Form

Walter E. Washington Convention Center
901 L Street NW
Washington, DC 20001

September 29 - October 2, 2022

FIRST 50 EXHIBITORS THAT SUBMIT AN EXHIBITOR APPLICATION AND MAKE THE REQUIRED DEPOSIT ON THEIR BOOTH(S) WILL RECEIVE A
$500 DISCOUNT OFF OF EACH BOOTH RESERVED

GENERAL INFORMATION

Please read this section before completing the application. Fill in all Required (*) fields.

Log in or Create an Account to complete this form. Exhibitor Applications are accepted only through this online form. Payments can be made with a valid credit card (Visa, MasterCard, American Express) or Debit Card with a Visa or MasterCard logo. If you need assistance, please contact us.

This Exhibitor Application is not a contract until approved by World Art Finder LLC, organizer of the  Klima Expo & Conference, and all required deposits have been received.

Who Should Apply: Fine art galleries, museums, arts organizations, climate art artists, as well as companies, non-profit organizations, foundations, and government agencies.

Selection Criteria: Our Selection Committee will select and invite exhibitors that work, and have interests, in Climate Change.

Selection Process: Submit a completed Exhibitor Application accompanied by a 50% deposit of total booth spaces requested. Galleries, museums, arts organizations are to submit a minimum of 3 images of each artist for review by the selection committee and a list of the artists to be shown at the expo. An upload link will be emailed to applicants shortly after receipt of your application.

Works Allowed: Original paintings, limited edition giclees or prints, drawings, sculpture, photography, and video are allowed for display. Organizations are to display only Climate Change related work and materials.

EXHIBITOR INFOMATION

Gallery Name, Business, Organization, or Govern't Agency

Enter full URL, for example: http://www.yourdomain.com or https://www.yourdomain.com

You can share booth space with up to 3 artists. Enter the names of the participating artists sharing your booth.

CONTACT INFORMATION

Enter a preferred secondary email not listed in your Profile.

Leave blank if already in your Profile.

MAILING ADDRESS

Street Address

Unit or Floor Number

BOOTH INFORMATION
100 sq. ft. white hardwall, 10' high
Draped 4’ table
Two chairs per booth
Three lights per booth
Booth Signage
1 Digital Catalogue Page per Booth
Wastebasket
Booth cleaning
Drayage
(No outside tables, chairs, or lights permitted.)

Minimum booth sizes are 100 sq. ft. (30.48 m), 10' x 10' (3.05m x 3.05m). Exhibitor can specify custom preferred booth size. Price is $52.50 per sq. ft.

Booth sharing is permitted only for artists and limited to three (3) artists per application.

Price Min. Booth Size   Booth Numbers Add'l Per Corner Booth
$5,500 100 sq. ft. Assigned after approval $500

Booth placement is based on approval and date of Exhibitor Contract; however, KlimaTM reserves the right to make changes in booth assignments and/or show configuration at any time. All booth placements and show design are at the sole discretion of KlimaTM. Notice of acceptance and booth assignments are given 14 days after receipt of signed application with full deposit.

Please reserve the following number of booths at the price schedule above.

Assignment of a Corner Booth is based on availability.

Specify your preferred booth size or configuration per sq. ft.

EXHIBITION TERMS AND CONDITIONS

A separate Additional Exhibitor Services Request Form for extra lights, telephone, internet, etc., will be included in the Exhibitor Manual. Fees and payment schedule for services desired are listed in the manual.

A 50% deposit of the Total Booth Cost in US dollars must accompany this contract. Deposits, less any bank fees incurred, will be refunded should the Exhibitor Application be denied by KlimaTM.

After submitting this Exhibitor Application, you will be redirected to make your deposit payment.

The balance of all booth fees must be paid by June 15, 2022. KlimaTM accepts payment via Visa or MasterCard. Payment can also be made via Bank Transfer.

If Exhibitor cancels or reduces its space, written notice must be given and Exhibitor agrees to pay any amounts owed to KlimaTM as set forth under the Terms and Conditions herein.

