THE 2026 FLORIDA H-2B VIRTUAL SOURCING FAIR

Exhibitor shall be bound by the virtual event rules and regulations set forth herein, and by such amendments or additional rules and regulations that may be established by Show Management. References to “Show Management” herein shall be deemed to include Sothis Workforce, the virtual event hosting platforms, managing directors, sponsors, and duly authorized representatives, agents, or employees of the foregoing.

1. Assignment of Virtual Booths & Digital Portals

Whenever possible, virtual booth layouts, digital branding spaces, and video interview room allocations will be made by Show Management in keeping with the corporate requirements of the Exhibitor. However, Show Management reserves final determination of all digital room assignments, access links, and platform configurations. Changes may be made at the sole discretion of Show Management to optimize attendee flow and fair efficiency.

2. Payments and Refunds

• Deposit: Within thirty (30) days of the contract date, Show Management must receive the executed Contract along with payment equaling 50% of the total virtual booth rental; otherwise, digital space and interview queues will not be reserved or guaranteed.
• Balance: The remaining balance must be paid in full prior to Virtual Platform Activation and Technical Onboarding (system launch).
• Cancellation: Exhibitor remains liable for the entire rental fee unless written notice of cancellation is received forty-five (45) days or more prior to the August 19, 2026 opening date. Exhibitors providing valid written notice 45 days or more prior will receive a 50% refund of collected fees. No refunds will be issued thereafter.

3. Virtual Platform Interruption & Termination

Show Management reserves the right to cancel this contract without further obligation at any time prior to the event opening by releasing the Exhibitor from all future obligations under this Contract.

In the event that the virtual fair cannot open or complete its broadcast due to fire, casualty, strike, act of war, act of God, regional telecommunication grid failures, widespread tier-1 internet outages, critical host server crashes, or cyber-attacks, Show Management will return such portion of the paid space rental as deemed equitable after deducting necessary operational, digital infrastructure, and licensing expenses.

If Show Management elects to change the digital hosting platform or postpone the event dates, no refunds will be issued, but Show Management shall credit and assign the Exhibitor an equivalent virtual presence and interview access windows on the revised dates.

4. Transfer of Digital Access & Credentials Prohibited

Exhibitor shall neither assign, share, nor sublet all or any part of their virtual booth space or backend login credentials.

• Single Entity Rule: No exhibitor shall permit interviews, display marketing materials, or source labor for corporate entities, subsidiaries, or third-party properties other than the specific legal entity identified in the original Space Contract.
• Data Privacy Compliance: Cross-sharing candidate resumes or contact information harvested during the fair with uncontracted third parties is strictly prohibited.

5. Technical Liability, Connectivity, and Cyber Disclaimer

• Exhibitor Responsibility: Exhibitor is solely responsible for securing their own local network stability, hardware compatibility (functional webcams, microphones, and updated web browsers), and internal data security.
• Platform Limitation: It is expressly agreed by the Exhibitor that no financial or legal claim of any kind shall be made against Show Management, Sothis Workforce, or its technical partners for local internet drops, audio/visual latency, compatibility glitches on the Exhibitor’s hardware, or transient platform downtime.
• Indemnity: The Exhibitor shall be solely responsible to its own agents, HR representatives, and digital users for all claims, liabilities, costs, damages, and data liabilities arising out of their use of the leased virtual space. Exhibitor hereby indemnifies and holds harmless Show Management against any and all such claims.

6. Third-Party Software Integrations & Technical Disclaimers

Show Management utilizes third-party digital infrastructure providers (including video communication APIs, cloud database environments, and applicant tracking systems) to optimize the event pipeline. Show Management will act as the primary technical support liaison between the Exhibitor and these software providers.

Notwithstanding this technical support, Exhibitor agrees that Show Management is not legally liable for independent software provider failures, global cloud outages, API deprecations, or data transmission drops executed by third-party systems.

7. H-2B Regulatory & Fee-Free Compliance

By executing this contract, the Exhibitor strictly covenants that it complies with all United States Department of Labor (DOL) and Department of Homeland Security (DHS) H-2B regulations.

8. Agreement Acceptance and Digital Terms

Upon electronic signature or acceptance of this Contract by the Exhibitor and Show Management, it shall become a legally binding contract. Show Management reserves the right to publish further Virtual Fair Rules regarding code of conduct, professional digital presentation, and scheduling workflows. Any situational matters not specifically covered herein are subject to the final decision of Show Management.