Exhibitor Terms, Conditions & Cancellation Policy

This Exhibitor Policy applies to all exhibitors, vendors, sponsors, nonprofit organizations, and other participating organizations registering for or purchasing space, services, sponsorships, advertising, or promotional opportunities at a CHILL ACT event.

For purposes of this Policy:

• "CHILL ACT," "Organizer," "we," "our," or "us" means the CHILL ACT organization, its affiliated entities, officers, directors, employees, contractors, volunteers, representatives, event partners, and agents.
• "Exhibitor" or "you" means the individual, company, nonprofit organization, agency, provider, sponsor, or other entity purchasing or using event space or participating in the event.
• "Event" means the applicable CHILL ACT expo, conference, exhibition, community event, or related program identified in the Exhibitor's registration or confirmation.

By submitting an application, signing an agreement, making a payment, accepting an invoice, checking an acceptance box, or participating in an Event, the Exhibitor confirms that it has read, understood, and agreed to this Policy.

1Acceptance of Exhibitor Applications

Submitting an application or payment does not automatically guarantee acceptance or participation. CHILL ACT reserves the right to accept, reject, condition, suspend, or revoke an Exhibitor's participation based on:

• Available space;
• Event category requirements;
• Mission and family-community alignment;
• Safety considerations;
• Duplication within a category;
• Licensing or credential requirements;
• Past conduct;
• Accuracy of information provided;
• Venue requirements; or
• Any other reasonable event-management consideration.

A booking is considered confirmed only after CHILL ACT has accepted the application and issued a written confirmation, payment receipt, invoice confirmation, or booth assignment.

CHILL ACT's acceptance of an Exhibitor does not constitute an endorsement, certification, recommendation, verification, partnership, or approval of the Exhibitor's organization, services, products, personnel, claims, qualifications, or practices.

2Payment Terms

Unless otherwise stated in writing, full payment is required to reserve exhibition space or sponsorship benefits. Booth space, sponsorship benefits, advertising, promotional services, utilities, equipment, and other benefits may be withheld until all outstanding balances are paid. The Exhibitor is responsible for:

• Booth or participation fees;
• Applicable taxes;
• Credit-card, payment-platform, or bank charges;
• Internet and electricity charges unless expressly included;
• Shipping, material handling, storage, labor, permits, and insurance;
• Additional furniture, equipment, audiovisual services, or decorations; and
• Any damage, cleaning, repair, or venue charges caused by the Exhibitor.

Failure to pay an outstanding balance by the stated deadline may result in cancellation of the Exhibitor's participation without refund of amounts already paid.

3Cancellation and Refund Policy

All cancellation requests must be submitted in writing to [email protected]. The effective cancellation date will be the date on which CHILL ACT receives the written cancellation notice. Verbal requests, telephone calls, social-media messages, or communications to unrelated staff members will not constitute valid cancellation notice.

3.1 Eligibility for a Partial Refund

An Exhibitor may qualify for a partial refund only when both of the following conditions are satisfied:

1. CHILL ACT receives the written cancellation request within 30 calendar days after the original booking date; and
2. More than 30 calendar days remain before the scheduled Event date.

3.2 Nonrefundable Bookings

The entire booking becomes nonrefundable upon the occurrence of either of the following:

• More than 30 calendar days have passed since the original booking date; or
• There are 30 calendar days or fewer remaining before the Event.

Accordingly, an Exhibitor who books within 30 days of an Event accepts that the booking is immediately nonrefundable. The cancellation deadline is determined using the Event's local time zone.

