2008 Exhibitor Rules and Regulations

Texas APCO State Conference

Download and print the Rules and Regulations

These rules and regulations are essential to help provide a quality and productive show. Each participating exhibitor is required to read and adhere to these rules and regulations. It is the desire of the staff of Texas APCO to provide as much training, networking, and dedicated vendor hall time to all attendees. Therefore, your cooperation is greatly appreciated.

 The Texas APCO Conference Administration staff (show management) has the right to interpret and enforce these rules as well as amend the rules and regulations or make additions hereto. All such amendments and additions shall be made known promptly to each exhibitor. Show rules are promulgated separately and are tailored to the individual exhibit hall.

 All matters not covered by these regulations are subject to the decision of show management. All decisions so made shall be binding on all parties. Exhibitors, and/or their representatives, failing to comply with these official rules and regulations may incur penalties including but not limited to, removal from the show floor or suspension from attending future Texas APCO events.  

The Texas APCO Conference Administration shall have the authority to interpret and enforce these rules. All matters not covered by these regulations are subject to the decision of the Texas APCO Conference Planning Committee. All decisions so made shall be binding on all parties. The exhibiting company or its representative(s) who fail to observe these conditions will be directly responsible for all risks and expenses involved. 

The Texas APCO Conference Administration staff will assign exhibit space according to the submitted Exhibit Space Preference upon registration. If upon registration the company did not choose an exhibit number (from the layout provided on the website) then the Texas APCO Conference Administration staff will assign the space. The Texas APCO Conference Administration staff will make every attempt to adhere to the Exhibit Space Preference choices but reserves the right to relocate an exhibitor for the betterment of the association or the show. All vendors are encouraged to register online. By registering via mail or fax the chances increase of another vendor being assigned your booth number requested. 

The deadline for registration is April 11, 2008. Payment in full is due prior to vendor booth set up. The APCO Conference Administrators shall review request for cancellations and any refunds will be issued within 30 days of close of conference, less 20% for administrative cost. Such request must be submitted in writing, with detailed explanation, and received by the Texas APCO Secretary no later than April 15, 2008. No refunds will be considered after the deadline.

If for any reason the APCO Conference Administration or the Galveston Island Convention Center deems it necessary to change the location of the exhibits and an interruption of the Exhibit Space Preference schedule is a necessary, APCO reserve the right to reassign all booth spaces, as the Association deems best.

Exhibit space must be staffed by representatives of exhibitor wearing official badges, during all times the exposition is officially open. Each exhibitor will supply the show management in advance, the names of those persons who will staff their booth on the exhibitor registration form.  In the event of last minute personnel change, the exhibitor representative will be required to show a picture ID and/or business card at time of on-site registration.

Each exhibitor shall provide the APCO Conference Administrators in advance, the name and title of the person(s) in attendance at the exposition and responsible for the installation, operation, and removal of the exhibit. Said representative shall be authorized to enter into such service contracts as may be necessary for which the exhibitor shall be responsible. The appointed contractors must conform to the Texas APCO rules and regulations. Each exhibiting company is entitled to two (2) full registrations per 10 X 10 booth space purchased. Additional exhibitor attendee registration may be purchased for $80.00 each.

 Children under 16 years of age are not permitted on the exhibit floor during installation and dismantle periods. They area also not permitted to attend the exposition unless they have correct conference credential and are accompanied by and adult.

To assure maximum-security protection for open exhibits and merchandise, after-hours work and/or entertainment will not be permitted in the exhibit spaces unless show management grants permission. The exhibiting company making the request may be liable for any security costs incurred by the Texas Chapter of APCO in connection with any after-hours request. Except when special permission is granted by the Texas Chapter, Everyone must be out of the exhibit hall within one-half hour of the official closing time of the exhibits. The APCO Conference Administration shall have the authority to interpret and enforce these rules.

Exposition hours are posted on the Texas APCO website. Dedicated Vendor Time is described as no training or other events taking place during this time period. The remaining open vendor hours may coincide with training and other special events.

Each company purchasing a booth for the exhibit hall will be issued ten (10) VIP passes. Upon registration, the exhibitors appointed contact person would receive these passes by mail. They can be used for special invitations for attendees (or visitors) to view products, demonstrations, material, etc. This special time will be the morning of Tuesday 29th.

Vendor set up is from 6:00pm - 8:00pm April 27th and 8:00 - 10:00am April 28th. All booths must be complete and presentable by 11:30am on April 28th for final vendor hall inspection.  VENDOR HALL OPENS AT 1:30PM

  All displays must be erected and open for viewing on the morning of the exhibit hall opening, two hours prior to the opening, for the official inspection by the APCO Conference Chairman. All goods received after the opening of the exposition must be delivered to the booth at prearranged times other than the official exhibit hours. Goods and materials used in any display (except bona fide samples) may not be removed from the exhibit area before the APCO Conference Chairman has officially closed the exposition. Tear down of exhibits by companies prior to the official closing of the exhibits hours is strongly discouraged. It will be the responsibility of the EAC to advise the APCO Vendor Hall Chairman if there are special circumstances that warrant an exception. The deadline for removal of all materials from the exhibit hall will be enforced. It is the sole responsibility of each exhibitor to have materials packed, identified, and cleared for shipment at such time.  

