Exhibitor terms of use

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One National Real Estate
NYC Real Estate Expo & Southeast Real Estate Expo

Last Updated: January 2026

1. Agreement to Terms

By purchasing an exhibitor package for any One National Real Estate event (including NYC Real Estate Expo and Southeast Real Estate Expo), you ("Exhibitor") agree to be bound by these Exhibitor Terms of Use. Please read these terms carefully before completing your purchase.

2. Exhibitor Package and Booth Assignment

2.1 Package Selection

Exhibitor packages include booth space and amenities as described in the package details at the time of purchase. One National Real Estate reserves the right to modify package offerings and pricing at any time.

2.2 Booth Allocation

Booth assignments are made at the sole discretion of One National Real Estate. While we consider preferences, booth location is not guaranteed and is assigned based on availability, payment timing, and event logistics.

2.3 Booth Specifications

Exhibitors must adhere to booth size limitations and setup requirements provided in the exhibitor manual. Any modifications or special requests must be approved in writing by One National Real Estate.

3. Payment Terms

3.1 Payment Schedule

• Full payment is due upon booking unless otherwise arranged
• Payment plans may be available and must be requested in writing
• All payments must be received prior to the event date

3.2 Accepted Payment Methods

We accept credit cards, wire transfers, and company checks. Processing fees may apply to certain payment methods.

3.3 Late Payments

Late payments may result in:

• Forfeiture of preferred booth location
• Cancellation of exhibitor package
• Additional late fees of $100 or 5% of balance due, whichever is greater

3.4 Taxes

Exhibitor is responsible for all applicable sales taxes, VAT, or other governmental charges related to the exhibitor package.

4. Cancellation and Refund Policy

4.1 Exhibitor-Initiated Cancellation

• Cancellations 90+ days before event: Full refund minus $500 administrative fee
• Cancellations 60-89 days before event: 50% refund
• Cancellations 30-59 days before event: 25% refund
• Cancellations less than 30 days before event: No refund

4.2 Event Cancellation by One National Real Estate

If One National Real Estate cancels or postpones an event:

• Full refund of exhibitor fees, or
• Credit toward a rescheduled event or future One National Real Estate event

4.3 No-Show Policy

Exhibitors who fail to occupy their booth space without prior cancellation will forfeit all fees paid with no refund.

5. Setup, Breakdown, and Event Operations

5.1 Schedule Compliance

Exhibitors must adhere to designated setup and breakdown times provided in the exhibitor manual. Early departure or late setup may result in penalties.

5.2 Booth Staffing

Booths must be staffed during all official event hours. Unattended booths may be subject to removal or restrictions at future events.

5.3 Prohibited Items and Activities

The following are prohibited without prior written approval:

• Live animals (except certified service animals)
• Open flames or cooking equipment
• Hazardous materials
• Excessive noise that disrupts neighboring exhibitors
• Distribution of materials outside assigned booth space
• Solicitation of competitive events
• Subletting or sharing booth space without authorization

6. Badge Scanning and Lead Retrieval

6.1 Opt-In Consent Requirement

Exhibitors may only scan attendee badges when the attendee explicitly consents to the scan. Attendees have the right to decline badge scanning at any time.

6.2 Data Shared Through Badge Scanning

When an attendee consents to a badge scan, the following information may be shared with the Exhibitor:

• Name and job title
• Company name
• Email address
• Phone number (if provided)
• Mailing address (if provided)
• Any additional information the attendee included during registration

6.3 Exhibitor Obligations Regarding Scanned Data

Exhibitors agree to:

• Use scanned data solely for business-to-business follow-up purposes
• Not sell, rent, or share scanned attendee data with third parties
• Implement reasonable security measures to protect attendee data
• Honor opt-out requests from attendees promptly
• Delete scanned data within 24 months of the event unless ongoing business relationship exists
• Comply with all applicable data protection laws (including GDPR, CCPA, etc.)

6.4 Prohibited Use of Badge Scanning

Exhibitors may not:

• Scan badges without explicit attendee consent
• Use deceptive practices to obtain badge scans
• Add scanned contacts to email lists without separate consent
• Share or sell attendee information obtained through badge scanning

6.5 Enforcement

Violations of badge scanning policies may result in immediate removal from the event, forfeiture of all fees, and prohibition from future One National Real Estate events.

7. Insurance and Liability

7.1 Insurance Requirements

Exhibitors are strongly encouraged to maintain:

• General liability insurance with minimum coverage of $1,000,000
• Property insurance covering booth materials and merchandise
• Workers' compensation insurance if applicable

7.2 Exhibitor Liability

Exhibitor assumes full responsibility for:

• Injury to Exhibitor's employees or representatives
• Damage to or loss of Exhibitor's property
• Claims arising from Exhibitor's products, services, or booth operations

7.3 Indemnification

Exhibitor agrees to indemnify and hold harmless One National Real Estate, its officers, employees, and agents from any claims, damages, or expenses arising from:

• Exhibitor's booth operations
• Products or services displayed or sold
• Acts or omissions of Exhibitor or its representatives
• Violation of these terms

7.4 Limitation of Liability

One National Real Estate's total liability to Exhibitor shall not exceed the amount paid by Exhibitor for the exhibitor package. One National Real Estate is not liable for:

• Lost business opportunities or revenue
• Damage to booth materials during transport or storage
• Theft of Exhibitor property
• Utility disruptions or technical failures

8. Photography, Video, and Media Rights

8.1 Event Photography and Filming

One National Real Estate and its authorized media partners will photograph and film the event, including exhibitor booths and representatives.