This agreement is between the above-named exhibitor and World Art Finder, LLC, (herein called "KlimaTM"), and is governed by the terms herein and the Terms and Conditions included below.

1. Definitions. “Exhibitor” means the applicant identified on page 1 of the application; “Expo” means the specific exposition or event identified in this application; “Expo Management” means KlimaTM, its employees, agents, and affiliates; “Facility Management” means the owner or manager of the facility in which the Expo is conducted, and its employees and agents; and “Hall” means the facility in which the Expo is conducted.

2. Agreement. This application, when properly executed by Exhibitor and upon written acceptance by Expo Management, shall constitute a valid and binding contract. Expo Management reserves the right to accept or refuse any application for participation in the Expo in its sole discretion. Exhibitor agrees to be bound by the conditions, rules and regulations stated herein, and any other rules and regulations adopted by Expo Management as may be deemed necessary for the general success of the Expo, including the rules and regulations in the Exhibitor Kit and in the Facility Management contract, to which Expo Management is or will be a party, all of which are made a part hereof as though fully incorporated herein.

3. Booth Use Conditions. Expo Management reserves the right to decline, prohibit or expel any exhibit, persons, things, printed matter, product, conduct, sound level, etc., which, in its judgment, is inappropriate or out of keeping with the character of the Expo. Exhibitor understands and agrees that only works/artists/materials approved by Expo Management, in its sole discretion, may be exhibited at KlimaTM. Any unapproved works of art/artists or materials will be removed. Distribution of advertising material and solicitations of any sort shall be restricted to the Exhibitor’s booth, or in areas approved by Expo Management. Exhibitor’s exhibit or products may not extend beyond the limits of the Exhibitor’s booth and no part of any exhibit or product may extend into any aisle. No Exhibitor shall arrange its exhibit or hold demonstrations so as to obscure neighboring Exhibitors, or block the aisles as determined by Expo Management. No Exhibitor shall assign or sublet or share any part of its assigned space without written approval from Expo Management. Any space not occupied by Exhibitor at the time set for completion of installation of displays will be reassigned at the discretion of Expo Management, and all amounts paid by Exhibitor will be forfeited unless special arrangements have been approved in writing by Expo Management. There will be no co-Exhibitor without written approval from Expo Management.

Exhibitor agrees to keep its exhibit open and staffed at all times during the Expo hours. Failure to comply with the rules and regulations of this Contract and any other rules and regulations adopted by Expo Management will result in the alteration or removal of the booth at the Exhibitor’s expense.

4. Booth Changes. Expo Management shall have the right, in its sole discretion, to change Exhibitor’s space assignment after the acceptance of the Exhibitor Contract if it is deemed to be in the best interest of the Expo. Written notice will be given to Exhibitor of newly assigned space should Expo Management elect to exercise its right to change Exhibitor’s exhibit space. Expo Management will make reasonable efforts to provide the same general location and size as Exhibitor’s original space. If a reduction in Exhibitor’s space is deemed necessary, Exhibitor will be reimbursed on a pro-rata basis.

5. Cancellation/Space Reduction. All cancellations, withdrawals, or requests for reduction in space by Exhibitor must be in writing via email message when logged in to Exhibitor account on this website. The date of cancellation, withdrawal or reduction in space, as applicable, shall be the postmark date on the notice. If Exhibitor cancels, withdraws, or reduces its space requirements for the Expo, Exhibitor agrees to pay on demand any amount due, upon crediting the deposit remitted, to KlimaTM. In the event Exhibitor fails to make all payments due, Expo Management shall have the right to sell the space in question to another exhibitor. This will in no way release said Exhibitor from any liability hereunder, and said Exhibitor shall remain liable for the full balance under the terms of the Contract together will all costs of collection including, but not limited to, all reasonable attorney’s fees, court costs and interest.

