EXHIBITOR AGREEMENT

(Contact: Valerie Brown, Executive Director, vbrown@aiawhv.org (914) 232-7240 for any questions)

It is the understanding by signing up for a booth that the undersigned ‘Exhibitor,’ as a duly authorized representative, enters into an agreement with the AIA WHV Architectural Foundation, Inc., to rent exhibit space:

EVENT: 2026 Design & Technology EXPO
DATE: Friday, March 27, 2026
TIME: 9:30am - 4:40pm Seminars   10:30am - 4:00pm Exhibitor Floor Open CHECK TIME ON FIRST & LAST CLASS AND HAVE FLOOR CLOSE THEN
VENUE:Westchester Marriott, 670 White Plains Road, Tarrytown, NY, 10591

RULES

1. EXHIBIT SPACES WILL BE ASSIGNED IN THE ORDER PAID RESERVATIONS ARE RECEIVED

2. ALL EXHIBIT SPACES ARE ASSIGNED BY AIAWHV, NO BOOTH SHALL BE MOVED THE DAY OF THE EVENT.

3. ALL BOOTHS ARE REQUIRED TO BE SET UP BY THE EXPO FLOOR OPENING

4. ALL BOOTHS ARE REQUIRED TO STAY SET UP UNTIL THE EXPO FLOOR CLOSES

5. NO EXHIBITOR IS ELIGIBLE FOR RAFFLE PRIZES

6. AT NO TIME ARE EXHIBITORS ALLOWED TO DISPLAY OUTSIDE DESIGNATED BOOTH SPACE (EXAMPLE - AISLE)

7. AT NO TIME ARE EXHIBITORS ALLOWED TO ATTACH ANY ITEM/SIGN ON THE WALLS

AGREEMENT OF TERMS, CONDITIONS AND RULES

Exhibitor agrees to observe and abide by the foregoing terms, conditions and rules and by such additional terms, conditions and rules made by AIAWHV from time to time for the efficient or safe operation of the Expo, including, but not limited to, those contained in this application/contract. In addition to AIAWHV’s right to close an exhibit and withdraw its acceptance of this application/contract, AIAWHV in its sole judgment may refuse to consider for participation in future expo an Exhibitor who violates or fails to abide by all such terms, conditions and rules. There is no other agreement or warranty between the Exhibitor and AIAWHV except as set forth in this application/contract. The rights of AIAWHV and the Exhibitor under this application/contract shall not be deemed waived except as specifically stated in writing and signed by an authorized representative of the respective parties.

Exhibit Spaces

Single space: approximately 8’ wide x 8’ deep (6’ long table upon request). Also included: listing in event program and allowance for two (2) exhibitor meals.
Double space: approx. 16’ wide x 16’ deep (6’ long table upon request) and will be assigned preferential locations. Also included: preferred listing in event program and allowance for four (4) exhibitor meals.
Electrical receptacles are available, bring extension cords and fused power strips.  AIA Westchester + Hudson Valley will provide an overall exhibit hall layout conducive to maximizing exposure between participants and exhibitors. 

Set-up / Breakdown

Exhibitor set-up will begin at 9:00 am day of the event. Exhibits must be disassembled and removed from exhibit space at 4:00 pm. Any exhibitors who desire to drop, ship, or store materials must make all necessary arrangements directly with the event venue. All materials not removed by the exhibitor will be considered disposable. Any additional disposal charges will be the responsibility of the exhibitor. 

Common Courtesies

Please show respect for the event and fellow exhibitors. Have set-up complete prior to start, and remain operational until completion of the event unless otherwise directed. Be a good neighbor throughout the event.

Vendor Responsibilities

All advertising/promotion shall be in good taste; (our judgment shall be final.) The facility will not be available to store perishable products for display. Promotional alcoholic beverages are subject to facility approval. Only the designated spaces shall be used for product and service promotion.