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Russell Harris Event Group Terms & Conditions
TERMS & CONDITIONS OF CONTRACT/PAYMENT POLICY
Terms and Conditions of Contract and Payment Policy are subject to change at RHEG’s sole discretion without notice to any parties.
I. DEFINITIONS
RHEG: russell harris EVENT GROUP Specialists is hereinafter referred to as RHEG. RHEG as referenced hereinafter shall include, but is not limited to the following services: electrical (a/k/a Power Trip Rentals PTR), rigging, material handling, installation and dismantle, and logistics provided by RHEG personnel to exhibitor pursuant to any purchase of Services.
Agents: RHEG’ agents, sub-contractors, carriers, and the agents of each;
Customer: Exhibitor or other party requesting Services from RHEG;
Goods: Exhibits, property, and commodities of any type for which RHEG is requested to perform Services;
Carrier: Motor carrier, van line, air carrier, or air or surface freight forwarder;
Shipper: Party who tenders Goods to Carrier for transportation;
Accessible Storage: Holding of Goods in an area from which Goods may be removed during shows;
Services: Warehousing, transportation, drayage, unsupervised labor, supervised labor, and/or related services;
Show Site: Customer assumes the responsibility and any liability arising therefrom, for the work of labor when Customer elects to use unsupervised labor.
II. SCOPE
These Terms and Conditions shall be binding upon Customer, RHEG, and their respective Agents and representatives, including but not limited to Customer contracted labor such as Customer Appointed Contractors and Installation and Dismantle Companies, and any other party with an interest in the Goods. Each shall have the benefit of and be bound by all provisions stated herein, including but not limited to time limits and limitations of liability.
III. CUSTOMER OBLIGATIONS
A. PAYMENT FOR SERVICES
Customer shall be liable for all unpaid charges for services performed by RHEG or agents. Customer authorizes RHEG to charge its credit card directly for services rendered on Customer’s behalf after departure, by placing an order online, via fax, phone, or through a work order on-site.
B. CREDIT TERMS
All charges are due before Services are performed unless other arrangements have been made in advance. RHEG has the right to require prepayment or guarantee of the charges at the time of request for Services. A failure to pay timely will result in Customer having to pay in advance for future Services. RHEG retains its right to hold Customers’ Goods for non-payment. If a credit card is provided to RHEG, RHEG is authorized to bill to such credit card any unpaid charges for Services provided to Customer, including charges for return shipping. Any charges not paid within 30 days of delivery will be subject to interest at 1.5% per month until paid.
IV. MUTUAL OBLIGATION INDEMNIFICATION
A. CUSTOMER TO RHEG
Customer shall defend, hold harmless, and indemnify RHEG from and against any claims, lawsuits, demands, liability, costs, and expenses, including reasonable attorney’s fees and court costs, resulting from any injury to or death of persons, or damage to property other than Goods, relating to or arising from performance of Services herein. Customer agrees to indemnify and hold RHEG harmless for any and all acts of its representatives and agents, including but not limited to Customer Appointed Contractors and Installation and Dismantle Companies, any subtenant or other user of its space, or any agents or employees engaged in business on behalf of Customer or present at Customers’ invitation, including supervision of labor secured through RHEG. Customer’s obligations under this provision shall not apply to RHEG own negligence and/or willful misconduct.CUSTOMER ACKNOWLEDGES THAT THE SHOW SITE IS AN ACTIVE WORK ZONE AND CUSTOMER, ITS AGENTS, EMPLOYEES, AND REPRESENTATIVES ARE PRESENT AT THEIR OWN RISK.
B. RHEG TO CUSTOMER
To the extent of RHEG’s own negligence and/or willful misconduct and subject to the limitations of liability below, RHEG shall defend, hold harmless, and indemnify Customer from and against any claims, lawsuits, demands, liability, costs and expenses including reasonable attorney’s fees and court costs, resulting from any injury to or death of persons or damage to property other than Goods. RHEG obligations under this provision shall not apply to claims for bodily injury arising a) from Customer’s presence in areas which have been marked as “off limits to exhibitors”; and b) when exhibitors are present in the facility prior or subsequent to the effective dates or hours of Exhibitor’s space lease with show management.
