AMIA 2019 ANNUAL SYMPOSIUM Booth Space Contract Terms and Conditions Cancellation Policy Exhibitor must present a signed letter of cancellation on company letterhead to AMIA. Booth cancellations received on or before September 5, 2019 will be charged a penalty equal to 25% of the total cost of the booth. Booth cancellations received between September 6, 2019 and October 17, 2019 will be charged a penalty equal to 50% of the total cost of the booth. Booth cancellations received after October 17, 2019 will be charged a penalty equal to 100% of the total cost of the booth. AMIA may terminate this contract immediately, withhold from the exhibitor possession of the exhibit space, all related exhibitor benefits, and retain all space rental fees paid if: (a) the exhibitor fails to pay all fees as outlined in the Exhibit Space Payment Schedule or (b) the exhibitor fails to comply with or perform any material terms or conditions of the contract or refuses to abide by these Terms and Conditions as well as the AMIA policies as outlined in the service manual. In the event of cancellation because of circumstances beyond the control of AMIA, space rental fees and deposits made to AMIA shall be returned on a pro rata basis after payment of all related show expenses incurred by AMIA through the date of cancellation, plus an administrative fee and overhead charges. Financial Terms and Conditions Booth space must be paid as follows: 50% of the total exhibit space costs must accompany this contract with the remaining balance due no later than August 30, 2019. Booth space not paid according to these dates will be released and reassigned at the discretion of AMIA; there will be NO EXCEPTIONS. Payments sent to AMIA for booth space will first be applied to any outstanding balances owed to AMIA for previous exhibit activities or any other amount owed to AMIA. Any exhibitor with an outstanding balance will have their freight refused by the Service Contractor and will not be permitted to move on to the exhibit floor. There will be a $500.00 service charge for any returned check or declined credit card. Exhibit Show Rules Companies exhibiting at AMIA 2019 are required to conduct all business within the confines of their exhibit space. Exhibiting companies are required to comply with all rules and regulations as outlined in the Exhibitor Service Manual. Should there be any conflict between these Contract Terms and Conditions and the Exhibitor Service Manual, these Contract Terms and Conditions will prevail. Only exhibiting companies may host any functions in conjunction with AMIA 2019. Exhibitor shall comply with all conditions imposed by the Washington Hilton in its contract with AMIA and with the rules and regulations of the Facility. The exhibitor is liable for any damage caused, directly by Exhibitor or Exhibitor’s employees, agents, and contractors, to building floors, walls, or columns, or to standard booth equipment, or to other exhibitors’ property. The exhibitor may not mark, tack, make holes, and apply paint/lacquer, adhesives, or other coating to building columns and floors or to standard booth equipment. Exhibitors will be responsible for labor charges incurred in connection with the assembly, draping, repairs, and dismantling of their booth(s). All construction materials must conform to standard safety practices. Exhibitors must comply with all provisions outlined in the Americans with Disabilities Act. All display materials, including table, back drapes, textile, paper displays, and decorations, must be flame resistant or flame proof. No combustible decorations may be used at any time. All packaging containers and materials are to be removed from the floor and may not be stored under tables or behind displays. All aisles, corridors, exit areas, and stairways must be maintained at their required width at all times that the exhibition is open. No obstructions will be allowed to protrude into the aisles. Photography or videography of another company’s exhibit is strictly prohibited. Each exhibitor is charged with knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention, and public safety while participating in this exhibition. Compliance with all applicable Federal, State, and local laws and regulations is mandatory for all exhibitors and the sole responsibility is that of the Exhibitor. The violation of any of these rules is grounds for dismissal from the exhibit hall and forfeiture of all associated monies. Exhibitor Registration and Access Badges will be required for entry into the exhibit hall at all times. Badges are not transferable and will be confiscated if worn by other than the person to whom issued. Booth personnel will not be permitted access to the exhibit hall earlier than one hour before it opens, later than one hour after it closes, and during