Good Roads Exhibitor
Terms and Conditions

Payments and Refunds

To be accepted as an Exhibitor, registration must be completed and payment received in full by Good Roads by December 30, 2024 to receive the Early Bird rate.  Payment must be included with registration. Payments can be made via Visa or Mastercard, EFT or cheque made payable to Ontario Good Roads Association. Full payment is the only way to secure the booth.

  • If an Exhibitor withdraws from its commitment, an administration fee of $100.00 will be charged for the cancellation if notification of withdrawal is given in writing on or before January 31st, 2025.
  • If an Exhibitor withdraws from its commitment after January 31 and before February 3rd, 2025, an administration fee of $800 will be charged for the cancellation. The full fee will be charged if notification of withdrawal is given after February 3rd, 2025.
  • No refunds or credits will be given if you cannot attend the event or send a proxy for any reason, illness, travel cancellations or the like.
  • By applying to be an Exhibitor, you agree to the Terms and Conditions of exhibiting with Good Roads.
  • In order to exhibit with Good Roads, you agree that you are a member in good standing with membership dues paid in full before the tradeshow date.
  • If the event must be cancelled by force majeure, then a full refund will be issued.
  • The early bird deadline ends January 31st, 2025, any bookings after that date will be subject to a $500 late fee.

Cancellation of Contract

Good Roads reserves the right to terminate this contract and to withhold from the Exhibitor possession of the exhibit space if the Exhibitor fails to comply with the terms and conditions described herein.

Damages

Good Roads is not and shall not be liable for any damages, whether direct, indirect, general, special, consequential or otherwise, to the Exhibitor, its agents and employees or visitors to its exhibits.

Contract

  1. The application for space, when and if accepted by Good Roads shall constitute a contract between the Exhibitor and Good Roads. The terms include the terms and conditions included in this package.
  2. Good Roads will honour location requests but reserves the right, if necessary, to amend and modify up to and including the day of the Trade Show.
  3. Booths will be sold on a first come, first served basis with priority going to exhibitors who have participated in Good Roads Conference events in the past.
  4. Good Roads may delegate the organization of the Conference Exhibit/Trade Show to a third-party organizer who shall act on Good Roads’ behalf.

Qualifications to Exhibit

The purpose of the Trade Show is to provide information and networking for products and services of interest to the attendees of the Conference. Good Roads reserves the right to remove, decline, or prohibit any exhibit which, in its opinion is not suitable to or in keeping with the character of the exhibition. You must be a current member in good standing with Good Roads and member dues paid in full prior to exhibiting.

Exhibitor Obligations

  • The Exhibitor shall refrain from any conduct that would detract from the image of integrity or professionalism of Good Roads.
  • The Exhibitor shall make reasonable effort to minimize conflicts between events which may be hosted by the Exhibitor and the Annual Conference’s scheduled activities.

Sub-License of Space 

The Exhibitor shall not sub-license transfer or apportion any part of its allotted space unless specifically approved by Good Roads, shall not exhibit or permit to be exhibited in its space any merchandise nor part of its own regular products, and shall not exhibit any advertising material not directly pertaining to the products or services being exhibited.

Non-Delivery of the Building 

Good Roads will not be liable for failure to deliver the space in the event of the building becoming unavailable through fire, act of God, public enemy, strikes, the authority of the law or any other cause beyond its control.

Security

Security will be hired for the Sunday and Monday nights of the trade show. This is not an insurance policy. Exhibitors are advised to contact their business insurance agent for appropriate coverage. Good Roads assumes no responsibility or liability for theft, losses or damages, however caused.

Code of Conduct for Exhibitors

Good Roads is committed to the highest standard of respect and dignity at all of its events. All exhibitors, delegates, speakers, sponsors, volunteers, and staff at the 2025 Annual Conference and Tradeshow must comply with Good Roads’ Code of Conduct. The code mandates that attendees conduct themselves in a safe and welcoming manner – free from harassment or discrimination. This core ethical standard applies to all facets of the Conference, including social events, study tours, workshops, plenaries, meetings, exhibitor tradeshow, and social gatherings where delegates, exhibitors, sponsors, speakers, volunteers, and staff are in attendance.

Photography Consent

On occasion, you may be photographed, video-taped, or audio-taped in connection with Good Roads/Ontario Good Roads Association (OGRA) activities. As a participant of the 2025 Conference , you agree that Good Roads/OGRA is the sole owner of all rights in and to the resulting photographs, video footage and recordings, for all purposes related to Good Roads business (both now and in the future). Good Roads may use your name and likeness in advertising and promotional materials. Participants shall receive no compensation or royalties for appearance in any materials.

Name badges must be worn at all times.