Terms & Conditions
TERMS & CONDITIONS
Life Science Discovery, LLC includes Life Science Discovery Events.
EVENT REGISTRATION PROCESS
Vendors or Individuals wishing to attend the Event must register online.
Vendor registration will not be processed without full payment.
All fees must be in U.S. currency, drawn on a U.S. bank. Visa, MasterCard, and American Express are also accepted for registration payment. If payment method is not listed, request special payment to Life Science Discovery Events for approval.
Online registrations will be confirmed by email immediately.
In-person and online complete registration includes admission to Event and any associated presentation, demo, poster session and related according to Event Schedule registration at Life Science Discovery Events.
TABLE RESERVATION
Completing a Vendor Registration and purchasing an Event or Event Series by Life Science Discovery Events establishes an agreement to accept exhibiting Table Setup assigned during Event(s) pursuant to the provisions hereof.
Upon acceptance by Life Science Discovery Events as provided herein, this Agreement shall constitute a binding contract for Vendor Table Reservation at each of the Event Series or Individual Event.
Table location is determined upon early registration and assigned accordingly.
Life Science Discovery Events reserves the right to assign space as equitably as possible according to the order in which registration contracts with payments are received.
The total balance must be paid in full prior to the Event Date or Vendor will not be permitted to attend.
EVENT EXPECTATIONS
Vendors are expected to stay during scheduled hours of Event, including 45 minutes prior for setup, and 45 minutes after for breakdown of booth. Unless dismissed by Life Science Discovery Events Onsite Event Coordinator or Management.
Vendors are expected to follow all policies provided by Life Science Discovery Events and Institution hosting Event.
Vendors are not allowed or permitted to visit labs before, during or after the show, unless invited by the University/Institution staff.
All locked down spaces and spaces not accessible requested by Building Management or access to the public are off limits. Life Science Discovery Events is not liable for any vendor who does not follow this rule or rules put forth around Event location requirements.
Every Vendor and individual associated, registered or not, is solely responsible for their own actions while on the premises of the participating host University/Institution/Company.
Life Science Discovery is not responsible for any losses, injuries or damages arising or due to the actions of the participating Vendors, or associated individuals at any time.
Vendors and all associated individuals are subject to the confidentiality policies of all facilities of Institution they visit during Life Science Discovery Events, whether or not the facility requires them to sign a formal agreement.
ADMISSION & ATTENDANCE
Life Science Discovery Events and Management has sole obligation and control over admission of attendees or visitors to any Event according to the rules, regulations and policies of Life Science Discovery Events and Institutions onsite facilities.
INFORMATION
When you sign up for an Event by Life Science Discovery Events or register for an Event, we ask you for your name, email address, and other personal information.
User Supplied Information: This information is used for purposes such as personalizing your visit to our site, verifying payment and other information we receive from you. Examples of user supplied information are your name, address, phone number, email address, and other demographic information. This information can be used in creating an individualized internet environment, a Life Science Discovery account, selective email user groups, and targeted educational opportunities. We may, on occasion, send email to you about Life Science Discovery products or services, and third-party products or services.
If you do not want to receive email from us, visit the “Opt-Out” or “Unsubscribe” link at the bottom of any such email to remove yourself from continued receipt of such email messages.
Life Science Discovery Events may collect payment information for Events, dues, subscriptions, or other goods and services. Payment information is collected and processed on a secure, third-party verified server, dedicated solely for use by Life Science Discovery Events.
No data transmission over the internet can be guaranteed to be 100% secure. Despite the safeguards in place to protect your personal information, Life Science Discovery Events cannot ensure or warrant the security of any information you transmit to us with respect to our online services or products. You transmit all such information at your own risk. However, once Life Science Discovery Events receives your personal information, we will undertake all commercially reasonable efforts to ensure its security on our systems.
TABLE ARRANGEMENT
Life Science Discovery Events Team will assign the Vendor Table location on a first-come first-served basis, with preference given to Life Science Discovery Events partnering and preferred Vendors.