3.3 No Refund for Exhibitor-Related Circumstances

No refund, partial refund, reimbursement, or credit will be provided because of:

• A change in the Exhibitor's plans, staffing, budget, management, ownership, or marketing strategy;
• Failure to obtain internal approval, travel authorization, licenses, insurance, permits, visas, or credentials;
• Travel delays, transportation problems, illness, weather affecting the Exhibitor's travel, or personal emergencies;
• Failure to attend, late arrival, early departure, or failure to complete booth setup;
• Dissatisfaction with attendance, visitor demographics, booth traffic, inquiries, leads, sales, conversions, appointments, or business results;
• The presence, absence, location, conduct, or number of other exhibitors or competitors;
• Changes to a booth assignment, floor plan, entrance, aisle, neighboring booth, event schedule, speaker lineup, activity, or entertainment program;
• Failure to submit logos, advertisements, banners, artwork, personnel information, or other materials by a stated deadline;
• Removal or suspension resulting from violation of this Policy;
• Failure to use any included benefit or service;
• An Exhibitor's misunderstanding of the Event, audience, package, category, or participation benefits; or
• Oral statements, projections, estimates, expectations, or representations not expressly included in a written agreement authorized by CHILL ACT.

Approved refunds will be returned, where reasonably possible, through the original payment method. CHILL ACT is not responsible for exchange-rate differences, bank charges, card fees, or processing delays imposed by third parties.

4Transfers, Substitutions and Credits

Exhibitor bookings may not be sold, assigned, transferred, shared, or given to another organization without prior written approval from CHILL ACT. At its sole discretion, CHILL ACT may approve:

• A transfer to another CHILL ACT Event;
• A replacement organization;
• A change in participating company name;
• A future-event credit; or
• Another reasonable accommodation.

Any approved transfer, substitution, or credit may be subject to availability, category approval, price differences, processing or administrative charges, updated terms and conditions, and a stated expiration date. Approval in one situation does not require CHILL ACT to approve similar requests in the future.

5No Guarantee of Attendance, Footfall or Results

The Exhibitor understands that participation provides an opportunity to present its organization, products, programs, or services. Participation does not guarantee any particular commercial, marketing, community, recruitment, or referral outcome. CHILL ACT makes no express or implied guarantee regarding:

• Total attendance or family footfall;
• Registered attendance compared with actual attendance;
• Attendance by any particular demographic or geographic group;
• The number of people who will visit an individual booth;
• Sales, revenue, orders, subscriptions, donations, referrals, contracts, or conversions;
• Leads, inquiries, appointments, screenings, consultations, or follow-up requests;
• Media coverage, social-media reach, impressions, engagement, or website traffic;
• The attendance of any particular provider, sponsor, government representative, speaker, performer, nonprofit, influencer, or community organization;
• Exclusivity within an industry, profession, or service category unless expressly stated in a signed written agreement;
• The quality, purchasing intent, insurance status, eligibility, readiness, needs, or interests of attendees;
• The suitability of the Event for the Exhibitor's individual objectives; or
• Any return on investment.

Attendance projections, registration numbers, previous-event performance, audience estimates, marketing plans, and promotional forecasts are informational estimates only. They are not promises, warranties, or guarantees of actual Event performance. The Exhibitor remains solely responsible for its booth presentation, staffing, offers, messaging, follow-up, lead handling, customer service, and overall results.

6Exhibitor Intent and Independent Business Judgment

The Exhibitor confirms that it is participating based on its own independent business judgment and not solely in reliance on projected attendance, anticipated sales, potential referrals, verbal statements, or previous Event results. The Exhibitor is responsible for determining whether participation is appropriate for its business objectives, services and products, professional scope, target audience, budget, staffing, licensing, compliance obligations, and marketing strategy. CHILL ACT is not responsible when an Exhibitor's expectations, assumptions, intended outcomes, or internal performance targets are not achieved.

7Booth Assignment and Floor Plan

Booth assignments are made by CHILL ACT based on availability, sponsorship level, operational requirements, category balance, safety, traffic flow, venue restrictions, and overall Event needs. Although CHILL ACT may consider booth-location requests, no specific booth, aisle, entrance proximity, neighboring organization, direction, traffic level, or floor-plan position is guaranteed unless expressly stated in a signed written agreement. CHILL ACT may, at any time, change an Exhibitor's booth number or location; revise the floor plan; modify entrances, exits, aisles, stages, activity areas, or family-service areas; relocate or consolidate booths; adjust booth dimensions when required by the venue; place similar or competing organizations near one another; or move an Exhibitor for safety, accessibility, operational, or Event-experience reasons. A reasonable booth reassignment does not entitle the Exhibitor to a refund, cancellation, reduction in fees, or damages.

