February 24th-26th, 2022
Irving Convention Center | Irving, Texas
LIFE 2022 reserves the right to alter these rules, regulations, and guidelines as deemed necessary.
Liability Waiver/Assumption of Risk
The following terms and conditions of the Living In Freedom Experience Conference and Expo, also known as LIFE 2022 (“Event”), apply to all participants, including (but not limited to) Event staff, contractors, venue employees and their contractors, attendees, exhibitors, sponsors, speakers, entertainers, and other individuals operating within or near the same premises in which the Event is conducted (“Participants”).
This release includes any claims for personal injury, disease, death, property loss or any other loss, including but not limited to claims of negligence and any right to seek damages, including risks related to illness and exposure to infectious diseases, bacteria, and/or viruses of any kind, including COVID-19 (and all variants, “COVID”), as well as injury or death caused by negligence on the part of any Participant(s) (“Assumed Risks”).
Participants acknowledge Assumed Risks and shall indemnify and hold harmless other Participants against claims of illness related to the Event, including (but not limited to) anyone in any party contracting any illness while participating in and/or performing the duties necessary for the Event, risks to their own health and the health of others with whom they may come in contact during or after the Event, including travel specifically to/from the Event.
Participants agree, on behalf of themselves, their heirs and assigns, and anyone who might assert a claim on their behalf, to release, indemnify and hold harmless the Event, the Event venues, Event partners and their respective owners, directors, officers, employees, representatives, heirs and assigns from any and all liability, claims or causes of action that may be released under applicable law arising from or relating to the Assumed Risks.
Specifically, COVID, a highly infectious disease caused by the novel coronavirus, is currently classified as a pandemic by public health authorities. It is associated with severe symptoms including acute respiratory issues, severe damage to lungs and other organs and death. According to the U.S. Centers for Disease Control and Prevention (CDC), COVID is thought to spread mainly from person-to-person, and individuals over age 65 and people of any age who have certain underlying medical conditions are at higher risk for severe illness from COVID. COVID is not fully understood at this time, and understanding of the symptoms, risks and spread of the disease may change over time. Although Event will take all reasonable safety precautions to protect the health of participants, because of the large quantity of Participants expected, the Event cannot guarantee that Participants will not be exposed to COVID during attendance at the Event.
All Participants at Event acknowledge that their participation is completely voluntary and that they understand the dangers of COVID and other Assumed Risks described above.
Large Gathering Rules and Regulations, Face Coverings, Vaccinations
With regards to large gatherings, face coverings, and vaccination requirements, LIFE 2022 will follow the current ordinances as directed by the State of Texas and will consider Texas law as superseding county or municipal law when those laws are not in alignment.
Attendee Registration Cancellation and Transfer Policy
All attendee registrations are transferrable and fully refundable minus a $25 administrative fee prior to six weeks before Opening Day of LIFE 2022. To cancel or transfer a registration, please contact the Convention Registrar at Liberty@LivingInfreedomexperience.com.
Six weeks prior to Opening Day, all attendee registrations are non-refundable, and transfers can be made until four weeks prior to Opening Day by contacting Liberty@LivingInfreedomexperience.com. Transfers are not considered valid unless a transfer receipt is issued and agreed to by LIFE 2022. Transfer approval and receipts will be sent to the email address provided by the original registrant.
If the postponement of LIFE 2022 is necessary due to circumstances beyond LIFE 2022’s reasonable control, such as acts of God, war, acts of domestic terrorism, strikes or similar circumstances, civil disorder in the location where the event is held, government regulations (including pandemic or other Covid-19 restrictions), or curtailment of transportation facilities that make it illegal or impossible to provide or use the venue facilities, then LIFE 2022 will apply registration fees to the rescheduled event. Should there be a virtual or hybrid convention held, a portion of your registration fees can be applied to that event with the remainder going toward the rescheduled subsequent event registration. LIFE 2022 reserves the right to utilize a reasonable period of time to determine when/where the rescheduled event will be, and all registrants will be notified once rescheduling is confirmed.
