Exhibitor Terms and Conditions
- The Exhibitor leases the booth space at the rental price described on your invoice, exclusive of applicable state and local taxes, plus any booth design extras. Payments shall be by American Express, Mastercard or Visa (with a 3% service fee), or direct deposit ACH (1% service fee) or by check or wire transfer (no fee).
- A deposit of 30% of the total exhibit space fee and mandatory fee, is due upon acceptance of the Agreement. And a final payment is due June 2, 2025. Special requests concerning location and space will be considered, but cannot be made a condition of participation.
- Deposits are final and non-cancellable at any time. Full payment of invoice is due June 2, 2025. Should exhibitor cancel prior to June 2, 2025, Hamptons Shows will attempt to resell the space. The exhibitor is responsible for the difference between the contracted amount and the amount the booth was resold for. Under no circumstances will the deposit be refunded.
Any deposit or partial payments made by exhibitor who canceled in previous year(s) will not be applied or transfered to current year’s calculation of amount due. If exhibitor cancels after June 2, 2025, while in default, they are responsible for the full portion of their outstanding invoice-whether this said space is resold or partially resold or not resold. Hamptons Shows has right to all legal remedies under this default. - Exhibitor will not be allowed to set up, or participate in the fair, unless all fees, from space and extras, are paid in full.
- The Exhibitor agrees to abide by the aesthetic standards set forth by the fair Producers and agrees to abide by all rules, regulations terms and conditions contained in the Exhibitor’s Kit. Overall look of the exhibit will be approved by Hamptons Shows which includes all backdrops, signage, lighting, and wall hangings. No two companies can share the same booth space. Jewelry goods of questionable origin—as determined by the organizer’s sole judgment—must be removed immediately.
- Confidentiality: All financial agreements between Exhibitor and Hamptons Shows are considered confidential. By the exhibitor breaching any level of confidentiality by discussing terms with other dealers, the fair producers may at their sole discretion, cancel or revise said financial agreement terms.
- Online Errors and Omissions: An official online Exhibitor page, showing all exhibitor participants, will be linked to your specific Company page on the show website. Exhibitor agrees that Exhibition Management will not be liable in the event of any errors or omission in the Exhibition’s online profile or in any related materials. The Exhibitor shall identify and submit one featured thumbnail image, for the exhibitor page, and then the 7 other thumbnail images for their respective Company page, (8 total) with appropriate info . This will be uploaded by galleries on a website via a user-friendly website portal. Fair organizers will design these pages in keeping with its standard website design and architecture.
- Sub-Contractors: All sub-contractors must be approved prior to entering the Exhibition premises.
- Badges: All Exhibitors must wear exhibitor badges at all times within the Exhibition hall.
- Security: 24-hour security service is provided to prevent entry to the exhibition area by anyone not authorized by Hamptons Shows or not wearing proper badges. The security service does not guarantee Exhibitors against loss, theft, or other mischief and does not imply an assumption of liability for the loss, destruction of any Exhibitor’s property or injury to Exhibitor’s personnel.
- Authenticity: all Exhibitors are accountable for the authenticity and jewelry materials of their work shown. Should the authenticity/ materials of any work or products shown be questionable, Hamptons Shows at their sole discretion, shall have the right to have said work withdrawn from the Exhibition. The Exhibitor shall indemnify and hold Hamptons Shows, LLC harmless against all claims whatsoever made with regard to authenticity of any work, or any misrepresentation of any irregularity made with respect to the sale of any artisan or manufactured products at the exhibition, as well as any expenses incurred by Hamptons Shows LLC, including attorney’s fees.
- Restrictions: All signage and lighting for the Exhibition must be Exhibition standard and approved by Exhibition Management. No Exhibitor will be allowed to mount, display or post non-uniform signage without prior written approval. No unapproved individual Exhibitor lighting systems will be permitted at the Exhibition. Exhibitor agrees to keep its booth space open and staffed at all times during the Exhibition hours. Distribution of advertising material and solicitation of any sort shall be restricted to the Exhibitor’s booth space. Exhibitor’s exhibit, products or signage may not extend beyond the limits of the Exhibitor’s booth space and no part of any exhibit or product may extend into any aisle.
- No Booth Sharing: Exhibitors may not assign, sublet, or share any part of their assigned booth space to a Co-Exhibitor. Only one company name signage will appear on backdrop, and on the Exhibitor Page and Company page.
- Exhibitor Promotion: As an exhibitor, the Fair Producers reserve the rights to promote your participation through its various marketing channels. These outlets include its social media campaign, outbound email campaign, space ads, mention of the fair’s website, and PR effort. Such inclusion may entail using your name, logo, company product/service images, and related appropriate text.
- Exhibition Attendance: Exhibition Management shall have sole control over admission policies at all times. Exhibitors acknowledge and agree that Exhibition Management makes no representation or warranties with respect to the number of exhibition attendees or the demographic nature of such attendance.
