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100% OF EXHIBITORS BELIEVE LAUNCH IS A VALUABLE MARKETING OPPORTUNITY.
SATURDAY JULY 18
FRIDAY JULY 17
ATTENDEE SCHEDULE 10:00 am – 11:30 am
Early Check-in for LAUNCH Lunch Attendees
11:30 am – 1:00 pm
LAUNCH Lunch Workshops *Admission not included in All-Access Pass
12:00 pm – 8:00 pm
Onsite Registration & Check-in, Exhibit Hall, STAR Co-op (PTA Store) Open
1:30 pm – 3:30 pm
Texas PTA Annual Meeting
4:00 pm – 5:30 pm
Training Session One
4:00 pm – 5:30 pm
FOUNDATIONS: Leader Orientation (English and en Español)
5:30 pm – 8:00 pm
LAUNCH Social *Open to all attendees. Dinner served at 6:00 pm and available with ticket or All-Access Pass.
7:00 am – 1:00 pm
Onsite Registration & Check-in Open
8:00 am – 9:30 am
Training Session Two
9:00 am – 7:00 pm
Exhibit Hall & STAR Co-op (PTA Store) Open
10:00 am – 10:30 am
General Session
11:00 am – 12:00 pm
Leader to Leader Sessions
12:00 pm – 2:00 pm
Visit the Exhibit Hall & STAR Co-op (PTA Store) during your lunch break!
12:15 pm – 1:45 pm
Talk of Texas Lunch
SUNDAY JULY 19
*Honoring 2015 Texas PTA Outstanding Educator Award recipients. Available with ticket or All-Access Pass. 2:00 pm – 3:00 pm
Leader to Leader Sessions
3:30 pm – 5:00 pm
Training Session Three
3:30 pm – 5:00 pm
FOUNDATIONS: Leader Orientation (English and en Español)
5:00 pm – 7:00 pm
Last Chance in Exhibit Hall!
7:00 am – 11:00 am
STAR Co-op (PTA Store) Open
8:00 am – 9:15 am
Training Session Four
9:30 am – 10:45 am
Training Session Five
11:00 am – 12:30 pm
back the future Brunch *Featuring performances by Reflections Outstanding Interpretation recipients. Available with ticket or All-Access Pass.
*Ticketed events must be pre-purchased. Tickets will be unavailable during onsite registration. 3
Texas PTA recognizes the support of those who back the future of all Texas children. Be one of the first 408 donors on our permanent donor wall! Visit txpta.org/donate
Jake Smith Lakeside High School PTSA Class of 2015
Ella Porter Elementary PTA
YOUR NAME HERE
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Your business has the unique opportunity to back the future of our state’s children by dedicating a tile on the lobby wall of our new State Office! You can choose to recognize a PTA in your community, a local school district or even your own business. Visit www.txpta.org/donate to make your tax-deductible contribution of $408. When combined, these tiles represent a CommYOUnity that is supporting the success of Texas students. Help ensure our student’s success by participating in the 408x 408 campaign.
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EXHIBITOR INFORMATION SCHEDULE EXHIBITOR MOVE-IN
EXPO HALL HOURS
MOVE-OUT
Thursday
Friday
Saturday
3:00 pm - 7:00 pm
12:00 pm - 8:00 pm
7:00 pm - 10:00 pm
Friday
Saturday
7:00 am - 12:00 pm
9:00 am - 7:00 pm
PRICING 10’x10’ Corner Premium Booth (Reserved for LAUNCH Sponsors)
$2000
INCLUDED IN YOUR BOOTH
10’x10’ Corner Booth $1200
• Basic listing in the Exhibit Hall Directory, guaranteed to June 15
10’x10’ In-Line Booth $900
• Listing on the Mobile event app if application received by June 15 (company name, contact, short description)
10’x10’ Non-Profit* In-Line Booth
$600
10’x10’ Non-Profit* Corner Booth
$800
• 8’ back drapes (orange and blue)
Island Booths #603, 617, 903, and 917 (Call for pricing)
• 6’ draped table (white skirt)
* Non-profit organizations must provide proof of exemption at the time of application to receive special pricing.
