TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS STANDARDS OF EXHIBITION

Transcription

1 TEXAS ASSOCIATION OF SCHOOL BUSINESS OFFICIALS STANDARDS OF EXHIBITION CONTENT: 1. SHOW MANAGEMENT 2. EXHIBIT SELECTION AND PAYMENT 3. CANCELLATION OF EXHIBIT SPACE 4. CANCELLATION OF EVENT 5. ADMISSION POLICIES 6. MINORS 7. EXHIBIT SPACE GUIDELINES a. DISPLAY b. SOUND & DEMONSTRATIONS c. LITERATURE & GIVEAWAYS d. CARE OF EXHIBIT SPACE 8. EXCLUSIVE USE OF SPACE 9. INSTALLATION AND DISMANTLING 10. DISPLAY GUIDELINES 11. SOUND, DEMONSTRATIONS, LITERATURE/GIVEAWAYS 12. CARE OF EXHIBIT SPACE 13. EXHIBITOR BEHAVIOR AND HOSPITALITY EVENTS 14. CONFLICTING EVENTS 15. LICENSING AND PERMITS 16. INSURANCE AND LIABILITY 17. EXHIBITING FURNISHINGS, INSTALLATION AND REMOVAL 18. USE OF TASBO TRADEMARK 19. CONDITIONS OF AGREEMENT 20. INDEMNITY TO TASBO 21. INDEMNITY TO CITY 22. GENERAL 23. AMERICANS WITH DISABILITIES ACT 24. SURVIVAL These rules and regulations constitute a bona fide part of the application/contract for exhibit space and have been established in accordance with guidelines set forth by the International Association for Exhibition Management s (IAEM) Guidelines for Display Rules and Regulations. TASBO reserves the right to make all interpretations and decisions should questions arise, and to establish further regulations as may be deemed necessary to the general success and well-being of the show. TASBO s decisions and interpretations shall be accepted as final in all cases. 1. SHOW MANAGEMENT Texas Association of School Business Officials (TASBO) and their Exhibit Provider (Show Management) reserve the right to restrict exhibits which, because of noise, method of operation, materials, promotion of doorto-door sales or other reasons, become objectionable. TASBO or Show Management may forbid installation or request removal or discontinuance of an exhibit or promotion, wholly or in part, that in its opinion is not in keeping with the character and purposes of TASBO. Should there be any question on conforming to the following exhibit rules and guidelines final judgment will be made by TASBO. 2. Exhibit Selection & Payment All exhibits and related demonstrations and presentations must serve the interests of TASBO members. Submission of application does not constitute or imply approval to participate in any TASBO event. TASBO

2 reserves the right to determine eligibility of exhibitor for inclusion in the show prior to, or after, execution of the agreement. a. Space Selection: TASBO uses an online registration process in which exhibitors select their booth space(s). Exhibitors are responsible for the selection of their own location and the pricing associated with the booth. Exhibitor agrees to accept the booth(s) selected by their own representative or employee. Following space assignment, each applicant will receive an notice of verification. TASBO and the Show Management reserve the right to modify the floor plan should it be deemed necessary. b. Payment: Applicants for exhibit space are required to agree to TASBO Standards of Exhibition before selection will be processed. To be valid, each Application/Contract must be accompanied by payment for the total amount of the total booth(s) purchased. Payment information is required at time of application and will be processed during the online self-selection process once application is approved. Checks are accepted and must be received by TASBO within 10 business days of approval notification. The exhibitor who fails to make payments when due shall automatically forfeit any rights, privileges and claims of any nature, including any payments previously made. c. You must specify products or services scheduled for exhibition. Any Exhibitor who fails to make payments when due expressly waives all rights to the use of assigned space, and TASBO shall have full right to consider this contract terminated and to lease the requested booth space to another Exhibitor. 3. CANCELLATION OF EXHIBIT SPACE All exhibit space cancellations must be submitted in writing to: Barry DeCrane, Director of Partner Relationships, Texas Association of School Business Officials, 5920 W William Cannon Dr., Building 1, Suite 200, Austin, TX Cancellations postmarked on or before December 1, 2015 will be refunded at 50% of amount paid, unless other agreements are made by TASBO. Refund policy applies to deposits as well as to full payments. No refunds will be granted for space cancelled after midnight, December 1, This cancellation policy applies to all exhibiting firms. 4. CANCELLATION OF EVENT If TASBO cancels the Event due to circumstances beyond the reasonable control of TASBO (such as acts of God, war, terrorism, disaster, civil disorder, emergency, government regulation, power outages, labor strike or unavailability of the facility), TASBO shall refund to Exhibitor its payments for exhibit space, minus a share of costs and expenses incurred by TASBO, in full satisfaction of all liabilities of TASBO, including expenses for the facility. TASBO reserves the right to cancel, rename or relocate the Event or change the dates of the Event. If TASBO changes the name of the Event, relocates the Event to another event facility within the same city, or changes the Event to dates that are not more than 30 days earlier or 30 days later, no refund will be due to Exhibitor, but TASBO shall assign to Exhibitor other space as TASBO deems appropriate and Exhibitor agrees to use that space under the terms of this Contract. If TASBO elects to cancel the Event other than for a reason previously described in this paragraph, TASBO shall refund to Exhibitor its entire payments for exhibit space, in full satisfaction of all liabilities of TASBO to Exhibitor and other communications from TASBO and its affiliates under 47 U.S.C. 227 and any other applicable laws and regulations. This Contract (including the Application and any additional rules or regulations adopted by TASBO) states the entire Agreement of the parties with respect to the subject matter hereof, supersedes any prior written or oral understandings, agreements or representations by or between TASBO and Exhibitor relating to the Event, and cannot be modified or superseded except in writing and signed by the parties or as otherwise expressly set forth herein. This Contract is governed by the laws of the State of Texas.

