Vendor Agreement

All vendors/sponsors registering to table at the CLA 2024 Conference 

will be required to read and agree to to our 2024 Vendor Agreement upon registration.


This Exhibitor Agreement ("Agreement") is entered into by and between CONNECTICUT LIBRARY ASSOCIATION (CLA) and Exhibitor.

The 2024 CLA Annual Conference will be held at the Mystic Marriott Hotel & Spa, 625 North Road, Route 117, Groton, CT 06340 from April 28, 2024 - April 30, 2024. The exhibit hall will be open for set up only on April 28, 2024.

All exhibits will be located under one roof at the Mystic Marriott Hotel & Spa in Groton, CT.

This Agreement shall become legally binding and effective only when the Exhibitor has completed the registration form and a payment in full has been received by CLA.

Exhibitor expressly assumes all risks associated with, resulting from or arising in connection with the Exhibitor's participation in or presence at Event, including, but not limited to theft, loss, or damage of property, damage or injury to person or persons, (including death), or loss of income or future income, whether caused by negligent, intentional, or accidental acts, acts of God, acts of war, acts of terrorism, governmental emergency, public health necessity, imposition of martial law, labor strike or unrest, or otherwise or the inability of Facility to host Event. Neither CLA nor Facility accepts any responsibility for theft, loss or damage of property, including items stored by or at CLA or Facility, damage or injury to person or persons, (including death), or loss of income, whether caused by negligent, intentional, or accidental acts, acts of God, acts of war, acts of terrorism, governmental emergency, public health necessity, imposition of martial law, labor strike or unrest, or otherwise.

Exhibitor hereby agrees to release CLA and Facility, their officers, agents, directors, stockholders, owners, attorneys, insurers, lawyers, assigns, and affiliated and subsidiary corporations, and employees, and each of them, from all actions, suits, liens, losses, debts, damages, claims, causes of actions, personal injuries or property damage, including subrogation claims, specifically including, but not limited to, those claims and causes of actions which may arise out of the participation of CLA, exhibitor, and/or Facility, in the Event and/or any acts which occur between the date of the Signing of this Agreement and the conclusion of the Event.

Exhibitor agrees to indemnify, hold harmless, and otherwise defend, including but not limited to acquiring legal defense, CLA and Facility against any and all claims, damages, costs, fees (including reasonable attorney’s fees), demands, suits, causes of action, arbitration demands and arbitrations, liens and mechanics liens, which result from Exhibitor's participation or presence at the Event, including but not limited to:

Any legal defense shall be at the discretion and direction of CLA, including but not limited to litigation, settlement or other legal process. Exhibitor shall give prompt notice of any claim to CLA and Facility, shall provide such cooperation and assistance to CLA and Facility as is reasonably necessary to defend the claim, and shall allow CLA and Facility to have the sole control of the defense, provided, however, that the Exhibitor retains the right to participate in the defense at its own expense. This indemnity shall survive termination of the Agreement for three (3) years.

Neither CLA nor Facility shall be liable for any lost profits, or indirect, indirect, collateral, incidental, special, general, consequential or punitive damages, or failure to realize expected savings or other commercial or economic loss of any kind regardless of whether CLA or Facility is deemed negligent and whether or not Exhibitor is informed of the possibility of such damages. In no event shall CLA or Facility's actual damages exceed the account actually paid to CLA by Exhibitor pursuant to this Agreement.

CLA makes no representation, warranties, guarantees or promises or statements express or implied (either in fact or by operation of law), regarding the number of people who will attend the Event, the amount of revenue Exhibitor can expect to generate from the Event, the number of visitors to visit your booth regardless of location, or any other matters regarding the Event including but not limited to the quality of any services or facilities provided under this agreement. Oral or written information or advice provided by CLA or Facility, prior to or after the execution of this Agreement are hereby disavowed, and unless expressly included in this Agreement shall not create any warranty.

Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance insuring and specifically referring to contractual liability set forth in an amount no less than $1M Combined Single Limit for personal injury and property damage. CLA will be named as coinsured. Exhibitors will provide proof of insurance by April 1, 2024.

Exhibitors are required to insure its property against damage, loss, or theft. CLA assumes no responsibility to protect, insure, or otherwise prevent theft, loss, or damage to Exhibitor's property. Exhibitors will provide proof of insurance prior to arrival at the event.

CLA in its sole discretion determines whether a prospective exhibitor is eligible to participate in the Event. CLA reserves the right to restrict or remove any Exhibit that CLA, in its sole discretion, determines to be objectionable or inappropriate or otherwise inconsistent with the purposes of CLA or Event.