• Company ID sign displaying name and booth number
• 3’ wing drapes (white)
• Waste basket • 2 padded side chairs All other furnishings and displays are at the exhibitor’s expense. An exhibitor service manual with order forms for furnishings will be sent to exhibitors upon booth assignment.
5
LAUNCH FLOORPLAN 430 EXIT
429
EXIT
(Te
323
422
423
522
523
622
321
420
421
520
521
620
319
418
419
518
519
618
317
416
417
516
517
616
22'-9" 20'
617
10'
311
410
10'
413
512
411
510
10'
513
612
511
610
10'
404
303
506
405
504
403
502
507
606
505
604
503
602
600 aisle
305
407
500 aisle
406
400 aisle
300 aisle
Re
200 aisle
307
10'
613
712
611
710
711
609
708
709
22'-9" 20'
603
700 aisle
412
str
oo
m
s
PTA Info Booth
313
715 713
705 703
TRINITY I 9'
37'
6'
Orange shaded booths are reserved for LAUNCH Sponsors. Bronzelevel sponsors are not guaranteed placement in these booths.
6
Pink shaded Corner Premium Booths are reserved for LAUNCH Sponsors (open to any sponsorship level). Exhibitors may purchase a maximum of two Corner Premium Booths.
When purchasing 3 or more booths at regular price, 1st booth is regular price, 2nd, 3rd, etc., will be discounted 10%. The highest priced booth will be considered the first booth.
Storage
1029 1031
1128 1129
1228 1230 1231
EXIT
Restrooms
EXIT
STAR Co-op exas PTA Store)
1025
1124
1125
1224
1225
1324
1023
1122
1123
1222
1223
1322
1323
1121
1220
1221
1320
1321
22'-9" 20'
ENTRANCE
1118
1119
1218
1219
1318
1319
1017
1116
1117
1216
1217
1316
1317 15'
917
1019
810
811
808
809
802
800 aisle
804
10'
913
1012
910
911
1010
908
909
1008
805
904
803
902
22'-9" 20'
903
10'
1013
1112
1011
1110
1113
1212
1111
1210
10'
1213
1312
1211
1310
10'
1313 1311 1309
1007
1106
1005
1104
1003
1102
DINNER ENTRANCE
1107
1206
1105
1204
1103
1202
1207
1306
1205
1304
1203
1302
1307 1305 1303 1301
13'-6"
MAIN ENTRANCE
10'
1300 aisle
912
10'
1200 aisle
813
812
1315
1100 aisle
914
1000 aisle
815
900 aisle
814
VISIT TXPTA.ORG/LAUNCH TO RECEIVE YOUR BOOTH AND SPONORSHIP TODAY! 7
SPONSORSHIP OPPORTUNITIES DIAMOND $15,000 Talk of Texas Lunch Host Our best attended meal, The Talk of Texas Lunch, will honor our 2015 Texas PTA Outstanding Educator recipients for their outstanding service. As the host, a company representative is invited to welcome attendees to the presentation. Show your support for our state’s exceptional educators by sponsoring this lunch!
back the future Brunch Host Truly inspirational, the back the future Brunch will feature performances by the 2014-2015 Reflections Outstanding Interpretation recipients (Pre-K – 12th grade students). As the back the future Brunch Host, a company representative is invited to welcome attendees and kick off the program. Your generous sponsorship allows for attendee breakfast ticket fees to support the Emerging Leaders Academy.
PLATINUM $10,000 Tote Bag Sponsor They say location is everything and with this sponsorship, your company brand will be displayed on 4,000 bags, traveling all over LAUNCH Dallas and LAUNCH Satellite events (see page 11) throughout the summer.
Badge and Lanyard Sponsor Every attendee receives a name badge and lanyard to be worn at all times during the weekend to access LAUNCH events. Place your company name or logo on the conference lanyards and badges to ensure maximum visibility all weekend long!
T-Shirt Sponsor Nearly 900 t-shirts are sold each year and your company logo could be on every one of them for year-round promotion!