3 5. ADMISSION POLICIES Exhibitors will receive an Exhibitor Name Badge Request Form from TASBO prior to the Conference. Exhibitors must complete the form and return it to TASBO 30 days in advance of the Conference (February 1, 2016). Representatives must register upon arrival at the exhibit area and must wear Exhibitor identification (ID) badges at all times. Exhibitor ID badges allow access to the Exhibit Hall, general sessions, learning sessions, refreshment breaks, receptions in the Exhibit Hall, and the Wednesday night event. A maximum of four (4) Exhibitor badges will be issued free of charge per contracting company and eight (8) exhibitor badges per island (20 x 20 ) booth. Badges in excess of the limit may be purchased for $100 each. Payments for extra badge requests are due at the time of the request no exceptions. All exhibitors will receive a list of attendees prior to and following the conference. The list will contain the attendees name, title and district. Exhibitors who wish to attend a Monday, Tuesday or Friday education course must pay an additional education course registration fee. Badge switching or the transfer of a badge to an unauthorized individual is a violation of this contract and will be subject to confiscation of the badge and removal of the individuals from the exhibit hall. Exhibitor must not send any representative who has been convicted of a felony or whom Exhibitor has reason to believe might pose a danger to others. 6. MINORS In the interest of safety and injury prevention, children under 12 years of age will not be permitted on the exhibition floor during installation and removal of exhibits. All children must be accompanied by an adult at all times. 7. EXHIBIT SPACE GUIDELINES All exhibits must conform to these guidelines and may not extend beyond the boundaries of the exhibit space. Exhibitors with large equipment must reserve sufficient space to ensure that equipment which exceeds four (4) feet in height and which, by virtue of its size, cannot be confined to the rear half of the exhibit space, is no nearer than ten (10) linear feet from any adjoining exhibit space. Exhibitors are not permitted to sublet or share any portion of their exhibit space with another business or firm without the written consent of TASBO. Exhibitors may not display merchandise of other manufacturers or distributors where no direct business relationship exists. 8. EXCLUSIVE USE OF SPACE Exhibitors are permitted access to the exhibit hall one hour before and 30 minutes after posted official show hours. Additional access may be arranged by requesting an off-hours entry pass, which will be granted solely at the discretion of show management. 9. INSTALLATION AND DISMANTLING Move in begins Monday after 12 p.m. (Noon.) All exhibit installations must be completed by 2:00 p.m. on Tuesday, March 1, Any space not claimed and occupied or for which no special arrangements have been made before 2:00 p.m. on Tuesday, March 1, 2016, may be resold or reassigned by TASBO without any obligation on the part of TASBO for any refund whatsoever.

