This agreement between Troupe21 & Associates (Troupe21), located at 509 Elm Street, Suite 306, Dallas, TX 75202—and the organization listed below hereto forth referred to as exhibitor—revolves around Troupe21’s Annual Player Networking Event™ (PNE) at the Super Bowl, scheduled to take place on Friday, February 2, 2018 or Saturday, February 3, 2018.
Terms and Conditions
Troupe21 and exhibitor—hereto forth referred to as the parties—agree (1) PNE is owned and operated by Troupe21 and (2) exhibitor is committed to staffing a vendor area for one of the following reasons: to engage in general networking activities; to entertain corporate clients and guests; to market products and/or services to event attendees; to provide second-career opportunities for former athletes and event attendees.
Unless otherwise noted, exhibitor agrees to pay the for the following event-related benefits: (i) vendor space with a display table, chairs and a corporate identification sign, (ii) four PNE general admission tickets, (iii) corporate mention on event program, (iv) logo presence on the event video loop, and (v) first right of refusal for PNE 2018. Fees tied to this agreement, which are based upon the items selected under sponsorship activation on the Vendor Participation Form, will be reflected on an invoice titled Attachment A.
Exhibitor payments will be made to Player Networking Event or PNE and sent to the attention of Guy Troupe; mailing address 509 Elm Street, Suite 306, Dallas, Texas 75202. Exhibitor may also pay via credit card. A 3% fee will be charged on all credit card transactions.
Exhibitor understands and agrees that a portion of the programmatic focus of PNE will be dedicated to a workshop for event attendees that may suspend networking and vendor activity.
This agreement shall in all respects be governed by, and construed and interpreted in accordance with, the laws of the State of Texas without giving effect to any conflicts of law principles of such state that might refer the governance, construction or interpretation of this agreement to the laws of another jurisdiction (see pages two and three of this agreement for additional terms).
Troupe21 & Associates has exclusive decision-making authority for all aspects of the PNE. Networking with vendors and guests is the primary programmatic activity. Other activities (e.g. private interviews, workshops, trainings, etc.) will take place during the event.
Requests for exhibit location will take place between January 18 and January 29. Confirmed exhibit space will be provided when the exhibitor checks-in the day of the event. It is highly recommended that exhibitors create highly professional and visible signage to market and promote its products and/or services to event attendees. Exhibitor is required to keep booth space neat and orderly at all times. Troupe21 reserves the right to cancel or refuse exhibit space to any person or organization whose conduct, product or service is (in the opinion of Troupe21) incompatible with the image and objectives of the event.
Exhibitor must set-up between 8:00am and 12:00pm on Friday, February 2, 2018 at the venue. Exhibitor is responsible for assembling, decorating and arranging exhibit space. Any exhibitor that has not completed set-up by 12:30pm may be denied participation without refund or recourse. Exhibitor can begin dismantling exhibit area at 6:15pm. All materials must be packed and removed from the venue by 7:45pm. Exhibitors that (a) leave materials behind, (b) fail to clean exhibit area, (c) request to store materials overnight, or (d) fail to checkout will be charged a $300 fee. Exhibitor agrees that Troupe21 has the right to charge the credit card on file if any of the aforementioned occurs.
Exhibitor is required to check-in at the PNE Registration Area and pass a visual exhibit space inspection at 1:00pm the day of the event. At that time, exhibitor will receive all event-related materials including event credentials, weekend benefits, paid-in full invoices, etc. Exhibitor will be required to provide a major credit card as a security deposit for incidental expenses incurred the day of the event.
BEST PRACTICES/SUGGESTED MARKETING APPROACH
-Two people located at your exhibit space at all times; two people roaming to attract guests to vendor area.
-Interactive experiences, food, treats, gifts, etc. typically increases vendor traffic.
-Bring enough literature, gifts, SWAG, etc. for approximately 250 people.
-Networking with other exhibitors to learn about products, services, marketing strategies, etc.
-Dress is business casual; showing some uniformity with your team is suggested.
-Collect business cards for post-event follow-up.
-Dedicate ten minutes for green room interviews with the PNE media; times scheduled day of event.
-Develop a 50 second pitch that will be captured by PNE staff and uploaded on PNE website.
SECURITY AND INSURANCE
The PNE will provide general, overall peripheral security during the PNE. The exhibitor is responsible for the security of property on site and carrying event insurance for all potential occurrences. Any private security personnel must register with Troupe21 prior to the start of the event. Troupe21 can assist in obtaining insurance if notified by January 1.
