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 Crowne Plaza Albany – the Desmond Hotel by IHG. Neither New York State Network for Youth Success (NYSNYS) or their Conference Organizers, the owners or management of the Crowne Plaza Albany – the Desmond Hotel by IHG, 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 Crowne Plaza Albany – the Desmond Hotel by IHG owners’ or managers’ duties and responsibilities under this agreement. Exhibitor understands that neither NYSNYS, Conference Organizers, nor the Crowne Plaza Albany – the Desmond Hotel by IHG 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 Crowne Plaza Albany – the Desmond Hotel by IHG. Exhibitor hereby agrees to indemnify, hold harmless and defend NYSNYS, Conference Organizers, and the Crowne Plaza Albany – the Desmond Hotel by IHG, 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

Option 1: Basic – Tabletop Exhibit

• One six-foot skirted table
• Two chairs
• Two lunches (per day registered) – Check the agenda for lunch times
  • Additional lunches can be purchased when completing the vendor sign-up form or on-site at vendor check-in.
• Access to 110-volt outlets for electricity
  • You are responsible for bringing extension cords
  • For custom electrical needs and 220-volt service, advance arrangements are required no later than 30 days prior to the event. Fees will be extended to the vendor.
• 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

Option 2: Upgrade – Booth

• 8×8 booth space
• Back and side pipe and drape
• One six-foot skirted table
• Two chairs
• Two lunches (per day registered) – Check the agenda for lunch times
  • Additional lunches can be purchased when completing the vendor sign-up form or on-site at vendor check-in.
• Wastebasket
• One 110 volt outlet
  • You are responsible for bringing extension cords
  • For custom electrical needs and 220-volt service, advance arrangements are required no later than 30 days prior to the event. Fees will be extended to the vendor.
• 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: Services not included in this agreement are expressed below or have detailed pricing information which will be in addition to function and/or exhibit space rental fees.

A. Drayage – Pre or post exhibit storage. The Desmond does not maintain exhibit storage space. Exhibit materials must be scheduled for arrival and departure between the times as contracted and shown in the agenda.

B. Decoration, special lighting

C. Security services

D. Labor to move exhibit materials in and out of the hotel.

E. Cleaning of interior booth space – available at nominal charge.

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 free self-parking. For electric vehicles there are 10 Level 2 EV charging stations on-site. There are 25 accessible parking spaces featuring flat terrain, ramps, and a dedicated drop-off point.

Shuttle Service: A free 24-hour roundtrip airport shuttle runs to Albany International Airport (located 0.5 miles away) and within a 3-mile radius.

Set Up/Break Down Times
Participant registration time varies daily – check the agenda 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 the agenda. 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 is unable to receive any individual package or crate weighing over 100 pounds without prior arrangements being made. Vendors may contact the hotel’s event manager, Phil Genovese, at pgenovese@desmondhotels.com or 518-640-6080 to make special arrangements.

The hotel will accept conference materials no sooner than three (3) days prior to the conference and will hold materials for up to three (3) days after the function. Outgoing shipments must be properly labeled and called in for pick up by the vendor, The Desmond will not be responsible for shipping outgoing packages. Any materials not picked up or shipped out after five business days will be discarded.

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

cara@networkforyouthsuccess.org

518-694-0660 ext. 702