Rules and Regulations Applicable to all Participants (Attendees, Exhibitors, Sponsors)
Badge Rules and Regulations; Children and Minors
A photo ID is required to pick up your badge at the registration desk. All Participants of any age must wear their individual badge assigned to their name. An adult over 18 must purchase any badges for minors under 18 years of age. Minors under 16 must be accompanied by an adult with an official badge. To maintain utmost safety and security, all badges for attendees 12 and over will be checked against an official photo ID (school, drivers license or similar) at the checkpoint screening location at the entrance of the event. A strict policy of no-reentry to the event floor without clearing the security screening checkpoint will be enforced on all Participants throughout the event. LIFE 2022 may remove from the event, and deny re-entry to, any individual who is found to have sold, lent or otherwise transferred a badge or who uses another individual’s badge to access the event. Children under 12 will not be permitted in exhibit areas during installation and teardown. A US $50 service charge per badge reprint will be applied for lost badges and a photo ID will be required. All badges represent an admission contract between the badge holder and LIFE 2022.
While attire political in nature is allowed, any attire with offensive language, curse words, or gang affiliation will not be allowed at LIFE 2022. “Offensive” is subjective to the LIFE 2022 team.
Video and Photography Policy
Videotaping and hybrid events (including webcams, webinars, streaming video content) are prohibited inside the Expo Hall. Videos and photography may not be taken of any booth or product other than your own.
LIFE 2022 requires payment in full at the time services and/or registrations are ordered. LIFE 2022 will only process payments for services provided by LIFE 2022. Payment for all other services must be submitted tothe appropriate contractor as stated on individual order forms. Exhibitors with outstanding balances will not be permitted to set up their booth onsite.
Method of Payment
LIFE 2022 accepts Visa, MasterCard, American Express, and bank wire transfer**. All payments must be made in U.S. funds drawn from a U.S. bank. Purchase orders are not considered payment.
**A US $30 administrative fee must be added to the total amount of your payment if paying by wire transfer.
Any person who attends a LIFE 2022 convention, conference, seminar or other program grants permission to LIFE 2022, its staff and agents to record his or her visual/audio images, including, but not limited to, photographs, digital images, voices, sound or video recordings, audio clips, or accompanying written descriptions, and, without notifying such person, to use his or her name and such images for any purpose of LIFE 2022, including advertisements for LIFE 2022 and its programs.
LIFE 2022 is a smoke-free event. All smoking, including electronic or vapor cigarettes, is prohibited at LIFE 2022.
Parking at or near the venue in order to attend LIFE 2022 is at the Participant’s own risk. Any garage parking fees and related parking rules and regulations will be the vehicle owner’s sole responsibility. LIFE 2022 is not liable for any theft or damage to vehicles parked in conjunction with LIFE 2022.
Accommodations for Participants with Disabilities
LIFE 2022 relies on the compliance of the Venue to adhere to all required ADA regulations. LIFE 2022 will provide reasonable additional accommodations to individuals with disabilities who make their situation known to LIFE 2022 personnel. Reasonable accommodations are those that do not create an undue hardship on LIFE 2022, change the nature of scheduled events or activities, or pose a safety or health threat to other attendees.
Only trained service animals with proper supervision are permitted at LIFE 2022.
Exhibitor and Sponsor Registration Cancellation and Transfer Policy
Exhibitor and Sponsor registrations are non-transferrable. See below for terms and conditions related to sharing exhibitor spaces.
Booth space and Sponsorship packages may be canceled for a full refund up to twelve weeks prior to Opening Day of LIFE 2022. After twelve weeks and before eight weeks prior to Opening Day of LIFE 2022, a partial refund may be offered, according to the posted schedule per item. After eight weeks prior to Opening Day of LIFE 2022, no refunds are allowed. Please contact the LIFE 2022 team to discuss whether your package is applicable to apply the funds towards future events.
Exhibitor and Sponsor Rules and Regulations
In addition to the badge policies written above, Exhibitor booth personnel and Sponsor personnel must be badged with a proper attendee badge provided within your booth or sponsor package. Exhibitor and Sponsor badges are the basic 3-day pass and do not guarantee access into the Speaker Zone. Upgrades to any other ticket level require a separate ticket purchase.
Use of LIFE 2022 Branding
LIFE 2022 would like to ensure the consistency and accuracy of the Conference name in all literature and invitations. For this reason, we request that when printing or marketing your involvement in LIFE 2022, please refer to the Event by the official name: “Living In Freedom Experience Conference and Expo 2022” or “LIFE 2022: Living In Freedom Experience Conference and Expo.”Exhibitors and Sponsors may use the official LIFE 2022 logo provided to them upon confirmation of the exhibit and/or Sponsorship contract. No modifications or versions of the Event logo not provided by the LIFE 2022 team may be used.
