TRADE SHOW GUIDELINES FOR EXHIBITORS
CANCELLATION: 10% of the total booth(s) is non-refundable. Refunds will be issued after the convention. Any cancellation of booth space must be submitted to RSA in writing. The effective date is the date the cancellation is received by RSA. No exhibitor contract is valid until paid in full and RSA reserves the right to reassign the space if full amount is not paid by March 1, 2017. RSA reserves the right to refuse admittance of any exhibitor and/or his or her representative who has not fully paid all monies due the RSA. No refunds for any cancellations made after April 1, 2017.
MANAGEMENT: The Annual Convention and Trade Show is produced by and is the property of the Roller Skating Association International, hereinafter designated as RSA, which provides all show management functions and establishes all show policies.
EXHIBIT LOCATION: 5780 Major Blvd., Orlando, FL 32819
DATES: The official trade show dates are Monday (optional), Tuesday & Wednesday, May 9-10, 2017. Exhibitor setup will be Monday, May 8, 2017 from 10 am—6 pm. Exhibits MUST BE COMPLETED BY Tuesday, May 9, 2017 at 11 a.m.
TRADE SHOW SESSIONS: Tuesday, May 9, 2017: 12:30 pm - 5:30 p.m. & Wednesday, May 10, 2017: 10:30 am – 2:30 pm.
TEARDOWN: Exhibitors expressly agree not to begin packing or dismantling until after 2:30 pm Wednesday, May 10, 2017. Exhibitors must start their dismantle no later than 3:30 pm or be subject to Viper labor force and charges applied accordingly. Exhibitors may tear down until 6 p.m. Booths must be dismantled and room cleared by 6 pm Wednesday, May 10, 2017. Trade Show management will handle all equipment moved at exhibitor’s expense if exhibitor does not comply with 6 pm deadline.
APPLICATION FOR AN ASSIGNMENT OF SPACE: All persons, firms, companies, associations or corporations, wishing to exhibit must file written application with RSA at 6905 Corporate Drive, Indianapolis, IN 46278.
TELEPHONE ORDERS ARE NOT ACCEPTED. RSA reserves the right to determine the eligibility of all exhibit space, applicants and individual products to be exhibited.
TERMS: RSA reserves the right to cancel any reservation not paid in full as specified in body of contract, to lease the space so reserved to another exhibitor and to retain as liquidated damages any amounts already paid by the applicant whose reservation is canceled. In the event that an exhibitor cancels his contract for space after April 1, 2017, the RSA shall retain as liquidated damages all amounts paid by such exhibitor. NO EXHIBITOR IS ALLOWED TO ASSIGN, SUBLET OR APPORTION THE WHOLE OR ANY PART OF SPACE ALLOTTED HIM, NOR EXHIBIT THEREIN ANY OTHER GOODS THAN THOSE MANUFACTURED AND SOLD IN THE REGULAR COURSE OF BUSINESS BY THE EXHIBITOR UNLESS PERMISSION IS GRANTED IN WRITING BY RSA. Any exhibitor failing to occupy by 11 am, Tuesday, May 9, 2017 any space contracted for but not canceled is obliged to pay the full cost of such space. In that event, RSA shall have the right to use the space to its own convenience, including selling the space to another exhibitor. The RSA assumes no responsibility for having included the name of the defaulting exhibitor or descriptions of his products in the show catalog, brochures, news releases or other materials. UNDER THIS APPLICATION AND CONTRACT RSA FURTHER RESERVES THE RIGHT TO REFUSE ADMITTANCE OF ANY EXHIBITORS AND/OR HIS REPRESENTATIVE WHO IS MORE THAN 30 DAYS IN ARREARS ON ASSOCIATION DUES OR A TRADE ACCOUNT WITH RSA OR ANY OF ITS SUBSIDIARIES. Exhibitors will sign this contract form and return to RSA, which will, if contract is accepted, execute same and forward a signed copy for exhibitor’s files. RSA reserves the right to accept or reject any signed contract tendered to it, and no contract shall be considered binding until and unless it is executed by RSA. All remittances must be made payable to the Roller Skating Association in U.S. dollars. Services will be responsible for removal of all equipment and booth accessories from the exhibit areas by termination of the dismantling period.