Life Science Discovery Events reserves the right to make changes to location layout, availability and structure at any time. Life Science Discovery Events makes no guarantees or warranties of precise layout submitted by Event Coordinators or associates, including table dimensions or spacing.
Location layouts are structured ahead of Event or modified pending new development. Life Science Discovery Events Team members will prepare location of table options when Vendors are onsite.
Changes to any location needs to be approved by onsite management of Life Science Discovery Events. Life Science Discovery Events Management has the right to refuse Table location changes at any time.
All Vendor Tables assigned shall be attended during Time of Event by all registrants associated. All materials, equipment, products are the sole responsibility of Vendor, and Life Science Discovery hold no responsibility or liability.
TABLE SETUP & DISMANTLE
All Vendors shall follow directions provided for onsite location designated for unloading/loading to avoid issues. Life Science Discovery Events is not responsible for any fees, parking tickets, parking cost, towing or loss associated with Event location.
On Day of Event, all Vendors should arrive onsite 45 minutes prior to “Event Start Time” to begin set up of assigned table. Set Up should be complete prior to Event Start Time.
At End Time of Event, Vendors should plan a window of 45 minutes for Table breakdown/dismantle and use designated loading/unloading spots. Pending location, if there are changes to timeline Vendors must follow guidelines from Life Science Discovery Events onsite management.
If Vendor needs to leave during Event due to emergency, alert Life Science Discovery Events onsite management. Life Science Discovery Events is not responsible or liable for any Vendor Property left, abandoned or setup.
It is the Vendors responsibility whether or not the facility requires them to sign a formal agreement to ensure materials, equipment, and products follow policies of Event locations. At any time, Life Science Discovery Events onsite management can turn away certain products or materials if shown to break location policies.
Vendors are responsible for bringing their own UL or ETL certified (10 – 14amp) extension cords, or any other supplies needed for equipment or booth setup when requiring electricity.
Any shipping or packaging arrangements must be handled by Vendor Company only. For any materials or equipment sent early to Life Science Discovery Events location, associates, hotels and related, it is the Vendor’s responsibility to have all coordinated separately of Life Science Discovery Events Team. Life Science Discovery Events holds no liability or responsibility for loss or damages.
All materials and equipment must be cleared in a timely manner at each designated location, and required to leave area in the same format or better than found. Life Science Discovery Events Onsite Management will help ensure all locations are taken care of and will do their best to ensure all materials are accounted for.
Vendors are responsible for keeping their table area clean, professional, clear of debris and hazards to all parties. Plans must be made for storage of containers and extras during event.
Vendors must respect fellow Vendors on Table layouts, shared room and safety.
PRESENTER EXPECTATIONS
Presenter must follow additional policies under “Presenter Agreement” and must be fully executed before timeslot is assigned.
Presenter will follow provided timeslot allocated by Life Science Discovery Events management.
Presenter is responsible on behalf of company or institution they represent for any damages, losses, materials, confidential data, partnerships and related caused by presentation. Life Science Discovery Events holds no liability.
Presenter is responsible for promoting event, presentation slot, including subject and brief intro to talks or demos. All content promoted by Life Science Discovery Events will be provided of approved materials from Presenters company or institution. Life Science Discovery Events is not liable for any mistake or incorrectly provided content.
Presenter is required to bring material from “Presenter Requirements” in “Presenter Agreement” provided during registration to ensure readiness.
Presenter is expected to show up 30 minutes prior to “Event Start Time”, or communicate directly that presenter will be on time to presentation timeslot to Life Science Discovery Events Onsite Management.
Presenter is responsible for removal of all materials, products, equipment, confidential content, company property and related. Life Science Discovery holds no responsibility or liability.
PAYMENT
Payment is due during registration, in advance minimum of 14 Days prior to the Event Series or Individual Event.
Failure to make payment will result in denial of attendance and/or invoice.
Event Access is based on Vendor order of payment, as early registrations reserve priority.
Payment required by Credit Card or Check.