8Use of Exhibition Space

The Exhibitor may use its assigned space only for the organization, products, programs, and services approved by CHILL ACT. The Exhibitor may not:

• Sublet, share, resell, assign, or divide its booth without written approval;
• Allow an unregistered company or organization to promote from its booth;
• Conduct promotions outside its assigned area without permission;
• Block aisles, exits, neighboring booths, safety equipment, or accessible pathways;
• Extend displays, furniture, products, signage, or demonstrations beyond its assigned boundary;
• Use excessive sound, lighting, smoke, odors, flashing effects, or other disruptive elements;
• Attach materials to venue walls, floors, doors, ceilings, furniture, or equipment without authorization;
• Use open flames, hazardous materials, compressed gases, weapons, fireworks, or prohibited substances;
• Engage in aggressive solicitation, harassment, intimidation, discriminatory conduct, or disruptive behavior; or
• Display content that CHILL ACT reasonably considers unsafe, misleading, offensive, inappropriate for children, inconsistent with the Event, or harmful to the Event's reputation.

CHILL ACT may require the Exhibitor to modify or remove any display, product, activity, message, representative, or material that does not comply with this Policy.

9Setup, Staffing and Dismantling

The Exhibitor must comply with all communicated setup, check-in, Event, and dismantling schedules. Unless otherwise approved:

• Booths must be fully installed before doors open;
• At least one authorized adult representative must staff the booth during Event hours;
• Booths may not be dismantled before the official closing time;
• Exhibitors must remove all materials, waste, displays, and property by the stated deadline; and
• Children may not be present during setup or dismantling where prohibited by the venue or Event instructions.

An unoccupied or incomplete booth may be treated as abandoned. CHILL ACT may reassign, remove, or modify an abandoned booth without refund. The Exhibitor is responsible for the conduct, safety, supervision, and compliance of its employees, volunteers, contractors, guests, and representatives.

10Family and Child Safety

CHILL ACT is a family-centered Event. All Exhibitors must maintain professional, respectful, inclusive, and child-appropriate conduct. Unless specifically authorized in writing, Exhibitors may not:

• Be alone with a child in a closed or unobservable area;
• Touch, restrain, examine, screen, photograph, interview, or record a child without appropriate parent or guardian permission;
• Request sensitive personal, developmental, medical, educational, financial, or identifying information directly from a child;
• Provide transportation to an attendee;
• Administer medication or treatment;
• Represent an activity as a medical diagnosis or formal evaluation;
• Make guaranteed claims regarding treatment, development, education, insurance, legal outcomes, or recovery; or
• Create a situation that reasonably places an attendee at risk.

Parents and guardians remain responsible for supervising their children unless a specific written Event program states otherwise. CHILL ACT may immediately stop any activity or remove any person where a child-safety, safeguarding, licensing, or professional-boundary concern arises.

11Healthcare, Screening and Professional Services

Exhibitors providing healthcare, behavioral, developmental, educational, screening, therapeutic, legal, financial, or other regulated professional services must:

• Maintain all licenses, registrations, qualifications, certifications, and insurance required by law;
• Operate only within their lawful professional scope;
• Use qualified and appropriately supervised personnel;
• Make clear that preliminary screenings are not diagnoses unless legally and professionally permitted;
• Obtain all legally required consents;
• Protect confidential and sensitive information;
• Maintain appropriate professional and emergency procedures; and
• Comply with all applicable privacy, healthcare, advertising, professional, and recordkeeping requirements.

CHILL ACT does not supervise, direct, verify, or assume responsibility for an Exhibitor's professional judgment, recommendations, screenings, consultations, products, treatment, diagnosis, advice, follow-up, or services. The Exhibitor is solely responsible for claims arising from its professional or commercial activities.