V. DISCLAIMER & LIMITATION OF LIABILITY
UNDER NO CIRCUMSTANCES WILL ANY PARTY BE LIABLE FOR SPECIAL, INCIDENTAL, CONSEQUENTIAL INDIRECT, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS OR INCOME. GES SHALL BE LIABLE, SUBJECT TO THE LIMITATIONS CONTAINED HEREIN, FOR LOSS OR DAMAGE TO GOODS ONLY IF SUCH LOSS OR DAMAGE IS CAUSED BY THE DIRECT NEGLIGENCE OR WILLFUL MISCONDUCT OF RHEG. CLAIMS PRESENTED FOR LOSS OR DAMAGE ARISING OUT OF INCIDENTS REFERENCED IN SECTION VI HEREIN WILL BE DENIED.
VI. NO LIABILITY FOR LOSS OR DAMAGE TO GOODS
A. CONDITION OF GOODS
RHEG shall not be liable for damage, loss, or delay to uncrated freight, freight improperly packed, glass breakage, or concealed damage. RHEG shall not be liable for ordinary wear and tear in handling of Goods or for damage to shrink-wrapped Goods. All Goods shall be able to withstand handling by heavy equipment, including but not limited to forklifts, cranes, or dollies. It is the Customer’s responsibility to ensure that Goods are packaged correctly prior to shipment or movement on or off the Show floor.
B. RECEIPT OF GOODS
RHEG shall not be liable for Goods received without receipts, freight bills or specified unit counts on receipts or freight bills or for bulk shipments (i.e., UPS, air freight, or van lines). Such Goods shall be delivered to booth without the guarantee of piece count or condition.
C. FORCED MAJEURE
RHEG shall not be liable for loss or damage that results from Acts of God, weather conditions, act or default of Customer, shipper, or the owner of the Goods, inherent nature of the Goods, public enemy, public authority, labor disputes, and acts of terrorism or war.
D. ACCESSIBLE STORAGE
RHEG assumes no liability for loss or damage to Goods while in Accessible Storage. Storage charges are for the use of space and are not a form of insurance, or a guarantee of security.
E. UNATTENDED GOODS
RHEG assumes no liability for loss or damage to unattended Goods received at Show Site at any time from the point of receipt of inbound Goods until the loading of the outbound Goods, including the entire term of the respective show or exhibition. Customer is responsible for insuring its own Goods for any and all risk of loss.
F. EMPTY STORAGE
RHEG assumes no liability for loss or damage to Goods or crates or the contents therein, while containers are in Empty Storage. It is Customer’s sole responsibility to affix the appropriate labels available at the RHEG Service Desk for empty container storage, and ensures that any pre-existing empty labels are removed.
G. FORCED FREIGHT
RHEG is not liable for Customer Goods left on the show floor after the show closing deadline, with or without a Material Handling Services/Straight Bill of Lading signed by Customer. It is Customer’s responsibility to complete accurate paperwork for shipping and to ensure Customer Goods are properly labeled. If Customer Goods remain on the floor after the show closing deadline, RHEG has the right to remove the Customer Goods. RHEG is authorized by Customer to proceed in the manner chosen by Customer on the Order for Material Handling Services/Straight Bill of Lading, if one has been completed, or otherwise to ship Customer Goods at the discretion of RHEG and at Customer’s expense. RHEG shall incur no liability for such shipment. RHEG retains the right to dispose of Customer Goods without liability if left on the show floor unattended, without labels or not correctly labeled.
H. CONCEALED DAMAGE
RHEG shall not be liable for concealed loss or damage including but not limited to; glass, electronic equipment, prototypes, original art, uncrated Goods, or improperly packaged or labeled Goods.
I. UNATTENDED BOOTH
RHEG shall not be liable for any loss or damage occurring while the Goods are unattended in Customer’s booth at any time including, but not limited to, the time the Goods are delivered to the dock until the time the Goods are received by Customers’ chosen carrier. All Material Handling Forms and/or Straight Bills of Lading covering outgoing Goods submitted to RHEG will be checked at the time of pickup from the booth and corrections to the count or condition will be documented where discrepancies exist.
J. HANGING ITEMS FROM BOOTH
Customer shall not hang any articles, merchandise, product, advertisements, or other similar items from RHEG supplied booth materials, (this includes but is not limited to GEM panels or pipe and drape), utilized in Customer’s own booth set up or in areas occupied by the show organizer or third parties. If Customer does hang any prohibited items, Customer alone shall be held liable for any damages, costs, actions or injuries resulting from the hanging of such item(s). RHEG shall have no liability for any damages, costs, actions or injuries arising out of Customer’s failure to comply with this provision.
