Annual Conference & Trade Show

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1 2016 EXHIBITOR Packet Join us in San Antonio! More than 350 agents, producers and CSRs in attendance Complimentary Full Registration to the conference, plus three exhibit hall passes IIAT Online Exhibitor Directory includes links to exhibitor websites Maximum Attendance no competing workshops or events during trade show $1,000 Off retail booth price for IIAT Associate Members Mailing List of conference registrants available Limited Booth Space Act now! Booths sell quickly! Prize Drawings throughout the trade show

2 Complete conference schedule available online at: iiat.org > Education & Events > Conference and Trade Show EXHIBITS Bentley Queen, IIAT EXHIBITOR RESOURCE CENTER Exhibitors must complete the online form for web and program listing information. Go to: > Education & Events > Conference > Exhibitor Resource Center SPONSORSHIPS Cindy Quy, IIAT HOSPITALITY ROOMS Grand Hyatt 600 E. Market St. San Antonio, TX Heidi Hutcherson SLEEPING ROOMS Grand Hyatt IIAT Conference Rate: $189 single/double Tentative Event Schedule Wednesday, June a.m. 1 p.m. Community Service Project hosted by Young Agents 4 7 p.m. Trade Show Move-In and Exhibitor Registration 5 6:30 p.m. Welcome Reception 6:30 p.m. Company Hospitalities Thursday, June 16 8 a.m. 2 p.m. Trade Show Move-In and Exhibitor Registration 10 a.m. 11 a.m. Keynote Address 11 a.m. 3:30 p.m. Sessions 3:30 p.m. 6:30 p.m. Trade Show Opening and Welcome Reception Prize Drawings throughout the Trade Show 7:30 p.m. 11 p.m. Concert Friday, June 17 8:30 10 a.m. General Business Meeting 10 11:30 a.m. Trade Show Open Prize Drawings throughout the Trade Show 12 1:30 p.m. Awards Luncheon Join us in San Antonio! EXHIBITOR PACKET