8.2 Commercial Use Rights

By participating as an Exhibitor, you grant One National Real Estate perpetual, royalty-free rights to use photographs, videos, and recordings featuring your booth and representatives for:

• Marketing and promotional materials
• Event recap videos and photo galleries
• Social media content
• Website content
• Future event promotion

8.3 Opt-Out Limitations

Due to the nature of trade show photography, individual opt-out from event photography is not feasible. If you have specific concerns, please contact us before the event.

9. Intellectual Property

9.1 Exhibitor Materials

Exhibitor retains ownership of all trademarks, logos, and materials displayed in their booth.

9.2 Event Branding

Exhibitors may reference their participation in One National Real Estate events in marketing materials but may not:

• Imply official partnership or endorsement beyond exhibitor status
• Use One National Real Estate logos without written permission
• Create derivative works using event branding

9.3 Content Submissions

Any materials submitted to One National Real Estate (photos, testimonials, etc.) grant One National Real Estate a non-exclusive license to use such materials for promotional purposes.

10. Data Collection and Privacy

10.1 Information We Collect

When you register as an Exhibitor, we collect:

• Company name and contact information
• Billing information
• Exhibitor representative names and contact details
• Booth preferences and requirements

10.2 How We Use Your Information

We use Exhibitor information to:

• Process your exhibitor package purchase
• Communicate event details and updates
• Send promotional content about future One National Real Estate events
• Improve our events and services
• Generate anonymous analytics

10.3 Marketing Communications

By registering as an Exhibitor, you consent to receive:

• Event-related communications
• Promotional emails about future NYC Real Estate Expo and Southeast Real Estate Expo events
• One National Real Estate Newsletter and Magazine (if applicable)

You may opt out of promotional communications at any time by using the unsubscribe link in emails or contacting us directly.

10.4 Data Sharing

We do not sell Exhibitor data to third parties. We may share your information with:

• Service providers who assist with event operations (payment processors, venue staff, etc.)
• Other exhibitors only if you consent to badge scanning during events you attend
• Legal authorities if required by law

10.5 Subcontractors and Partners

Our subcontractors and partners are contractually prohibited from selling or misusing your data.

10.6 Data Security and Retention

We implement reasonable security measures to protect your data. We retain Exhibitor information for the duration of our business relationship and as required by law.

11. Conduct and Compliance

11.1 Professional Conduct

Exhibitors and their representatives must:

• Conduct themselves professionally at all times
• Respect other exhibitors, attendees, and venue staff
• Comply with all venue rules and regulations
• Follow all applicable laws and regulations

11.2 Removal for Cause

One National Real Estate reserves the right to remove any Exhibitor or representative for:

• Violation of these terms
• Disruptive or inappropriate behavior
• Illegal activities
• Health or safety violations

Removal for cause results in forfeiture of all fees with no refund.

11.3 Health and Safety Protocols

Exhibitors must comply with any health and safety protocols implemented by One National Real Estate or the venue, including but not limited to COVID-19 measures.

12. Force Majeure

One National Real Estate is not liable for failure to perform obligations due to circumstances beyond our reasonable control, including:

• Natural disasters
• Pandemics or public health emergencies
• Acts of terrorism or war
• Government orders or restrictions
• Venue unavailability
• Strikes or labor disputes

In such cases, One National Real Estate may cancel, postpone, or modify the event format with reasonable notice.

13. General Provisions

13.1 Modifications to Terms

One National Real Estate reserves the right to modify these terms at any time. Exhibitors will be notified of material changes, and continued participation constitutes acceptance of modified terms.

13.2 Entire Agreement

These terms, along with the exhibitor package details and exhibitor manual, constitute the entire agreement between Exhibitor and One National Real Estate.

13.3 Severability

If any provision of these terms is found invalid or unenforceable, the remaining provisions remain in full effect.

13.4 Assignment

Exhibitors may not assign or transfer their exhibitor package without written consent from One National Real Estate.

13.5 Governing Law

These terms are governed by the laws of [Your State/Jurisdiction], without regard to conflict of law provisions.

13.6 Dispute Resolution

Any disputes arising from these terms shall be resolved through:

1. Good faith negotiation
2. Mediation (if negotiation fails)
3. Binding arbitration in [Your City/State]

13.7 Contact Information

For questions about these Exhibitor Terms of Use, please contact:

One National Real Estate
[Address]
[Email]
[Phone]

By completing your exhibitor package purchase, you acknowledge that you have read, understood, and agree to be bound by these Exhibitor Terms of Use.

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