Terms and Conditions
Please carefully read the following contract, terms, and conditions relating to your participation in CryoCon2023 (“Event”), run, managed, and conducted by Cryotherapy Industry National Association, LLC and its directors, officers, employees, interns, agents, representatives, and assigns (“Promoter”). By attending this Event, you and your guests, representatives, agents, and employees (the “Sponsor”) signify your acceptance of and obligation to this Contract and its Terms and Conditions (“Contract”). Sponsor shall be bound by this Contract and any such amendments or additional terms, conditions, rules and/or regulations which may be established by Cryotherapy Industry National Association.
Sponsor’s leased space (“Sponsor Space”) is not reserved until payment has been made in full, all insurance requirements are verified, and all requisite contractual agreements, including this Contract and the Release and Waiver of Liability has been executed for Sponsor and all of its guests, representatives, agents, and employees. Once Sponsor Space is reserved, all Sponsors will be responsible for uploading Sponsor information (logo; insurance declaration pages; marketing materials; etc.) into a portal. Sponsor is solely responsible for the timely upload of these files and agrees to hold Promotor harmless for Sponsor’s negligence in conjunction with the upload of Sponsor files.
a. Promoter reserves the right to determine the eligibility of any company or product for inclusion in exhibition space and may reject its inclusion at its sole discretion.
b. Sponsor shall not assign or sublet Sponsor Space or exhibit any programs or services other than those specified in the contract for Sponsor Space unless pre-approved in writing by Promoter.
c. Sponsor is required to have competent personnel in charge of Sponsor Space throughout the Event.
d. Sponsor is responsible for all shipping, transportation, moving, and setup costs. (dollies, handcarts are not provided by Promoter or the Renaissance Dallas at Plano Legacy West Hotel (“Facility”)). Sponsor is solely responsible for any damage to the Facility or Sponsor’s Space during shipping, transport, moving, or setup.
e. Merchandise sales must comply with all local, state, federal laws and regulations. No food or drinks may be sold or given away.
f. Lotteries, drawings, guessing games, or prize contests of any kind sponsored by Sponsor are subject to Promoter’s approval and scheduling. Display material must be confined to Sponsor’s booth area. No placard, stickers, or other signs that are not related to the Sponsor who has registered and paid for the Event will be allowed in Sponsor’s booth area or anywhere else in the show. No horns, bells, alarms, or flashing lights will be permitted to be operated. No advertising or printed material, which in Promoter’s opinion is undignified or otherwise objectionable, shall be distributed.
g. Sponsor agrees that distribution of printed material, including, but not limited to brochures and flyers, is only allowed within Sponsor’s Space. Sponsor agrees that Sponsor Space shall be approved before the Event begins and shall remain in substantially the same condition as it was when approved by Promoter. Promoter reserves the right to reject, eject, or prohibit any part of Sponsor’s Space, with or without giving cause. If the Sponsor is ejected by Promoter, there shall be no return of any amount paid by the Sponsor.
h. If Sponsor fails to occupy Sponsor Space by 4:00 p.m. on Sunday, March 5, 2023, such space may be repossessed by Promoter for any purposes it deems fit. In this circumstance, Sponsor is not relieved of the duty to pay any for such space, nor will Sponsor be entitled to a refund of any payments made.
i. Sponsor fees are non-refundable except as provided below
j. Sponsor must comply with union work rules where applicable and provide workman’s compensation coverage where applicable, all at its sole expense.
k. Sponsor may not utilize third party contractors without the prior express written agreement of the Renaissance Dallas at Plano Legacy West Hotel, Cryotherapy Industry National Association, and Promoter.
Setup, Care, and Staffing of Sponsor Space
Exhibits may be installed beginning Saturday, March 4, 2023, at 10:00 a.m. and must be completed by 10:00 p.m. on Saturday, March 4, 2023. Should you need more time for set up, please contact event organizers to arrange. Exhibit dismantling will begin following the closing of the show, Tuesday, March 7, 2023 beginning 8:00 a.m. Sponsor Space must be clean, clear, and dismantled no later than 12:00 p.m. on Tuesday, March 7, 2023. No dismantling will be permitted before closing time, and Sponsor is prohibited from dismantling, packing, or removing items from the Sponsor Space prior to the end of the Event without prior approval from Promoter.
During the Event, Sponsor Space must be presentation ready and Sponsor must be on duty not later than one-half (1/2) hour PRIOR to the published opening hours of the Event (Sunday, March 5, 2023 at 7:30 a.m.). In, addition, Sponsor MUST remain at the Sponsor Space until closing. Actual full-time occupancy or staffing of Sponsor Space by Sponsor personnel is mandatory. Sponsors failing to comply with this requirement shall forfeit their rights to said space as well as any and all monies paid. In addition, Promotor may use said space in such manner as it may deem in the best interest of the show. (We recommend that two people be available to man Sponsor Space during meals, breaks, etc.) Sponsor Space may have no more than six representatives any one time. Everyone must have tickets. Sponsors are responsible for the conduct of their employees, guests, attendees, and permitted contractors, and will promptly pay for all damages incurred by the Facility or Promotor due to the actions or omissions of Sponsor or its employees, guests, attendees, or permitted contractors.