12Products, Food, Giveaways and Demonstrations

All products, demonstrations, samples, contests, raffles, food, beverages, and giveaways require compliance with applicable laws, venue requirements, and Event instructions. Food or beverage sampling may require advance written approval, permits, insurance, and compliance with health-department or venue rules. Unless expressly approved, Exhibitors may not distribute or promote:

• Alcohol, tobacco, nicotine, cannabis, recreational drugs, or controlled substances;
• Firearms, weapons, explosives, or hazardous materials;
• Adult-oriented products or content;
• Unsafe or recalled products;
• Unapproved medical products;
• Counterfeit goods;
• Products making deceptive or unsupported claims; or
• Any item unsuitable for a child- and family-centered environment.

The Exhibitor assumes all responsibility for product safety, labeling, warranties, taxes, permits, transactions, refunds, fulfillment, and consumer complaints.

13Sales and Financial Transactions

CHILL ACT is not a party to transactions between an Exhibitor and an attendee. The Exhibitor is solely responsible for prices and payment collection; sales and use taxes; receipts and disclosures; refund and cancellation obligations; product delivery and fulfillment; consumer warranties; data security; payment-card compliance; financing representations; and customer complaints or disputes. The Exhibitor may not represent that a product or service is sold, guaranteed, approved, certified, or endorsed by CHILL ACT.

14Attendee Data, Leads and Privacy

The Exhibitor must collect and use attendee information lawfully, transparently, and only with appropriate permission. Exhibitors may not:

• Scrape, copy, photograph, purchase, or improperly obtain attendee information;
• Collect personal information from a minor without appropriate parent or guardian consent;
• Add attendees to marketing lists without legally valid consent;
• Sell, rent, disclose, or misuse attendee data;
• Send misleading, excessive, or unlawful messages; or
• Represent that CHILL ACT provided, endorsed, or verified the attendee's information unless expressly authorized.

Any attendee list, lead list, appointment information, or contact information provided by CHILL ACT remains subject to applicable consent restrictions and may be used only for the authorized purpose. CHILL ACT does not guarantee that attendee contact information will be available, complete, accurate, responsive, or suitable for the Exhibitor's intended use. The Exhibitor is solely responsible for its privacy notices, consent records, information security, communications, and legal compliance.

15Photography, Video and Media

CHILL ACT and its authorized photographers, videographers, media partners, and contractors may photograph, record, livestream, or otherwise document the Event. The Exhibitor grants CHILL ACT a nonexclusive, worldwide, royalty-free right to use the Exhibitor's name, logo, booth, displays, approved marketing materials, staff images, interviews, and Event participation for Event administration, promotion, reporting, fundraising, archival, social-media, website, public-relations, and future CHILL ACT marketing purposes. The Exhibitor must obtain appropriate consent before taking close-up photographs, videos, interviews, testimonials, or recordings of children or families. An Exhibitor may not use another participant's logo, likeness, confidential information, or intellectual property without permission.

16Marketing and Promotional Benefits

Promotional benefits are subject to the specific package purchased; Event schedules and production timelines; available space and format; technical requirements; platform rules; timely submission of accurate materials; and CHILL ACT's content and brand standards. The Exhibitor must provide logos, artwork, descriptions, advertisements, links, and other requested materials by the communicated deadlines. Failure to submit materials on time may result in the loss, reduction, replacement, or modification of a promotional benefit without refund. CHILL ACT may edit materials for length, formatting, accuracy, accessibility, appropriateness, or technical compatibility. No guarantee is made regarding social-media impressions, email opens or clicks, advertisement views, website traffic, media publication, search visibility, audience engagement, or leads generated from promotional activity. Minor errors, omissions, formatting changes, delayed publication, or equivalent substitutions do not automatically create a right to a refund.

