TERMS AND CONDITIONS

Please review the Terms and Conditions. By submitting your sponsor application, you agree to the following: 

1.Character of Exhibit: CML reserves the right to decline or prohibit any exhibit, part of an exhibit, or prohibit or restrict any activity or conduct within the Exhibit Area which in the opinion of CML is not suitable or appropriate or is detrimental to CML, its members, or other exhibitors. Exhibit days, hours, and locations will be determined by CML.

2.Name Badges and Check-in: All exhibitors/sponsors receive name badges and sponsor ribbons, which permits entry to all non-ticketed events/sessions and the Exhibit Area. All exhibitor/sponsor guests [spouse or significant other and their child(ren)]must be registered guests to attend conference educational sessions and to access Exhibit Area and its refreshments. At conference check-in, each organization will receive one packet containing name badges for all the organization’s registered attendees, additional attendees, and sponsor guests and any purchased meal and event tickets. All registered attendees and guests must wear their name badges at all times; no one will be admitted to any function without a badge. At check-in, be sure to mention that you are a sponsor.

3.Conduct: All exhibitors/sponsors and their registered attendees, additional attendees, and guests will comply with CML’s code of conduct or other standards applicable to other attendees. Exhibitors/sponsors will comply with the instructions of CML staff and laws, rules, and regulations applicable to the host facility.

4.Shipping and Receiving: Shipping and receiving arrangements must be made directly with the host facility.

5.Audio/Video and Electricity: Audio/video equipment and electricity requests must be made directly with the host facility.

6.Conference Program Recognition: To be included in the conference program, sponsors (Fun Run and Bronze sponsors excluded) must complete the Sponsor Conference Program Recogni­tion section of the sponsor form and email their logos by the deadline stated in sponsor brochure. Email your logo (300 DPI or greater) to CML Marketing and Communications Specialist Kharyl Jackson,kjackson@cml.org. AI, EPS, PDF, TIF, and JPG are all acceptable formats.

7.Payments: Sponsorship costs and deadlines are shown in the brochure. A completed sponsorship application and full payment must be received by CML by deadline stated in sponsorship brochure to obtain the benefits of sponsorship, including inclusion in marketing materials and confirmation of exhibit space. Requests for exhibit space will be considered only after a signed application has been received. All applications received after the deadline must be accompanied by full payment and are not guaranteed exhibit space or in inclusion in marketing materi­als. Sponsorship payments are not divisible or subject to reduc­tion or rebate for any reason. CML reserves the right to refuse sponsorship for any reason. Any person, partnership, or organiza­tion sponsoring who shall fail to make the payment as herein provided or fails to occupy exhibit space, whether such person, partnership, or organization desires to exhibit or not, shall forfeit all rights to the use of the selected exhibit space and inclusion in any marketing materials, and CML shall have the right to dispose of such exhibit space without any liability.

8.Cancellation: Sponsorship may not be canceled by the sponsor for any reason, and any outstanding amount remains due and payable to CML. Sponsorship payments are non-refundable. If CML is prevented from holding the Conference for whatever reason in CML’s sole and absolute discretion, CML may terminate this Contract at any time prior to the Conference by giving written notice to exhibitor/sponsor.

9.Installation and Dismantling of Exhibits: Setup time, Exhibit Area hours, and dismantling times will be provided to exhibitors ahead of the conference. Each exhibitor must deliver to the Exhibit Area all equipment, apparatus, goods, materials, etc., and there erect and completely install the display in the space contracted by such exhibitor no later than fifteen (15) minutes prior to the published opening time of the Exhibit Area. Exhibits will not be permitted to be packed or removed from Exhibit Areas at any time after installation until the final closing of the Exhibit Area unless special permission in writing is obtained from CML.

10.Consent to Use of Images: Registration and attendance at, or participation in (including sponsorship), the CML annual conference constitutes an irrevocable agreement by the exhibitor/sponsor and any registrant to CML use and distribute their image, logo, and marks in photographs, videotapes, and electronic reproductions of such events and activities for advertising, commercial, promotional, or other purposes, without limitation and for no additional compensation.

11. Hospitality Events and Suites Hospitality Events: No hospitality suites are allowed in the host hotel conference facilities. Outside events are not allowed to conflict with CML’s educational conference schedule. CML annual conference sponsors at the Silver level and above wishing to host a public/private hospitality suite at the conference host hotel during the conference may do so, as long as the hospitality suite does not open until after scheduled CML events have concluded. CML requires that the host copy CML on any invitations or materials distributed to conference attendees 30 days in advance of the conference. Final booking of host hotel hospitality suite is contingent on CML approval.