Expo Cancellation. KlimaTM, its employees, agents, or representatives cannot be held liable to Exhibitor if non-delivery of the exhibit space is due to any cause beyond its control, or by any of the following: fire, Acts of God, war, terrorism, strikes, pandemics, or insurrection. In the event that the Expo is cancelled, postponed, rescheduled or relocated for any reason beyond the control of KlimaTM, credits shall be applied if event is postponed, rescheduled or relocated; and refunds shall be made if cancelled by Expo Management. Exhibitor shall remain liable to and shall pay KlimaTM the full amount of the Exhibitor’s unpaid booth cost, with any additional amounts due from Exhibitor under this contract.

6. Payment Terms and Methods. All booth fees and any supplemental charges must be paid in full by June 15, 2022. Booth payments are by Visa or MasterCard. Bank wire transfers can be arranged, however, all related bank transfer fees incurred by KlimaTM will be charged to Exhibitor. Exhibitor agrees that payments not received in full by the due date will result in forfeiture of booth space(s), any deposits or payments made to KlimaTM, and result in the collection of remaining balance owed.

7. Insurance. Exhibitor shall obtain, at its own expense, adequate insurance against any risk of loss associated with the Expo being cancelled, postponed, rescheduled, or relocated, or against loss of or damage to property. It is mandatory for Exhibitor to have insurance coverage, and Exhibitor agrees to maintain adequate insurance to fully protect Expo Management and its affiliates, service contractors, and the Hall from any and all claims arising from Exhibitor’s direct or indirect activities including, but not limited to, the installation, operation and dismantling of Exhibitor’s display. No refunds or credits shall be made by KlimaTM or any of its agents or representatives.

Exhibitor agrees to indemnify, defend and hold harmless World Art Finder, LLC, Klima Expo and Conference, its affiliates, subsidiaries, agents and employees against any liability resulting from any of the above mentioned circumstances.

Exhibitors in the Expo must provide KlimaTM with a Certificate of Insurance as proof of such coverage, and must name World Art Finder, LLC and KlimaTM as additional insured in such policy. The Certificate of Insurance must be provided to Expo Management no later than August 1, 2022, or Exhibitor will risk cancellation of exhibit space by KlimaTM for non-compliance.

8. Exhibitor Move-In/Move-Out. Movement of exhibits in and out of the Hall will be coordinated through an Exhibitor Move-In/Move-Out Schedule and assisted by Expo contractors. No exhibit will be allowed into or out of the Hall without an official clearance from Expo Management. Exhibitor must make its own arrangements for transportation of exhibits and packing materials. Expo Management cannot accept or sign for exhibits on behalf of the Exhibitor, unless separate agreements for such services are in effect. Move-in and move-out times and access outside of Expo hours are limited to those described in the Exhibitor Kit. At the close of the Expo, all exhibits shall be removed and cleared from the Hall space, and exhibit space shall be returned in as good and clean order and condition as it was when delivered to Exhibitor. Exhibitors will pay the cost of repairing any damage caused to the Hall facility by the Exhibitor and/or its contractors. Any property not removed on the last day of the Expo may be held or otherwise disposed of by Expo Management or Hall Management at the Exhibitor’s expense. No property may be removed from the Hall before the Expo ends.

9. Additional Exhibitor Services. Expo Management, on behalf of the Exhibitors, has designated official Expo contractors to provide: furniture; floor decorations; signs; photographs; telephone, internet, electrical, hanging and dismantling services; and other labor. Contractors and rates for additional exhibitor services will be listed in the Exhibitor Kit to the issued separately. Expo Management assumes no responsibility or liability for any of the services performed or materials delivered by the foregoing persons, parties and organizations. Arrangement for these services and payments are to be made between Exhibitors and official Expo contractors.

10. Care of Facilities. Nothing shall be posted on, or tacked, stapled, nailed, screwed, or otherwise attached to the columns, walls, floors, or other parts of the Hall area without permission from the proper building authority. Packing, unpacking and assembly of exhibits shall be done only in designated areas and in conformity with directions of Expo Management, the Hall manager or their assistants. Exhibitor shall not deface, injure or mar in any manner the facilities at the Hall. Exhibitor shall not paint or apply any other permanent covering to any of the walls, floors, ceilings, or other areas of the facilities at the Hall or its furnishings or fixtures. Exhibitor acknowledges that Expo Management and Hall Management reserve the right to remove all persons and property from the facilities and premises without the necessity of or resorting to any legal proceeding.