17Intellectual Property and Accuracy of Claims

The Exhibitor represents that it owns or has permission to use all names, logos, photographs, videos, artwork, music, claims, trademarks, copyrights, and other materials submitted or displayed. The Exhibitor must ensure that all statements about its services, products, qualifications, outcomes, pricing, insurance participation, licensing, research, testimonials, and professional capabilities are accurate, lawful, supportable, and not misleading. The Exhibitor is solely responsible for claims of copyright, trademark, publicity-right, patent, privacy, advertising, or other infringement arising from its materials or conduct.

18Compliance With Laws and Venue Rules

The Exhibitor must comply with federal, state, and local laws; venue rules; fire and building codes; accessibility requirements; health and safety rules; licensing requirements; employment and contractor laws; tax requirements; privacy and marketing laws; professional regulations; and all Event instructions issued by CHILL ACT. Venue requirements and event-specific instructions are incorporated into this Policy. Where an event-specific rule conflicts with this general Policy, the stricter safety or compliance requirement will apply unless CHILL ACT confirms otherwise in writing.

19Insurance

The Exhibitor is responsible for maintaining insurance appropriate to its operations and participation, including, where applicable, commercial general liability insurance; professional liability or malpractice insurance; product liability insurance; workers' compensation insurance; automobile liability insurance; and property insurance. CHILL ACT may require proof of insurance and may require CHILL ACT, its affiliates, or the venue to be named as additional insured parties. Failure to provide requested proof of insurance may result in suspension or cancellation without refund.

20Exhibitor Property and Security

The Exhibitor is responsible for safeguarding its equipment, displays, inventory, documents, data, products, cash, devices, and other property. To the fullest extent permitted by law, CHILL ACT and the venue are not responsible for loss, theft, disappearance, damage, destruction, or interruption affecting Exhibitor property, whether occurring during transportation, setup, Event hours, storage, or dismantling. Security personnel, if provided, are intended to support general Event operations and do not create a guarantee of protection for individual booths or property. The Exhibitor should remove valuables and maintain appropriate insurance.

21Damage to Venue or Event Property

The Exhibitor is financially responsible for damage caused by the Exhibitor or its employees, contractors, volunteers, representatives, guests, displays, products, or activities. This includes damage to floors, walls, doors, ceilings, fixtures, furniture, and equipment; booth structures and draping; electrical, internet, or audiovisual systems; loading areas; parking facilities; and other exhibitors' property. CHILL ACT may charge the Exhibitor for repair, replacement, cleaning, labor, penalties, or other expenses imposed by the venue or service providers.

22Removal, Suspension and Termination

CHILL ACT may immediately restrict, suspend, relocate, close, or remove an Exhibitor, representative, display, activity, or product when CHILL ACT reasonably determines that there is a violation of this Policy; nonpayment; fraud or material misrepresentation; unsafe conduct; a child-safety concern; harassment, discrimination, intimidation, or threatening behavior; illegal or unlicensed activity; misleading advertising or unsupported claims; damage to the Event, venue, attendees, or CHILL ACT's reputation; disruption of Event operations; failure to follow staff or venue instructions; or conduct inconsistent with a professional family-centered Event. Removal, suspension, or termination resulting from the Exhibitor's conduct does not create a right to a refund, credit, reimbursement, or damages. The Exhibitor remains responsible for unpaid fees, damages, penalties, and other obligations.

23Event Changes, Relocation and Rescheduling

CHILL ACT may modify the Event when reasonably necessary, including changes to date, time, venue, hall or room, floor plan, Event duration, setup or dismantling schedule, activities or entertainment, format, capacity, speakers, participating organizations, programming, or health and safety procedures. CHILL ACT may convert all or part of an Event to another reasonable format, relocate it within the same market or region, postpone it, shorten it, extend it, or reschedule it. Such changes will not automatically constitute cancellation or entitle the Exhibitor to a refund. Where reasonably possible, the Exhibitor's payment and benefits will be transferred to the rescheduled, relocated, or modified Event. CHILL ACT is not responsible for the Exhibitor's travel, accommodation, shipping, staffing, production, printing, contractor, marketing, or other third-party expenses resulting from an Event change.