Fees: Check Payments are subject to a processing fee.
All Taxes shall be paid by the purchaser, unless the purchaser provides Life Science Discovery with a tax exemption certificate acceptable to the relevant taxing authorities.
PROMOTIONAL DISCOUNTS
Any special discount provided is only guaranteed until expiration or promotional deadline.
If promotional discount is not paid or a payment not received by deadline provided, the Vendor understands that the promotional discount may be revoked, unable to use at a later date, and current price will be invoiced to Vendor and payment is due within 30 days.
Life Science Discovery Events Management has all rights to deny any promotional pricing at any moment, and is at sole discretion of management for reasons why.
REFUND, VENDOR CANCELLATIONS, BREACH OF CONTRACT OR WITHDRAWAL
A vendor has the right to cancel Event Agreement at any time and must be done by written notice to Life Science Discovery Events Management of Event.
Refund is subject to: Vendor can receive a 100% refund with written request 12 calendar days prior to “Event Start Date”.
Any cancellation made less than 12 calendar days will receive equal value in credits to be used on a future Event with Life Science Discovery Events. Credits cannot be exchanged for cash indefinitely and only applied to Event(s).
At all times and under all circumstances, Life Science Discovery Management reserves the rights to replace or fill a Vendor Space cancelled by the Vendor.
A Vendor has the right to cancel Marketing Agreement and must be done by written notice to Life Science Discovery Management of Event.
Event Marketing Refund is subject to: Vendor can receive 100% refund with written request 30 Days prior to “Event Start Date”.
No refunds will be provided for Marketing Purposes if request is less than 30 Days of “Event Start Date”.
At all times and under all circumstances, Life Science Discovery Management reserves the rights to replace or fill Marketing Material or Spot cancelled by the Vendor.
Breach of contract or policies placed forth by Life Science Discovery Events or Facility management, gives the right by Life Science Discovery to remove or cancel vendor attendance with or without refund.
Preferred Vendor Program:
Any Preferred Vendor “Event Packages” allow Vendor to make changes 12 Days prior to Event Date by written notice, and will move equal value of credits to future Event of choice. Pending future Event, difference in cost will be taken into consideration and determined by Life Science Discovery Events Management. Reference “Preferred Vendor Agreement” for additional information.
All exceptions to Life Science Discovery refund policy are required to be approved by Life Science Discovery Management, and is based on case-by-case basis.
Life Science Discovery management reserves the right to deny request.
Life Science Discovery Management has the right to modify cancellation policy at any time.
CHANGE OF DATE/EVENT RESCHEDULE
If an Event needs to be rescheduled the Vendor will be notified immediately upon decision by Life Science Discovery Events Management
All vendor registrations will be moved to the future new Event Date and provided to Vendor.
Life Science Discovery and associates will not refund any vendor travel cost associated.
Vendor who is unable to attend new rescheduled Event Date will be given the following options:
Apply Event funds to a future Event on Life Science Discovery Events Calendar.
If funds exceed cost of Event, difference will be credited to Vendor to use on future Event.
If funds are below cost, Vendor will be invoiced on difference and required to pay.
If change or cancellation reason falls under “FORCE MAJEURE”, this section will be superseded. Reference section “FORCE MAJEURE” on Terms & Conditions.
Life Science Discovery Events Management has the right to change or cancel Event Series/Event Date at any time, and is not liable for any damages or financial losses.
ONSITE SAFETY
All Vendor materials must follow applicable Fire & Safety codes and practices. All packaging and additional materials must be cleared from the floor, walkways, and avoid blocking any and all entrances and exits.
Vendors are responsible and must uphold to Federal & State Law associated with the location of any event in the US, Canada, Mexico, South America and Internationally. Life Science Discovery Events holds no liability of Vendors regarding Federal, State or International Laws.