Registration Host Every attendee passes through the LAUNCH registration line and this is your chance to reach all of them! Always a hit, the expedited check-in process allows for a quick and easy first impression. Your company logo will be featured on check-in screens and registration signage. You are also invited to personally welcome attendees as they arrive on Friday from noon until 2:00 PM.
General Session Host (2)
LAUNCH Social Host (2)
This is the first and only opportunity to reach all of our attendees in one place! During the Saturday morning General Session, President Leslie Boggs will address all attendees with association updates, including our back the future campaign. As the host, a company representative is invited to provide a brief welcome to attendees and you will be recognized during the session through signage and décor.
This is your chance to be highlighted during our first social attendee function! All attendees are invited to attend the Exhibit Hall during this time and dinner will be provided for ticketed attendees. As one of the LAUNCH Social Hosts, your company will be given the exclusive opportunity to make a brief announcement or promotional message during the event from 5:30 - 8:00 pm. Talk about the spotlight!
STAR Co-op Sponsor Nearly every attendee will browse and purchase materials in the STAR Co-op in preparation for the coming PTA year. Your logo will be featured on Co-op signage and your web address and logo will be included on the plastic check-out bags.
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GOLD $5,000 Publications Sponsor LAUNCH boasts two highlyconsumed publications. The Event Program serves as the event guide, providing schedules, workshops, and other pertinent event information. The Exhibit Hall Directory provides the floor plan, exhibitor listings, and serves as a year-long reference for Local PTA Leaders. By becoming the Publications Sponsor, you place your company advertisement in the hands and eyes of every single attendee with a full-page color ad on back cover of both the Event Program and Exhibit Hall Directory.
Consession Area Host Concessions will be available in the exhibit hall for attendee meals and snacks. Typically, 2,000 attendees purchase items from the concession stands. As the Concession Area Host, the concessions area will be named with your company (ie Best Company Concessions Area) and rigged signage will feature your company logo and name.
Workshop/Notepad Sponsor (2) Training is the number one reason PTA leaders attend LAUNCH and as the Workshop/Notepad Sponsor you show support for this training. Workshop Sponsors will be prominently featured on workshop signage and logos are displayed on the custom notepad that all attendees receive in their tote bag. Sponsorship payment and logo must be received by June 1 to be recognized on the notepad.
Leadership Sponsor Two of our most popular workshops, BASICS: Presidents and BASICS: Treasurers, reach over 500 PTA Presidents and 400 Treasurers. Your company representative will have the opportunity to make a brief announcement or welcome during the session and will be recognized by the facilitator at the beginning of the workshops.
Hotel Room Key Card Sponsor More than 2,000 attendees will check into the Hilton Anatole for LAUNCH 2015! As the Hotel Key Card Sponsor, your company logo or advertisement will be on every room key. Remind them to visit your booth or to learn about your newest product every time they enter their hotel room! Sponsorship includes 2-color advertisement on 2,500 hotel room keys provided to attendees. Full color and quantity upgrade is available at additional costs.
SILVER $2,500
BRONZE $500
LAUNCH Mobile App Sponsor (2)
Tote Bag Insert Service
The popular LAUNCH Mobile App is back! As a great tool to navigate the weekend schedule, more than 2,000 attendees downloaded the app last year. The Mobile App Sponsor will receive a rotating banner ad with your company logo and live link to your website. Another fantastic way to let members know you support PTA!
This is your chance to reach all LAUNCH attendees by placing one promotional item or paper item in limited sizes (8.5�x11�, half sheet, trifold, stitched or enveloped booklet) in every tote bag!
LAUNCH Lunch Hosts (3) Wildly successful last year, we offer the opportunity for PTA leaders to get a head start on their weekend full of training on Friday afternoon. Several 90-minute training sessions will be offered with lunch and your company representatives are invited to welcome attendees at the lunch stations. All host companies will also be recognized at the beginning of all the LAUNCH Lunch sessions.
