Luxe Wed Experience Inc Exhibitor Agreement – FINAL June 2025 Edition

Exhibitor Summary – Key Dates, Deliverables & Terms

Please refer to the full agreement for detailed terms and conditions.

Luxe Wed Experience Inc Exhibitor Agreement – Terms and Conditions

Agreement & Execution

By signing below or submitting this agreement electronically via our registration portal, the Exhibitor agrees to the terms and conditions outlined in this Agreement. A completed copy must be submitted to Luxe Wed Experience Inc. to confirm participation.

Accepted by Luxe Wed Experience Inc.:

Luxe Wed Experience Inc: Exhibitor Agreement
Terms and Conditions of Participation

Definitions

For the purposes of this Agreement, the following terms shall have the meanings set forth below:
1. “Exhibitor”: The company, organization, or individual that has signed this Agreement to exhibit products, services, or materials at Luxe Wed Experience Inc.
2. “Luxe Wed Experience Inc”: The event organizer, responsible for the planning, organizing, and management of the Luxe Wed Experience Inc, including all show regulations and requirements.
3. “Event”: The Luxe Wed Experience Inc exhibition event, including all related activities, held at the specified venue on the agreed-upon dates.
4. “Booth Space”: The area assigned to the Exhibitor for the purpose of exhibiting products, services, or materials during the event. This space will be determined by Luxe Wed Experience Inc based on the Exhibitor’s booking and show requirements.
5. “Agreement”: This document, including all terms, conditions, and provisions that govern the Exhibitor’s participation in Luxe Wed Experience Inc.
6. “Show Regulations”: All rules and guidelines established by Luxe Wed Experience Inc for the operation and conduct of the event, including any changes, amendments, or additions made by Luxe Wed Experience Inc.
7. “Venue”: The location where Luxe Wed Experience Inc is held, as specified in the event details, including but not limited to the event hall, exhibition space, and surrounding areas used for the event.
8. “Event Dates”: The dates on which Luxe Wed Experience Inc is scheduled to take place, including setup, event, and teardown days.
9. “Event Management”: Luxe Wed Experience Inc, its employees, agents, contractors, and any other personnel responsible for managing and organizing the event, including enforcing the terms of this Agreement.
10. “Deposit”: The non-refundable payment made by the Exhibitor to secure their booth space at Luxe Wed Experience Inc, as outlined in the payment terms.
11. “Final Payment”: The remaining balance due from the Exhibitor to Luxe Wed Experience Inc for the booth space, after the deposit has been paid.
12. “Subletting”: The act of assigning, renting, or allowing another party to use the Exhibitor’s assigned booth space for any reason, including displaying materials, products, or promotional content.
13. “Force Majeure”: An unforeseeable event or circumstance, such as a natural disaster, fire, strike, or government-imposed restrictions, that prevents either Luxe Wed Experience Inc or the Exhibitor from fulfilling their contractual obligations.

Terms and Conditions

1. Proof of Insurance

The Exhibitor is required to provide proof of insurance coverage (min $1m for public) that meets the guidelines established by Luxe Wed Experience Inc. This insurance should cover liability for any damage to property, injury, or accidents that may occur during the event. Without valid proof of insurance, Luxe Wed Experience Inc reserves the right to refuse the Exhibitor’s participation in the event. Insurance coverage must be submitted no later than Monday 1st September 2025. The Exhibitor assumes full responsibility for any loss, damage, or injury arising from their presence at the Show. Failure to provide proof of insurance by the specified deadline will result in the Exhibitor being excluded from the event, and all payments made to Luxe Wed Experience Inc will be forfeited.

2. Provided Booth Setup

Luxe Wed Experience Inc will provide each Exhibitor with a basic draped backdrop, side railings where required, and a white vinyl-wrapped floor for the booth at no charge. Vendors are responsible for supplying their own signage, display materials and any additional booth furniture, including tables, chairs, lighting, and other display accessories, must be arranged and paid for directly by the Exhibitor. Exhibitors may optionally purchase a printed floor logo for an additional $85 + HST. Logo files must be provided by Monday, September 8, 2025, in a clean, high-resolution format. Luxe Wed Experience Inc. is not responsible for logos that are blurry, distorted, or submitted in incorrect formats. No logos will be provided if the file does not meet quality standards.

Exhibitors are responsible for ensuring their booth is fully equipped and operational before the start of the event. Failure to arrange the necessary booth setup or comply with the booth requirements by the setup deadline may result in penalties, including exclusion from the event or the Exhibitor being charged additional fees for last-minute accommodations.