All electrical cords, placement or cords, and coverage of cords is the Vendors sole responsibility that is using. It is required to obtain extension cords that are UL or ETL Certified, to include proper Amperage and length (recommended 50’ total) for equipment or computers. 3-6” Duct or Cord Tape is required for ground coverage safety of cords and supplied by Vendor. All cords must be hidden from walkways and low/high traffic areas, including other vendor tables/locations. All surge protectors used must include UL or ETL Certification and placed in a safe location. Life Science Discovery Events takes no responsibility or liability involving electrical setup.
Life Science Discovery Events Onsite Management has right to refuse any equipment, materials, products or setup that does not adhere to safety practices or policies, and does not assume any liability.
INSURANCE, LIABILITIES AND RISKS
All Vendors are required to maintain a minimum insurance policy of $1,000,000 to attend an Event by Life Science Discovery Events.
This must include general liabilities coverage, that includes operations, premises, property damage, personal liability and contractual liability coverage.
Vendors are required to maintain access and proof of coverage at all times.
Every Vendor and individuals associated, registered or not, is solely responsible for their own actions while on the premises of the participating host Institution/Company.
Life Science Discovery Events is not held liable for any Vendors actions or failure to adhere to policies, including onsite locations whether or not the Event facility requires them to sign a formal agreement.
Life Science Discovery Events and associates are not liable for any damage or loss of Vendor equipment, materials, products or personnel.
All Vendor property is understood to be only in Vendors custody and controlled during transit to and from, and within, the confines of Event location. Life Science Discovery Events and associates do not assume any liability.
Vendor hereby agrees to indemnify and hold harmless, Life Science Discovery Events, including onsite management and associates, the Event facilities including managers, officers, directors, sponsors, employees, agents, and assigns from any suit, action or claim whatsoever, including for personal injury or for property damage, lost profits, or loss of use of property by whomsoever sustained, relating to or arising out of Vendors participation in Event during transit to and from, during Event, except for damages during Event caused by the sole negligence or fault of the Management or Event facility.
FACILITY PROPERTY & REGULATIONS
Nothing will be permanently adhered or cause damage to any facility building, furniture or onsite property.
Any material brought by Vendor assumes liability, responsibility and required to remove or recover from all Event premises. Failure to do so can cause restrictions on future attendance.
EVENTS & MEETINGS
No Vendor shall hold any separate event or meeting that conflicts with scheduled Events by Life Science Discovery Events without prior approval from Onsite Management.
Each Vendor shall use approved materials provided by Life Science Discovery Events after completing registration or use public information provided on website to promote Event Date and Time. Nothing shall be associated or partnered by Vendor using Life Science Discovery Events without prior written permission from management.
Life Science Discovery Events reserves the rights to request removal of any promotional material containing Life Science Discovery Events and associates that violates marketing guidelines and agreements.
Life Science Discovery Events has the right to use Vendor logo for promotional needs after Vendor Registration is complete. Logos will be used in line with standard marketing practices. Logo can be removed at written request of Vendor.
MEDIA
All media personnel must adhere to “Media Policy” located on website.
All photography onsite will follow Institution/Facilities Policies and Life Science Discovery Events “Media Policy” in addition.
By attending an Event by Life Science Discovery Events a Vendor and attendees waive all legal rights to be photographed at Events for marketing purposes only. Unless notified by written notice at Event to Life Science Discovery Events Management.
EVENT SPONSORSHIPS
Event Sponsors must follow additional policies under “Event Sponsorship Agreement”.
Any co-sponsored or sponsored materials, giveaways/SWAG and associated must be delivered to Life Science Discovery Events Coordinator or Onsite Management at requested shipment location up to 7 Days prior to Event, unless agreed upon differently.
Failure to provide promotional materials to Event(s) agreed upon will result in a fine equal to cost associated for materials.
Life Science Discovery Events Management has the right to remove or deny any Event Sponsorship Materials if it violates agreements, policies or branding guidelines of Life Science Discovery Events, including not pre-approved materials or content, and is at sole discretion of management for any reason. Life Science Discovery Events is not held liable for any losses associated.
EVENT PARTNERS
Event Partners must follow additional policies under “Event Partner Agreement”.