OFFICIAL DECORATOR: Viper Tradeshow Services, 2575 Northwest Parkway, Elgin IL 60124, 816-591-6024.
FURNITURE AND DECORATIONS: Booth decorations consisting of an 8’ high backdrop, 6’ draped table, two chairs and waste basket, 36” high dividers, and a 7” x 44” sign with exhibitor’s name and booth number will be furnished to each exhibitor by RSA. Additional furniture must be ordered at the exhibitor’s expense. Viper Tradeshow Services will send an exhibitor service packet, which will include all necessary furniture and decoration forms, drayage and labor information and schedule of services and rates.
LABOR GUIDELINES: An Exhibitor Service Packet will be distributed by Viper Tradeshow Services approximately 90 days prior to the show with full show, labor, and material handling terms and conditions. By exhibiting you accept responsibility of reading and complying with all material handling and labor guidelines provided, including but not limited to “hand-carry” and personally owned vehicles. To request these guidelines before signing this contract please email email@example.com and request the Viper Terms & Conditions packet.
SHIPPING AND MATERIAL HANDLING INFORMATION: Shipments must be consigned according to instructions in the exhibitor packet. Shipments should be made early to assure delivery before setup. Viper Tradeshow Services will provide personnel upon request for servicing exhibitors during setup and dismantling and will be available to supervise all operations relative to decorations and related services. Arrangements for temporary labor should be made through the official service contractor. Official labor order forms will be included in the exhibitor service packet. RSA will not be responsible nor accept exhibitor’s shipment to the hotel/conference location and shipments sent direct to show site improperly consigned to the general service contractor are subject to additional hotel fees in addition to the contractors.
FORWARDING ADDRESS: Exhibitors should mark and consign shipments according to the instructions in the Viper Tradeshow Services exhibitor packet.
SCHEDULE OF SERVICES AND RATES: Rates for drayage services will be sent in the exhibitor’s packet. Shipments will be received, stored (up to 21 days storage allowed prior to set up date), and delivered to the booth on the installation date. Empty containers will be removed from the booth, placed in storage and returned to the booth at the close of the show. RSA cannot receive drayage for your company.
LIMITS OF LIABILITY: Viper Tradeshow Services shall not be responsible for damage to uncrated materials improperly packed, for any concealed damage, loss or theft of materials after the same have been delivered to the exhibit hall and placed in booth space, or prior to being picked up from the booth space at the close of exhibition. Exhibitors are requested to please make certain that materials are properly insured against fire, theft, and all hazards while in transit and from the booth and for the duration of the exhibit. All cartons, crates and boxes must be suitably packaged with forwarding labels attached to each, identifying ownership and forwarding address. Crates, cartons, and boxes not consigned to Viper Tradeshow Services will not be considered part of this agreement. Viper Tradeshow Services will be responsible for removal of all equipment and booth accessories from the exhibit areas by termination of the dismantling period.
ARRANGEMENT OF EXHIBITS: All exhibitors shall arrange their displays so they utilize only the booth area contracted for, and in such manner as to recognize the rights of other exhibitors and show visitors, and to conform to the overall pattern developed by RSA.
BOOTHS: All booths are as shown on the floor plan. To maintain uniformity and to prevent the obstruction of view of adjoining booths, displays must not be higher than 8’ in back of the booths, and 4’ along dividers and aisles. No walls, partitions, decorations or other obstructions may be erected which in any way interfere with the view of any other exhibitor.
FLAMEPROOFING AND SAFETY REGULATIONS: Exhibitors will be held responsible for any damage done to the building by them or their employees. No nails, tacks or screws shall be driven into the walls, woodwork or floor of the building. The use of flammable substances or decorative materials is prohibited. No paper decorations may be used. All decorative fabrics must be flame proofed in accordance with applicable Fire Regulations. Exhibitor must accept full responsibility for compliance with national, state, and city safety regulations in all respects.