Technology In Sponsor Space
Encore Global, LP (“Encore”) is the exclusive provider for event technology at the Facility. “Event Technology” includes, but is not limited to audio, video, lighting, internet, electrical, and rigging. Costs and fees for Event Technology are determined by Encore and the Facility. Sponsor may not utilize third party contractors without the prior express written agreement of the Renaissance Dallas at Plano Legacy West Hotel, Cryotherapy Industry National Association, and Promoter.
Details regarding Event Technology services and rates will be provided once payment in full is received and Sponsor Spaces have been assigned. Sponsor is solely responsible for obtaining, contracting for, and paying for Event Technology.
Sponsor hereby releases, waives, discharges, covenants not to sue, and holds harmless Promoter and its directors, officers, employees, interns, agents, contractors, and representatives from liability from any and all claims, including negligence on the part of Promoter (regardless of whether such cause was foreseeable or attributable to a negligent act or omission), resulting in any injury, (including, but not limited to, personal injury, disability, and death); business losses; illness; damages or losses; claims; liabilities; or expenses, of any kind, that Sponsor may experience or incur in connection with Event Technology.
Damage to Sponsor Space
No nails, screws or other fixtures may be driven into any part of Sponsor Space including floors or walls. Care should be taken to avoid any damage to any part of the Sponsor Space or Facility. Should any such damage occur, Sponsor shall be solely liable for any damages incurred.
Shipping of Materials for Sponsor Space
Sponsor is solely responsible for shipping its materials, equipment, and promotional items. Promoter is not responsible for any lost, missing, or damaged materials, equipment, or promotional items. Shipping insurance is highly recommended.
Sponsor must contact the Renaissance Dallas at Plano Legacy West Hotel to have items sent directly to the Facility. Costs, fees, and requirements for shipping are determined by the Facility.
In addition, Sponsor must email Promoter at the email address listed below, providing the tracking numbers and shipping company for each box shipped. This information must be provided on the same day the materials for Sponsor Space are shipped.
All shipments must be received between the dates of March 1, 2023 and March 4, 2023.
Sponsor hereby releases, waives, discharges, covenants not to sue, and holds harmless Promoter and its directors, officers, employees, interns, agents, and contractors from any and all claims, including negligence on the part of Promoter (regardless of whether such cause was foreseeable or attributable to a negligent act or omission), resulting in any injury, (including, but not limited to, personal injury, disability, and death); business losses; illness; damages or losses; claims; liabilities; or expenses, of any kind, that Sponsor may experience or incur in connection with shipping of materials, equipment, or promotional items for Sponsor’s Space.
Sponsor must have comprehensive general liability insurance, including contractual liability and liability for personal injury, bodily injury, property damage, and completed operations liability with a combined single limit of not less than $1,000,000 each occurrence. The policy must name Cryotherapy Industry National Association; Renaissance Hotel Management Company, LLC; Moon Hotel Legacy LTD; and Marriott International, Inc. as additional insureds. Sponsor’s registration is not complete until insurance has been verified by Promoter.
Fire, loss theft, and personal liability insurance, may be procured by Sponsor at its own expense and Cryotherapy Industry National Association; Renaissance Hotel Management Company, LLC; Moon Hotel Legacy LTD; and Marriott International, Inc. must be named as additional insureds.
Security and Damages
Neither Cryotherapy Industry National Association, Promoter, nor the Renaissance Dallas at Plano Legacy West Hotel shall be responsible for security. Likewise, neither Cryotherapy Industry National Association, Promoter, nor the Renaissance Dallas at Plano Legacy West Hotel shall be responsible for damages or losses to any personal property or articles brought into the Facility, for any item left unattended, or for loss or damage which occurs in Facility's parking areas.
Neither Cryotherapy Industry National Association, Promoter, nor the Renaissance Dallas at Plano Legacy West Hotel shall be responsible for any loss or damage to any equipment, exhibits, samples, displays, properties, materials or personal effects brought into the Facility, regardless of whether any loss or damage is attributable to negligence on the part of Promoter or Facility. Sponsor further accepts full responsibility for any damages resulting from any action or omission of their guests, representatives, agents, employees, vendors, and contractors in conjunction with the event.
Platinum, Diamond and Gold Sponsors
Platinum, Diamond and Gold Sponsors will participate at a designated workshops, break-out session, panels, or speakers as determined by Promoter. To ensure that all presentations are educational and meet the Event’s objectives, Sponsor must present workshop materials in advance and participate in rehearsal as deemed appropriate by Promoter.
