Guidelines, Rules and Regulations
Exhibitor Fee
For those who submit their application and payment before December 31, 2008, the exhibitor fee is $2,000 and it includes:
- One (1) booth
- One (1) technical seminar registration
- Two (2) exhibitor-only badges
- Free opportunity: poster presentation at Wednesday reception
Full payment is required with your exhibit space application. No spaces will be assigned without exhibit booth payment.
Assignment of Exhibit Space
Complete the Exhibit Showcase Application Form and submit. Applications received will be recorded in order of receipt, and booth space will be assigned on a first-come, first-serve basis. Every effort will be made to assign space as requested on the application. However, with limited booth space, PSTC does not guarantee that the space requested will be available and/or assigned. All exhibit assignments will be at the discretion of PSTC and all locations will be final. Assignments will be made only after receipt of exhibit application and the appropriate payment.
Exhibit Hours
The exhibit hall is open from 11:00 am to 2:00 pm on May 14, 2009. The concentrated exhibit hours enable you to save the time and cost of exhibit personnel to staff your booth, while providing dedicated time for you to meet your customers. A buffet luncheon will be held during the exhibit hours as an additional incentive for PSTC attendees to visit the exhibit hall.
Rules and Regulations
The exhibitor understands and agrees that these rules and regulations are an integral binding part of the exhibition contract.
Installation of Exhibits
The installation of exhibits begins at 7:00 am on Thursday, May 14, and must be completed by 10:00 am. Exhibitors are not permitted to dismantle their exhibits prior to 2:00 pm on Thursday, May 14. All exhibits must be removed by 5:00 pm May 14.
Character of Display
Distribution of samples and printed material of any kind, or promotional material, is restricted to the confines of the exhibit. Noisemakers or other items not in keeping with the technical character and high standards of PSTC may not be distributed or utilized in the exhibitor area.
Use of Space
All display material must fit within an 8 foot deep x 10 foot wide area.
- Use of pop-up displays is permitted, however the pop-up display may not exceed 10 feet in width and may not extend toward the aisle more than 4 feet from the back of the booth.
- Only video cassette players, self-contained 35mm slide or LCD projectors are permitted for audiovisual needs.
- Nothing shall be posted on, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furnishings.
- PSTC reserves the right to refuse rental of display space to any company whose display of goods or services is not, in the opinion of PSTC, likely to be compatible with the general character and objectives of the exhibition.
Exhibitor Badge
Exhibitor-only badges admit wearers to the exhibit hall only. Exhibitors who would like to attend the full technical seminar may do so by paying full attendee registration fees. For each paid exhibit booth, a maximum of two (2) exhibit-only badges will be issued.
Amendment to Rules
Any and all matters or questions not specifically covered by the PSTC rules and regulations shall be subject solely to the decision of PSTC. These rules and regulations may be amended at any time by PSTC. All amendments shall be binding on exhibitors equally.
Removal of Exhibits
Exhibits are to be kept intact for the duration of the exhibit. No part of an exhibit shall be removed during the show without special written permission from PSTC. All exhibit material must be packed and ready for shipment by 5:00 pm, May 14, 2009. Any materials left by exhibitors after that time will be shipped at the exhibitor's expense by a carrier selected by PSTC. PSTC shall not be responsible for material left after 5:00 pm, May 14, 2009. Exhibitors must leave the exhibit space in the same condition it was before set up.
Shipping and Drayage Instructions
An exhibitor kit will be sent by the show decorator to all confirmed exhibitors prior to the meeting and will include all shipping and drayage instructions. No packages, containers or other materials can be shipped to the hotel addressed to PSTC.
Conduct of Exhibitors
Exhibitors shall conduct themselves in an ethical and professional manner at all times and in conformance with these regulations. PSTC reserves the right to deny the privileges of the floor to any and all exhibitors who do not comply. Exhibitors' badges are personal, not transferable and must be worn at all times.
Standard Booth Equipment
Each exhibit booth will be provided with one (1) 8 foot high back wall drape, two (2) three-foot side rail drapes and a standard ID sign. Exhibitors are responsible for table and chairs needed and these items can be obtained from Champion Exposition Services, PSTC's exposition service.
Rental of Furnishings
Additional booth furnishing and other services (i.e., labor to install exhibits, special signs, flowers, cleaning service, electrical power, etc.) can be obtained from the show decorator through your exhibitor kit. Table and chairs can be ordered through Champion Exposition Services, PSTC's exposition service.
Liability
The exhibitor indemnifies and agrees to hold harmless Orlando Hyatt Regency Grand Cypress and the legal entities which own, lease and/or operate the hotel, their members, officers, directors, and employees of the PSTC, its officers, directors and management against any and all liability whatsoever arising from any or all damage to property or personal injury caused by the exhibitor or his agents, representatives, employees or any other person.
Security
Orlando Hyatt Regency Grand Cypress and PSTC are not responsible for the safe keeping of equipment, displays, supplies, written material and any other items before, during or after the terms of the application and contract for exhibit space. Due to the short duration of the exhibit set up, show hours and dismantling time, PSTC does not provide security guards.
Subleasing
Exhibitors will not sublet their space, or any part thereof, without written authorization by PSTC.
Decorator/Exposition Service
Champion Exposition Services
139 Campanelli Dr.
Middleboro, MA 02346
Contact: Exhibitor Services
Phone: 508-946-8500
Rejection of Application/Enforcement
PSTC reserves the right to reject any and all applications for exhibit space. Further, PSTC reserves the right to interpret and amend PSTC's Exhibitor Rules and Regulations. Written notice of any amendments or interpretations shall be given to each exhibitor. Each exhibitor, for himself, his agents and his employees, agrees to abide by all PSTC's exhibitor guidelines set forth herein, or by any subsequent amendments or interpretations.
Cancellation
If the exhibitor cancels after March 2, 2009, no refund will be made. Cancellations must be made in writing. If space is cancelled in writing before March 2, PSTC will retain $75 for administrative expenses. No telephone cancellations will be accepted. It is agreed that PSTC reserves the right to reassign cancelled booths.
Failure to Hold Exhibit
In the event that the exhibit is not held for any reason beyond its control, PSTC reserves the right to retain each part of the exhibitor's rental as shall be required to compensate for expenses incurred up to that point.
Questions
All questions regarding exhibits should be directed to Glen Anderson, Executive Vice President, PSTC, PO Box 609, Northbrook, IL 60065-0609. Telephone: 877-523-7782; fax: 877-607-7782; e-mail: contactus@pstc.org.
