BOOTH FEES AND PAYMENT POLICIES
|10’ x 10’ Inline Booth
|10’ x 10’ Corner Booth
|10’ x 10’ Booth facing a activity station
|10" x 10" Booth facing center wide isle
A $550 deposit per booth is required with your signed contract; otherwise, booth space is not guaranteed. Full payment is due by Friday, January 3, 2014. If the total balance due is not received on or before the deadline date, booth space is subject to cancellation and may be resold by show management without notification. Booths contracted within 10 days of the start of the meeting must be paid in full by cash or credit card only. Checks are not accepted within this period. Cancellations received after Friday, January 3, 2014 are not eligible for a refund, and cancellations received prior to that date are assessed a 25% administrative fee. All cancellations must be made in writing and sent to the attention of Ms Charlotte Bolls
BOOTH LOCATION REQUEST
Refer to the online exhibit hall floor plan to view and request your choice of booth(s). Please enter your preferred booth number(s) in order of first through third choice and list the company or companies (if any) you wish to exhibit near or away from. Booth assignments are made on a first come, first served basis. Every effort is made to honor your requests, however, selections may not be guaranteed depending on availability or other circumstances beyond the exhibit coordinator's control.
COMPLIANCE WITH LAW
The exhibiting company, its employees, and representatives, shall observe and comply with all federal, state, and municipal laws, and all rules and regulations in the use of such exhibit space. Products/services offered at exhibit booths, and delivery of any services within exhibit booths is subject to prior approval of The Star of the South show management.
The exhibitor shall conform to and comply with the following requirements:
- All displays must be confined within the limits of the booth space and approved by The Star of the South show management or its designated representative.
- Loud sound speakers or sound interference is not permitted.
- Helium balloons or combustible materials are not permitted. Equipment in operation must provide adequate protection against the dripping of any liquid on the floor.
- Empty crates must be removed from the exhibit hall for proper storage. Storage of freight, cartons, excelsior, etc. within the booth is prohibited.
- The services listed are operated and controlled by the George R. Brown Convention Center and should be ordered online through the Exhibitor Service Manual if needed. Using outside contractors for the following services is prohibited: Temporary Utility Service (electrical and plumbing), Food and Beverage Service, Telephone Communication, Exhibit Booth Cleaning, Facility-affixed Audio, Lighting and Structural Rigging, and Parking.
- Restrictions apply for automobiles or vehicles that are being used for booth displays. Exhibitors must obtain approval from the exhibits coordinator as well as the regulations and procedures for vehicle displays at least two months prior to the start of the exhibition.
- If using your company employee(s) to move-in/out, proof of employment
will be required, i.e. pay stub, etc.
- Exhibitor must follow Star of the South Exhibit Regulations for booth display (click here for .pdf of regulations)
ASSIGNMENT OF SUBLETTING
The exhibiting company shall use its booth space solely and exclusively for the exhibition of material, equipment, or services normally manufactured, distributed, or furnished by it in the regular course of its business, and for no other items or purposes of any kind. The exhibitor shall not assign, sublet, license, or otherwise release, transfer, apportion, or dispose of its exhibit space or any part thereof. Any use of all or part of said space by or for any person, firm, or entity other than the exhibitor will cause the exhibitor and the person, firm, or entity to be asked to leave the meeting without a refund.
Registration and name badge identification are required for every employee, guest, and attendee of the exhibition. The name badge issued at the time of registration must be visibly worn at all times during the show. Exhibitors who render their badges to unauthorized persons shall forfeit their exhibit space without eligibility for a refund and future exhibition privileges. Exhibitors may register up to 6 people at no charge for each 10'x10' booth space purchased. Any additional representatives or guests are charged a fee of $45.00 each. Any additional representatives or guests are charged a fee of $45.00 each. All registrations must be submitted prior to the start of the exhibition.
The exhibiting firm, its agents, employees, contractors, representatives or guests assumes and agrees to indemnify, protect, save and hold harmless the Star of the South Dental Meeting, the Greater Houston Dental Society, Freeman Decorating, and the George R. Brown Convention Center, its agents, employees, contractors or representatives, from and against any and all losses, damages, injuries, claims, demands and expenses, including legal expenses, of whatsoever kind or nature, arising due to the exhibitor's conduct or negligence during participation in The Star of the South Dental Meeting over the installation period, show hours or dismantle period. Absolutely no children (under age 18) are allowed in the exhibit hall during Move-in and Move-out hours. Exhibitors are required to man booth space at all times.
BOOTH FURNISHINGS AND SPECIFICATIONS
The booth fee for each 10'x10' booth includes standard 8' high back drape and 3' high side divider drape in show colors, standard 7" x 44" booth identification sign (21 characters per line, max.), 6 complimentary registrations, and listing in the onsite program directory and Star of the South website. Carpet, display units, furnishings, and utilities are not included in the booth fee and may be ordered through Freeman Decorating, the official show decorator, and the exclusive service contractors of the convention center. An Exhibitor Service Manual containing order forms for all of these services will be available online at www.starofthesouth.org approximately three months prior to the convention. Booth displays must follow the Star of the South Exhibit Regulations when setting up booth (click here for .pdf of regulations)
Shipping instructions, deadlines, and labels for advance shipping to the warehouse and direct shipping to show site are included the Exhibitor Service Manual provided by Freeman Decorating online at www.starofthesouth.org beginning December 2013.