4 All exhibits must be ready for viewing by 3:00 p.m. on Tuesday, March 1, No installing, dismantling, rearranging, repairing, servicing, removing, or supplementing of exhibits will be permitted during the viewing hours without the permission of TASBO and Show Management. Exhibitors are required to participate during all show hours each day as listed in the Exhibitor Prospectus. Dismantling of displays must not begin until after exhibits close at 5:00 p.m. on Wednesday, March 2, All exhibits must be removed and the building vacated by 8:00 p.m. 10. DISPLAY GUIDELINES a. Display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring Exhibitors. Lighting should be directed to the inner confines of the booth space and should not project onto other exhibits or show aisles. Interference with the light or view of other Exhibitors will not be permitted. No signs may be hung from ceiling. b. Standard Booths: The height of standard booth displays may not exceed eight (8) feet. Displays may not exceed 42 inches in height in the front half of the booth. No materials may be suspended from the ceiling or bridged across an aisle. c. Perimeter Booths: Perimeter booths are defined as booths that back up to a wall of the facility rather than another exhibit. Displays in perimeter booths may be as high as 12 feet but may not exceed 42 inches in height in the front half of the booth. No materials may be suspended from the ceiling or bridged across an aisle. d. Island Booths: Displays in island booths occupied by one exhibitor may be as high as 16 feet. Hanging signs are permitted in all island booths to a maximum height of 16 feet from the top of the sign to the floor. Hanging signs should be set back 10 feet from adjacent booths and hang directly over contracted space only. All hanging signs and booth layout plans must be approved by Show Management 30 days prior to show setup. No materials may be bridged across an aisle. e. Bus Space: Spaces listed as bus space are reserved for buses, unless otherwise agreed upon by TASBO. 11. SOUND, DEMONSTRATIONS, LITERATURE/GIVEAWAYS The use of sound systems or equipment producing sound is a privilege, not a right. TASBO and Show Management reserve the right to determine at what point sound constitutes interference with others and must be discontinued. Exhibitors should be aware that music played in their booths, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI, and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music. Exhibitors shall conduct sales presentations and product demonstrations in a manner which assures all exhibitor personnel and attendees are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. It is the responsibility of each exhibitor to arrange displays, product presentations, audio visual presentations, and demonstration areas to ensure compliance. No activities should be planned or products displayed in a manner that would require an audience to gather in the aisles. TASBO and Show Management reserve the right to determine if a demonstration interferes with adjacent exhibit spaces and when it must be discontinued. Informational, promotional, educational or other giveaway matter may be distributed only at the exhibitor s display and must be related strictly to the products and/or services on display or eligible for display, and for products which are directly available from the exhibitor. Distribution from booth to booth or in the aisles is forbidden, and exhibitors must confine their exhibit activities to the space for which they have contracted.

5 No exhibitor may distribute or leave behind merchandise, signs, or printed materials in the registration areas, meeting rooms, or public areas of the event site, including hotels, shuttle buses, parking garages, etc., without written prior approval of TASBO. Raffles, drawings, contests, and other such activities, if permitted by law, are allowed in an exhibitor s booth but will be regulated by TASBO. TASBO reserves the right to limit the promotional activity anywhere on the exhibition floor as they see fit to ensure a professional and safe atmosphere. Exhibitors are required to notify TASBO 30 days prior to show of applicable activities. Door Prizes and Other Gifts: Texas law and school district local policies prohibit local government officers from accepting most personal gifts. Tangible gifts to public servants should be limited to caps, t- shirts, coffee mugs, or other token items. In no event should the value of the gifted item(s) exceed a $100 fair market value. Furthermore, exhibitors are expected to select winners of prize drawings in a random fashion. 12. CARE OF EXHIBIT SPACE Exhibitors must not place any refuse or any materials which will endanger public safety or cause inconvenience to other exhibitors on the floor during exhibit hours. Exhibitors shall not injure, mar, mark, paint, or in any manner deface the hall, or use nails, hooks, pins, screws, or tape on the building. The exhibitor is liable for any and all damages which he may cause to the building or otherwise in connection with his exhibit. Helium balloons may be permitted with executed contract addendum. 13. EXHIBITOR BEHAVIOR & HOSPITALITY EVENTS Unsportsmanlike, unethical, illegal or disruptive conduct, such as tampering with another party s exhibit or engaging in corporate espionage is strictly prohibited. Exhibitor s personnel and their representatives may not enter the exhibit space or loiter in the area 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 event at the discretion of show management. 14. CONFLICTING EVENTS No exhibitor, or any affiliate thereof, shall conduct any off site activity during official exhibit hours that would encourage attendees to leave the officially scheduled event activities including TASBO s Wednesday Evening event. Hospitality suites shall not be open during exhibit hours. 15. LICENSING & PERMITS Exhibitors are responsible for obtaining all necessary licenses and permits to use music, photographs, or other copyrighted material. Exhibitors are liable for and shall indemnify and hold TASBO and Show Management, its directors, officers, employees and agents, harmless from all loss, claims, causes of action, suits, damages, liability, expenses, and costs, including reasonable attorney s fees, arising from or out of any violation or infringement (or claimed violation or infringement) by exhibitor, its agents or employees, of any patent, copyright, trademark or other mark, trade secret rights or privileges. Exhibitors may sell products on the exhibit floor during regular exhibit hours. Exhibitors are responsible for any and all permits required by law or local ordinance. An exhibitor without a Texas location is required to secure a use tax permit from the State of Texas Comptroller of Public Accounts. Information is available via phone at or at Exhibitors may provide sample food products exhibit floor during regular exhibit hours. The facility s exclusive food and beverage vendor has a responsibility to strictly regulate any food and beverage activity. All food must be prepared and served from within the regulations of the city and county. Any exhibitor