Subletting, assigning or apportioning of any exhibit space is prohibited on the trade show floor unless a Co-Exhibitor agreement has been made. The co-exhibitor agreement permits companies to share a booth space with partners, parent, umbrella, or otherwise allied companies. With the co-exhibitor agreement, you may brand your booth with the co-exhibiting company’s signage, and you will each receive a directory listing in the conference guide as well as a listing on the website. Co-exhibitors will also have the opportunity to sponsor items or events at the conference. Only up to two co-exhibitors may share an exhibit space, regardless of the size of the space. The full cost of the space must be paid on the posted payment deadline, whether covered by one or both parties. Co-exhibitors must be in good standing of LIFE 2022. Co-exhibitors are not allotted additional badges beyond the allotment of three badges per total 10x10 space. Additional badges are available for purchase.
Care of Premises
Exhibitor will be responsible for any damage done to the venue by them, their employees, or agents. Material may not be posted, taped, nailed, screwed, or otherwise affixed to walls, doors, woodwork, or floors or any horizontal or vertical surface within the venue. Stickers, helium balloons and gas tanks are prohibited.
No hanging signs will be permitted at LIFE 2022.
Exhibitor are asked to promote their activities in a tasteful and professional manner. Distributing promotional literature outside the confines of your booth is not permitted. Sponsorship opportunities are available. Please contact the LIFE 2022 Sponsorship team at Liberty@LivingInfreedomexperience.com.
No exhibitor or sponsor may distribute alcohol from their booth or on premises. All alcohol in any LIFE 2022 venue must be served by the official venue caterers and/or bartenders.
Exhibitor personnel may access the Expo Hall one hour prior and one hour after the official Expo Hall hours on non-installation show days. For installation and dismantle hours, see posted move-in/move-out schedule.
Exhibitors may not pack materials or dismantle booths before the official posted conclusion time of LIFE 2022 on Day 3 of the Event.
Staffing of Exhibits
All exhibits must be continuously staffed each day of the Exhibition during those hours when the Exhibition is open to attendees. There will be no exceptions.
Exhibitor Payment Policy
In addition to the payment policies written above, each exhibiting company is ultimately responsible for all charges incurred on its behalf. LIFE 2022 and/or services third parties reserve the right to institute collection action against the exhibitor if the authorized party does not submit payment.
Exhibitor Cancellation Policy
In addition to the cancellation policies written above, upon written notification of booth cancellation, LIFE 2022 will refund and/or adjust the amount charged according to the schedule noted above. LIFE 2022 must receive written notice of cancellation of booth by six weeks prior to Opening Day or the exhibitor will be held liable for the total booth space rental cost regardless of the reason for cancellation, including cancellation due to the failure of an exhibitor to arrive on site. All cancellations of booth spaces requested before six weeks prior to Opening Day will be subject to the applicable cancellation fee as stated on the LIFE 2022 Official Rules & Regulations Contract. Exhibitors who have cancelled prior to submitting their payment will be invoiced and held liable for the cancellation fee as outlined in the schedule above. In addition, booth space for future shows will not be offered until all outstanding invoices have been paid. There will be no refunds or credits for reductions in exhibit size. LIFE 2022 shall not be responsible for shipping charges, construction costs, labor charges or expenses for preparation of exhibits or any other expenses in the event that the Exhibition is postponed or canceled for any reason whatsoever, or in the event that the material fails to arrive.
All requested relocations will be assigned on a first-come, first-served basis.
Arrangement of Exhibits
The space provided will be as shown on the floor plan to the extent possible, but LIFE 2022 reserves the right to change the location of booths if this is deemed to be in the best interest of the exhibition. Failure to comply will result in the issuance of a non-compliance violation.
LIFE 2022 will enforce the LIFE 2022 Display Rules and Regulations for exhibit space concerning height limitations, back walls, side rails, island booths and double decker’s. Exhibitors will be sent the LIFE 2022 Display Rules and Regulations with their ESM.