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SPONSORSHIP BENEFITS DIAMOND $15,000
PLATINUM $10,000
GOLD $5,000
SILVER $2,500
BRONZE $500
Speaking Opportunity Company logo on Footer of LAUNCH Emails Social media posts Logo and link on LAUNCH Website List of Registered PTAs Booth activity promotion Exhibitor BINGO
Booth Discounts
2 2 1 Complimentary Complimentary Complimentary
10% Discount
Booth Placement Ad in Event Program Publication
Full Page
Half Page
*Half Page
Quarter Page
Ad in Event Exhibit Hall Directory
Full page
Full page
*Half page
Quarter page
All locations booth & Insert
All locations booth & Insert
All locations booth & Insert
All locations booth & Insert
Logo
Logo
Logo
Logo
LAUNCH Satellite
Tote Bag Inserts Sponsor Signage & Recognition
*Exception: Publications Sponsor receives Full-Page ad in both publications. 10
Name
SPEAKING OPPORTUNITY
AD IN EVENT PUBLICATIONS
A brief speaking opportunity to welcome attendees and introduce your brand at specific meal function or general session.
All attendees receive the Event Program and Exhibit Hall Directory to use as their resource in the coming school year for fundraisers, educational programs, and products. Place an ad or coupon in one or both publications to drive attendees to your booth and promote your products year round! No additional ads are sold in these publications.
SOCIAL MEDIA POSTS Texas PTA reaches an average of 5,000 followers every day! This benefit includes two promotional messages through Texas PTA’s Social Media posts, including Twitter, Facebook, and Instagram.
LAUNCH EMAIL FOOTER Reach 80,000 PTA Leaders and families across Texas with your logo on promotional emails!
BOOTH ACTIVITY PROMO Advertise your unique booth promotion (sale, drawing, giveaway, etc) during the final informational email attendees will receive from Texas PTA 1-2 days prior to LAUNCH.
LIST OF REGISTERED PTAs Get a list of pre-registered PTAs 1 week before LAUNCH and a final list 4 weeks after LAUNCH. Leader contact information is not included.
LAUNCH WEBSITE Reach 20,000 prospective attendees with sponsor logos and link to sponsor website on footer of LAUNCH event pages.
EXHIBITOR BINGO A popular activity among attendees, exhibitor BINGO is sure to drive additional traffic to your booth. All attendees receive a BINGO card and must visit each sponsor booth to fill their card. Completed cards are entered into a drawing to receive an enticing prize!
BOOTH PLACEMENT Be in the middle of it all! LAUNCH is known for providing great foot traffic and a prime location is sure to make an impact with our attendees. Based on your sponsorship level, your company could earn premier booth placement.
BOOTH DISCOUNTS Receive complimentary or discounted 10x10 booth(s).
LAUNCH SATELLITE These one-day regional conferences provide the opportunity for leaders in the outlying areas of the state to attend several workshops without traveling to Dallas. Based on your sponsorship level, your company can be represented through a tabletop booth and a tote bag insert at these events. See more on page 11.
TOTE BAG INSERTS Proven to be one of the most cost-effective ways to reach all of our attendees, this opportunity allows you to place a flyer, brochure or promotional item in all attendee tote bags. Our attendees often refer to these materials during the show and throughout the school year, so don’t be left out!
SIGNAGE & RECOGNITION Appropriate and professional signage is provided to recognize your company during the event including Sponsor ribbons for your staff badges, logo or company name in the event publications and on area signage.
11
LAUNCH FAQs When will I know if my application has been Approved? Status of booth applications will be confirmed by e-mail within ten (10) business days of submission. If approved, a signed copy of Standards of Exhibition and payment are due immediately.
When will I be notified of my booth number? Approved applicants will be notified of their booth assignment three weeks of opening exhibitor registration or within five (5) business days if after that time period. Booth numbers are subject to change at the discretion of Texas PTA. Payment is required before booth numbers are confirmed.
Can I purchase two front row booths? Texas PTA does not allow end-cap, 10 x 10 booths in the exhibit hall.
What is the cancellation policy? Please submit booth cancellations in writing. Refunds are not available. 12
I am a sponsor. What will you need from me? When you receive your sponsor approval notice, you will also receive a sponsor agreement package to be signed and returned. All information pertaining to your sponsorship will be included.