VII. MEASURE OF DAMAGE
A. LABOR
RHEG assumes no liability for loss, damage, or bodily injury arising out of Customer’s supervision of RHEG provided labor. If Customer elects to use their own labor, then Customer assumes all liability for the actions or claims that arise out of such work, including but not limited to loss, damage or bodily injury and shall provide RHEG and show management with an indemnity, including defense costs, for any claims that result from Customers’ supervision or failure to supervise assigned labor.
VIII. MISCELLANEOUS
A. INSURANCE
RHEG IS NOT AN INSURANCE COMPANY AND DOES NOT OFFER OR PROVIDE INSURANCE. It is the obligation of Customer to ensure Goods are insured at all times. Loss or theft of the Goods in storage or in transit to and from the show and or while on the show floor is the sole responsibility of Customer. RHEG recommends Customer arrange for all Risk Coverage.
B. NOTICE OF LOSS OR DAMAGE
In order to have a valid claim, notice of loss or damage to Goods must be given to RHEG or its agent within 24 hours of occurrence (as evidenced in an Incident Report completed at Show Site by RHEG) or delivery of outbound Goods.
C. FILING A CLAIM
Any claim for loss or damage to Goods must be in writing, containing facts sufficient to identify the Goods, asserting liability for alleged loss or damage, and making claim for the payment of a specified or determinable amount of money. Such claim must be filed with the appropriate party within the time limits specified herein. Damage reports, incident reports, inspection reports, notations of shortage or damage on freight bills or other documents, do not constitute filing of a claim. Claims for Goods alleged to be lost, stolen or damaged at the Show Site must be received in writing by RHEG within thirty (30)days after the close of the show. Claims for Goods alleged to be lost or damaged during transit must be received by the responsible party within nine (9) months of date of delivery of Goods. RHEG subcontracts the movement of Goods to third party carriers. Claims for damage in transit should be made directly with your carrier as shown on the exhibitor page JW Cole. In the event of a dispute with RHEG, Customer will not withhold payment or any amount due RHEG for Services as an offset against the amount of the alleged loss or damage. Customer agrees to pay RHEG prior to the close of the show for all such charges and further agrees that any claim Customer may have against RHEG shall be pursued independently by Customer as a separate action to be resolved on its own merits. RHEG retains the right to pursue collection on amounts owed after show close, without regard to any amount alleged to be owed for damage, or loss.
IX. ADVANCED WAREHOUSING/TEMPORARY STORAGE/LONG TERM STORAGE
All terms and conditions relative to Advanced Warehousing/Temporary Storage/Long Term Storage are contained in separate agreements titled “Storage Agreement”. In the event that a Storage Agreement is not executed between the parties, the following shall apply with respect to RHEG liability for Customer’s Goods. The responsibility of RHEG with respect to Customer’s Goods is limited to the exercise of ordinary care and diligence in handling and storing of Customer’s Goods. RHEG shall be liable only for loss or damage to Goods caused by RHEG sole negligence. RHEG liability is limited to $.60 (USD) per pound with a maximum liability of $100.00 (USD) per container, or $1,500.00 (USD) per shipment whichever is less. In case of partial loss or damage, the maximum liability shall be prorated based on weight. RHEG is not responsible for any loss or damage to Goods caused by, but not limited to fire, theft, the elements, vandalism, moisture, vermin, mechanical breakdown or failure, freezing or changes in temperature, as well as any other causes beyond RHEG’s immediate control. RHEG is not responsible for the marring, scratching or breakage of glass or other fragile items. RHEG is not liable for the mechanical functions of instruments or appliances even if such articles are packed or unpacked by RHEG. In no event shall RHEG be liable for special, incidental, indirect or consequential damages, including business loss of any kind, resulting from any damage to or loss of the Goods or from any act or failure to act. Customer pays storage fees or costs for advance warehousing for use of the space only. There is no guarantee of security or representations made by RHEG as to appropriateness of the conditions for Customer’s Goods. The risk of loss remains Customer’s alone and RHEG recommends the Customer carry and maintain insurance in amounts sufficient to cover its risk.