3 GENERAL IIAT shall mean the, its officers, committees, agents or employees acting for them in the management of the trade show. IIAT shall have full power in the interpretation and enforcement of all rules and regulations governing exhibitors. All matters and questions not covered by the regulations shall be subject to the final judgment and decision of IIAT. These regulations may be amended at any time by IIAT upon written notice by IIAT to those exhibitors who may be affected by them. The exhibit contract, when properly executed, shall be considered a binding agreement between the two parties. APPLICATIONS AND ELIGIBILITY Application for booth space must be made on the contract provided by IIAT, contain the information requested, and be executed by an individual who has authority to act for the applicant (exhibitor). IIAT reserves the right to determine the eligibility of any exhibit for inclusion in the trade show. The acceptance of a booth for the trade show does not carry IIAT s endorsement of the equipment, supply or service. Exhibits and the conduct of exhibits are subject to the approval of IIAT. IIAT reserves the right to require the modification of any exhibit that, in its opinion, is not in character with the trade show. This regulation applies to displays, literature, advertising novelties, souvenirs, conduct of representatives, etc. AGREEMENT TO CONDITIONS Each exhibitor, for itself and its employees, agrees to abide by these conditions, it being understood and agreed that the sole control of the Trade Show rests with IIAT. ASSIGNMENT OF SPACE Booth assignments are based on a first-come, first-served basis, taking into consideration the date a request is received, IIAT membership, the availability of the requested area, the amount of space requested, and any special needs and compatibility of exhibitors. IIAT reserves the right to rearrange the floor plan and may relocate the exhibit. Nonmembers will receive a booth assignment after April 1, if space is available. BOOTH EQUIPMENT AND RESTRICTIONS IIAT will provide standard booth equipment consisting of draperies assembled on pipe structures for 8-foot-high backwalls and 36-inch-high siderails, a draped table with two chairs, and a name identification sign. No amplified sounds or microphones allowed in the exhibit hall. (The 8' x 10' booths are carpeted.) CONTRACTED SERVICES AND INFORMATION IIAT has selected Freeman Decorating Company to serve as official contractor to provide services to exhibitors. The contractor will provide all labor, equipment and supervision. Complete information, instructions, a schedule of prices regarding shipping and drayage, labor for erecting and dismantling, electrical work, furniture and cleaning, etc., will be included in the exhibitor s service manual that each exhibitor will receive after IIAT has confirmed space. Freeman will maintain an exhibitor s service center on the exhibit floor to facilitate service requests from exhibitors. NOTE: The Grand Hyatt will not accept shipments of booth equipment or materials. CARE OF EXHIBIT SPACE IIAT will arrange for daily cleaning of aisles only. The exhibitor shall keep space occupied in good order. Exhibitors may not place anything in the aisles during exhibit open hours. SELLING RESTRICTIONS Selling is restricted to the individual exhibitor s own exhibit area. In the interest of the success of the entire meeting, the exhibitor agrees not to extend invitations, call meetings, or otherwise encourage absence of members or exhibitors from the sessions or Trade Show during official hours of the sessions, workshops and exhibit portion of the conference. Trade Show Rules & Regulations PROPERTY DAMAGE Nothing shall be tacked, taped, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture. FOOD AND BEVERAGE The Grand Hyatt does not permit food and/or beverages of any kind to be brought into the hotel or onto its premises without the express written permission of the hotel. In accordance with Texas Alcoholic Beverage Commission statutes, alcoholic beverages are never permitted to be brought on the premises. Please send, in writing and in advance, any food and/or beverage requests by May 1 to Heidi Hutcherson at the Grand Hyatt at 600 E. Market St., San Antonio, TX 78205, or Any fines or penalties levied against IIAT for an individual exhibitor s failure to abide by these regulations will be passed on to that exhibitor. SUBLETTING OF SPACE Exhibitors shall not assign or sublet any space allotted to them and may not advertise or display goods other than those manufactured or sold by them in the regular course of their business. The space assigned to the exhibitors is for their own exclusive use. REGISTRATION AND BADGES IIAT will provide one complimentary conference registration, which entitles one person to attend conference sessions and social events and three complimentary nonregistered exhibitor badges. Nonregistered exhibitor badges will allow access to the Trade Show area only. Up to three additional nonregistered exhibitor badges may be purchased prior to the trade show (or on site) for an additional charge. Each exhibitor will furnish to IIAT names of all persons (complimentary and paid) who will staff the booth. Exhibitors badges are restricted to those employed by the company reserving exhibit space. LIABILITY The exhibitor agrees to protect, save and keep IIAT and the Grand Hyatt harmless from any damage or charges imposed for any violation of any law by the exhibitor, as well as to strictly comply with the applicable terms and conditions contained in the agreement between the Trade Show and IIAT regarding the exhibit premises. The exhibitor shall at all times protect, indemnify, save and keep harmless the costs, damage, liability or expense arising from or out of any accident or other occurrence to anyone, including the exhibitor, its agents, employees and business invitees, that arise from or out of or by reason of the exhibitor s occupancy and use of the exhibition premises or a part thereof. Exhibitors are encouraged to insure themselves against property loss or damage and against liability for personal injury at their own expense and obtain a certificate of insurance from any outside contractor hired by the exhibitor (other than Freeman Decorating). SECURITY Watchmen will be furnished, but the furnishing of watchmen shall not be deemed to imply any liability on the part of IIAT, its members, representatives, or official service contractors, employees, or the Grand Hyatt, its representatives and employees, nor to modify in any way the assumption of risk and release provided for above. All property of the exhibitor is understood to remain under the exhibitor s custody and control, in transit to, within or from the confines of the hall, subject to the rules and regulations of the trade show. It is recommended that exhibitors take precautionary measures of their own for the security of small or easily portable articles of value. Watchmen will provide 24-hour security in the Trade Show. RIGHTS OF SHOW MANAGEMENT IIAT reserves the right to remove an exhibit, or any part thereof, that in the sole judgment of the exhibit manager is misleading or deceptive, in poor taste, or not in keeping with the general character of the exhibit.