How will I gain access to the Texas PTA meals? Tickets to the Texas PTA meals (Friday LAUNCH Social Dinner and Saturday Talk of Texas Lunch) are available for purchase during exhibitor registration. Meal tickets cannot be purchased onsite. Other concession options available onsite.
Are door prizes allowed? Yes, you may administer your own give-aways throughout the event. A microphone and winners board will be provided throughout the weekend. Only LAUNCH Social Hosts may make announcements on Friday from 5:30 PM - 8:00 PM.
How do I order electricity, furnishings, and other services? Once your booth number is confirmed, you will receive an exhibitor service kit from The Expo Group. This kit will allow you to order everything from electricity and freight to carpet and chairs.
Other questions? Contact: Rosemary Tills Exhibits Coordinator exhibits@txpta.org 512-476-6769, Ext. 220 408 West 11th Street Austin, Texas 78701
LAUNCH Satellite conferences are scheduled for Midland/Odessa, El Paso, and Harlingen throughout the summer. With attendance growing every year, make sure your company is represented!
Specific dates and locations are coming soon!
Visit txpta.org/LAUNCH for more information.
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Standards of Exhibition Show Management Texas PTA (show management) reserves the right to restrict exhibits which, because of noise, method of operation, materials, promotion of door-to-door sales or other reasons, become objectionable. Texas PTA may forbid installation or request removal or discontinuance of an exhibit or promotion, wholly or in part, that in its opinion is not in keeping with the character and purposes of Texas PTA. Should there be any question on conforming to the following exhibit rules and guidelines final judgment will be made by show management. Exhibit Application & Payment All exhibits and related demonstrations and presentations must serve the interests of association members. Submission of application does not constitute or imply approval to participate in any Texas PTA event. Show management reserves the right to determine eligibility of exhibitor for inclusion in the show prior to, or after, execution of the agreement. Status of applications will be confirmed by e-mail within 10 business days of submission. Space Assignment: Texas PTA agrees to use best efforts to assign exhibitor the booth(s) requested, however Texas PTA cannot and does not guarantee assignment of space in accordance with exhibitor’s request. Exhibitor agrees to accept the booth(s) assigned by Texas PTA. Show management reserves the right to relocate exhibitors or modify the floor plan should it be deemed necessary. Preliminary booth assignments will be emailed by May 1. Payment: Payment information is required at time of application and will be processed once application is approved. Checks are accepted and must be received by Texas PTA within 10 business days of approval notification. The exhibitor who fails to make payments when due shall automatically forfeit any rights, privileges and claims of any nature, including any payments previously made. If application is denied, payment will not be processed and information will be destroyed. Cancellation: Please submit booth cancellations in writing. Refunds are not available. In case of cancellation of the Conference & Exhibition due to act of God, fire, strike, or any other circumstances beyond the control of Texas PTA, the exhibitor will be refunded any money paid for booth space, less the prorated share for the expenses incurred by Texas PTA in connection with the exhibition. Admission Policies Exhibition admittance is restricted to exhibitor personnel and registered attendees displaying an official show badge. All exhibitor personnel must register and wear the official show badge at all times. Exhibitors will receive 5 show badges for exhibitor personnel for each standard exhibit space occupied. Additional badges may be requested, however no more than 5 staff per standard booth can be present
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at one time. Badge switching or the transfer of a badge to an unauthorized individual is a violation of this contract and will be subject to confiscation of the badge and removal of the individuals from the exhibit hall. Exhibitors are permitted access to the exhibit hall one hour before and 30 minutes after posted official show hours. Additional access may be arranged by requesting an off-hours entry pass, which will be granted solely at the discretion of show management. To ensure access for registered attendees, exhibit personnel are not permitted to attend workshops, trainings, or general meetings without prior approval of show management. Ticketed events are available for purchase during application process. Minors In the interest of safety and injury prevention, children under 12 years of age will not be permitted on the exhibition floor during installation and removal of exhibits. All children must be accompanied by an adult at all times. Exhibit Space Guidelines All exhibits must conform to these guidelines and may not extend beyond the boundaries of the exhibit space. Exhibitors with large equipment must reserve sufficient space to ensure that equipment which exceeds 4 feet in height and which, by virtue of its size, cannot be confined to the rear half of the exhibit space, is no nearer than 10 linear feet from any adjoining exhibit space. Exhibitors are not permitted to sublet or share any portion of their exhibit space with another business or firm without the written consent of show management. Exhibitors may not display merchandise of other manufacturers or distributors where no direct business relationship exists between them. Display Guidelines
Standard Booths: The height of standard booth displays may not exceed 8 feet. Displays may not exceed 42 inches in height in the front half of the booth. No materials may be suspended from the ceiling or bridged across an aisle. Following is a diagram showing these height restrictions for standard booth space: Perimeter Booths: Perimeter booths are defined as booths that back up to a wall of the facility rather than another exhibit. Displays in perimeter booths may be as high as 12 feet but may not exceed 42 inches in height in the front half of the booth. No materials may be suspended from the ceiling or bridged across an aisle.