PAYMENT POLICY
PAYMENT FOR SERVICES
RHEG requires payment in full at the time services are ordered. Further, RHEG requires that you provide a credit card authorization with your initial order. For your convenience, we will use the credit card authorization information that you enter on the website to charge your account for services, which may include labor, material handling or any applicable fuel or energy surcharge.
Payments at show site must be made via RHEG-accepted credit cards. RHEG will not accept cash payments at show site.
METHOD OF PAYMENT
russell harris EVENT GROUP accepts MasterCard, Visa, American Express via this website.
Payments at show site must be made via RHEG-accepted credit card. RHEG will not accept cash payments at show site.
THIRD PARTY BILLING
Each exhibiting firm is ultimately responsible for all charges incurred on its behalf. russell harris EVENT GROUP reserves the right to institute collection action against the exhibitor if the authorized third party does not pay.
TAX EXEMPT
If you are tax exempt in the state in which you will be exhibiting, you must provide a Sales Tax Exemption Certificate for that state. Please send the above information to the RHEG office for this show. Taxes vary by location and will be added to your invoice, if you do not submit your tax exempt certificate prior to the deadline date.
100% REFUND GUARANTEE
Customer may cancel any orders for RHEG products and services made under RHEG Standard Terms and Conditions for any reason, provided written notice of cancellation is received by RHEG no less than ten (10) days prior to the first day of Move-In. If Customer has made any payment to RHEG for the orders, RHEG will refund 100% of such payment unless the portion of such payment for services already performed by RHEG such as custom cut carpet, special furniture, material handling, rigging, labor, electrical services or graphics.
MORE DETAILS
If you have any questions regarding our payment policy, please call RHEG at 818-760-6779 or visit the Exhibitor Service center at the show.
All balances must be paid upon conclusion of the event. You agree to late fees up to 1.5% per month on any balance not paid at the conclusion of the event, or balance left without appropriate credit card on file.
For your convenience, we will use the credit card authorization to charge your credit card for any additional amounts ordered by your representative or services rendered to your company for this event.
RHEG will charge a convenience fee for each request to reprocess payment to an alternate credit card in order to cover incremental processing costs. An alternate credit card is a credit card different than the one used to process your initial payment in accordance with RHEG payment policy. The convenience fee will be quoted at the time your request is made to reprocess payment. The convenience fee will be added to your account balance and settled utilizing the new credit card provided. Exhibitors must notify they agree to these T&Cs in the Exhibitor Form.
CERTIFICATE OF INSURANCE
CERTIFICATE OF INSURANCE
This applies to all EACs.
An EAC is defined as a vendor hired by an exhibitor who needs access to the show floor, and is not listed on the Future Proof preferred vendor’s list. For any Exhibitor Appointed Contractor (EAC) to provide any services at this show, the EAC must submit a valid certificate of insurance 45 days before the show starts. It should be prepared by an insurance agent and include the following data:
- PRODUCER
Insurance Agent / Broker who issues the certificate. - NAME OF INSURED
Must be the legal name of the contracting party. - TYPES OF INSURANCE
Must include types required by contract. - FORM OF COVERAGE
Must be “occurrence” form of coverage. - DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS
ADDED BY ENDORSEMENT/SPECIAL PROVISIONS
RHEG (Official Service Provider), Advisor Circle (Show Management), Huntington Beach Parking Lot (Facility), and Future Proof(Show) are hereby named as additional insured, except for Workers’ Compensation. russell harris EVENT GROUP and/or the consignor are included as Loss Payee. The insurance provided for the benefit of RHEG, shall be primary insurance with respect to any claim, loss, or liability, arising out of the Named Insured’s operations for which the Named Insured is liable. Any other insurance maintained by RHEG shall be excess and non-contributory. Show date(s) are: Sunday, September 15, 2024 – Wednesday, September 18, 2024, at the city of Huntington Beach, CA. - CERTIFICATE HOLDER
russell harris EVENT GROUP, INC
11135 Weddington St. Suite 112
North Hollywood, CA 91601 - POLICY EFFECTIVE DATE
Must be prior to or coincidental with the first day of Exhibitor Move-In. - POLICY EXPIRATION DATE
Must be on or after the last day of Exhibitor Move-Out. - LIMITS OF INSURANCE
- Must be the same or greater than required by contract.