Specifications of spaces, hours and dates for installing, showing and dismantling exhibits shall be those specified by management in setup instructions to be issued to each exhibitor approximately two (2) months prior to Conference.

CLA maintains sole discretion to assign space at the Event and determine the dates of assignment. Any such assignment does not guarantee or imply that a similar space will be assigned for future Events. CLA reserves the right to change the floor plan, assignment, or Exhibitor location prior to or during the Event, if CLA determines that to do so in the best interest of the Event.

CLA reserves the right to cancel this Agreement, upon immediate written or verbal notice, in the event of any material deviation of the Agreement by Exhibitor, including but not limited to the following:

In the event of cancellation by Exhibitor pursuant to Paragraphs 13 or CLA pursuant to Paragraphs 14 of this Agreement, CLA reserves the right to take any or all of the following steps:

CLA will distribute separate information regarding Event hours. However, Exhibitor agrees to abide by the following:

Exhibitors shall promptly pay for any and all damages to Facility, associated facility, booth equipment, or property of CLA or other Exhibitors which harm is caused by Exhibitor.

Exhibitors shall obtain all necessary rights, permissions, and/or licenses, and pay all required royalties, fees, or other payments for any copyrighted material. 

CLA retains sole right to control attendance, in conjunction with State and local laws.

This Agreement may not be assigned, nor may any right thereto, to any individual or entity. Any attempt to do so is expressly null and void.

Approximately 4-6 weeks prior to the Event, CLA will provide Exhibitors with an Exhibitor Manual from CLA’s chosen exhibitor services provider, which will contain information integral to Exhibitor's participation in the Event, including information regarding freight. The Exhibitor Manual may also contain special updates regarding additional rules and regulations, including but not limited to, registration, shipping and receiving, utilities and building services, exhibitor display rules, and move-in/assembly and move out /dismantling of booths. Exhibitors agree to exhibit only products that it manufactures, represents, or distributes.

The exhibit hall will be locked to the public overnight. However, it is the sole responsibility of the Exhibitor to safeguard goods, materials, equipment, and displays at all times. Neither CLA, the conference facility, the official contractor, nor the security company will be liable for any damages or loss of property arising from the Exhibitor’s occupancy of the exhibit space and participation in the conference.

If the Exhibitor, through circumstances beyond its control, is delayed beyond the scheduled arrival time, the Exhibitor must notify CLA at the Event site. Non-notification will result in resale of Exhibit space and all monies advanced by Exhibitor will be immediately forfeited.

All persons entering the exhibit hall must register. Persons attending the conference will be given registration badges to permit their admission to the exhibit area. Registration to the exhibits only (not for admission to programs) will be available to anyone who obtains an Exhibit Hall Only Pass.

Visitor’s badges (Exhibit Hall Only passes) that allow guests to visit the exhibits (not valid for programs) will be available at the conference registration desk for a nominal fee. CLA welcomes all interested persons to the exhibits.

In the event any provision of this Agreement is held unenforceable pursuant to a decree or decision by a court or other tribunal of competent jurisdiction or binding arbitration, the remaining provisions of this Agreement shall remain valid and in full force and effect.

Failure to enforce any provision of this Agreement shall not be construed to be a waiver of such provision. No provision of this Agreement or breach thereof may be waived except in a writing signed by the party against whom the waiver is sought to be enforced. Any waiver in one or more instances by either of the parties of any breach by the other of any provisions contained in this Agreement shall not be considered a waiver of any succeeding or preceding breach.

CLA reserves the right to exercise any and all appropriate responses (including, but not limited to, removal from the show floor and/or forfeiture of offending exhibitor’s payment) in response to any action by Exhibitor deemed objectionable or inappropriate or otherwise inconsistent with the purposes of CLA or Event. The determination of whether the Exhibitor action is unacceptable resides with CLA.

As this agreement will not be effective until an Exhibitor Registration Form is completed, and payment in full received by CLA, by completing a registration form, Exhibitor’s Agent(s) agrees that he/she is fully authorized to enter into this agreement and bind Exhibitor to its terms. Furthermore, Exhibitor’s Agent(s) acknowledges that he/she has fully reviewed and understood this agreement and consulted with legal counsel, or waived the right to consult with legal counsel. These terms are non-negotiable and any failure to comply with the terms listed above will be a violation of this agreement and grounds for immediate removal from the event and forfeiture of any payment received