Island Booths: Displays in island booths occupied by one exhibitor may be as high as 16 feet. Hanging signs are permitted in all island booths to a maximum height of 16 feet from the top of the sign to the floor. Hanging signs should be set back 10 feet from adjacent booths and hang directly over contracted space only. All hanging signs and booth layout plans must be approved by show management 30 days prior to show setup. No materials may be bridged across an aisle. Sound, Demonstrations, Literature/Giveaways The use of sound systems or equipment producing sound is a privilege, not a right. Show management reserves the right to determine at what point sound constitutes interference with others and must be discontinued. Exhibitors should be aware that music played in their booths, whether live or recorded, may be subject to laws governing the use of copyrighted compositions. ASCAP, BMI, and SESAC are three authorized licensing organizations that collect copyright fees on behalf of composers and publishers of music. Exhibitors shall conduct sales presentations and product demonstrations in a manner which assures all exhibitor personnel and attendees are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. It is the responsibility of each exhibitor to arrange displays, product presentations, audio visual presentations, and demonstration areas to ensure compliance. No activities should be planned or products displayed in a manner that would require an audience to gather in the aisles. Show management reserves the right to determine if a demonstration interferes with adjacent exhibit spaces and when it must be discontinued. Informational, promotional, educational or other giveaway matter may be distributed only at the exhibitor’s display and must be related strictly to the products and/or services on display or eligible for display, and for products which are directly available from the exhibitor. Distribution from booth to booth or in the aisles is forbidden, and exhibitors must confine their exhibit activities to the space for which they have contracted. No exhibitor may distribute or leave behind merchandise, signs, or printed materials in the registration areas, meeting rooms, or public areas of the event site, including hotels, shuttle buses, parking garages, etc., without written prior approval of show management. Raffles, drawings, contests, and other such activities, if permitted by law, are allowed in an exhibitor’s booth but will be regulated by show management. Show management reserves the right to limit the promotional activity anywhere on the exhibition floor as they see fit to ensure a professional and safe atmosphere. Exhibitors are required to notify show management 30 days prior to show setup of applicable activities.
Care of Exhibit Space Exhibitors must not place any refuse or any materials which will endanger public safety or cause inconvenience to other exhibitors on the floor during exhibit hours. Exhibitors shall not injure, mar, mark, paint, or in any manner deface the hall, or use nails, hooks, pins, screws, or tape on the building. The exhibitor is liable for any and all damages which he may cause to the building or otherwise in connection with his exhibit. Helium balloons may be permitted with executed contract addendum. Exhibitor Behavior & Hospitality Events Unsportsmanlike, unethical, illegal or disruptive conduct, such as tampering with another party’s exhibit or engaging in corporate espionage is strictly prohibited. Exhibitor’s personnel and their representatives may not enter the exhibit space or loiter in the area of another exhibitor without permission from that exhibitor, and at no time may anyone enter an exhibit space that is not staffed. Violators may be ejected from the event at the discretion of show management. No exhibitor, or any affiliate thereof, shall conduct any off site activity during official event hours that would encourage attendees to leave the officially scheduled event activities. Hospitality suites shall not be open during event hours. Licensing & Permits Exhibitors are responsible for obtaining all necessary licenses and permits to use music, photographs, or other copyrighted material. Exhibitors are liable for and shall indemnify and hold show management, its directors, officers, employees and agents, harmless from all loss, claims, causes of action, suits, damages, liability, expenses, and costs, including reasonable attorney’s fees, arising from or out of any violation or infringement (or claimed violation or infringement) by exhibitor, its agents or employees, of any patent, copyright, trademark or other mark, trade secret rights or privileges. Exhibitors may sell products on the exhibit floor during regular exhibit hours. Exhibitors are responsible for any and all permits required by law or local ordinance. An exhibitor without a Texas location needs a use tax permit. Call the State of Texas Comptroller of Public Accounts at 800-252-5555 for any forms, rules, etc., or complete information can be found at http://www.window.state.tx.us.