Promoter does not guarantee a specific number of branded bags, lanyards, or other promotional items to be distributed at the Event.
Sponsor is responsible for submitting ads and other written materials by the ad deadline. Sponsor will forfeit payment for any ad submitted after the deadline, not submitted at all; or any unusable ad. There will be no refunds for ads.
Sponsors will receive a complimentary badge scanner to use during the Event. Event attendees (“Attendees”) may, at their discretion, allow a Sponsor to scan their badge. At the conclusion of the Event, Sponsors may purchase a report, from a third-party vendor, with contact information for the Attendees who have agreed to share contact information. Sponsoring the Event does not grant access to a list of Attendees.
Promoter shall have sole control over attendance policies. Promoter does not guarantee specific volumes or levels of attendance at the Event. Sponsor shall not be entitled to any refund, in full or in part, of any amounts paid based on actual attendance level.
Compliance With Laws, Rules, and Regulations
Sponsor shall not engage in any display, publication, performance, or other activity which is in conflict with any applicable law, regulation, rule or ordinance, nor shall Sponsor engage in any lewd display, publication or performance.
a. Sponsor is responsible for obtaining all necessary governmental permits and licenses. Sponsor shall comply with any rules promulgated by the owners or manager of the Renaissance Dallas at Plano Legacy West Hotel.
b. No firearms or other dangerous or harmful devices shall be brought into the Event or off-site events and activities.
c. The use of Drones/Unmanned Aircrafts (“UAV”) is strictly prohibited at all times throughout the entire Facility and the adjacent areas outside of the Facility. UAV’s are devices that are used or intended to be used for flight in the air with no on-board pilot (either controlled manually or through an autopilot using a data link to connect the pilot to the UAV).
d. Sponsors are responsible for complying with all Federal, State and City fire and safety laws. Wiring must comply with fire department and underwriter’s rules. Smoking in Sponsor’s Space is forbidden. City ordinances regarding smoking must be complied with at all times. Crowding will be restricted. Sponsor shall not bring combustibles into the Facility. All decorations must be flame proof, and an affidavit including flame-proofing must be available for inspection by Fire Department Representatives.
e. No outside food or beverage of any kind shall be brought into, passed out, given away, sold, or consumed at any time during the Event. No alcohol shall be brought into the Event or off-site events and activities.
By participating in the Event, Sponsor understands that portions of the Event may be recorded live and/or captured in still and/or digital photographs. Sponsor grants Promoter and its employees, agents, and assigns permission to take and use visual/audio images. Visual/audio images are any type of recording, including but not limited to photographs; digital images; drawings; renderings; voices; sounds; video recordings; audio clips; or accompanying written descriptions (“Images”). Sponsor agrees that Promoter owns the Images and all rights related to them. The Images may be used in any manner or media, such as Promoter’s websites; publications; promotions; broadcasts; advertisements; and posters, without notifying Sponsor. Sponsor waives any right to inspect or approve the finished Images or any printed or electronic matter that may be used with them, or to be compensated for them. Sponsor releases Promoter and its employees, agents, and assigns, including any firm authorized to publish, broadcast and/or distribute a finished product containing the Images, from any claims, damages or liability which Sponsor may ever have in connection with the taking or use of the images or printed material used with the Images.
No photography and/or videotaping will be permitted without prior written authorization by Promoter.
No verbal, written, or implied medical statements or claims shall be made concerning any product or procedure that is not approved by the FDA. All documentation provided or displayed shall contain the following disclaimer: Any advice or information provided is for informational purposes only. Statements have not been evaluated by the Food and Drug Administration. Products are not intended to diagnose, treat, cure, or prevent any disease. Products are not intended to diagnose, treat, cure, or prevent any disease.
No Guarantee of Success
Cryotherapy Industry National Association makes no express or implied warranty as to the success or profitability you will have from exhibiting, advertising, sponsoring, or promoting the Event.
In consideration for being permitted to participate in the Event and its related activities, Sponsor agrees to assume all risk and accept sole responsibility for any injury, (including, but not limited to, personal injury, disability, and death); business losses; illness; damages or losses; claims; liabilities; or expenses, of any kind, that Sponsor may experience or incur in connection with attending the Event and its related activities.
Further, Sponsor hereby releases, waives, discharges, covenants not to sue, and holds harmless Promoter and its directors, officers, employees, interns, agents, contractors, and representatives from liability from any and all claims, including negligence on the part of Promoter (regardless of whether such cause was foreseeable or attributable to a negligent act or omission), resulting in any injury, (including, but not limited to, personal injury, disability, and death); business losses; illness; damages or losses; claims; liabilities; or expenses, of any kind, that Sponsor may experience or incur in connection with attending the Event and its related activities.