- Exhibitor Badges: Each allocated booth space will receive complimentary exhibitor booth badges which need to be worn at all times while on show premises for security purposes.
- Special Arrangements: any alterations in booth surfaces must be approved in writing by Hamptons Shows LLC and will be at the expense of the Exhibitor. All hanging devices must be removed from the walls at the time of move out. The Exhibitor is responsible for any repair of damages made to the backdrops, display cases, tables , and chairs.
- The liability of Hamptons Shows LLC for failure to perform its obligations under this Agreement is limited to a refund of the Exhibitor’s deposits paid hereunder. Hamptons Shows LLC in its sole discretion may cancel this Agreement and the parties hereto shall be released of all further obligations and liabilities.
- Neither Hamptons Shows LLC nor the lessor of the property will accept any responsibility for the well-being of any products or materials that is consigned to or in the possession of any Exhibitor during the Exhibition. The Exhibitor waives any and all claims against Hamptons Shows LLC, its contractors, agents, employees, invitees, sponsors, the lessor of the property and the host city/town, for loss, damage or destruction by theft, fire, water, extreme heat or cold and other natural disasters of any products or materials in crates, items dropping off wall, packing materials or any other items of Exhibitor located at the Southampton Fairgrounds.
Also, Exhibitor waives claims for injury to itself, its agents or employees while on premises and for any damage of any nature including damage to its business by reason of the failure to provide booth space for its exhibit or for failure to hold the exhibition as scheduled. All Exhibitors personal property of every kind of description which may at the time be in the booth or on premises shall be at the Exhibitor’s sole risk.
Hamptons Shows LLC shall not be liable for any damage or injury caused by another Exhibitor or any person(s) either on the premises or elsewhere. Hamptons Shows LLC shall not be responsible for damage or loss of property of Exhibitors that is kept in storage while on premises, no matter how caused. - Exhibitor agrees to indemnify and hold Hamptons Shows LLC, its employees, invitees, sponsors and lessor of the grounds, the Pavilion building provider and the host city/town and their respective officers, agents as additional insured, and the host city/town harmless for any claims arising out of negligence of Exhibitor or its employees.
- Photography, Filming and Video Recording Rights: From time to time, photographs, motion pictures and/or video recordings may be made in the Exhibition Facility and may include images of the Exhibitor, its employees, agents and related displays. Exhibitors may not hinder, obstruct or interfere in any way with such photography or recordings whether by Exhibition Management or its agents, and hereby consent to Exhibition Management’s use of such recordings for commercial purposes. In connection with the other provisions of this paragraph, Exhibitor hereby grants Exhibition Management a non-exclusive, royalty-free, non-transferable worldwide license (without the right to sub-license) to use Exhibitor’s trademarks, service marks, logos, trade names, copyrighted content, hypertext links, domain names, icons, buttons, banners, graphic files and images. Unauthorized photography or video and audio recording of exhibits is prohibited.
- Insurance: Exhibitors must carry commercial general liability and blanket contractual facility insurance at limits of at least $1,000,000 per occurrence and $2,000,000 per aggregate. A Certificate of Liability Insurance must evidence these coverage plans with a 30-day cancellation provision to the insured and naming Hamptons Shows LLC as an additional insured. The fair will provide a link to an accredited provider that offers such insurance at reduced rates for this event. It is to be provided to our office prior to the final booth payment. It is strongly recommended that the Exhibitor also carry their own insurance to cover loss, damage, or injury to any property or employees you might have at the Southampton Fairgrounds.
- Due to current Covid health safety protocols, exhibitors have the right to wear or not wear a mask, at their discretion, at all times at the fair.
- Hamptons Shows LLC is not liable to perform its obligations if such failure is a result of Acts of God, including but not limited to extreme rain storms or heat, hurricane, Covid related issues, or other natural disaster, terrorist activities, government sanction blockage, labor strikes, lockout or interruption of electricity, Hamptons Shows LLC will take reasonable steps to cure and limit damages caused by these unforeseen events and that Hamptons Shows LLC will substantially fulfill all other non-excused obligations. Fair organizers will notify the Exhibitor in a timely manner of the likelihood of an actual occurrence of a force majeure event.
- This Agreement is governed solely by the laws of Southampton, New York. In the event of any litigation arising from this Agreement, the parties hereby agree that the sole venue for all legal action shall lie exclusively in the appropriate courts of Southampton, NY. The parties agree to waive trial by jury in any and all litigation arising from this Agreement. In the event of arbitration or litigation between the parties, the prevailing party shall be entitled to reasonable attorney fees and court costs. In the event of any ambiguity or question of intent of interpretation arises, this agreement shall be construed as if jointly drafted by the parties and no presumption of burden of proof shall arise favoring or disfavoring any party by virtue of the authorship of any of the provisions in this agreement.