11. Liability. Expo Management will not accept any responsibility for the safety or well being of any art, property, merchandise or materials consigned to or in the ownership of any Exhibitor during the Expo. Expo Management shall not be responsible for loss or damage to displays or goods belonging to Exhibitor or consigned to Exhibitor or otherwise brought to the Expo by or on behalf of Exhibitor, whether resulting from fire, storms, water, Acts of God, air conditioning, or heating failure, theft, pilferage, acts of terrorism, mysterious disappearance, bomb threats or other causes.

All such items are brought to the Expo and displayed at Exhibitor’s own risk, and should be safeguarded at all times. Exhibitor agrees that Expo Management, its service contractors, the Hall and their representatives, employees and agents are not liable for any injury, loss or damage that may occur to Exhibitor, or to Exhibitor’s employees, agents, guests or property from any cause whatsoever, prior to, during or subsequent to the period covered by this Contract. Exhibitor assumes responsibility and agrees to indemnify, defend and hold Expo Management, Hall Management, their affiliates and their respective employees and agents harmless from and against any claims or expenses arising out of the execution of this Contract, the use of exhibition premises, or the acts, omissions or negligence of Exhibitor, its employees, agents or contractors, by reason of personal injuries, death or property damage or any other cause of action sustained by any persons or others. Exhibitor assumes all responsibility and liability for losses, damages and claims arising out of injury or damage to, or caused by, Exhibitor’s displays, equipment, employees or representatives. In no event shall Expo Management or any of its affiliates be liable for any special, incidental, indirect, punitive or consequential damages arising out of or in connection with this Contract. The liability of Expo Management and its affiliates and Exhibitor’s remedy for any claim of loss or damage arising from or related to this Contract, regardless of the form of action, shall be limited to one-half of the fees paid to Expo Management hereunder.

12. Safety. All display materials used for decoration must be flameproof. All electrical equipment or devices used in or about an exhibit must be in good operating condition and able to pass fire and/or electrical inspections. Extra materials stored in exhibitor’s exhibit space must not block access to the exhibit or cover electrical wires or outlets. Exhibitor shall follow all local ordinances and Hall Management rules regarding health, fire prevention and public safety. If inspection of an Exhibitor’s booth discloses a failure to comply with any applicable law, code or regulation, or if Expo Management determines that all or any part of an exhibit presents a fire hazard or other danger, Expo Management may cause the removal of all or a portion of such exhibit at the Exhibitor’s expense.

13. Security. KlimaTM provides 24-hour security guard service to prevent entry to exhibit area by anyone not authorized by Expo Management, or not wearing proper badges for admission to such areas. The security guard service supplied does not guarantee Exhibitor against loss; neither does it imply an assumption of liability for Exhibitor’s property by the Hall or Expo Management. Merchandise security passes with an authorized signature and/or passes issued by Expo Management must be utilized. The above is for the protection of the Exhibitor and shall not be construed as any guarantee or indemnification whatsoever to the exhibitor against loss or theft or otherwise, nor does it imply an assumption of liability by the Expo, Expo Management, the Hall or Hall Management with respect to Exhibitor’s property.

14. Attendance. Expo Management shall have sole control over admission policies at all times.

15. Filming, Video, Photography Rights, and Electronic Messages. During the Expo, photographs, motion pictures and/or video recordings may be made in the Hall facility, which may include images of Exhibitor, its employees, agents and related merchandise and displays. Exhibitor may not hinder, obstruct or interfere in any way with such filming, recordings, or photography. Exhibitor further consents to Expo Management’s use of such recordings for commercial purposes, and hereby grants Expo Management a non-exclusive, royalty-free, revocable, non-transferable worldwide license (without the right to sublicense) to use Exhibitor’s trademarks, service marks, logos, trade names, copyrighted content, hypertext links, domain names, icons, buttons, banners, graphic files and images. By providing Expo Management the email addresses in Exhibitor Profile Account on this website and as set forth in this Contract, Exhibitor hereby consents to receiving unsolicited commercial e-mail messages from World Art Finder, LLC, and its affiliate World Art Action.

