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| 10’ x 10’ Inline Booth |
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$1,050 |
| 10’ x 10’ Corner Booth |
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$1,200 |
| 10’ x 10’ Booth facing a 20x20 activity station |
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$1,200 |
A $550 deposit per booth is
required with your signed contract; otherwise, booth space is not guaranteed. Full payment is due by Friday, December 21, 2007. 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, December 21, 2007 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 Exhibits Coordinator Charlotte Bolls.
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. For 2008, exhibitors have the option to move out a day early on Friday, March 28 from 6:00 p.m.-8:00 p.m. or on Saturday, March 29 from 7:00 a.m.-9:00 a.m. If you choose to exhibit March 27 and 28 only, you must select one of the booth spaces available for early move-out in the back of the hall and must be completely moved out of your booth by 9:00 a.m. on Saturday, March 29. Booth fees are not discounted for a two-day exhibition. 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.
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 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.
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 booth fee for each 10'x10' booth includes standard 8' high back drape in plum, gold and white (show colors), 3' high side divider drape in plum, 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 Manual containing order forms for all of these services is mailed to the
primary contact listed on the exhibitor contract approximately three months prior to the convention.
Orders may also be placed online at www.starofthesouth.org beginning
November
2007. Booth
displays must not extend beyond 4' high from the back drape or side drapes in order to permit a
clear view of all exhibits.
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 online at www.starofthesouth.org beginning
November
2007.
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.
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 an 8' high back drape in plum,
gold and white (show colors) and 3' high side divider drapes in plum. Unless a third party
contractor is used by the exhibitor, all carpet, furnishings, and accessories should be ordered
through Freeman Decorating.
Exhibitors utilizing third party contractors agree to submit a completed Third Party Contractor
Notice with proof of insurance by Friday, February 15, 2008. 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.
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.
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.
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: Charlotte Bolls, Exhibits
Coordinator, Greater Houston Dental Society, One Greenway Plaza, Suite 110, Houston,
Texas 77046, (713) 961-4337 ext. 12 or cbolls@ghds.org.
The Laws of the State of Texas will govern any disputes arising from this agreement or the
terms thereof.
The undersigned exhibitor has applied to the Greater Houston Dental Society (GHDS) for exhibit space at the Star of the South Dental Meeting,
March 27-29, 2008
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.
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