scheduled breaks. Only registered exhibitors and their installation personnel may enter the exhibit hall during installation and dismantling hours. AMIA 2019 PROSPECTUS 20 Eligible Exhibits AMIA shall determine the eligibility of any company, product, or service. AMIA may refuse rental of exhibit space to any company whose display of goods or services is not compatible, in the sole opinion of AMIA, with the character and objectives of the exhibition. In the event this application is not accepted, any paid space rental fees or deposits will be returned. Installation and Dismantle Exhibitor agrees to comply with assigned move-in and installation days and hours to be specified in the Exhibitor Service Manual. Exhibits may not be removed from the exhibit hall until the official closing of the show. Limitation of Liability AMIA shall not be liable to Exhibitor in any respect for any claims, losses, expenses, injuries, or damages arising out of or related to the event or Exhibitor’s participation in the event due to any act or omission of AMIA, its employees or agents, or any third person, whether based on breach of contract or warranty, negligence or other tort, or strict liability, unless directly and solely caused by the gross negligence or willful misconduct of AMIA. AMIA disclaims all warranties, express or implied, including, without limitation, warranties of merchantability and fitness for a particular purpose. AMIA shall not be liable to Exhibitor for any indirect, special or consequential damages, including lost profits, whether based upon a claim or action of contract, warranty, negligence, strict liability or other tort, even if AMIA is aware of the possibility thereof. Notwithstanding any other provision, the maximum liability of AMIA to Exhibitor will in no event exceed the lesser of (i) the amount of exhibit fees paid by Exhibitor to AMIA or (ii) $5,000; recovery of such amount shall be the exhibitor’s sole and exclusive legal remedy. Any claim against AMIA not submitted to AMIA within thirty (30) days of the close of the event shall be forever waived, and no suit or action shall be brought against AMIA more than one (1) year after the event. Indemnification Exhibitor shall indemnify and hold harmless AMIA and the Facility, and their respective officers, directors, agents and employees from and against any and all liabilities, damages, actions, losses, claims, costs, and expenses (including reasonable attorney’s fees) on account of personal injury, death, or damage to or loss of property arising out of or contributed to by any act, omission, negligence, fault, or violation of a law or ordinance by Exhibitor, its employees, agents, contractors, members, exhibitors, patrons, or invitees. The foregoing shall not apply with respect to any liability, damage, or loss directly and solely caused by the gross negligence or willful misconduct of AMIA or the Facility. Exhibitor Insurance All property of Exhibitor is understood to remain under its custody and control in transit to and from and/or within the confines of the Facility. AMIA and the Facility do not maintain insurance covering Exhibitor’s property. Exhibitor shall carry Comprehensive General Liability coverage, including premises, operations, and contractual liability coverage of at least $1,000,000 for Personal Injury Liability and $1,000,000 for Property Damage Liability and statutory Worker’s Compensation insurance in full compliance with all federal and state laws and covering all of Exhibitor’s employees with coverage of at least $250,000 per injury. Certificates of insurance shall be furnished if requested by AMIA. Security Although security service will be furnished, neither AMIA, the security contractor, nor the Facility can or will be responsible for damage to, loss, or theft of property belonging to any exhibitor, their agents, employees, business invitees, visitors, or guest. Exhibitors are to carry their own insurance. Force Majeure In the event that the performance by AMIA or the Facility or any part of the exhibit area thereof is unavailable whether for the entire event, or a portion of the event, as a result of fire, flood, tempest, inclement weather, or other such cause or as a result of governmental intervention, malicious damage, acts of God, war, strike, lock-out, labor dispute, riot, terrorist acts, curtailment of transportation, or other cause or agency over which AMIA has no control or should AMIA decide that because of any such cause that it is necessary to cancel, postpone, or re-site the event, or reduce the move-in and installation time, show time, or move-out time, AMIA shall not be liable to refund, indemnify, or reimburse the exhibitor in respect of any fees paid, damage or loss, direct or indirect, arising as a result thereof. NOVEMBER 16–20 WASHINGTON, D.C.