The following represents the Hope for the Heart (HFTH) Disclaimer and Terms of Service for the 2024 Hope Together Conference. HFTH is also the “umbrella” organization/legal entity for the International Christian Coaching Institute (ICCI), the Hope Together Conference (HTC), and the Hope Together Network, LLC (HTN). The ensuing terms govern all registered and approved EXHIBITORS and SPONSORS. Please read these terms carefully.

Exhibitor and Sponsor Fees. Exhibitor and Sponsor participation in the conference event is contingent upon Exhibitor or Sponsor having paid in full all applicable fees set forth in the Exhibitor and Sponsor Prospectus.

Exhibitor/Sponsor Check-in. Check-in will be handled at the event main registration. Exhibitors and Sponsors should check-in as soon as they arrive onsite. Exhibitors and Sponsors will receive their event packets, which will include badges and nametags, booth/table location, and general conference information.

Installation and Dismantling of Exhibits. Installation of exhibits will be specified in the confirmation information mailed prior to the conference. Exhibitors and Sponsors agree to abide by installation and dismantling times. HFTH reserves the right to remove, at the Exhibitor’s or Sponsor’s expense, any exhibit and/or resource materials in the exhibit area belonging to said Exhibitor or Sponsor after the specified dismantling time has passed.

Prohibitions: Subleasing and assigning of displays or part of a display, is not permitted. Exhibits, signs or displays are prohibited in any of the public rooms or elsewhere on the premises of the hosting facility unless expressly approved by HFTH. Aisle space may not be used for exhibit purposes, displays, and signs, or generally for solicitation or distribution of cards, brochures, circulars, samples, etc., of other promotional materials.

Sound Devices: The use of sound devices, megaphones, loudspeakers or undignified methods of attracting attention is prohibited and where such methods interfere with other Exhibitors or Sponsors.

Copyright and Licensing. Proper license agreements and intellectual property rights for all music, displays, graphics, and any other proprietary materials used by Exhibitors and Sponsors during the event are the sole responsibility of Exhibitors and Sponsors. Exhibitors and Sponsors will defend, indemnify and hold harmless HFTH for all losses or claims arising from the use of music, displays, graphics, and any other materials used by the Exhibitor or Sponsor during the event.

Food, Alcohol, and Catering. Marriott Dallas Allen Hotel & Convention Center is the exclusive provider of food, beverage, and catering services within the conference venue. Any and all food and beverage must be ordered and distributed by the venue. The use and presence of alcohol in the exhibit area and/or event meeting and training rooms is strictly prohibited.

License of Exhibitor and Sponsor Materials. Exhibitors and Sponsors grant to HFTH a nonexclusive and worldwide license to use, store, reproduce, publish, distribute, and display Exhibitor’s or Sponsor’s image, branding, marketing materials, trademarks, and other materials used or displayed at the Event. Exhibitors and Sponsors agree to allow HFTH to use their respective photographs, branding, marketing materials, trademarks, and other materials used or displayed at the event in HFTH-related publications, displays, conference apps, etc.

Promotional Deadlines. If a promotional/sponsorship package is purchased and Sponsor then fails to deliver to HFTH any required materials needed for such a promotion, so that a deadline for inclusion in any such promotion is missed, and this results in the Sponsor not being included in such promotion, HFTH will not be liable to Sponsor in any manner, and HFTH shall not be obligated to provide Sponsor with any refund for any such missed deadline or with any credit for any future event and/or promotion.

Registration Authorization. By registering, Exhibitors and Sponsors represent and warrant that the registering agent is at least eighteen (18) years of age and not a minor in their state of residence, and that, if they are executing an Exhibitor or Sponsor registration and any other part of the Exhibitor or Sponsors agreements on behalf of an entity, they have been duly authorized to so act by such entity. HFTH reserves the right to modify their policies regarding Exhibitors or Sponsors at any time upon notice.

Force Majeure. HFTH may postpone or terminate the conference or any of its obligations hereunder without penalty in the event the venue becomes unavailable, is destroyed or damaged, or if it becomes inadvisable, impracticable, illegal, or impossible to hold the conference as scheduled due to any event beyond the control of HFTH or the venue. In such an event, Exhibitors and Sponsors hereby waive any and all damages and claims for damages and agree that the sole liability of HFTH shall be to refund to Exhibitors and Sponsors all payments made for exhibit space and/or sponsorship, less a proportionate share of all expenses incurred and committed by HFTH, such as, but not limited to, advertising, venue fees, etc., to the extent any monies remain after payment of such expenses.

Cancellations and Refunds. Cancellations for exhibitors or sponsors are fully refundable if submitted in writing at least 60 calendar days prior to the event. If an Exhibitor or Sponsor advertisement has already been listed in conference materials, no refund will be given.

