These following Terms & Conditions are part of the agreement between Ortiz&Co. and you, the “Exhibitor,” from now on known as “Exhibitor.”
The Exhibitor is considered to have accepted these terms and conditions when any of the following conditions are met: The Exhibitor sets up their exhibit at the show where Ortiz&Co. is the general contractor. The Exhibitor and its contractors, including subcontractors, have been granted permission and access to the show floor to set up their exhibit. The Exhibitor materials are deemed to have been delivered to the Ortiz&Co. warehouse or directly to the show site. The Exhibitor submits a booking form and payment form for any of the Ortiz&Co. services (labor, equipment, furniture, etc.).
Definitions and Responsibilities of Ortiz&Co.: The legal name of “Ortiz&Co. or Ortiz Events & Company” is from now on referred to as “Ortiz&Co.” as well as its employees, officers, agents, and assignees, including any subcontractor that Ortiz&Co. may appoint. An exhibitor is any party that contracts with Ortiz&Co. for services. Ortiz&Co. will only be held responsible for the services it directly provides and guarantees that it will fulfill its obligations in good faith. Ortiz&Co. is not responsible for any person, parties, or other contracting firms not under its direct supervision and control. Ortiz&Co. will not be held accountable for any loss, delay, or damage due to strikes, lockouts, work stoppages, natural elements, vandalism, acts of God, civil disturbances, power failures, acts of terrorism or war, or any other causes beyond its reasonable control, nor for the ordinary wear and tear in the handling of materials. For security and liability reasons, Ortiz&Co. personnel will unload all vendor materials from the loading docks to the booths. Exhibitors are not under any circumstances allowed to use powered mechanical equipment.
Inbound and Outbound Shipments: In line with tradeshow industry norms, there may be a period between the delivery of shipment(s) to the booth and the arrival of the Exhibitor or their representative. During this window, the materials will be left unattended at the exhibitor’s booth. Following the delivery of the appropriate material to an Exhibitor’s booth, it is understood that Ortiz&Co. is not liable for the materials’ loss, damage, theft, or disappearance. Additionally, there may be a period between the completion of packing and the actual pick up of an Exhibitor’s materials from the booth for loading onto the applicable carrier’s truck. The materials will be left unattended at the booth at such a time. During this period, Ortiz&Co. cannot be held liable for the loss, damage, theft, or disappearance of an Exhibitor’s materials before being picked up for outbound loading to the appropriate carrier. All materials will be inspected at the booth during loadout using the Bill of Lading submitted by the Exhibitor. Any changes to the condition of materials or piece counts will be noted in this document. After delivery to the Exhibitor’s chosen carrier or agent for outbound transportation Ortiz&Co. holds no liability for the loss, damage, theft, or disappearance of an Exhibitor’s materials. Ortiz&Co. will load an Exhibitor’s materials onto the appropriate carrier’s truck under the supervision of the carrier driver. The carrier driver then will check and sign for the custody of said materials on the Exhibitor’s Bill of Lading. After the carrier assumes custody of an Exhibitor’s materials, Ortiz&Co. claims no responsibility for any materials. If an Exhibitor’s designated carrier fails to arrive by the move-out deadline, Ortiz&Co. shall either route the Exhibitor’s shipment via our carrier or return the shipment to a local warehouse for the Exhibitor to handle at
their discretion, as indicated by the Exhibitor on the Bill of Lading.
Packaging, Crates, and Empty Containers: It is understood that Ortiz&Co. is not liable for any surface damage to loose/uncrated, pad-wrapped, or shrink-wrapped materials. Any concealed damage, damage to carpets in bags/poly, or damage to shipments packed improperly is not the responsibility of Ortiz&Co. Crates/packaging unsuitable for handling, partially assembled, or having prior damage are not items Ortiz&Co. can be held accountable for. Attaching “Empty” storage labels to containers after load-in is the responsibility of the Exhibitor or their booth representative, not Ortiz&Co. The Exhibitor should remove all other labels instead of the “empty” storage label. The removal or misdelivery of containers emblazoned with old labels or incorrect information or for the loss/damage to materials stored in containers labeled “empty” is not a responsibility that Ortiz&Co. holds.