The Exhibitor shall ship, at its own risk and expense, all articles to be exhibited and agrees to conform to the rules for shipping contained in the ESM.
Booth decorations and construction must conform to the regulations of the Fire Marshal. Flammable or explosive materials may not be used. Cloth and other combustible materials must be flameproof. Packing containers, exhibit materials, excelsior wrapping and similar materials must be removed from the exhibit area and may not be stored under tables or behind displays.
Booth Display Rules
No Banner stands and other signage higher than the 3-foot side drape must be placed 4 feet back in the booth to allow for a clear line of sight to the next booth.
Nothing in the booth may be over 8 feet high (the height of the pipe and drape).
No balloons of any type are allowed in the booth.
No piñatas are allowed in the booth.
No sounds are allowed to entice people to booths or exceed 80 decibels (e.g. horns, whistles, bells, etc.).
No alcohol is allowed in booths.
No giveaways or props may be flown in the exhibit hall (e.g,. paper airplanes, balls.).
Exhibitor photos may not be taken from ladders or any other way that stops the flow of aisle traffic.
Exhibitors may not distribute materials booth-to-booth or outside of their assigned exhibit space.
All side rails must remain up and in place at all times.
Exhibitors must ensure their booth personnel are not blocking aisles when talking with attendees.
No live animals – with the exception of service animals – are allowed in exhibit areas.
The placement of signs, logos, trademarks, and other forms of company identification located within 5 ft of a neighboring display must face into your exhibit space, and must confirm to the maximum height allowed in your booth space configuration.
No multi-story booths are allowed at LIFE 2022.
No hanging signs are allowed at LIFE 2022.
What the Booth Fee Includes:
Three Basic 3-day Exhibitor badges per 10x10 booth.
Online exhibit directory listing, which includes a company description, logo, and website.
Draped 8 ft back and 3 ft side “pipe & drape” walls.
ID sign identifying your company’s name and booth number.
Professional floor management and daily security in Expo Hall.
Online Exhibitor Services Manual.
6 ft table, 2 chairs, and wastebasket
*Flooring is not included but is mandatory in your booth and must be supplied by the exhibitor at the exhibitor’s expense. **Deadlines apply.
If any additional inclusions or exclusions are associated with the booth fee, the language detailed in the “Exhibitor Information and Pricing” page shall supersede the inclusions/exclusions listed on this page.
LIFE 2022 reserves the right to close an exhibitor booth if an organization does not comply with the spirit of these guidelines.
Certificate of Insurance
As a standard requirement for all of our show exhibitors, exhibiting companies must procure, pay for, and maintain business insurance coverage and demonstrate proof of coverage via the Certificate of Insurance (COI), which may be requested from your company’s insurance provider.
Should the exhibitor not have existing business insurance, exhibitor can secure temporary event insurance through a variety of carriers. If LIFE 2022 adopts a preferred temporary event insurance carrier to recommend, we will update this section with that information. See below for the minimums to be required for all exhibitors and any 3rd party contractors (if using any other than the exclusive contractors provided by show management, the General Contractor, or Irving Convention Center).
LIFE 2022 does not accept hard copies of the COI; all COIs must be submitted electronically via email to firstname.lastname@example.org no later than February 11th, 2022.
Living In Freedom Experience Conference and Expo (LIFE 2022), Irving Convention Center (ICC) and Grit Productions MUST be named as an Additional Insureds for all liability coverage and the COI must state that fact in the Description/Special provisions section of the COI. Certificates holder: Living In Freedom Experience, 5729 Lebanon Road, Ste 144617, Frisco, TX 75034.
Commercial General Liability Insurance including Personal Injury Liability and Contractual Liability with limits of liability for bodily injury and property damage of not less than $1,000,000 combined single limit.
Workers’ Compensation and Employee Liability Insurance, including All Other States Endorsement. The limit of liability under the Employee Liability section of the Workers’ Compensation Insurance policy shall not be less than $100,000.
Business Automobile Liability Insurance should include limits of not less than $1,000,000 for bodily injury and property damage resulting from any one occurrence.
LIFE 2022 and/or Grit Productions and Irving Convention Center (ICC) will not be responsible for any loss or damage to any tools, equipment, property or materials of the exhibitors. It is therefore recommended that your company maintain its own insurance for these items and take appropriate action for your protection.