Exhibitors may sample food products exhibit floor during regular exhibit hours. The facility’s exclusive food and beverage vendor has a responsibility to strictly regulate any food and beverage activity. All food must be prepared and served from within the regulations of the city and county. Any exhibitor sampling products may need to submit a sampling form to the facility’s exclusive vendor for review and to show management for acceptance or rejection. Food and non-alcoholic beverage samples may be distributed from an exhibitor’s booth in 3 oz. portions. Insurance and Liability Texas PTA is not responsible for the loss of property from theft, damage by fire, water, accident, or other causes. Exhibitor assumes responsibility and agrees to indemnify and defend the Texas PTA and Hilton Hotels, the Hotel’s Owner, and their respective owner, managers, subsidiaries, affiliates, employees and agents against any claims or expenses arising out of the exhibition premises. In addition, it is expressly understood and agreed that the exhibitor will make no claim of any kind against the Texas PTA, or any of its members, contractors, or employees, for any loss, damage to or destruction of goods, or for any injury that may occur to himself or his employees while in the exhibit hall, or for any damage of any nature or character whatsoever. The Exhibitor understands that neither the Texas PTA nor the Hotel Parties maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the exhibitor to obtain such insurance. Exhibitor agrees, in displaying, marketing, promoting or completing any sales transactions on its goods or services, that it is compliance with the local, state and federal laws Exhibit Furnishings, Installation and Removal Each 10x10 booth includes 8’ back drapes, 3’ wing drapes, a sign displaying booth number and company name, (1) 6’ draped table, (1) wastebasket, and (2) padded side chairs . All other furnishings and displays will be at the exhibitor’s expense. An exhibitor service manual with order forms for furnishings will be sent to exhibitors upon application approval.
All exhibits must be completely installed and ready for viewing by the date and hour the show is scheduled to begin. Exhibits or displays may not be removed from the show until the show has been officially closed. Exhibitors may install and remove their own exhibits, or to appoint firms other than the official contractor, so long as these firms conform to all rules and regulations and do not disrupt the orderly installation and removal of exhibits. There are certain exclusive contractors with specific responsibilities for services, such as electrical, drayage, cleaning, and catering, with which exhibitors must contract. An exhibitor service kit with designated contractors and their forms will be sent to each exhibitor upon approval by show management. All exhibitor property must be removed from the exhibit hall by the end of the designated exhibitor move-out time. In the event that exhibit space is not vacated by that time, show management is authorized to remove, at the exhibitor’s expense, all goods and property of the exhibitor, and show management or its agents shall not be liable for any damage or loss to such goods or property by reason of such removal. Use of PTA Trademark PTA is a registered trademark and cannot be used without written permission of show management and prior approval of proposed trademark use. Approval of an application does not carry Texas PTA’s endorsement of the products or services of that exhibitor. Conditions of Agreement These Standards of Exhibition are subject to all rules and regulations named herein, and also to all conditions the exhibit facility has made available. Exhibitor agrees to abide by all applicable fire, utility, and building codes. All points not covered herein are subject to settlement by show management, and show management reserves the right to make such changes, amendments, and additions to these rules and such further regulations as may become necessary. This agreement shall be governed by the laws of the State of Texas.
I have read the Standards of Exhibition and am authorized to agree on behalf of:
Exhibitor (Company)
Printed Name Authorized Signature
Date
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