SFB Exhibitor Agreement


Definitions as used throughout this Agreement: “HT” is Humanities Tennessee and “Exhibitor” is the organization entering into this Agreement. “Event” is the 2024 Southern Festival of Books, which begins at 9:00am, 26 October 2022 and concludes at 5:00 p.m., 27 October 2024.

This Agreement contains the exhibit specifications and conditions.

Humanities Tennessee wishes to allow Exhibitor to exhibit and sell its product during the 2024 Southern Festival of Books: A Celebration of the Written Word pursuant to the terms and conditions contained herein.

NOWTHEREFORE it is mutually agreed to by both HT and Exhibitor that:

HT will provide a 10′ x 10′ standard tented booth space, outdoors, with closed side (overnite) and a covered roof. The booth(s) will contain table(s) and chair(s) for each booth selected by Exhibitor. Additional chairs and tables will be available at the Festival site at no extra cost. Electricity is available at an additional cost of $125.

DAMAGE: Exhibitor agrees to be liable for any damage to tents, tent walls, tables, floors, woodwork, or to other fixtures on the premises, or to other exhibitors’ property that may be caused by the acts of Exhibitor’s employees or agents.

BOOTH CONTAINMENT: All tables, chairs, boxes, exhibitor goods, or equipment must be maintained within the confines of the booth area(s) unless special permission has been granted by HT. Failure to remain within confines of leased area allows HT the right to eject Exhibitor from premises and/or to make this agreement null and void, with no monies refunded to Exhibitor.

EXHIBITOR shall place within their booth merchandise for display and/or sale, during the term of Event. HT reserves the right to order withdrawal from display or sale, or both, any item or article in such exhibit, which, in its opinion, is not suitable, and Exhibitor agrees to comply with such order promptly.

IF CIRCUMSTANCES DEEM it advisable or necessary, HT reserves the right to alter location of exhibitors as indicated on official floor plan.

EXHIBITOR will receive two (2) complimentary tickets, for each booth purchased, to the Saturday night reception event. Additional tickets will be made available for purchase on site. HT reserves the right to refuse entrance to any individual without a ticket.

EXHIBITOR shall not use booth space to advertise or promote any activities that are not a part of the Southern Festival of Books and that occur during the operating hours of the Festival.

EXHIBITOR shall not host public signings for authors on the official presenting program of the Southern Festival of Books, nor shall Exhibitor discount books featured on the official presenting program of the Southern Festival of Books. Exhibitors may host author signings only for authors who are published or self-published by the Exhibitor.

LIABILITY LIMITATIONS: HT will not be responsible for any damage, accidents, or injury that may happen to Exhibitor or its agents, employees, spectators and any and all other participants and/or their property from any cause whatsoever arising out of or resulting from the above described activity during the period covered by this agreement, and said Exhibitor hereby releases and holds harmless HT from, and agrees to indemnify it against, any and all claims for such damage, accident, theft, or injury.

STORAGE: Storage for Exhibitor’s materials is available no sooner than 3 days prior to October 26, 2024, and storage will not be provided any later than November 4, 2024. Neither HT nor its agents, officers and representatives shall be held responsible for fire, theft, or other damage, whether caused negligently, willfully or otherwise, and they are expressly released from any and all liabilities for any loss, injury or damage to persons or property before, during or after the Event. Books sent for storage must be properly marked or will not be accepted by the receiving warehouse or HT.

INCASE the exhibit area or any part thereof shall be destroyed or damaged by fire, or other cause, or if by reason of government restriction, the use of said premises or the conducting of Event is prevented, either before, during or after Event, then Exhibitor hereby waives claim for damages or compensation which might arise by reason thereof, except the return of the full registration fee if Event is canceled prior to starting date. No refund will be awarded if Event is canceled while in progress.

ELIGIBILITY: HT has the right to approve exhibitors and items to be sold and to determine if such items are unsuitable. It is not HT’s intention to place unreasonable restrictions upon Exhibitor; however, HT reserves the right to restrict the sale of products that are particularly damaging to its interests.

IN THE EVENT Exhibitor fails to fulfill terms and conditions of contract, all reservations for booth space, contract deposits, and all monies shall be retained by HT, and the decision of whether or not a violation of the Agreement has occurred shall be in the exclusive discretion of HT.

HT RESERVES the right to rescind and cancel this agreement and remove any exhibitor or representative who performs an act, which, in the opinion of HT, detracts from the dignity of Event or is objectionable or unethical to the purpose of Event. Should this occur, all monies paid by Exhibitor shall be retained by HT.

THERE WILL BE NO packing or dismantling by Exhibitor prior to closing of Event.

FOOD AND BEVERAGE: No distribution or selling of any food or beverage is allowed without approval of HT. No use of alcoholic beverages is permitted.

ATTENDANCE: All admission policies will be under the exclusive control of HT at all times.

SHOULD EXHIBITOR deem it necessary to cancel said contract, HT must receive written notice by e-mail or certified mail by 9 September 2024.  Registration fees are not refundable after that date. A $50 administrative processing fee will be retained from any allowable booth refund.

HT SHALL have the right to make such rules and regulations for Event as it deems proper and may amend same at any time, and such rules and regulations and amendments thereto shall be conclusive to both parties.

HT MAY, in its discretion, utilize such space and time as it considers advisable for the best promotion of Event, exhibition of works of art, auctions, educational displays, lectures and other activities.

HT MAY, at its option, attach a rider that outlines other detail specifications of this agreement, and this rider shall become a part of this agreement.

EXHIBITOR is responsible for their own security with respect to cash and valuables and HT will not be responsible for same.

EXHIBITOR agrees to pay the sum agreed upon on or before 24 September 2024. If said payment is not delivered to HT on or prior to said date, this agreement shall be null and void.

NO prior or present agreement or representations shall be binding upon any of the parties hereto unless incorporated in this Agreement. No modification or change in the Agreement shall be valid or binding upon the parties unless agreed to in writing, executed by the parties to be bound here to.

It is understood that the term HT as used herein shall include the employees, administrators, agents, and directors of Humanities Tennessee; further, that the term Exhibitor shall include the owner, employees, and agents of the exhibitor identified in this agreement.