1. Contract Formation

This application for sponsorship and/or exhibit space, the formal notice of sponsorship/exhibit space assignment by Convo Events LLC (“Management”), these Terms & Conditions, and the rules set forth in the Exhibitor Manual constitute a binding contract for the right to sponsor and/or exhibit at the Bay Area ADU Expo. Sponsor/Exhibitor also agrees to comply with all rules and regulations of the property at which the event is held (hereby referred to as “Property”).

2. Payment

All fees are payable to Convo Events LLC. Payment is due Net 30 days from invoice date.

3. Cancellation & Refund Policy

• More than 90 days before event: Written notice of cancellation more than 90 days prior to the first event day will result in a full refund of all fees paid.

• Between 90 and 45 days before event: Written notice of cancellation between 90 and 45 days prior to the first event day will result in a 50% refund of all fees paid.

• Within 45 days of event: No refunds will be issued.

• Event cancellation by host: If the event is canceled by Convo Events LLC, a full refund of all fees paid will be provided.

• Outdoor/Lawn Exhibits: Exhibitors assigned outdoor lawn space acknowledge and accept that no refunds will be issued due to weather conditions. The organizer may, at its sole discretion, provide or not provide an outdoor tent or cover; this does not alter the no-refund policy for outdoor spaces.

4. General Restrictions

a. Management reserves the right, without recourse, to prohibit any sponsorship or exhibit which, in its opinion, is not suitable or in keeping with the character of the Bay Area ADU Expo. This includes persons, products, displays, conduct, printed materials, or other items deemed inappropriate. Aisle space may not be used for exhibits, displays, or signage.
b. No Exhibitor shall assign, sublet, or share any portion of its allotted space, nor exhibit products/services other than those produced or distributed by the Sponsor/Exhibitor in its regular course of business.
c. Companies without assigned sponsorship/exhibit space are prohibited from soliciting business in any form during the event.
d. Admission to the event, including presentations, receptions, and the exhibit area, will be by registration badge only. All Sponsor/Exhibitor personnel must wear official badges while on Property.
e. Distribution of samples and souvenirs is permitted provided:

1. It does not interfere with adjoining exhibitors.

2. It is conducted in a professional and dignified manner.
   f. The use of public areas outside the assigned exhibit space for displays, demonstrations, or distribution of materials is prohibited.
   g. Loudspeakers, audio/video recording equipment, or megaphones are prohibited unless approved in writing by Management.
   h. Signs, banners, or similar materials may not be affixed to permanent walls or structures. Any damage caused to the Property must be paid for by the Sponsor/Exhibitor responsible.
   i. Limited photography and videography are permitted for marketing purposes by or on behalf of the Sponsor/Exhibitor, provided they are confined to the Sponsor/Exhibitor’s own booth or sponsored area. Recording or photographing other exhibitors’ spaces, products, or displays without prior consent is prohibited. Attendees’ privacy must be respected at all times; no identifiable images or recordings of attendees may be used without their consent. Any broader visual or audio recording of the Bay Area ADU Expo requires prior written consent from Management. Sponsor/Exhibitor shall not use the Property in any manner that violates laws, ordinances, or regulations, causes damage, or impacts insurance coverage.

5. Liability

Sponsor/Exhibitor agrees to indemnify, defend, and hold harmless Convo Events LLC, the Bay Area ADU Expo, and the Property from any claims, damages, or losses arising out of or related to the Sponsor/Exhibitor’s participation in the event, except in cases of gross negligence or willful misconduct by the indemnitee.

6. Insurance Requirements

All Exhibitors/Sponsors must maintain during the event (including move-in and move-out days):

• Commercial General Liability Insurance with limits of not less than $1,000,000 per occurrence and $2,000,000 aggregate (preferred: $2,000,000 per occurrence if available).

• Property Insurance covering all equipment, materials, and displays brought into the Property.

• Workers’ Compensation Insurance meeting statutory limits, if the exhibitor has employees on site.

Certificates of Insurance must list Convo Events LLC and Hayes Mansion San Jose as Additional Insureds. Proof of insurance must be submitted to Management no later than 30 days before the event. Exhibitors without valid proof of insurance will not be permitted to set up or participate in the event.

Neither Convo Events LLC nor Hayes Mansion San Jose will be responsible for loss, theft, or damage to exhibitor property.

7. Union Regulations

Sponsors/Exhibitors must comply with all applicable union regulations in effect at the Property and utilize qualified personnel as required.

8. Fire Regulations

No explosives, fuel, hazardous materials, or non-flameproof decorative items are allowed. All materials must comply with local fire regulations.

9. Drayage & Decorations

Official service contractors appointed by Management will handle shipping, drayage, and decoration services, as outlined in the Exhibitor Manual.

10. Electrical Compliance

All equipment must comply with applicable electrical and safety codes.

11. Display & Construction Regulations

Standard booths include an eight-foot-high backdrop with side dividers at 36 inches. Island booth heights may extend to the ceiling height, subject to fire regulations. Booth designs must not obstruct sightlines to adjacent exhibits.

12. Exhibit Days & Hours

All exhibits must be complete and ready by the time specified in the official event schedule. Event hours may be adjusted at Management’s discretion.

13. Move-In / Move-Out

Detailed move-in and move-out instructions will be provided prior to the event.

14. Force Majeure

If the Property becomes unavailable or the event is disrupted due to events beyond Management’s control (including natural disasters, government actions, strikes, or other emergencies), Convo Events LLC will not be liable for damages, losses, or refunds beyond what is stated in this agreement.

15. Amendments

Management reserves the right to interpret, amend, and enforce all rules and regulations. All Sponsors/Exhibitors agree to comply with future amendments or additions.

16. Attendee Lists

Attendee lists are for one-time post-event follow-up only and may not be used for spam or ongoing campaigns without attendee consent. Violations will result in a $5,000 fine and possible exclusion from future events.

17. Default

If the Sponsor/Exhibitor breaches this contract, they may be prohibited from setting up or participating and may be evicted without refund. All disputes will be governed by the laws of the State of California, and the Sponsor/Exhibitor will be responsible for all legal fees arising from disputes.

18. Marketing

All Sponsors and Exhibitors are encouraged to promote their participation through email, social media, direct mail, and/or telephone campaigns prior to the event.