Event Partners are expected to abide by agreements & policies put forth by Life Science Discovery, including Institution/Facilities hosting Events.
VIOLATION OF AGREEMENTS
Any Vendor who violates Event Agreement & Policies, including Rules & Regulations will not be permitted to setup Table or have designated space. Vendor may be subject to termination and eviction with or without refund.
All violators may be banned from attending any scheduled Event(s) by Life Science Discovery Events permanently at the sole discretion of Life Science Discovery Events Management.
MATERIALS & CONDUCT
Life Science Discovery Events is a company who believes in respect for the industry and people we serve, our customers, partners, institutions, and everyone else around.
Life Science Discovery Events has the right to remove any material that it deems necessary based off controversial, offensive, and destructive content that does not represent the values held at Life Science Discovery Events, our partners or institutions. Any type of Material must be removed immediately if requested by Life Science Discovery Events Management.
Life Science Discovery Events Management can remove any individual from attending any Event or future Events without refund if individual conduct is inappropriate, breaks any policy of Life Science Discovery Events, partners or institutions/facilities, or breaks Federal and State Law. Individual will be reported immediately to Vendor HR department.
ADDITIONAL AMENDMENTS
Any and all matters not specifically covered by the preceding rules and regulations, and the rules and regulations contained in the Pre-Event and Event Registration shall be subject to the determination of Life Science Discovery Events Management.
Life Science Discovery Events Management has the full power to amend, interpret, and enforce these rules and regulations, provided reasonable notice of any amendments is provided to the Vendors. Each Vendor, for itself and its employees and representatives, agrees to abide by the foregoing rules and regulations, and by any amendments or addition thereto.
FORCE MAJEURE
In the event that the Event(s)/Facilities Location or any part of designated Event(s) areas are unavailable, whether for portion or entire Event(s), as a result of fire, flood, earthquake, act of nature or any other such cause, or as a result of governmental intervention, acts of war, malicious damage, labor dispute, strike, lock-out, riot or any other causes or agency over which Life Science Discovery Events Management has no control, or should decide due to any cause that is found necessary to cancel, postpone, or change/alter the location of the Event, or reduce the time for setup, conduct of the Event, or removal of Vendors, Life Science Discovery Events or Institution/Facility host shall not be liable to indemnify or reimburse Vendors with respect to any alleged damaged or loss, direct or indirect, arising as a result thereof.
Life Science Discovery Events makes no other warranty of any kind whatsoever. In no event shall Life Science Discovery Events be liable for claims for any other damages, whether direct, incidental, foreseeable, consequential, or special (including but not limited to loss of use, revenue or profit), whether based upon warranty, contract, tort (including negligence) or strict liability arising in connection with the sale or the failure of Events or Products to perform in accordance with the stated specifications by Life Science Discovery Events.
EVENT PENDING DATES & TRAVEL
At certain Institute locations, the institute has rights to cancel Event(s) without approval or input from Life Science Discovery Events. All institutes listed will contain a notification in confirmation emails from Life Science Discovery Events for possible change in Date or risk of Cancellation to help.
Vendors assume all risk and responsibility to determine traveling times, and cost associated with ability to move “Event Dates” due to Institution/Facility management.
All Vendors Travel costs, plans, hotel locations, distance and associated expenses are at the sole discretion of Vendor, and Vendor assumes all risks involved.
Life Science Discovery Events Management will provide suggestions to accommodate Vendors for certain Events as “helpful options”, despite this, all Travel Associated decisions are on the sole discretion of the Vendor. Life Science Discovery Events and associates hold no liability or reimbursement of costs associated from any provided material or options.
It is the responsibility of each Vendor to understand the Event Expectations, Event Date & Time, Event Location and Parking, Transit and accommodations needed, including all related information prior to each Event to attend on time. Life Science Discovery Events is not responsible or liable
APPLICABLE LAWS
This contract shall be governed by the laws of the State of California, and shall be construed and interpreted there under.