The exhibiting company agrees to carry insurance for a single limit of not less than one million dollars for its employees, agents, contractors, representatives and guests present at The Star of the South Dental Meeting in each of the following categories: Broad Form General Liability and Automobile Liability. In addition, the exhibitor agrees to provide Workers' Compensation Insurance providing benefits for the state of Texas and Employers' Liability of one hundred thousand dollars per accident. An umbrella liability policy would be satisfactory provided all these areas are covered. The policy must name as additional insureds: The Star of the South Dental Meeting; the Greater Houston Dental Society; the officials show contractor; and the George R. Brown Convention Center. Exhibitor must provide a Certificate of Insurance showing the policy in effect through March 29, 2014 by February 1, 2014.
Freeman Decorating is the official decorating contractor for the Star of the South Dental Meeting. A standard 7” x 44” booth identification sign consisting of a maximum of 21 characters per line will be provided by Freeman at no charge for each exhibitor. The identification sign will contain the name of the company listed on the exhibitor contract that was submitted to the exhibits coordinator. Also included at no charge for each 10'x10' booth is 8' high back drape and 3' high side drape in show colors. Unless a third party contractor is used by the exhibitor, all carpet, furnishings, and accessories should be ordered through Freeman Decorating.
THIRD PARTY CONTRACTORS
Exhibitors utilizing third party contractors agree to submit a completed Third Party Contractor Notice with proof of insurance by Friday, February 2, 2014. Third Party Contractor Notices are contained in the Exhibitor Service Manual. Exhibitors utilizing third party contractors agree to indemnify and hold harmless The Star of the South Dental Meeting, the Greater Houston Dental Society (including its officers and employees), Freeman Decorating, and the George R. Brown Convention Center from any and all liability, including attorney's fees, which may arise due to the third party contractor's presence or actions. All third party contractors must maintain the following General Liability Insurance Coverage: General Liability (broad form - one million dollars); Automobile Liability (any auto - one million dollars); Workers' Compensation as required in the State of Texas; and Employers' Liability (one-hundred thousand dollars). Umbrella Form Excess Liability may be used to bring coverage levels up to these requirements. In addition, the policy must name as additional insureds: The Star of the South Dental Meeting; the Greater Houston Dental Society; Freeman Decorating Company; and the George R. Brown Convention Center.
INDEMNIFICATION AND LIABILITY
The exhibiting firm, its agents, employees, contractors, representatives or guests assumes and agrees to indemnify, protect, save and hold harmless the Star of the South Dental Meeting, the Greater Houston Dental Society, Freeman Decorating, and the George R. Brown Convention Center, its agents, employees, contractors or representatives, from and against any and all losses, damages, injuries, claims, demands and expenses, including legal expenses, of whatsoever kind or nature, arising due to the exhibitor's conduct or negligence during participation in The Star of the South Dental Meeting over the installation period, show hours or dismantle period. Absolutely no children (under age 18) are allowed in the Exhibit Hall during Move-in and Move-out hours. Exhibitors are required to man booth space at all times during exhibit hall hours. No Early Move-Out Allowed. Early Move-Out Penalty $300.
The Star of the South Dental Meeting reserves the right to cancel this contract if an exhibitor displays or sells a product which is not authorized by the show management after being notified in writing to discontinue such display or sale; and if the premises is damaged so as to render the premises untenable or unfit for use. In such event, all payments previously made on this contract shall be prorated. The pro rata portion thereof shall be returned to the exhibitor by show management and upon such payment being made, The Star of the South Dental Meeting and the Greater Houston Dental Society shall be released from any and all claims for damages, loss, costs or expenses sustained or incurred by the exhibitor by reason of such cancellation.
RULES AND REGULATIONS
The Star of the South Dental Meeting shall have the right, which is hereby expressly reserved, to make such additional rules and regulations as it deems proper to cover the conduct and to promote the success of the meeting. Show management may change and amend such rules and regulations from time to time. The breach of any such rule and regulation by the exhibitor, after being notified in writing thereof, shall be grounds for dismissal from the meeting with no recourse for refund or claims for any loss or damages on such grounds.
Security will be provided inside the exhibit hall on a 24-hour basis. However, neither The Star of the South Dental Meeting nor the Greater Houston Dental Society shall be held responsible for any loss or damage to equipment, materials, or products within the exhibit hall. It is the responsibility of the exhibitor to provide for any damages or losses of any kind to the equipment, materials, or products on display, including insurance coverage if so desired.
On all matters not herein covered, or on any possible differences, final decisions are subject to the judgment of The Star of the South Dental Meeting and Greater Houston Dental Society.
All correspondence relating to exhibits should be addressed to: Ms. Katie Anderson, Greater Houston Dental Society, One Greenway Plaza, Suite 110, Houston, Texas 77046, (713) 961-4337 ext. 107 or email@example.com.
The Laws of the State of Texas will govern any disputes arising from this agreement or the terms thereof.
EXECUTION OF CONTRACT
The undersigned exhibitor has applied to the Greater Houston Dental Society (GHDS) for exhibit space at the Star of the South Dental Meeting, March 7-9, 2013 held at the George R. Brown Convention Center in Houston, Texas. By executing this contract, the exhibitor agrees to all terms, conditions, and provisions of this agreement, and all rules and regulations of the exhibition. The exhibitor agrees to assume all risks for injury, damage or loss arising out of the use and/or occupancy of the assigned space, and the exhibitor agrees to hold the GHDS, its officers, employees and agents free and harmless for any cause of actions, claims, or demands that may result from the exhibitor's use or occupancy of the assigned space or for any matter arising out of the agreement.
CONTACT PERSON FOR RECEIVING EXHIBITOR SERVICE MANUAL AND FOR MAKING BOOTH ARRANGEMENTS (IF DIFFERENT FROM ABOVE)
AUTHORIZATION OF PAYMENT