6 sampling products shall submit a sampling form to the facility s exclusive vendor upon request for review and to TASBO and Show Management for acceptance or rejection. Food and non-alcoholic beverage samples may be distributed from an exhibitor s booth in 3 oz. portions. 16. INSURANCE AND LIABILITY TASBO is not responsible for the loss of property from theft, damage by fire, water, accident, or other causes. Exhibitor assumes responsibility and agrees to indemnify and defend TASBO and Kay Bailey Hutchinson Convention Center and all host Hotels, the Hotel s Owner, and their respective owner, managers, subsidiaries, affiliates, employees and agents against any claims or expenses arising out of the exhibition premises. The Exhibitor, its independent contractors, and its agents of every kind agree to obtain the following insurance coverage during the dates of the TASBO Conference (including move-in and move-out days) and to be prepared to furnish a certificate of insurance to TASBO if requested: (a) Comprehensive General Liability coverage including protective and contractual liability coverage of $500,000 per Occurrence and $1,000,000 General Aggregate and $50,000 per incident for Fire Damage, such coverage shall extend to the acts and omissions of Exhibitor, its employees, servants, independent contractors, and agents or every kind; (b) Employers Liability insurance with minimum limits of $500,000 per accident; (c) Worker s Compensation/Occupational Disease coverage in full compliance with federal and state laws; (d) Comprehensive General Automobile Liability insurance covering owned, non-owned, and hired vehicles, including loading/unloading hazards with bodily injury limits of $250,000/$500,000 and property damage limits of $100,000. The City of Dallas and TASBO shall be named as additional insureds on all such insurance. Exhibitor agrees, in displaying, marketing, promoting or completing any sales transactions on its goods or services, that it is compliance with the local, state and federal laws. 17. EXHIBIT FURNISHINGS, INSTALLATION AND REMOVAL Each 10x10 booth includes 8 back drapes, 3 wing drapes, a sign displaying booth number and company name, (1) 6 draped table, (1) wastebasket, and (2) padded side chairs. All other furnishings and displays will be at the exhibitor s expense. An exhibitor service manual with order forms for furnishings will be sent to exhibitors upon application approval. All exhibits must be completely installed and ready for viewing by the date and hour the show is scheduled to begin. Exhibits or displays may not be removed from the show until the show has been officially closed. Exhibitors may install and remove their own exhibits, or to appoint firms other than the official contractor, so long as these firms conform to all rules and regulations and do not disrupt the orderly installation and removal of exhibits. There are certain exclusive contractors with specific responsibilities for services, such as electrical, drayage, cleaning, and catering, with which exhibitors must contract. An exhibitor service kit with designated contractors and their forms will be sent to each exhibitor upon approval by TASBO by Show Management. All exhibitor property must be removed from the exhibit hall by the end of the designated exhibitor moveout time. In the event that exhibit space is not vacated by that time, Show Management is authorized to remove, at the exhibitor s expense, all goods and property of the exhibitor, and Show Management or its agents shall not be liable for any damage or loss to such goods or property by reason of such removal.