24Force Majeure and Circumstances Beyond CHILL ACT's Control

CHILL ACT will not be considered in breach and will not be liable for delay, disruption, modification, relocation, postponement, interruption, closure, or cancellation caused by circumstances beyond its reasonable control. Such circumstances may include severe weather or natural disasters; fire, flood, earthquake, storm, or other casualty; epidemic, pandemic, public-health event, or governmental health restriction; war, terrorism, civil unrest, protest, riot, or threat of violence; government order or regulatory action; venue closure, damage, or unavailability; transportation disruption; utility, internet, power, or technology failure; labor dispute, strike, or shortage; supplier, contractor, or service-provider failure; security threat; public emergency; community safety concern; or any similar circumstance outside CHILL ACT's reasonable control.

In such circumstances, CHILL ACT may determine an appropriate remedy, which may include rescheduling; relocation; transfer to another Event; Event credit; modified or substitute benefits; partial performance; or a partial refund after deduction of nonrecoverable costs. The remedy selected by CHILL ACT, subject to applicable law, will be the Exhibitor's sole remedy. CHILL ACT will not be responsible for indirect, consequential, incidental, special, punitive, or third-party expenses or losses.

25Assumption of Risk

The Exhibitor understands that participation in a public Event involves risks, including personal injury; illness or exposure to communicable disease; property damage; theft; travel disruption; business interruption; technical failure; and interaction with members of the public. The Exhibitor voluntarily assumes the ordinary risks associated with participation and is responsible for the safety and conduct of its personnel.

26Indemnification

To the fullest extent permitted by law, the Exhibitor agrees to defend, indemnify, and hold harmless CHILL ACT, the Event venue, their respective affiliates, officers, directors, employees, contractors, volunteers, partners, representatives, and agents from claims, liabilities, losses, penalties, damages, judgments, costs, and reasonable legal fees arising from or related to:

• The Exhibitor's participation;
• The Exhibitor's products, services, screenings, recommendations, or professional activities;
• Injury, illness, death, loss, or property damage caused by the Exhibitor;
• Acts or omissions of the Exhibitor's staff, contractors, volunteers, or representatives;
• Breach of this Policy;
• Violation of law or professional requirements;
• Misleading, false, or unsupported claims;
• Privacy, data-security, or consent violations;
• Intellectual-property infringement;
• Employment, tax, contractor, or licensing disputes; or
• Transactions between the Exhibitor and attendees.

This provision does not apply to the extent a claim is finally determined to have resulted from CHILL ACT's gross negligence or willful misconduct where such exclusion is required by law.

27Limitation of Liability

To the fullest extent permitted by law:

• CHILL ACT will not be liable for lost profits, lost opportunities, lost data, loss of goodwill, business interruption, travel expenses, production costs, or indirect, incidental, special, exemplary, punitive, or consequential damages.
• CHILL ACT will not be responsible for the conduct, statements, products, services, acts, or omissions of attendees, exhibitors, speakers, contractors, venues, service providers, or other third parties.
• CHILL ACT's total aggregate liability arising from the Exhibitor's booking or participation will not exceed the exhibit or participation fee actually paid by the Exhibitor to CHILL ACT for the applicable Event.

These limitations apply regardless of the legal theory asserted and even if CHILL ACT was advised that damages were possible, except where a limitation is prohibited by applicable law.

28No Partnership, Agency or Endorsement

The Exhibitor participates as an independent organization. Nothing in the Exhibitor's registration or participation creates a partnership; joint venture; employment relationship; agency relationship; franchise; fiduciary relationship; professional referral arrangement; or formal endorsement by CHILL ACT. The Exhibitor may accurately state that it is participating in the applicable Event but may not state or imply that it is officially approved, certified, recommended, or endorsed by CHILL ACT unless written authorization has been provided.