Various portions of PNE will be captured on video. Troupe21 has the right to use all footage obtained for the primary purpose of marketing and promoting the business objectives of Troupe21 and PNE. Exhibitors are required to cooperate with all media requests (e.g. interviews, photographs, videos, etc.) Exhibitors that desire to capture any aspect of PNE must obtain advanced written permission from Troupe21 and share all content captured with PNE.
FOOD AND BEVERAGE EXHIBITS
If your organization is requesting to serve sample size food and/or beverages during the event, we expect approximately 500 guests. Use your best judgment regarding quantities based upon your understanding of typical consumption at events of this nature. Exhibitor must (1) adhere to health and safety laws of the state of California, (2) secure and pay for equipment, utensils, products, etc., and (3) submit a one-page menu detailing all sample food and/or beverages for final approval Troupe21.
USE OF MARKS/LOGOS. The PNE name and logo, and related marks and logos may not be used for any purpose (i.e. promotional literature, giveaways, etc.) without the express written permission of PNE administrators. It is agreed that the PNE may utilize exhibitor’s marks/logos in connection with pre, post and future event advertising and promotions—including but not limited to—the use of photos, images, likeness, marks and logos in written, email, internet, radio and television forums. Exhibitor has no pass through rights for use of the PNE or event-related marks and logos. Any desired use must be requested in writing as an attachment to this agreement. Exhibitor marks may be used perpetually on PNE websites: www.pnemobile.com and www.pneinfo.com.
DEMONSTRATIONS AND DISTRIBUTIONS. All demonstrations and distributions of circulars and any other promotional materials must be confined to the limits of the exhibitor’s booth. No exhibitor shall assign, sublet, or share space assigned without consent of the PNE administrator. Exhibitors must display products/ services manufactured or dealt in a regular course of business unless otherwise approved by PNE administrators.
FORCE MAJEURE. Neither party shall be liable in damages or have the right to terminate this agreement for any delay or default in performing hereunder if such delay or default is caused by conditions beyond its control including, but not limited to Acts of God, Government restrictions (including the denial or cancellation of any export or other necessary license), wars, insurrections and/or any other cause beyond the reasonable control of the party whose performance is affected.
INDEMNITY. Exhibitor agrees to protect and keep the PNE administrator forever harmless from any damage or charges imposed for any violation of any law or ordinance whether occasioned by the negligence of the exhibitor or those holding under the exhibitor, as well as to strictly comply with the applicable terms and conditions contained in the agreement. Exhibitor shall at all times protect, indemnify and keep the PNE administrator harmless against and for costs, damages, liability, or expense arising from or out of any accident or other occurrence to anyone, including the exhibitor, its agents, employees and business invitees, which arise from or out of or by reason of said exhibitor’s occupancy and use of the exhibition premises or part thereof. The exhibitor is required to insure itself against property loss or damage and against liability for personal injury.
WARRANTY. The exhibitor provides products, services and/or content on an “as is” and “as available” basis without warranty of any kind. PNE administrators herby disclaim all implied warranties including without limitation to warranties of merchantability, fitness for a particular purpose, performance, course of dealing, usage of trade, accuracy or reliability.
INTEGRATION CLAUSE. This agreement hereto contains the entire agreement of the parties with respect to the subject matter of this agreement, and supersedes all prior negotiations, agreements and understandings with respect thereto. This agreement may only be amended by a written document duly executed by both parties.
CONFIDENTIAL INFORMATION. During the term of this agreement, the parties will develop and receive information that will be confidential or proprietary, including fees, costs, patents, trademarks, copyrights, improvements, know-how, specifications, data and other materials related to the event (collectively, the Confidential Information). During the term of this agreement and for a period of one year thereafter, the parties agree to maintain in confidence the Confidential Information. The parties shall use all reasonable precautions to ensure that all Confidential Information is protected and kept from unauthorized parties or disclosure.
SIGNATURES. The undersigned hereby acknowledges that he/she has the authority to authorize and pay for all associated fees on behalf of the exhibitor. Exhibitor/signee agrees (1) not to resell any of the benefits outlined in this agreement including Super Bowl game tickets if they are provided under this agreement; (2) all exhibitor fees are non-refundable; (3) Guy Troupe has exclusive decision-making authority for PNE; and (4) agrees that this becomes a legally binding agreement when completed and counter signed by Guy Troupe.
Guy H. Troupe, PNE Administrator
[Note: An invoice titled Attachment A will be sent to you upon completion of Vendor Participation Form. Twenty-five percent of the balance due must be paid seven days after receipt of the invoice. The final balance is due 30 days after receipt of the original invoice.]