CONSCIOUS LIFE EXPO
TERMS AND CONDITIONS for EXHIBITORS (eff. July 2025)
Payment Terms
Booth Holds:
Maximum two weeks hold on booths until October 1. No holds after October 1.
Deposit Options
50% deposit required to hold Booth until December 1, after which full payment is required. Flexible payment plan options are available. Please contact your Expo representative.
Final Payment
Final Payment due on December 1
Cancellation and Refunds
30 Days Before the Expo - No Refund
60 Days before the Expo - 30% Refund
90 Days before the Expo - 60% Refund
More than 90 Days before the Expo - 90% Refund
Additional Badges
Each Exhibitor is provided with four (4) Exhibitor badges for their table or booth. Additional Exhibitor badges can be purchased for $100.00 per badge. Exhibitors must have their badges with them at all times during the show as this will provide them access to exhibit halls and appropriate portions of the show. Exhibitor badges are valid for access to the exhibit halls and all FREE programming during the Expo
Booth Information
Booth Detail – What comes with the Booth/Table
All* Exhibit Booth spaces come with Lavender drape 8; high, 3’ High Sidewalls, Draped Table, 2 Chairs and Wastebasket. *Pacific Ballroom tables do not have a Backwall except where noted.
Booth Set Up Times
Thursday, 3pm – 10 pm
Friday, 8am – 1pm
Daily Schedule
START OF DAY: Exhibit halls open one (1) hour prior to the times published on the Expo website Security will be present at that time to check credentials. Exhibitor Badges required for entry.
END OF DAY: Exhibit halls are closed daily to the general public at the times published on the Expo website. Exhibitors have one-hour after the close to complete their business. Take all personal items.
END OF SHOW: Move-out is Sunday night from show close (8pm) until midnight. Exhibitors must leave their booth space clean upon move-out. Any items that require shipping must be arranged with the hotel. No security services are present after the Expo concludes on Sunday night, so please be mindful of your booth as you load out.
NEVER LEAVE YOUR PROPERTY UNATTENDED AT CLOSE OF SHOW.
Booth Construction
Booth Drape size – Booths in the international Ballroom, the Plaza, and the Mezzanine have an 8’ high pipe and drape along the back wall and 3’ high soft side walls. GO OVER THIS DETAIL WITH YOUR REP TO MAKE SURE YOU GET THE RIGHT SIGNAGE
Table Drape - Some tables have an 8’ high soft back walls and some have 3’ high soft side walls. GO OVER THIS DETAIL WITH YOUR REP
Booth Signage - All signage must be self-standing or hung from the provided pipe and drape. DO NOT attach anything to the hotel walls. Signage cannot block views of other booths.
Booth Electricity - All Expo booths and tables are provided with at least one (1) standard electrical plug. IF YOU NEED ADDITIONAL AMPERAGE, PLEASE INFORM YOUR EXPO REPRESENTATIVE.
Rules and Regulations
General Rules
- Exhibitors are responsible for meeting all city/state resale licensing and sales tax requirements.
- The Expo reserves the right to determine the eligibility of any product or service content to be displayed at, or offered for sale at, the Conscious Life Expo.
- Exhibitors are strictly prohibited from any on-site selling of any substance or product considered to be illegal in the State of California.
- Exhibit space cannot be resold without prior written agreement from the Expo.
- Distribution of samples and literature is strictly limited to the confines of the Exhibitor’s booth.
- Voice and/or music amplification must be kept to a sufficiently low volume so as not to disturb adjacent other exhibitors or attendees.
- Painting of signs, displays, or other objects is NOT permitted in the building. Adhesive-backed (stick-on) decals or similar items may NOT be used on ANY Hilton walls. Glitter and confetti are not permitted on the carpeted areas.
- Aisles, exits, and common areas must be kept clean, clear, and free of obstacles. Easels, signs, etc. shall not be placed beyond the booth area. ANY materials that are placed in the common areas will be discarded immediately by Expo and Hotel staff.
- Those Exhibitors who are selling, or giving away, any products which are ingestible by humans, must become qualified by the Los Angeles Department of Public Health. Answer YES on the Exhibitor Application for more information.
Security
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- Although the Hilton and the Expo provide basic security at the event, insurance is recommended and is the responsibility of the Exhibitor. Neither the Expo nor the Hilton are responsible for replacement of lost or stolen goods. Exhibitors are responsible for obtaining their own general liability insurance for the show dates, including move-in and move-out. Exhibitors must indemnify the Conscious Life Expo and the Hilton Hotel for claims/suits arising from theft of exhibitor products. Be especially careful during breakdown! NEVER LEAVE YOUR PROPERTY UNATTENDED
- Any lost items are turned in by Expo staff to Hotel security. If you have a lost item, please check in with Hotel security via the security office at the right of the hotel check in desk.
Fire Safety
All federal, state and city regulations pertaining to fire and safety must be adhered to (i.e. all fabrics used in booth decoration must be flame retardant). Flammable liquid, compressed combustible gas, or highly combustible or explosive material of any kind is STRICTLY AND ABSOLUTELY prohibited. Open flames of any kind (including small candles), are prohibited. Incense, sage, smudging, etc are NOT permitted.
Force Majeure
In the event that any outside cause prevents the Expo, such as war, fire, any Act of God, pandemics, etc., the Management reserves the right to retain Exhibitor payments and apply them to future events.
Final Responsibility
DAMAGE TO HOTEL PROPERTY Exhibitors are financially responsible for any damage caused to the pipe and drape or to any Hilton Hotel property. Do not nail, screw, staple, pin, tack, tape, or glue any materials directly to any hotel property.
RELEASE FROM LIABILITY Neither the Conscious Life Expo nor the Hilton Hotel nor their agents and employees shall be held liable for, and are hereby release from liability for, any damage, loss, harm or injury to the person or property of the exhibitor or any of its officers, agents, employees or other representatives resulting from theft, fire, water, accident or any other cause.
FINAL AUTHORITY The Conscious Life Expo and/or the Hilton Hotel reserves the right to close any exhibit that fails to cooperate with these policies. Any questions or issues that are not specifically covered in this contract shall be subject solely to the decision of the Conscious Life Expo management or their delegates.
It is expressly understood and agreed by the exhibitor that the Terms and Conditions are an integral part of the contract and agreement between the exhibitor and the Expo and have the same effect as if said Terms and Conditions were set forth in full in the contract.