3. Booth Presentation & Staffing

Exhibitors must always maintain staffing at their booths during the event hours (11:00 AM – 5:00 PM). Setup must be complete by 10:45 AM. Dismantling or early departure is prohibited. All displays must remain within the assigned footprint and comply with height restrictions (8’ back walls, 3’ sides) and all other show specifications. Exhibitors must maintain a clean and professional booth appearance throughout the event. Exhibitors are expected to present their booths in a polished and professional manner consistent with the upscale and high-quality aesthetic of Luxe Wed Experience Inc. Booths should reflect intentional design, attention to detail, cleanliness, and brand consistency. Lux Wed Experience reserves the right to request improvements or adjustments if a booth does not meet these standards. Show doors will open promptly at 11:00 AM. Luxe Wed Experience Inc reserves the right to remove or alter any exhibits that violate these regulations or disrupt the event. All exhibits, materials, and equipment must be removed from the venue by the designated move-out time. Failure to comply with staffing or dismantling regulations will result in a fine, and Luxe Wed Experience Inc reserves the right to withhold any exhibitor’s future participation in the event. Exhibitors may also incur additional fees for late removal of materials.

4. Electrical Services

The Exhibitor is responsible for providing and paying for all electrical requirements for their booth, including any wiring, outlets, or power sources. All electrical services must be purchased and supplied directly through Luxe Wed Experience Inc. Any electrical equipment used must be approved by CSA or an equivalent provincial power authority. Exhibitors must submit electrical service orders by Monday 1st September 2025 to ensure that their needs are met and are responsible for any costs associated with electrical usage.

Failure to submit electrical service orders on time may result in Luxe Wed Experience Inc being unable to accommodate the Exhibitor’s power requirements, causing the Exhibitor to lose access to necessary electrical services at the event, without any reimbursement or compensation.

5. Load-In and Load-Out Procedures

Load-in for large booths begins at 5:00 PM on September 13. General load-in for all vendors for all vendors who do not fall under the large booth category is from 7:00 AM to 10:00 AM on September 14. All booths must be set up by 10:45 AM. Load-out begins at 5:00 PM sharp. Vendors requiring loading dock access must notify Show Management in advance to reserve a time slot. Vendors with large booth installations or complex setups may request extended setup time on the evening of September 13. These requests must be submitted in advance and will be considered based on availability. Evening setup is not guaranteed for all vendors and is reserved for those with approved needs.

6. Signage, Advertising & Conduct

No signage or advertising may be displayed outside of an Exhibitor’s assigned booth space. Promotional materials must be tasteful and professional. Exhibitors may not promote third-party businesses. Luxe Wed Experience Inc. may use Exhibitor names, logos, and brand elements in event marketing. Exhibitor use of Luxe Wed branding requires prior approval.

Luxe Wed Experience may photograph and record portions of the event for promotional, archival, or commercial use. This includes general footage and imagery of the event space, booths, and interactions.

Exhibitors who do not wish to be photographed or recorded, or who wish to limit the use of their image, booth, or brand in any promotional media, must submit a written opt-out request no later than seven (7) days prior to the event.

Opt-out requests must be sent via email to: info@luxewedexperience.ca with the subject line: “Media Opt-Out Request – [Company Name]”. Luxe Wed Experience will make reasonable efforts to accommodate such requests, though full exclusion from all media coverage cannot be guaranteed in group or crowd shots.

Failure to submit an opt-out request by the deadline will be deemed as acceptance of potential inclusion in event-related media.

7. Subletting of Booth Space

Exhibitors are not allowed to sublet, assign, or share their booth space with any other party without the prior written consent of Luxe Wed Experience Inc. The Exhibitor may not display or distribute literature, promotional materials, or products from any company or third party without written approval.

Violation of this clause, including unauthorized subletting or unauthorized promotional activity, will result in immediate expulsion from the event. The Exhibitor will be subject to expulsion from the event, forfeiture of booth fees, and potential legal action with no refund of booth fees. Luxe Wed Experience Inc reserves the right to reassign the booth to another vendor.

8. Music & Media Policy

Use of music in booth displays must comply with SOCAN/Re:Sound licensing. No photography or videography of other vendors’ displays without written permission from Show Management.

9. Professional Conduct

All Exhibitors and staff must conduct themselves in a respectful and courteous manner toward attendees, staff, and fellow vendors. Show Management reserves the right to remove any Exhibitor for inappropriate conduct without refund.