7 18. USE OF TASBO TRADEMARK TASBO is a registered trademark and cannot be used without written permission of show management and prior approval of proposed trademark use. Approval of an application does not carry TASBO s endorsement of the products or services of that exhibitor. 19. CONDITIONS OF AGREEMENT These Standards of Exhibition are subject to all rules and regulations named herein, and also to all conditions the exhibit facility has made available. Exhibitor agrees to abide by all applicable fire, utility, and building codes. a. Indemnity to TASBO: It is expressly understood and agreed by each and every contracting Exhibitor and his or her guests that neither TASBO nor its employees, nor its contractors shall be liable for personal injury or loss or damage to the goods or properties of Exhibitors. Security will be furnished, and the furnishing of such guards shall neither be deemed to increase the liability of TASBO, its members, representatives, officers, or employees, nor to modify in any way the assumption of risk and release provided for herein. All property of the Exhibitor is understood to remain under his or her custody and control in transit to, within, or in transit from the confines of the Exhibit Hall, subject to the Rules and Regulations of this Convention. By signing the Contract, Exhibitor releases and agrees to indemnify TASBO, its managers, officers, members, sponsors, employees, and agents, and indemnify and save them harmless from any suit or claim for property damage or personal injury (including punitive damages) by whomsoever sustained, including Exhibitor and its employees, servants, independent contractors, and agents of every kind or employees on or about the Exhibitor s display space or arising out of Exhibitor s participation in the exhibition, expressly including such damage or injury resulting in any part from the negligence of one or more of the aforementioned indemnities. The provisions of this section shall survive the termination of this Agreement. b. Indemnity to City: Exhibitor agrees to indemnify the City of Dallas(the City ), the owner of the Exhibit Hall and premises, as follows: Exhibitor covenants and warrants that it will protect, defend, and hold harmless the City from any and all third-party claims, demands, and liability, including defense costs, relating in any way to damages, claims, or fines arising by reason of or in connection with Exhibitor s actual or alleged negligence or other actionable performance or omission of Exhibitor in connection with or arising out of this Agreement. Exhibitor further expressly covenants and agrees to protect, defend, indemnify, and hold harmless the City from all claims, allegations, fines, demands, and damages relating in any way to the actual or alleged joint and/or concurrent negligence of the City and Exhibitor, whether Exhibitor is immune from liability or not. It is the expressed intention of Exhibitor that the indemnity provided herein is an Agreement by Exhibitor to indemnify and protect the City from City s own negligence where said negligence is an alleged or actual concurring proximate cause of any alleged third-party harm. The indemnity provision herein shall have no application to any claim or demand where bodily injury, death, or damage results only from the sole negligence of the City unmixed with any fault of the Exhibitor. c. General: Exhibitors may not schedule private functions or events which conflict with TASBO s officially-scheduled conference events and activities. TASBO reserves the right to make such additional conditions, rules and regulations as TASBO deems necessary to enhance the success of the TASBO Conference. Failure of TASBO to declare any violation of these rules immediately upon occurrence thereof, or delay in taking any action in connection therewith, shall not waive such violation. TASBO shall have the right to declare any violation at any time and take such action as might be lawful or authorized hereunder, either in law or in equity. The receipt of any rent or payment by TASBO, with or without knowledge of any breach or violation by TASBO of any conditions, terms, or covenants, hereunder shall not be determined or considered as a waiver of any provision hereunder. Venue for any legal proceeding concerning this Contract shall be in

8 Travis County, Austin, Texas. TASBO reserves the right to exclude from the exhibit area and/ or the Conference, without any refund or reimbursement, any Exhibitor, its employees, servants, independent contractors, and agents of every kind who breach this Contract, behave inappropriately (including sexual harassment) at the Conference functions or in the exhibit hall, violate the law, misrepresent his or her products or services, or otherwise bring discredit upon the Conference or TASBO. Any such conduct shall constitute a material breach of this Contract. d. Americans with Disabilities Act: The Exhibitor agrees to comply with the laws and regulations set forth for public accommodation by the Americans with Disabilities Act (ADA) and applicable state and local law. The Exhibitor further agrees and warrants that any Exhibitor booth, display, or other contrivance placed in the exhibit space licensed to the Exhibitor by TASBO shall at all times comply with ADA and applicable state and local law, including accessibility, usability, and configuration. The Exhibitor further agrees to fully indemnify and hold TASBO harmless from any and all claims or actions (including administrative claims) brought against TASBO as a result of the Exhibitor being in violation of the ADA, its regulations, or applicable state or local law during the period of this contract, including the amount of any claim or judgment TASBO is compelled to pay, and the costs, including attorney s fees incurred by it in defending against all such claims. TASBO reserves the right to revoke this contract with penalty if it determines that the Exhibitor is in violation of the ADA or applicable state or local law with respect to any exhibit booth, display or other contrivance placed in the space licensed to the Exhibitor under this Contract. e. Survival: The Exhibitor agrees that it shall remain obligated to TASBO under all clauses of this Agreement that expressly or by implication survive the expiration of the period contemplated by this Agreement. All points not covered herein are subject to settlement by show management, and show management reserves the right to make such changes, amendments, and additions to these rules and such further regulations as may become necessary. This agreement shall be governed by the laws of the State of Texas. I have read the Standards of Exhibition and am authorized to agree on behalf of: Signature: Name: Title: Company Name: Date: