TERMS, CONDITIONS, AND RULES
For purposes below, “Management” shall mean the Texas Speech-Language-Hearing Association (TSHA) and “Exhibit Site” shall mean the Fort Worth Convention Center in Fort Worth, Texas. It is stipulated that each exhibitor subscribe to the following rules and that their representatives will comply.
Purpose of Exhibition: This exhibition is an integral part of the TSHA 2019 Annual Convention. To assure that the exhibition will further the above purpose, admission to the display floor is limited to qualified persons. Since the primary purpose of the Association is to educate delegates on products and services of the exhibitor, emphasis on all exhibits shall be to fully describe uses of products and services offered by the Exhibitor. This shall include display of all such products and services offered. Exhibits must not be in violation of the Association’s policies and code of ethics which can be found at txsha.org.
Indemnity and Limitation of Liability: Neither TSHA nor any division of TSHA, nor the exhibit site, nor any of their officers, agents, employees, or other representatives, shall be held liable for, and they are hereby released 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 water or accident or any other cause. The Exhibitor shall indemnify, defend, and protect Management and the exhibit site, and save Management, the exhibit Site harmless from any and all claims, demands, suits, liability damages, loss, costs, attorney’s fees, and expenses of any kind or nature that might result from or arise from any action or failure to act on the part of the Exhibitor or its officers, agents, employees, or other representatives. It is the responsibility of the Exhibitor to maintain proper insurance coverage for its property and liability. It is understood that TSHA and the Fort Worth Convention Center and all staff, agents, and representatives are held harmless from any claims arising from the products given to the attendees during the exhibition show.
Assignment of Exhibit Space: Management will assign the exhibit space to the Exhibitor for the period of the exhibit, provided the exhibit site is made available to Management, on receipt of the attached contract. Such assignment is made for the period of this exhibit only and does not imply that the same or similar space be held or offered for future exhibits. Every effort will be made to respect any Exhibitor’s space choices when possible, but Management’s decision will be final. Management reserves the right to transfer assignment when such action is deemed to be in the best interest of the total exhibition. Management reserves the right to withdraw its acceptance of this contract if it determines in its sole discretion that the Exhibitor is not eligible to participate or the Exhibitor’s product is not eligible to be displayed in this exhibit. Every attempt will be made to keep competing commercial Exhibitors away from one another. We ask that non-profit Exhibitors limit merchandise to products showing the name and/or logo of their school, university, or non-profit organization. Non-profit organizations selling products that compete with commercial Exhibitors will be asked to pay a commercial exhibit fee.
Use of Exhibit Space: An Exhibitor shall not assign to a third party its rights hereunder to the exhibit space or any portion thereof without the written consent of Management, which it may withhold at its sole discretion. If such consent is given, the Exhibitor shall assume full responsibility for the conduct of the assignee and all its representatives, and the Exhibitor shall not charge its assignee more than a proportionate share of the exhibit fee based upon the cost of exhibit space assigned. Exhibitors may not conduct job interviews in their exhibit booth. To interview at Convention, companies must register for Job Placement Services.
Installation: It is explicitly agreed by the Exhibitor that in the event they fail to install their products in assigned exhibit space or fail to remit payment for required space rental at the time specified, Management shall have the right to take possession of said space and lease some or any part thereof to such parties and upon such terms and conditions as it may deem proper. All move-in and move-out of exhibits must be done only through designated loading docks, freight doors, and freight elevators. The main lobbies, escalators, and passenger elevators are not to be used for this purpose. Exhibitors should verify show security arrangements and times for move-in and move-out to avoid problems with unattended equipment and materials. Only facility electricians, plumbers, telephone technicians, and Convention Center Staff Engineers may access the utility floor pockets. Exhibitors are not permitted to use water from restroom faucets or janitorial closets for exhibit purposes.
Displays, Decorations, and Music: All decorations, signs, banners, etc., may not be taped, nailed, or otherwise attached to any ceiling, window, painted surface, or wall of the facility. Adhesive-backed decals are not permitted to be distributed or used inside the facility, or in the immediate vicinity. No exhibit, merchandise, or equipment shall be left in any aisle, but shall be confined to exhibit space. No signs or advertising devices shall be displayed outside exhibit space or project above or beyond limits of exhibit space. Advertising material or signs of firms other than those that have engaged space is prohibited. Both the Show Manager and the Event Coordinator must approve the location and method of installation of any special decorations or signs. Exhibitors who play any form of copyrighted music in their exhibit or private meetings during this event are required to be licensed by either the American Society of Composers, Authors and Publishers (ASCAP) and/or Broadcast Music Inc. (BMI). Exhibition producers, the association sponsor, and facility management independently and severally disclaim any licensing responsibility for public performance of unlicensed music by Exhibitors during event.
Fire Regulations: The decorative and construction materials must be of non-combustibles or flame-resistant material or treated with a solution to make the material flame-resistant. All other Fort Worth Fire Code regulations must be adhered to.
Booth Equipment and Services: Space rental includes one 10’ x 10’ draped exhibit booth; one 6’ draped table; two chairs; and identification sign (7’’ x 44’’); convention credentials for exhibit hall access (for four company representatives); general security service in the enclosed exhibit hall area; general lighting. Convention credentials do not include convention registration.
Storage and Packing Crates and Boxes: Exhibitor will not be permitted to store packing crates and boxes in the booth or the exhibit areas during the exhibit. It is the Exhibitor’s responsibility to mark and identify all crates and boxes. Crates not properly marked or identified may be destroyed. No trunks, cases or packing material shall be brought into or out of exhibit spaces during exhibit hours. Cartons containing valuables should not include contents from the outside.
All food, alcohol and non-alcoholic beverages, and concessions are operated and controlled exclusively by the Convention Center. Exhibitors must contact the exclusive food service contractor for authorization to exhibit and/or distribute sample food or beverage items.
Observance of Laws: Exhibitor shall abide by and observe all laws, rules, regulations, and ordinances of any applicable government authority and all rules of the exhibit site.
Cancellation or Termination of Exhibit: If, because of war, fire, strike, exhibit facility construction or renovation project, government regulation, public catastrophe, Act of God, or the public enemy, or other cause beyond the control of Management, the exhibition or any part thereof is prevented from being held, is cancelled by Management, the exhibition or the exhibit space becomes unavailable, Management, in its sole discretion, shall determine and refund to the Exhibitor, its proportionate share of the aggregate exhibit fees received that remains after deducting expenses incurred by Management and reasonable compensation to Management, but in no case shall the amount or refund to exhibitor exceed the amount of the exhibit fee paid. Cancellation by the Exhibitor after October 1, 2018, obligates the Exhibitor to full payment of the rental. No refunds will be made after this date. If written cancellation is received prior to October 1, 2018, a refund less a processing fee will be issued (For Profit: $275, Non-Profit: $150, ISD: $100).
Exhibitor Conduct: Exhibitor and its representatives shall not congregate or solicit trade in the aisles. The prior written consent of Management is required for the employment or use of any live model, demonstrator, solicitor, or device for the mechanical reproduction of sound. Such employment or use shall be confined to the exhibit space. Management in its sole and absolute discretion may withdraw its consent at any time, in which event Exhibitor shall terminate such activity forthwith. Distribution of pamphlets, brochures, or any advertising matter must be confined to the exhibit space. Cocktail parties or social gatherings of any kind shall not be held during Convention hours. Exhibitor shall refrain from any action that will distract attendees from attendance at the exhibit during open hours. Exhibit space shall not be used for entertaining. Exhibitor shall not enter into another Exhibitor’s space without invitation or when unattended. Exhibitor or any of its representatives shall not conduct itself in a manner offensive to standards of decency or good taste.
Union Labor: Exhibitor must comply with all union regulations applicable to setup, dismantling, and display of its exhibits where applicable.
Arbitration: Any controversy or claim between the parties hereto arising out of or related to the provisions of the agreement or the breach thereof shall be settled by arbitration in Fort Worth, Texas, in accordance with the Rules of the American Arbitration Association and judgment upon the award rendered by the Arbitrator may be entered in any court having jurisdiction thereof.
Jurisdiction: Both Management and Exhibitor consent to the jurisdiction of the Texas District and Appellate Courts and the U.S. District Court of Texas, for all purposes in connection with this agreement. The parties agree that review of process may be obtained by registered mail, return receipt requested, within or without the state of Texas.
Agreement to Terms, Conditions & Rules: Exhibitor agrees to observe and abide by the foregoing Terms, Conditions & Rules and by such rules made by Management from time to time for the efficient or safe operation of the exhibit, including but not limited to, those contained in this contract. In addition to Management’s right to close an exhibit and withdraw its acceptance of the application. Management, in its sole judgment, may refuse to consider for participation in future exhibits any Exhibitor that violates or fails to abide by all such Terms, Conditions & Rules.
Exhibiting in Texas: All Exhibitors conducting sales must be registered with the Texas Comptroller’s Office. Contact the Comptroller’s Office at 800- 531-5441 for information regarding Texas sales permits. Each Exhibitor is responsible for making this contact.
The foregoing rules have been formulated in the best interest of Exhibitors. The cooperation of our Exhibitors is requested. All points not covered herein are subject to settlement by the Association. The Convention Center has the right to alter and/or amend these guidelines. Please note: These are exhibitor guidelines only. Please refer to the operation policies for the Fort Worth Convention Center for the complete guidelines of the Convention Center.
For more information, contact Jeannie Binz.