10. Adherence to Show Regulations

The Exhibitor agrees to abide by all show regulations and rules that may be adopted by Luxe Wed Experience Inc for the benefit of the event. Luxe Wed Experience Inc reserves the right to amend and enforce any new rules or regulations that it deems necessary. These amendments may be implemented prior to, during, or after the event. The Exhibitor agrees that Luxe Wed Experience Inc has the final decision on all matters relating to the interpretation and enforcement of these rules.
Failure to comply with event regulations may result in fines, removal of the Exhibitor’s materials, or expulsion from the event, at Luxe Wed Experience Inc’s sole discretion. Luxe Wed Experience Inc reserves the right to withhold any future participation from the Exhibitor.

11. Liability and Indemnification

The Exhibitor assumes full responsibility for any loss, damage, or injury caused by their actions or display during the event. The Exhibitor will indemnify and hold Luxe Wed Experience Inc, its employees, agents, contractors, the venue owner, and their respective agents harmless from any claims, damages, or liabilities arising from their participation. This includes, but is not limited to, damage to property, bodily injury, or any other harm caused by the Exhibitor’s display, products, or actions. Exhibitors should ensure that their displays are safely constructed and secure.
If any loss, damage, or injury occurs due to the Exhibitor’s negligence, the Exhibitor will be responsible for all related costs and indemnify Luxe Wed Experience Inc. If damages result in a delay or interruption to the event, the Exhibitor may be liable for additional compensation to Luxe Wed Experience Inc and the event’s other participants.

12. Use of Luxe Wed Experience Inc Branding

The Exhibitor is authorized to use the Luxe Wed Experience Inc logo solely for the purpose of promoting their participation in the event. The logo cannot be used in any manner that implies endorsement or partnership with Luxe Wed Experience Inc or its affiliates. The Exhibitor must adhere to any logo usage guidelines provided by Luxe Wed Experience Inc. Any unauthorized use of the logo or misrepresentation of affiliation with Luxe Wed Experience Inc will result in removal from the event.

13. Shipping and Goods Handling

All goods and materials shipped to the venue must be clearly marked with the Exhibitor’s name and booth number. Exhibitors are responsible for any shipping charges incurred, and Luxe Wed Experience Inc will not accept packages with shipping charges payable upon arrival. Luxe Wed Experience Inc will not be held liable for any loss or damage to goods before, during, or after the event. Exhibitors are encouraged to arrange for adequate shipping insurance for their materials.
Failure to follow shipping guidelines may result in delayed or lost shipments, with no liability on Luxe Wed Experience Inc. Exhibitors must bear the cost of reshipping or replacement of goods.

14. Exhibit Dismantling and Removal

Exhibitors must not dismantle their booths or remove any goods until the event has officially ended, as this is a public health and safety risk. Failure to comply with this rule may result in penalties.

At the time of clear up, exhibitors must fully clear their booths and remove all materials from the venue by the final move-out time. Luxe Wed Experience Inc reserves the right to charge for additional costs incurred if the booth is not removed in the specified timeframe.
Failure to remove materials by the specified time may result in a fine, and Luxe Wed Experience Inc reserves the right to charge the Exhibitor for any additional time or resources used to dismantle the booth.

17. Event Rescheduling or Cancellation by Luxe Wed Experience Inc

(a) Luxe Wed Experience Inc reserves the right to change the event date(s) at its sole discretion. In the event of such a change, Exhibitors will be notified, and the event will be rescheduled at Luxe Wed Experience Inc’s discretion. In the event of rescheduling, all fees paid will be applied to the next event or equivalent offering, at the discretion of Luxe Wed Experience.
(b) Luxe Wed Experience Inc will not be held liable for any failure to perform due to circumstances beyond its control, including but not limited to fire, storm, pandemic, strikes, or governmental restrictions. If the event cannot proceed due to these circumstances, the Exhibitor will not be entitled to a refund or reimbursement for expenses incurred, nor will they be held as credit for future events.

18. Cancellation by Luxe Wed Experience Inc

Luxe Wed Experience Inc reserves the right to cancel this Agreement if the Exhibitor fails to comply with any material conditions outlined in this contract, including failure to adhere to event rules and regulations. In such cases, the Exhibitor will forfeit all paid booth fees and will not be entitled to any refund.
Failure to comply with the contract may result in cancellation of the Exhibitor’s participation without refund, and Luxe Wed Experience Inc reserves the right to reassign the booth space to another vendor.