Certificates of Insurance MUST cover Tuesday, February 22nd, 2022 through Saturday, February 26th, 2022.
Exhibitor Appointed Contractors
Exhibitors electing to use Exhibitor Appointed Contractors (EACs) for permissible services must notify the LIFE 2022 management team no later than February 11th, 2022 and provide a copy of the EAC’s COI within the notification. LIFE 2022 does not accept hard copies of the COI; all COIs must be submitted electronically via email to email@example.com no later than February 11th, 2022.
LIFE 2022 shall have sole control over show admission policies at all times. All persons visiting the Exhibition are required to wear an appropriate badge while in attendance. All exhibitor personnel must wear an Exhibitor’s badge or appropriate conference registration badge at all times.
Limits of Liability
LIFE 2022 will provide security during the official period of installation, showing and dismantling and will exercise reasonable care for the protection of the Exhibitors’ materials and displays. LIFE 2022 will provide reasonable security protection when exhibits are closed, but the safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor. Neither LIFE 2022 nor the ICC assume any liability for damage or loss to the property of the Exhibitor, its agents, representatives, employees, invitees or guests at any time.
Hold Harmless Agreement
Exhibitor agrees to defend, indemnify and hold harmless LIFE 2022 and the ICC against any/all claims, losses and/or damages to persons or property arising out of or caused by the conduct, acts or omissions of the Exhibitor, its employees, agents, representatives, invitees or guests during its move-in, occupancy or move-out of the exhibition premises.
Operation and Conduct
Exhibit Personnel. Attendants, models, and other employees must confine their activities to the contracted exhibit space. Exhibitor’s personnel and representatives may not enter the exhibit space of another Exhibitor without permission from that Exhibitor, and at no time may anyone enter an exhibit space that is not staffed. Violators may be ejected from the Show. Exhibitors shall not photograph, video tape, or stream video of the exhibit or product of another Exhibitor. Neither the exhibit area nor other areas of the Facility shall be used for any improper, immoral, illegal or objectionable purpose. All personnel of Exhibitor, including personnel retained by Exhibitor to be in or around its booth, must wear appropriate apparel at all times. Show Management reserves the right to make determinations on appropriate apparel and entertainment activities conducted by Exhibitors.
Booth Entertainment and Activities. Sound emitting from the exhibit space cannot exceed 80 decibels. Loudspeakers must be positioned to direct sound toward the center of the exhibit booth or display area; NOT pointed towards the aisles. Any sound which consistently exceeds 80 decibels, measured at the edge of the exhibitor’s booth; is clearly identifiable more than 80 feet from the booth; or is, in the opinion of Show Management, objectionable or interfering with neighboring exhibits shall be deemed in violation of LIFE 2022 Rules & Regulations. Exhibitors receiving requests from Show Management to reduce the volume or noise level must comply immediately with the request or be subject to having the power to the sound system disconnected. If after receiving a second warning that they are in violation, the power to the sound system will be disconnected for the remainder of the day. If there is a third violation, the power will be disconnected for the remainder of the Show.
Exhibit Obstructions. Exhibitors are not allowed to obstruct the view, occasion injury or adversely affect the displays of other exhibitors.
Non-Compliance with Rules & Regulations
Non-compliance with LIFE 2022 Exhibit Guidelines (as stated in the online LIFE 2022 Exhibitor Services Manual and LIFE 2022 Guidelines for Display Rules & Regulations) will result in a warning which will require that the non-compliance be rectified within a specified time period. Noncompliance adjustments that are not made will be corrected by Show Management at your company’s expense. Prolonged non-compliance with these rules and regulations may result in your booth being removed from the exhibit hall at your company’s expense.
Violations of these rules and regulations may also result in ejection of exhibitor from the Exhibition without refund or compensation for damages or expenses incurred in exhibiting at the Exhibition, drop in priority, disqualification from future LIFE 2022 events and publications, and/or other such remedies that LIFE 2022 determines are necessary and proper to retain the integrity of the Exhibition. Upon due notice of such violation, LIFE 2022 shall have the right to take possession of the Exhibitor’s space, remove all persons and properties and hold the Exhibitor accountable for all liability, expenses and damages arising from Exhibitor’s breach/violation of the RIMS 2020 Rules & Regulations Contract.