Vendor take down will be 4:00pm April 29, 2008

Show management reserves the right to regulate and/or restrict exhibitors to reasonable noise and lighting levels and to suitable methods of operation and display material. If for any reason the exhibitor and/or its contents are deemed objectionable to other show exhibitors or attendees or by the Texas APCO show administrators, the exhibitor may be subject to removal at the offending exhibitors expense. Show management shall not be liable for refund or exhibit space fee or exhibit equipment rental fee. This includes persons, things, conduct, or poor professional demeanor, which is the sole judgment of show management, is detrimental to the conference and exposition. Exhibitors must display goods manufactured or dealt in by them in their regular course of business, unless otherwise approved by the APCO conference administrators. No exhibitor shall assign, sublet or share the space assigned without consent of the APCO conference administrators.

All demonstrations, marketing activities, distribution of circulars, and promotional materials must be confined to the 3-diminsions of the boundaries of the exhibitor’s booth. Displays of any kind, including products, advertising, promotional signs, literature, novelties, etc. will not be permitted in other exhibit spaces or public areas such as aisles, entrance ways, lounges, registration area, corridors, meeting rooms, or any other areas of the exhibit hall or hotel affiliated with the APCO Conference. If a company participates in the Vendor Track they may be allowed to use these type material in the Vendor Track designated area only.

All interviews, demonstrations, solicitations, and other activities must be so conducted so as not to infringe on the rights of other exhibiting companies or offend visitors to the exhibition. Exhibiting companies shall confine such activities within the confines of their delegated booth area. Aisles cannot be incorporated as part of booth space. Off-site demonstrations, VIP seminars, invitation only meetings, and other such commercial demonstrations planned for off the exhibit floor will not be allowed during regular conference schedule, other than those companies who participate in the Vendor Track. Off-site marketing events may not coincide with other Texas APCO conference activities, such as Texas Night Out or the Noon Luncheon.

The Vendor Track is being provided by the Texas Chapter to give your company an opportunity to present your products and wares to interested parties. There will be special times scheduled in conjunction with certain regular training sessions. If your company wishes to make a Vendor Presentation complete the form, which is located on the website, and submit it prior to March 15th.  To be considered, the presentation must meet the specified criteria. These spots are limited so register today.

Exhibitors will not be permitted to store packing crates and boxes in open areas of their booths during the exhibit period. These crates, when properly marked, will be stored, and returned to the booth by the Exposition facility or decorating company. It is the exhibitor’s responsibility to mark and identify their crates and boxes. 

Should the Texas Chapter of APCO be charged a clean up fee by the facility as a result of the exhibitors activities, a cleaning fee will be charged to the exhibitor. Because facility charges vary, show management will establish the clean up fee charged to the exhibitor.

Firms or organizations not assigned space in the exposition or other designated areas will not be permitted to engage in any activities within the exhibit area or any other areas of the exposition hall or in hotels affiliated with the event in any way. Show management may only grant exceptions, and then only to non-commercial enterprises or companies holding contracts fro support services with the association.

To prevent damages to the convention center structure, certain forms must be completed and returned to the Galveston Island Convention Center. You may also choose to provide these forms to Convention Decorating. These forms pertain to vehicle registration and weight certification.

Any requests for electrical, internet, telephone, or other connection requested for your booth must be made to the Galveston Island Convention Center. Show management or Convention Decorating Service will not be liable to make this request or absorb the cost of such connections.

Electrical, Telephone, or Internet access request forms can be downloaded here. Coordination must be made with the Convention Center. for more information you may call (409) 941-1010  

Each exhibiting firm agrees to comply with all relevant federal, state, and local laws and ordinances and any rules and regulations of the exposition facility and the Texas Chapter of APCO

Neither the Texas Chapter of APCO, APCO International, its-co-sponsoring organizations, the official contractors, nor their officers, directors, employees, members or agents, nor the exposition facility, nor the legal entities that own, lease or operator the facility nor their members, officers, directors or employees (the Indemnified Parties), will be responsible or liable for injury to any person or persons or for loss of damage to any exhibitor property or any person or persons while in transit to or from the exposition facility or while in the exposition facility, unless such damage or injury is due to the gross negligence of an indemnified party, who shall be solely responsible for any damage or injury to the extent that same is due to its gross negligence. All property of exhibitor must remain in his/her custody and control in transit to, from, and within the confines of the exhibit halls, subject to the rules and regulations of the exposition.

Exhibitor shall indemnify and hold harmless the Indemnified Parties against any and all liability whatsoever arising from any or all damages to property or personal injury caused by exhibitor or his/her agents, representatives, employees, and any other person. Subject to the first paragraph of this section, exhibitor assumes complete responsibility and liability for all loss, damage, or destruction of the property of exhibitor, its agents and all property of the exposition facility used by the exhibitor or brought into the exposition facility on its behalf. Exhibitor also assumes full responsibility for all injury to any and all person or property that is in any way connected with exhibitors property, including equipment, or cause by exhibitor, his/her agents, representatives or employees. None of exhibitor’s obligations hereunder are limited in any way by the coverage limits of exhibitor’s insurance or the insurance requirements contained herein.

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