15. Payment Terms

A 50% non-refundable deposit is due upon signing. The remaining 50% is due no later than Monday 1st September 2025. If an Exhibitor books after this day, full payment is required upon booking and must be cleared by September 12, 2025. Booth space is not confirmed until full payment is received.

16. No Refund Policy

All payments made are non-refundable. No exceptions will be made for cancellations, no-shows, or changes after August 15, 2025.

19. Cancellation by Exhibitor

Cancellation Policy:
•              Deposit: The Exhibitor agrees to pay a deposit of 50% upon signing this contract. This deposit is non-refundable.
•              Full Payment Due Date: Full payment of the booth space must be made by Monday 1st September 2025
•              Cancellations will not entitle exhibitor to any refund, including the deposit. Luxe Wed Experience Inc may reassign the booth space to another vendor and will still require the Exhibitor to make full payment.
•              Any changes to the size or location of the booth after Monday 1st September 2025 will not be eligible for a refund.

20. Union and Labour Agreements

The Exhibitor agrees to comply with all union contracts and labour agreements in place at the event venue. Exhibitors are also responsible for adhering to local and national labour laws in effect during the event. Any union or labour-related restrictions affecting the setup or operation of the booth must be followed.
Failure to comply with union and labour regulations may result in removal of the booth or additional costs for non-compliance.

21. Change of Booth Space

Luxe Wed Experience Inc reserves the right to alter or change the booth space assigned to the Exhibitor if outside of our control such as instruction by venue, health and safety or public safety (too name a few). If such changes are made, Luxe Wed Experience Inc will make reasonable efforts to provide a space of similar size and value. Exhibitors will be notified promptly of any changes to their booth location.

22. Food and Beverage Policy

The sale of food or beverages by Exhibitors is strictly prohibited. However, Exhibitors may provide complimentary samples if a Food and Beverage Sampling Form is completed and approved by Luxe Wed Experience Inc. All food handling must comply with applicable health and safety regulations.

23.Bridal Lead List Usage

Exhibitors who receive the Bridal Lead List must comply with all applicable laws, including CASL (Canada’s Anti-Spam Legislation) and PIPEDA (Personal Information Protection and Electronic Documents Act). The list may only be used to promote the Exhibitor’s services. No sharing, selling, or third-party use is permitted.The Exhibitor is responsible for ensuring their practices comply with applicable privacy laws regarding data protection and consent.

24. Limitation of Liability and Indemnification

The Exhibitor agrees to fully indemnify, defend, and hold harmless Luxe Wed Experience Inc, its partners, officers, employees, agents, contractors, the event venue, and any third-party vendors (“Indemnitees”) from and against any and all claims, damages, losses, liabilities, expenses, and costs (including legal fees) arising out of, related to, or in connection with:
•              Any act, omission, or negligence of the Exhibitor, its employees, agents, contractors, or representatives during the event, including but not limited to the setup, dismantling, and operation of the booth.
•              Any breach of the Exhibitor’s obligations, representations, or warranties under this Agreement.
•              Any misrepresentation, misunderstanding, or ambiguity by the Exhibitor related to the terms of this Agreement, or the Exhibitor’s failure to comply with Luxe Wed Experience Inc’s regulations and event requirements.
•              Any third-party claims or damages arising from the Exhibitor’s products, services, actions, or behavior, including but not limited to injury to persons or property, intellectual property infringement, or defamation.
•              All liability, damages, claims, or losses arising from the Exhibitor’s participation, including but not limited to those involving the venue, parking, load-in and load-out processes, or any other activities outside the event premises, including parking areas, access roads, and adjacent spaces.
Luxe Wed Experience Inc is not responsible for any injuries, damages, or losses that occur during the event, before or after the official event hours, or in areas not designated as the event premises. This includes, but is not limited to, injuries or damage to the Exhibitor, their employees, agents, contractors, materials, products, or property occurring during the setup, tear-down, load-in, load-out, or while parked on or near the premises.

25. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the Province of Quebec and the applicable federal laws of Canada. The parties agree to submit to the exclusive jurisdiction of the courts located in the Province of Quebec for any disputes arising out of or relating to this Agreement.

Luxe Wed Experience Inc

26. Agreement and Execution

By signing below, the Exhibitor agrees to the terms and conditions outlined in this Agreement. A signed copy must be returned to Luxe Wed Experience Inc. to complete registration.

Exhibitor Name: ___________________________________________

Authorized Representative Signature: ___________________________

Date: ___________________

Accepted by Luxe Wed Experience Inc.:

Name: ___________________________________

Title: ____________________________________

Signature: ________________________________

Date: ___________________