Contract

Contract and Floor Plan

 

Click Here to fill out the exhibitor contract online.

 

Click Here to download the 2018 Exhibitor Contract and Floor Plan

 

Click Here to view the interactive floor plan to choose the best booth space available for you.  This floor plan shows all available booths.

 

PLEASE NOTE: ALL BOOTHS CONTRACTED WITHIN 10 DAYS OF THE MEETING MUST BE PAID IN FULL BY CASH OR CREDIT CARD ONLY.  CHECKS ARE NOT ACCEPTED WITHIN THIS PERIOD. ALL BOOTHS CONTRACTED AT THIS TIME ARE NON-REFUNDABLE!

 


 

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.

 

PROOF OF INSURANCE, AS IDENTIFIED IN THE CONTRACT TERMS AND CONDITIONS, IS REQUIRED. NO EARLY MOVE-OUT ALLOWED – $300 PENALTY!  To purchase insurance, click here.

 

EXHIBITORS ARE PROHIBITED FROM GIVING BADGES TO NON-EXHIBITING COMPANIES/REPRESENTATIVES! NON-EXHIBITING COMPANIES ARE NOT ALLOWED IN THE EXHIBIT HALL. VIOLATORS WILL BE ASKED TO EXIT THE PREMISES.


CONTRACT TERMS AND CONDITIONS

 

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.

 

Exhibit Limitations

The exhibitor shall conform to and comply with the following requirements:

  1. 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.

Exhibitor must follow Star of the South Regulations for Booth Display (see insert).

  1. Loud sound speakers or sound interference is not permitted.
  2. Helium balloons or combustible materials are not permitted. Equipment in operation must provide adequate protection against the dripping of any liquid on the floor.
  3. Empty crates must be removed from the exhibit hall for proper storage. Storage of freight, cartons, excelsior, etc. within the booth is prohibited.
  4. The services listed are operated and controlled by the George R. Brown Convention Center and should be ordered 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.
  5. 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.
  6. If using your company employee(s) to move-in/out, proof of employment will be required, i.e. pay stub, etc.
  7. Use of nitrogen tanks within booth is subject to prior approval by show management and must conform to George R. Brown regulations for installation and usage.

 

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 there of. 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.

 

Exhibitor Registration

Registration and name badge identification are required for every employee, representative, 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 employees or representatives at no charge for each 10’x10’ booth space purchased. Additional representatives will be charged a fee of

$45.00 each. All registrations must be submitted prior to the start of the exhibition.

 

Booth Furnishings and Specifications

The booth fee for each 10’x10′ booth includes standard 8′ high back drape in show colors, 3′ high side divider drape in one of the show colors, standard 7″ x 44″ booth identification sign (21 characters per line, max.), 6 employee or representative 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 the official show decorator and the exclusive service contractors of the convention center. An Exhibitor Manual containing order forms for all of these services is available online at,

www.starofthesouth.org, approximately three months prior to the convention. Orders may also be placed online at www.starofthesouth.org beginning October 2017. Booth displays must follow the attached Star of the South Exhibit Regulations.

 

Shipping Instructions

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 and only online at www.starofthesouth.org beginning October 2017.

 

Insurance

The exhibiting company agrees to carry insurance for a single limit of not less than one million dollars for its employees, agents, contractors, and representatives 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 City of Houston. Exhibitor must provide a Certificate of Insurance showing the policy in effect through February 2, 2018 by the deadline date of January 12, 2018.

 

ALL EXHIBITORS MUST PROVIDE PROOF OF INSURANCE

AND THERE WILL BE NO EXCEPTIONS.

 

Decorator

The official decorating contractor will provide a standard 7” x 44” booth identification sign consisting of a maximum of 21 characters per line 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 an 8′ high back drape in show colors and 3′ high side divider drapes in one show color. Unless a third party contractor is used by the exhibitor, all carpet, furnishings, and accessories should be ordered through the official show decorator.

 

Third Party Contractors

Exhibitors utilizing third party contractors agree to submit a completed Third Party Contractor Notice with proof of insurance by Friday, January 12, 2018. 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), the official show contractor 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; the official show contractor; and the George R. BrownConvention Center.

 

Indemnification and Liability

The exhibiting firm, its agents, employees, contractors, or representatives assumes and agrees to indemnify, protect, save and hold harmless the Star of the South Dental Meeting, the Greater Houston Dental Society, the official show contractor, 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 exhibitor move-in and move-out hours.

 

Exhibitors are required to man booth space all all times during exhibit hall hours. No early move-out allowed. Early move-out penalty: $300.00.

 

Default

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

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.

 

Miscellaneous

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.

 

Correspondence

All correspondence relating to exhibits should be addressed to: Exhibits Manager, Greater Houston Dental Society, One Greenway Plaza, Suite 110, Houston, Texas Houston, Texas 77046, (713) 961-4337 or cbolls@ghds.org.

 

Governing Laws

The Laws of the State of Texas will govern any disputes arising from this agreement or the terms thereof