16. Outside Activities. Exhibitor agrees not to schedule or conduct any outside commercial activity including, but not limited to, receptions, seminars, symposiums and hospitality suites before, during or after the Expo, whether such activities are held at or away from the Hall facility, except with the written approval of Expo Management.

17. Errors and Omissions. Exhibitor agrees that Expo Management will not be liable in the event of any errors or omissions in the Expo’s digital catalogue or in any related materials. The Exhibitor shall be responsible for the content of the entries and for any damages claimed through the publication thereof.

18. Additions or Corrections. Expo Management may amend these terms if deemed to be in the best interest of the Expo. Written notice of such additions or amendments will be provided to the Exhibitor, and Exhibitor agrees to consider them as part of this Contract.

19. Americans with Disabilities Act. Exhibitor acknowledges and agrees that the Expo and its booths will be a public accommodation as defined under Title III of the Americans with Disabilities Act (“ADA”). As a public accommodation, Exhibitor agrees that in connection with the Expo, Exhibitor will: (a) provide, at its expense, any auxiliary aids and services as may be necessary to ensure effective communication with Exhibitor by attendees of the Expo; (b) assure, at its expense, that displays posted at or on Exhibitor’s booth(s) are accessible to individuals with disabilities; and (c) not discriminate or retaliate against any individual in violation of the ADA.

20. Authenticity. Should the authenticity of any work of art be placed in question during the course of the exposition, Expo Management reserves the right to have said work withdrawn from the exposition, unless the exhibitor can furnish a provenance suitable to Expo Management. All such decisions are at the sole discretion of Expo Management. Exhibitor is strictly accountable for the authenticity of the works of art which are shown or sold at the Expo. The Exhibitor shall indemnify and hold Expo Management and KlimaTM harmless against any claims whatsoever made with regard to the authenticity of any work, or with regard to any misrepresentation of any irregularity made with respect to the sale of any artwork at the exposition. Exhibitors are required to abide by all copyright laws. No copyright infringement items may be sold or offered for sale at the expo. The sale of copyright infringing items is a material breach of this Contract. Suspected infringing items are subject to seizure by management and will be held for the duration of the show. Repeated violations of this prohibition are grounds for the closure of a booth. Management will not be liable to Exhibitor for any refunds or in any other manner for the seizure of allegedly infringing works, or for the closure of a booth based on claims of copyright infringement. Exhibitor agrees to indemnify and hold management harmless from any damages, costs, expenses, including reasonable attorney’s fees, judgments and/or settements which management incurs as a result of claims that Exhibitor is selling infringing items.

21. Restrictions. Signage, tables, table covers, lights, and chairs for the Expo must be show standard. No outside furniture, tables, chairs, or lights will be permitted at the Expo. Exhibitor may use personal table covers if material is flameproof and meets all fire codes. Displays, storage units or similar furnishings will not be allowed without prior written approval by Expo Management. No Exhibitor will be allowed to mount, display or post non-uniform signage without prior written approval. Non-approved printed material and posters are not permitted at the Expo.

22. Applicable Law. This Contract shall be governed by the laws of the city of Washington, DC, and the United States of America without application of its conflict of laws principles. Any suit relating to this Contract shall be instituted in a state or federal court in the District of Columbia and the parties submit to the jurisdiction of any such court.

23. Assignment. This Contract cannot be assigned, in whole or in part, without the written approval of Expo Management.

24. General Remarks. Special Exhibition badges must be worn by Exhibitor’s staff at all times. All verbal agreements, individual permits and special arrangements must be confirmed in writing.

No food will be allowed outside the designated eating areas. Violation of the rules can lead to Exhibitor expulsion.

No signs or banners extending beyond the limit of an Exhibitor’s booth will be allowed unless confirmed in advance and in writing by Expo Management.

Exhibitor acknowledges and agrees that Expo Management makes no representation or warranties with respect to the number or demographics of exhibition attendees.