sherwood, with any questions.

cara@networkforyouthsuccess.org

518-694-0660 ext. 702