Outbound: All outbound services will be charged to the Exhibitor’s provided credit card. Ortiz&Co.’s service team will email copies of relevant receipts and invoices to the booth contact within 10 days of the trade show’s end.
Exhibitor Rentals: All materials are rented and remain the property of Ortiz&Co. The Exhibitor is financially responsible for any damage to Ortiz&Co equipment. Prices quoted include installation, rental, and striking for the show’s duration unless otherwise specified. The show’s colors will be used if skirting and carpet colors are not specified.
Orders on Show Site: Services ordered on the show site must be paid for in full when the order is placed. Purchase orders cannot be accepted as payment. Regular prices will apply to all show site orders, and availability will be limited for orders placed on the show floor.
Third-Party Requests and Orders: Third-Party Orders refer to orders for goods or services placed by a Third-Party company on behalf of the Exhibitor. If you hire a display or exhibit house and need services from Ortiz&Co., the payment policy outlined above applies. Please share this information with the relevant parties and ensure a Third-Party payment form is completed and submitted three weeks before the show opens. If your chosen Third-Party provider fails to pay for Ortiz&Co. Services, the exhibitor is still responsible for paying all invoices owed to Ortiz&Co.
Exhibitor Audits: The Exhibitor should be aware that routine audits of booth service usage will be conducted before and during the Show/Event. If unpaid equipment or services are found, the Exhibitor will be charged accordingly via the card on file.
Exhibitor Information: The Exhibitor allows Ortiz&Co. to use and share their contact information with other entities involved in producing the event. Communications may include show information, promotional materials, advertising statements, and other commercial messages. The Exhibitor can revoke this permission in writing. Exchanges and Cancellations: On-site exchanges and cancellations of orders will incur a 100% pick-up fee. Exhibitors who cancel Custom Product orders within 30 days of the first day of exhibitor move-in may be subject to cancellation fees of up to 100% of the total order, depending on the status of move-in, prior work performed, and Ortiz&Co. set-up expenses. There are no exchanges or refunds for equipment or furnishings once an item has been delivered to your booth/event location. Cancellations must be received in writing 14 days before the first exhibitor move-in day. Labor cancellations must be received in writing 48 hours before the first day of exhibitor move-in; otherwise, a rate of 1- hour per man ordered will be charged. For example, If an exhibitor orders three crew members for installation at 10 AM, the cancellation fee would be 3 hours straight time (ST) and overtime (OT) on the weekend.
Invoices: Before the show ends, an invoice will be prepared and emailed to the booth contact for your review. Credits will be issued on the show site only. If you have questions or prefer to pay via an immediate wire transfer or credit card, please visit our customer service representatives at the service desk.
International Customers: International customers must pay for all services in U.S. dollars. A $50 service charge will be applied for processing checks or wire transfers from foreign banks.
U.S. Wire Transfers: A service charge totaling $25 will be incurred for processing U.S. wire transfers. Please complete the portion of the Method of Payment form regarding wire transfers; the exhibitor information portion of the payment authorization form must be completed before your order is processed.
Tax Exempt Status: If you are tax-exempt in the state where the trade show is occurring, the exhibitor must provide a copy of the appropriate certificate with their order.
Tax Rates: State tax regulations and tax rates are subject to change following the publication date; prevailing state tax rates will take precedence over any prior published rate. These following Terms & Conditions are part of the agreement between Ortiz&Co. and you, the “Exhibitor,” from now on known as “Exhibitor.”