Liability Insurance. Exhibitors and Sponsors shall, at their sole cost and expense, procure and maintain comprehensive general liability insurance against claims for bodily injury or death and property damage occurring in or upon or resulting from the conference venue. Such insurance shall include contractual liability and product liability coverage, with combined single limits of liability of not less than a minimum of $1,000,000 (on million U.S. Dollars) per occurrence and a minimum of $2,000,000 (two million U.S. dollars) aggregate coverage. Such insurance shall further name HFTH as an additional insured. A Certificate of Insurance (COI) must be produced by Exhibitors or Sponsors 30 days prior to the event. Please send the COI to the email shown in the Notices section. 

Indemnification and Limitation of Liability. Exhibitors and Sponsors agree to protect, save, and forever indemnify and hold harmless HFTH, and their directors, officers, representatives, employees, and agents, against all third party claims, and from any and all damages or charges imposed for violation of any law or ordinance, whether occasioned by the negligence of the Exhibitor or Sponsor, or the representatives, agents, or employees of the Exhibitor or Sponsor, or those persons acting under the express or implied authority of the Exhibitor or Sponsor. Exhibitors and Sponsors also assume full responsibility and liability for all injuries to any and all persons or property caused by the Exhibitor or Sponsor, their agents, representatives, or employees. Exhibitors and Sponsors also agree to comply with all applicable terms, conditions, rules, and regulations of the hosting facility and HFTH. Exhibitors and Sponsors further assume complete responsibility and liability for all loss, damage, or destruction of property of the Exhibitor or Sponsor, its employees, agents, and guests and HFTH, the hosting facility, or any officer, agent, or employee thereof will not be liable for any loss, damage, or destruction of Exhibitor’s or Sponsor’s property from theft, fire, accident, or any other cause. Said responsibility for loss, damage, or destruction is solely that of Exhibitors and Sponsors, including without limitation, any damages resulting from interruption of business, loss of use, loss of profits, or loss of business.

Breach of Terms. If Exhibitors or Sponsors, their employees and/or agents breach these Terms, HFTH may terminate the Exhibitor’s or Sponsor’s right to occupy space at the event, at which time the Exhibitor or Sponsor agrees to close and remove its exhibit from the Exhibit Hall as soon as possible, without disruption of the event. If Exhibitors or Sponsors do not promptly close their exhibit in accordance with such notice, HFTH may re-enter and take possession of the space occupied by the Exhibitor or Sponsor at the event, and may remove all persons
and property at the Exhibitors or Sponsor’s risk. Exhibitors or Sponsors shall pay all expenses and damages incurred by HFTH with respect to any breach of these Terms, and HFTH may retain any and all amounts paid by Exhibitors or Sponsors to HFTH to participate in the event. Sanctions for noncompliance with these Terms may
also include, ineligibility to exhibit at or attend any future HFTH events.

Dispute Resolution; Governing Law and Venue. Any controversy or claim arising out of or relating to these Terms, or breach thereof, shall first be discussed informally for an amicable settlement between the parties and should that not succeed, the parties shall attempt to resolve the matter by mediation. Should mediation not resolve the matter, it shall be settled by binding arbitration in the State of Texas in accordance with the commercial arbitration rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof. The exclusive jurisdiction and venue for any claims relating to these Terms that are not subject to arbitration for any reason shall be the state, superior, or federal courts of competent subject matter jurisdiction located in Dallas, Texas. Exhibitors and Sponsors hereby submit to the personal jurisdiction of said courts. These Terms will be governed by and construed in accordance with the applicable laws of the State of Texas, without regard to conflicts-of-laws principles. The parties hereto agree that the right to a trial by jury shall be waived regarding any and all claims related to this agreement.

Notices. All communications hereunder shall be in writing and shall be sent by postal mail to Hope for the Heart at the following address: P.O. Box 7, Dallas, Texas, 75221, with a copy by email to: [email protected], and to Exhibitors or Sponsors using the contact information given in the event registration; provided however, that during the event, such communications may be delivered by hand to an authorized representative of Exhibitor or Sponsor, or to HFTH, as the case may be.

Hope for the Heart reserves the right, at its sole discretion, to approve all Exhibitor or Sponsor content including, but not limited to, exhibit elements, resource content, signage and messaging, advertising and promotional slides/videos, etc. All visual placements will be shown in the order chosen by Hope for the Heart.

By signing the Exhibitor or Sponsor Agreement, Exhibitor or Sponsor acknowledges that they have read, understand, and agree to all the above Terms and Conditions. Exhibitor or Sponsor further acknowledges that Hope for the Heart is a Christian faith-based entity and that Hope for the Heart reserves the right to deny any Exhibitor or Sponsor registration, if it feels, in its sole discretion, that Exhibitor or Sponsor does not meet the tenets set forth in its Statement of Faith (Please see: https://www.hopefortheheart.org/about/statement-offaith/).