29Communications and Authorized Representations

The Exhibitor is responsible for reviewing Event communications, deadlines, instructions, service forms, and updates sent to the contact information provided during registration. The Exhibitor must notify CHILL ACT of changes to its authorized contact. Only terms contained in a signed written agreement; an official invoice; an Event-specific addendum; a written confirmation from an authorized CHILL ACT representative; or this Policy will be binding. Statements made by volunteers, contractors, influencers, venue personnel, other exhibitors, or unauthorized representatives do not modify this Policy.

30Chargebacks and Payment Disputes

The Exhibitor agrees to contact CHILL ACT and make a good-faith effort to resolve billing concerns before initiating a payment dispute or chargeback. A chargeback filed contrary to an accepted booking or the cancellation terms may be treated as a breach of this Policy. CHILL ACT may provide the registration, acceptance record, invoice, communication history, cancellation terms, and participation records to the payment provider when responding to a disputed charge. The Exhibitor remains responsible for valid unpaid amounts, recovery costs, and fees permitted by law.

31Complaints and Dispute Notice

Any complaint concerning the Event must be submitted in writing to [email protected] as soon as reasonably possible. The notice should include the Exhibitor's legal name; the applicable Event; a detailed description of the concern; relevant dates and communications; and the requested resolution. The parties agree to attempt in good faith to resolve the matter through direct discussion before initiating formal proceedings. The governing law, jurisdiction, and venue will be those identified in the applicable registration, invoice, signed agreement, or Event-specific addendum. Where no governing-law provision is stated, the law applicable to CHILL ACT's contracting entity will apply, subject to mandatory consumer or statutory requirements.

32Order of Precedence

Where documents conflict, the following order will apply:

1. A separately negotiated agreement signed by an authorized CHILL ACT representative;
2. An Event-specific addendum or official written confirmation;
3. The applicable invoice or registration package;
4. This Exhibitor Policy; and
5. General website, social-media, brochure, or promotional content.

Marketing language, Event highlights, photographs, past-event results, and promotional estimates do not override the written terms of the booking.

33Amendment of Policy

CHILL ACT may update reasonable operational, safety, venue, compliance, or administrative rules before the Event. Material changes will be communicated through email, the Exhibitor portal, Event instructions, or another reasonable method. Continued participation after receiving an update constitutes acceptance of the updated operational requirements. Changes to an Exhibitor's fundamental paid benefits will be addressed through reasonable substitute benefits, credits, or another remedy determined by CHILL ACT, subject to applicable law.

34Severability and Waiver

If any provision of this Policy is found invalid or unenforceable, the remaining provisions will continue in effect to the fullest extent permitted by law. CHILL ACT's failure to enforce a provision on one occasion does not waive its right to enforce that provision later. An exception, accommodation, refund, transfer, or credit granted to one Exhibitor does not establish a precedent or obligation regarding another Exhibitor.

35Electronic Acceptance and Authority

Electronic registrations, online acceptance, digital signatures, invoice payments, and email confirmations may be treated as valid acceptance of this Policy. The person submitting the application or payment represents that they are at least 18 years old; are authorized to bind the Exhibitor; have provided accurate information; and have reviewed and accepted this Policy on behalf of the Exhibitor.

36Exhibitor Acknowledgment

By booking or participating, the Exhibitor acknowledges and agrees that:

• Event participation involves business and operational risk;
• Attendance, footfall, sales, leads, referrals, appointments, media exposure, and results are not guaranteed;
• Refund eligibility exists only when cancellation occurs within 30 days of booking and more than 30 days before the Event;
• Bookings become nonrefundable after 30 days from booking or when 30 days or fewer remain before the Event;
• Booth locations and Event arrangements may change;
• CHILL ACT does not endorse or assume responsibility for the Exhibitor's products, services, personnel, or professional activities;
• The Exhibitor is responsible for its legal, professional, privacy, safety, insurance, and venue compliance; and
• CHILL ACT may remove an Exhibitor for violations without refund.

This document is a template provided for information and should be reviewed by qualified legal counsel before use.