Event Cancellation or Postponement: Ortiz&Co. reserves the right to charge for any services provided before any postponement or cancellation, as well as non-refundable costs incurred by Ortiz&Co. Insurance: The Exhibitor understands that Ortiz&Co. is not an insurer. The exhibitor is responsible for obtaining all applicable insurance coverages. We advise that exhibitors arrange All Risk coverage; typically, this can be done by endorsements to existing policies. All exhibitor materials should be insured from when they are shipped until they are returned following the show’s close. Insurance and liability for theft, property damage to equipment/exhibit material owned/rented by the Exhibitor, or bodily injury within the Exhibitor’s booth is the Exhibitor’s sole and complete responsibility. Unless prohibited by law, the Exhibitor and their insurers waive any rights of recovery or subrogation against Ortiz&Co. and their directors, officers, employees, and agents.
Claim(s) for Loss and Payment For Services: It is understood that any claims for loss/damage must be submitted to Ortiz&Co. before the show’s conclusion when/where the alleged loss or damage occurred, within 30 days of the show’s conclusion, this applies in every case. To report claims, the “conclusion” of the show shall be understood as the end of the day on which the Exhibitor must leave the show site. No claims reported past the 30 days will be considered. No suit or action shall be levied against Ortiz&Co after 365 days from the date of the applicable loss or damage. The Exhibitor may not withhold payment from Ortiz&Co. for services provided. In the event of any dispute between Ortiz&Co. and the Exhibitor about any loss or damage claim, the exhibitor is not entitled to and will not withhold payment for services rendered by Ortiz&Co. to account for the alleged damage/loss. Any claims against Ortiz&Co. will be handled and resolved individually based on their merit.
Limits of Liability: If found liable for any loss, Ortiz&Co.’s sole and exclusive maximum liability for loss/damage to an Exhibitors materials and Exhibitor’s sole and exclusive remedy is limited to $.50 (USD) per pound per article carrying a maximum liability of $100.00 (USD) per item, or $1,500.00 (USD) per shipment; whichever amount is less. All shipment weights are subject to correction, and the actual/re-weighed weight determines the final charges. Ortiz&Co. shall not be liable for indirect, exemplary, or consequential damages or loss of sales resulting from or related to a claim for loss or material damage.
Indemnification: The exhibitor agrees to protect and defend Ortiz&Co., its employees, officers, and agents from and against any claims, actions, fines, penalties, damages, liabilities, judgments, and expenses resulting from personal injury or death, damage to or loss of property/profits caused by any of the following: (1) the Exhibitor’s negligent supervision of any labor secured through Ortiz&Co. or the negligent supervision of such labor by any of the Exhibitor’s employees, agents, representatives, invitees, and/or exhibitor appointed contractors (EAC); (2) the Exhibitor’s negligence, willful misconduct, deliberate acts, or the actions of the Exhibitor’s employees, agents, invitees, representatives, or EAC’s at the show to which this contract relates, including but not limited to the misuse, improper use, unauthorized alteration, or negligent handling of Ortiz&Co. equipment; or (3) the Exhibitor’s violation of Federal, State, or Local ordinances; the violation of show regulations and rules published by the Facility and Show Management. Payments must be made before Ortiz&Co. provides services or equipment to the Exhibitor unless other credit arrangements have been agreed upon. Payments must be made in U.S. currency, by Master Card, VISA, American Express, debit card, wire transfer, or check, as long as the Exhibitor has sufficient credit in the chosen form of payment to cover the amount owed to Ortiz&Co. The undersigned authorizer acknowledges and agrees that any applicable charges for services rendered to the Exhibitor will be charged to the credit card on file if another form of payment is not arranged before the trade show ends. If the Exhibitor has yet to pay any outstanding balances owed to Ortiz&Co. within 30 days of the trade show ending, interest will be charged at 1-1/2% per month (18% per year). The Exhibitor will be responsible for all charges incurred by Ortiz&Co. while trying to collect these debts. If the Exhibitor provides a credit card for payment and the transaction is declined, the Exhibitor authorizes Ortiz&Co. to process the outstanding balance in multiple smaller amounts that total the exceptional balance. If a third party (Agent) orders on behalf of the Exhibitor and the named third party does not pay the invoice before the end of the show, all charges will be the responsibility of the Exhibitor. All invoices are due and must be paid upon receipt.