Exhibitor Service Kit
Click here to download the 2021 Exhibitor Contract
Due to COVID 19 Pandemic an exhibit hall floor plan is not available at this time.
Online Contract site will be open soon
PLEASE NOTE: ALL BOOTHS CONTRACTED WITHIN 15 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!
See contract Terms and Conditions below
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Attendee Mailing List Order Form (click here for order form)
Refer to the Exhibitor Prospectus link above or to the online exhibit hall floor plan to view available booth space. 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!
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.
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.
All applicants are subject to approval by the Star of the South Dental Meeting. The Greater Houston Dental Society and/or The Star of the South Dental Meeting Council may accept or reject any application to exhibit in its sole discretion, and has full and final authority to interpret, amend or supplement these Guidelines, Rules and Regulations.
The exhibitor shall conform to and comply with the following requirements:
Exhibitor must follow Star of the South Regulations for Booth Display (see insert).
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.
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. CLICK HERE to view the Exhibitor Manual containing order forms for all of these services. Orders may also be placed online at www.starofthesouth.org (coming soon). Booth displays must follow the attached GENERAL EXHIBIT 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 and only online at www.starofthesouth.org (coming soon).
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 19, 2021.
ALL EXHIBITORS MUST PROVIDE PROOF OF INSURANCE AND THERE WILL BE NO EXCEPTIONS.
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. 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.
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 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 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: Exhibits Manager, Greater Houston Dental Society, One Greenway Plaza, Suite 110, Houston, Texas Houston, Texas 77046, (713) 961-4337 or firstname.lastname@example.org.
The Laws of the State of Texas will govern any disputes arising from this agreement or the terms thereof
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