Commercial General Liability with limits of not less than $1,000,000 each occurrence, $2,000,000 general aggregate and $2,000,000 products & completed operations aggregate. - Automobile Liability with a limit of not less than $1,000,000 combined single limit – each accident. All owned, hired and non-owned boxes marked.
- Umbrella/Excess Liability with a limit of not less than $1,000,000 each occurrence and {$1,000,000} each aggregate.
- Workers Compensation, as required by law, with Employers Liability Limits of not less than {$1,000,000} each accident, {$1,000,000} disease – each employee and {$1,000,000} disease – policy limit.
- Must be the same or greater than required by contract.
- AUTHORIZED REPRESENTATIVE
Must be signed (not stamped) by an authorized representative of the Producer.
FIRE & SAFETY TIPS
SAFETY
- Exhibitors acknowledge that the show site and surrounding areas are active work zones. Exhibitors, agents, employees, and representatives are present at their own risk.
- Do not stand on furniture. Use a ladder instead of a chair, as standing on chairs, tables, and other rental furniture is unsafe and may result in injury to you or others. These items are not designed to support your standing weight.
- Stay vigilant of your surroundings. The event area is an active work zone with changing conditions during move-in and move-out. Pay close attention, and watch for obstacles, machinery, and equipment in use.
- Stay alert for scooters and forklifts, as their drivers may not see you. Avoid proximity to trucks and trailers, as these areas can pose particular dangers.
- Avoid attaching items or equipment to drapes or metal frameworks in your booth to prevent electrical shocks, falling items, and damage to materials. This practice can result in serious injury or harm to materials.
- Access is restricted to authorized personnel and employees only. Unauthorized individuals are strictly prohibited.
FIRE CODE
- All decorative materials must comply with public Safety and Fire Regulations and be flameproof. This requirement extends to drapes, banners, and all decorative fabrics used in the exhibit.
- Maintain clear aisles and fire exits at all times. Items or displays should not encroach into the aisles or extend beyond the booth area.
- Prohibited: Flammable or explosive substances at the show site.
- No smoking in the exhibit area or public areas of the facility.
- Immediately report any fires.
FUTURE PROOF EXHIBITOR CODE OF CONDUCT
- All exhibit activations must stay within the boundaries of the contracted exhibit footprint. This includes all rental items, decor, signage, F&B, etc. Exhibitors must not place items in walkways during show hours, as these are designated fire paths required by local ordinances.
- Activations must not disrupt planned event activity or neighboring exhibitors. Amplified sound is not permitted.
- All exhibitors are expected to adhere to the deadlines provided by Future Proof. Missing these deadlines may result in limited availability of items, inability to fulfill specific requests, or additional rush fees incurred. Future Proof cannot guarantee the provision of requested items or services if deadlines are not met. Exhibitors will be held responsible for any resulting fees or consequences due to delayed submissions.
- All exhibitors are expected to adhere to our pre-defined load-in and load out schedule. Load-in on Sunday, September 7, 2025 ends promptly at 12:00pm, after this the show floor must be cleared. Early move-out on Wednesday is strictly prohibited as this is a disruption to planned event content. Kindly refrain from packing up your booth until after 12:30pm on Wednesday September 10, 2025.
- Exhibitors must receive approval from Future Proof to bring a vendor (Exhibitor Appointed Contractor) outside of the Future Proof Preferred Vendors onto event grounds. If the EAC is approved, the following documentation is required:
- August 18 – All EACs to provide a certificate of insurance
- July 28 – All F&B EACs to provide a valid Orange County Health Permit
- June 19 – All Production EACs facilitating a custom exhibit structure to provide engineer stamped drawings
- August 18 – All EACs to provide a certificate of insurance
FAILURE TO COMPLY
Violations of the Exhibitor Code of Conduct Rules will result in a notification delivered to your Company Contact via email. If a warning is issued, and no action is taken you may be at risk for the following:
- Items placed outside of designated exhibit footprints are subject to removal. Exhibitors will be billed for waste removal fees. A Future Proof Representative may also visit your exhibit space to notify your team in person.
- Items placed in designated fire paths may result in actions taken by the fire district as this poses a safety concern. Exhibitors may be subject to fines.
- EACs who fail to provide proper documentation, or have not been approved by Future Proof will not be authorized to enter event grounds.