2025 Annual MGI North America Conference

Purpose of the Exhibits

The purpose of the exhibits is to educate MGI members and provide a service to MGI North America membership.

Exhibit Space

Each exhibitor will be provided with the following:

• Designated exhibition space
• One 6′ x 30″ table
• Two chairs
• One wastebasket
• Wi-Fi

In assigning exhibit space, full consideration will be given to competing products and general grouping of exhibits for proper display and comparison. Every effort will be made for the equitable assignment of space.

MGI reserves the right to relocate any exhibit for the benefit of of the exhibitor or for the betterment of the exhibition. No firm, organization, individual or company without assigned exhibit space will be permitted to display or distribute products or literature, or solicit business within the exhibit hall. Exhibitors will not be permitted to assign, sublet, or share with any others any part of the space allocated to them without written approval from MGI.

Vendors may use exhibit booths or backdrops, provided they can be accommodated within their individual exhibit space and do not violate fire safety laws. Exhibits must be constructed so as not to obstruct the general view or the view of neighboring exhibits. Interference with the lighting and space of other exhibitors is prohibited.

MGI reserves the right to restrict exhibits which, because of method of operation, materials, or for any reason, become objectionable. All sound equipment must be regulated so that it does not disturb neighboring exhibits or the conference sessions. MGI reserves the right to determine at what point sound constitutes interference with other and must be discontinued.

Exhibit Hours

Exhibit hours are established by MGI. Generally, exhibits will be open during breakfasts, lunches, breaks, as well as any other hours specifically designated for exhibit viewing. Exhibit hours are scheduled; however, these times are approximate and subject to change pending the final conference agenda.

Exhibit Set-up and Dismantling

Exhibitors are responsible for setting up and dismantling their exhibits during established time periods. Setup takes place the evening before and the morning of the first conference day. Dismantling is after the conferences ends on Friday.

Early dismantling is not permitted.

Eligible Exhibits

MGI reserves the right to determine the eligibility of any company or product for inclusion in the exhibition and to reject, eject or prohibit any exhibit, in whole or in part, or exhibitor with or without giving cause. If cause is not given, liability shall not exceed the return to the exhibitor of the amount of the exhibit fee unearned at the time of the ejection. If an exhibit or exhibitor is ejected for violation of these Terms and Conditions or any other stated reason, no return of the fee shall be made.

Character of Display

Any materials not in keeping with the character and standards of MGI may not be distributed or utilized by any exhibitor. MGI reserves the right to prohibit or evict any exhibit which, in the opinion of MGI, detracts from the general character of the exhibition as a whole. This reservation includes persons, things, conduct, printed matter or anything of a character which MGI finds objectionable. In the event of such restriction or eviction, MGI and its agents shall not be liable for any refunds of rentals or other exhibit expenses.

Professional Conduct

Exhibitors should adhere to professional standards of behavior. All solicitation, demonstration and other promotional activities must be confined to the limits of the exhibit space.

Staffing

Exhibits should be staffed during the specified exhibit hours by knowledgeable representatives.

Exhibitors must supply MGI with the name(s) of all representatives who will attend the exhibition. MGI will not provide staffing for the exhibits.

Badges

Exhibitor representatives must wear appropriate badges at all times in the exhibition hall. The badges will be available at the Welcome Reception on Wednesday.

Security

Although MGI and the hotel may maintain a security force, exhibitors are responsible for the safety and security of their exhibits and should consider removing from the exhibition hall or otherwise securing all equipment, supplies and other materials at the close of each conference day.

Shipping/Drayage/Storage

Exhibitors are responsible for shipping materials to and from the conference. Any and all costs associated with the shipping, drayage, and storage of exhibit materials are the responsibility of the exhibitor.

Fire, Safety and Health

Federal, state and local laws covering fire, safety and health must be strictly observed. Aisles and fire exits must not be blocked by exhibits. Storage of boxes and materials beneath exhibit tables nay also be restricted. All materials used in decoration must be flame-proof. Electrical wiring must conform to the National Electrical Code Safety Rules. Please follow the instructions of the hotel personnel and/or the contracted exhibition company regarding conformity with fire, safety and health codes.

Care of Facilities

Exhibitors or their representatives must not injure or deface the walls or floors of the building. When such damage occurs, the exhibitor is liable to the owner of the property so damaged.

Hospitality Suites

Hospitality suites must be scheduled so as not to conflict with any scheduled conference activities and be approved by MGI. Publicity for hospitality suites is the responsibility of the suite host and must comply with these Terms and Conditions.

Cancellation of Exhibit Space

Cancellation of exhibit space received less than 60 days prior to the conference will not entitle the exhibitor to any refund on the canceled space. A charge of 20% of the exhibit fee will de deducted from any refund issued on cancellations received 60 or more days prior to the conference. All cancellation requests must be in writing.

Termination of Exhibit

In the event the premises where the exhibit is to be held, in the sole determination of MGI, become unfit for occupancy or are substantially interfered with by reason of picketing, strike, embargo, injunction, act of war, act of God, fire, emergency declared by any government agency or any other act beyond the control of MGI, this agreement may be terminated by MGI. In the event of such a termination, the exhibitor waives any and all damages and agrees that MGI may, after deducting all costs and expenses including a reserve for claims, refund to the exhibitor as and for complete settlement and discharge of all said exhibitor’s claims and demands his pro rata amount of all funds paid by exhibitors.

Liability

The exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save MGI, the owner of the host facilities, and its employees and agents harmless against all claims, losses and damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by the exhibitor’s installation, removal, maintenance, occupancy, or use of exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of the owner of the host facilities, its employees and agents.

In addition, the exhibitor acknowledges that MGI and the owner of the host facilities do not maintain insurance covering the exhibitor’s property and it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by the exhibitor.

Interpretation and Amendments

MGI reserves the right to interpret or amend these regulations as it deems proper to ensure the success of the exhibition.