Sponsor further agrees to indemnify and hold harmless Promoter its directors, officers, employees, interns, agents, contractors, and representatives from liability for any of Sponsor’s reckless, negligent, or intentional acts or omissions while attending and/or participating in the Event or any off-site activities.
Should Promoter be unable to host the Event due to an Event of Force Majeure, Promoter may reschedule the Event, at its discretion, within twenty-four (24) months from its original date. “Event of Force Majeure” shall mean any and all acts of God, strikes, governmental rules and regulations, wars, riots, vandalism, terrorist threats, epidemics, pandemics, lightning, earthquakes, hurricanes, storms, floods, fire or other casualty, civil disturbances, explosions, breakage or accidents to equipment or machinery or any other cause that is not reasonably within the control of Promoter.
The parties specifically agree that an Event of Force Majeure may include governmental requirements imposed in response to an underlying event like an epidemic or pandemic (such as the governmental requirements implemented in 2020 to curb the spread of the Covid-19 pandemic), which render Promoter unable to present the Event.
If the Event is rescheduled, all contracts and payments will be transferred to the rescheduled date. If the Event is cancelled in its entirety, Promoter may retain as much of Sponsor’s payment as shall be required to compensate Promotor or the Facility for expenses incurred up to the time such contingency shall have occurred.
The relationship between Sponsor and Promoter (and Promoter’s employees, agents, and assigns) (“Parties”) and all claims arising out of or related to that relationship, including, but not limited to, the construction and interpretation of this registration, will be governed by the substantive laws of the State of Texas. Promoter’s principal office is in the State of Texas and this registration site is controlled by Promoter from its offices within the State of Texas. The Event’s registration website can be accessed from all 50 states, as well as from other countries around the world. As each of these jurisdictions has laws and regulations that may differ from those of the State of Texas, by registering for the Event through this site, Sponsor and Promoter agree that the statutes and laws of the State of Texas, without regard to conflicts of laws principles, will apply to all matters relating to use of this site (whether grounded in tort, contract, law, or equity) and any injury incurred by Sponsor (whether grounded in tort, contract, law, or equity) in connection with the Event. In the case of a dispute, Sponsor and Promoter agree that any litigation arising between the Parties shall be brought only in the state or federal courts having subject matter jurisdiction in Dallas County, Texas. Attendee irrevocably and unconditionally consents to the jurisdiction of any such court and irrevocably and unconditionally waives any defense of an inconvenient forum; any objection to venue with respect to any such action or proceeding; and any right of jurisdiction on account of the place of residence or domicile of any individual or company that is a party to such action or proceeding.
a. Entire Agreement--this Contract, along with the Release and Waiver of Liability, sets forth the entire understanding between Sponsor and Promoter and supersedes all other prior written and oral understandings pertaining to the Event or the relationship between the parties. No modification of this Contract shall be valid unless made in writing and signed by the parties.
b. Waiver--no waiver by Promoter of any of the provisions of this Contract will be deemed, or will constitute, a waiver of any other provision, whether similar, nor will any waiver constitute a continuing waiver. No waiver will be binding unless executed in writing by Promoter.
c. Mutual Non-disparagement--the Parties agree that they will represent each other's business in a positive light and not disparage, or in any way communicate to any person (including, but not limited to, any customer, vendor, sponsor or news media), any negative information or opinion concerning the business of the other party or the Event. In the event of the violation of this provision, the other party shall be entitled to injunctive relief (including a cease-and-desist order) and equitable relief (including damages for defamation and/or tortious interference with business relationship).
d. Attorneys’ Fees and Costs--If legal proceedings are brought by either Party to enforce the terms of this Contract, the prevailing party shall be entitled to recover all expenses (including, but not limited to, reasonable attorney fees, legal expenses and reasonable costs of collection) paid or incurred by such prevailing party in endeavoring to enforce the terms, conditions, or provisions of this Contract and/or collect any amount owing in accordance with this Contract. As used herein, “prevailing party” shall mean the party entitled to recover his, her, or its cost of such action, suit, or proceeding, whether or not the suit proceeds to final judgment, and as used herein, “attorneys’ fees” shall mean the full and actual costs of any legal services actually rendered in connection with the matters involved, calculated on the basis of the usual fee charged by the attorneys performing such services, and shall not be limited to “reasonable attorneys’ fees” as defined by any statute or rule of court.
e. Assignment--Any assignment of this Contract by any party hereto without the prior written consent of the other party shall be void and of no effect.
f. No Third-Party Rights--this Contract governs the conduct of Sponsors at the Event and are not to be construed as conferring any right or benefit upon any third party.
g. Amendments--any and all matters or questions not specifically covered by this Contract shall be decided solely by Promoter. General rules and regulations may be amended at any time by Promoter without notice, and all such amendments shall be binding on Sponsor.