12.Prizes and Gifts: No prizes consisting of cash or a cash equivalent (e.g., gift card, casino tokens) shall be offered by an exhibitor at the CML annual conference. In addition, public Colorado Municipal League advertising rates officials and employees are subject to Amendment 41 “Ethics in Government “of the Colorado Constitution (codified at Colo. Const. Art. XXIX),which prohibits money or gifts exceeding $65 received, subject to numerous exceptions. A government official or employee shall not accept any money or forgiveness of indebtedness without receiving lawful consideration of equal or greater value in return. Additionally, a government official or employee shall not, directly or indirectly (via gift to spouse or dependent child) accept from any person any gift or thing valued at more than $65 per year without receiving lawful consideration of equal or greater value in return. The most common exceptions include but are not limited to unsolicited items of less than $65 per year; a gift from a personal friend or relative on a special occasion; and admission, food, and beverage at a scheduled program where the recipient speaks or answers questions. The remaining exceptions can be found in CML’s Knowledge Now on Amendment 41 and in the text of Amendment 41 itself. For more information, visit www.cml.org.

13.Indemnification: To the extent authorized by law, the exhibitor/sponsor will indemnify, save and hold harmless CML, its officers, employees, volunteers, and agents against any and all claims, damages, liability, and court awards, including costs, and expenses (including reasonable attorney fees) incurred as a result of exhibitor’s/sponsor’s breach of these Terms and Conditions or exhibitor’s/sponsor’s (or its agent’s) willful misconduct, fraud, negligence or gross negligence at or in connection with the CML annual conference.

14.Liability Waiver & Release: Exhibitor/sponsor, for itself and its officers, employees, agents, successors and assigns, and each of their registrants, guests, heirs, successors, and assigns, waive, release, covenant not to sue, and discharge CML, its officers, employees, volunteers, and agents from any and all liabilities, claims, damages, costs, and expenses (including attorney’s fees) arising out of or related to the CML annual conference, personal injury or property damage suffered by any of them or others arising from or related to the CML annual conference. Exhibitor/sponsor and all registrants, attendees, and guests are solely responsible for any loss or theft of or damage to their personal property. CML does not accept responsibility or assume risk for lost, stolen, or damaged properties.

15.Use of Space: Exhibitor promotional materials must be distributed from within the confines of exhibitor’s contracted space. Materials bearing any name or form of advertisement may not be displayed anywhere other than the space contracted. No exhibitor shall sublet space allotted. Each exhibitor is responsible for keeping the aisle or aisles near contracted space free of congestion resulting from demonstrations or promotions.

16.Title and Presenting Sponsor Additional Costs for Event Activities: As part of the Title Sponsor and Presenting Sponsor Packages ONLY and, if included in the sponsorship tier, CML will provide the space for the sponsored event. The sponsor of the event(s) is responsible for extra expenses related to specific activities or features within the event, beyond the cost of sponsorship. These additional activities are not mandatory. The event sponsor can contribute to unique experiences like entertainment, contests, and food stations for a more engaging and memorable experience for attendees. The additional activities offer exclusive opportunities for promotional benefits like branding or exposure and to directly interact with attendees during the sponsored activity. Sponsorship, including events and use of space, are subject to the terms and conditions of the agreement between CML and the host facility. Additional agreement between the host facility and the sponsor may be required.

17.Assignment and Relocation of Exhibits: Exhibitor/sponsor understands and agrees that CML has sole discretion on the assignment of booths and space. CML is under no obligation to assign exhibitor/sponsor any of the booths or space preferred by exhibitor/sponsor. CML reserves the right to alter exhibitor/sponsor’s assigned location at any time in its sole discretion if deemed in the best interest of the exhibit program as a whole. Before exercising its discretion, CML will contact exhibitor/sponsor.

18.Amendments to Terms and Conditions: Any and all matters or questions not specifically covered by the terms and conditions contained herein shall be subject to the sole discretion of CML. CML may, in its sole discretion, make reasonable changes, amendments, or additions to these terms and conditions. Any such changes, amendments, or additions shall be binding on exhibitor equally with the other terms and conditions contained herein.