4 Exhibitor Contract 1. Please read carefully all conditions of the 2015 IIAT Trade Show Rules and Regulations. Your signature on this document signifies that you understand and agree to abide by the terms and conditions stated in the Rules and Regulations. 2. Please return this contract with booth payment, exhibitor registration form and exhibitor registration payment no later than May 1, BOOTH COST AND SIZE Booth fee is $1000 for IIAT members and $2,500 for non-members. Prime booth (booths highlighted in gold) fees are $1,500 for IIAT members and $3,000 for non-members. Supreme booth (booths highlight in pink) fees are $3500 for IIAT members. IIAT members will be given priority in assignment. Non-members will receive a booth assignment after April 1 as space is available. The 8 x 10 booth is carpeted. PAYMENT AND REFUND No reservations will be accepted without payment. IIAT cannot accept partial payment. If IIAT receives written notice of space cancellation before May 1 you will be assessed a 25 percent processing charge and be issued a refund. No money will be refunded after that date. Company name (Please print name as it should appear in conference program, on web site and on booth signage) Address City, state, ZIP Name of contact Contact phone ( ) Fax ( ) Web site URL Check enclosed for $ Visa MC AMEX Discover Card # Exp. date Name on card Signature PREFERRED BOOTH ASSIGNMENT 1st choice 2nd choice 3rd choice 4th choice 5th choice List any competitors you do not want at adjacent booths: Booths are assigned on a first-come, first-served basis. If your choices are not available, IIAT will assign the nearest available space. Non-members will receive a booth assignment after April 1 as space is available. BUSINESS CATEGORY/PRODUCT DESCRIPTION Exhibitors must complete the online form for web and program listing information. Go to: > Education & Events > Conference > Exhibitor Resource Center APPLICATION FOR EXHIBIT SPACE I hereby make application for exhibit space at the 2016 IIAT Trade Show. I have read and agree to abide by all conditions outlined under the Rules and Regulations section of this contract. Signature Date RETURN THIS CONTRACT WITH PAYMENT IN FULL TO IIAT, ATTN: BENTLEY QUEEN By check: P.O. Box , Austin, TX By credit card: or You will receive confirmation once your booth has been assigned. For IIAT office use Booth(s) assigned Accepted by Date Check # Amount Contract #

5 Exhibitor Registration 1 Please return this form with your exhibitor contract and payment. Please print or type. Questions? Call Bentley Queen at or Company Address City, state, ZIP Phone Fax Form completed by 2 With your booth purchase, you receive one complimentary full registration. This admits the badge holder to all conference events. Who will receive this registration? Name Badge Name Address City, State, ZIP Phone 3 With your booth purchase, you receive three Trade Show-only badges for booth personnel. Who will receive these badges? Name City Name City Name City 4 5 You may purchase additional registrations and badges. IIAT recommends that you make all purchases in advance to avoid delays in entering the Trade Show. (Note: No one will be admitted to the Trade Show without a badge.) Copy this form for additional registrants. Name Phone Address City, State, ZIP Full registration: Member $295 Non-member $400 Trade show pass (booth personnel only) $50 (YOU MAY ONLY PURCHASE UP TO 3 ADDITIONAL BOOTH PERSONNEL BADGES.) Return this form with your registration payment, exhibitor contract and booth payment to IIAT Attn: Bentley Queen P.O. Box Austin, TX Or with credit card information to or Amount enclosed Visa MC AMEX Discover Card # Exp. date 6 Name on card Signature IIAT will send you a registration confirmation. Sorry, no refunds for cancellations received after May 19. Hotel Reservations Call the Grand Hyatt (600 E. Market St., San Antonio, TX 78205) at and ask for the Independent Insurance Agents of Texas conference rate of $189 single or double deluxe guest rooms. Reservations will be handled on a space-available basis until rooms at the special rate are sold out or until the reservation cut-off date of Wednesday, May 30, 2016, whichever comes first.

6 Supreme Booth Prime Booth Regular Booth X Lounge Area TEXAS BALLROOM 4th Floor

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