SOUND DEVICES: No sound amplification equipment of any kind may be operational in exhibit booths. Sound pressure level must be less than 75 db peak at C weighted scale, as measured on Scott Lab type sound level meter (slow meter position).
MOVING PICTURES AND SOUND SYSTEMS: The use of moving pictures will be permitted, subject to approval by and the control of RSA. Sound movies will be permitted only if not objection-able to neighboring exhibitors and if projection equipment and screen are located in the rear one-third of the booth. Plans for all projections must be submitted to RSA. Exhibitor assumes responsibility for compliance with union requirements relating to projection equipment and sound systems.
FOOD AND BEVERAGE SAMPLES: Sample are to be pre-approved by the RSA. The hotel can also charge corkage fees, please contact the host hotel for these costs. Please contact the RSA office at (317) 347-2626 ext. 103 or e-mail firstname.lastname@example.org.
USE OF SPACE: All demonstrations or other sales activities must be confined to the limits of the exhibit booth.
LIGHTING: RSA reserves the right to restrict the use of glaring or irregular lighting effects. Lights, particularly the bulbs or other light source, must not be visible from aisles. The use of flashing electric signs or lights is not permitted without the express permission of RSA.
RESTRICTIONS IN OPERATION OF EXHIBITS: RSA reserves the right to restrict exhibits which because of noise, method of operation, materials or any reason become objectionable; also to prohibit or evict any exhibit which in the opinion of management may detract from the general character of the Trade Show as a whole. This reservation includes persons, things, conduct, printed matter, or anything of a character which RSA determines is objectionable to the exhibit. In the event of such restriction or eviction, RSA is not liable for any refunds of rentals or other exhibit expenses.
ACCESS TO CONVENTION ACTIVITIES: The RSA Trade Show is a “Closed Show,” open only to registered visitors, delegates and exhibitors. Each booth will be provided two exhibitors full access to all convention related events (just as a full delegate) inclusive of set up and tear down. The RSA will make available additional Exhibitor Trade Show Only Badges at $75.00 for advance purchase when submitting exhibitor contract. For persons registering on-site, a business card from the exhibiting company must be presented. The $75.00 Trade Show Badges are value only to the Welcome Reception and the Trade Show. Additional temporary badges for set-up or tear-down only must be requested in advance.
CARE OF BUILDING: Exhibitor shall be fully responsible to pay for any and all damages to property owned by the DoubleTree by Hilton at the Entrance of Universal Orlando, its owners or managers which results from any act or omission of exhibitor. Exhibitor agrees to defend, indemnify and hold harmless, the DoubleTree by Hilton at the Entrance of Universal Orlando, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from exhibitor’s use of the property. Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents, employees, and business invitees which arise from or out of the exhibitor’s occupancy and use of the exhibition premises, the convention center or any part thereof.
INSURANCE: Trade Show management will provide security precautions to safeguard exhibitor’s property by means of regular perimeter guard service. However, RSA will not be liable for damage or loss to exhibitor’s property through theft, fire, accident or any other cause. Exhibitor should insure his own exhibit and display materials. The RSA and DoubleTree by Hilton at the Entrance of Universal Orlando, will not assume liability for any injury that may occur to show visitors, exhibitors or their agents and employees or others.
BUILDING OCCUPANCY: In case the premises shall be destroyed or damaged, or if the show fails to take place as scheduled or is interrupted and/or discontinued, or access to the premises is prevented or interfered with by reason of any strike, lockout, injunction, act of war, act of God, emergency declared by any government agency or by RSA or for any other reason, this contract may be terminated by RSA. In the event of such termination, the exhibitor waives any and all damages and claims for damages and agrees that the sole liability of RSA shall be to return to each exhibitor his space payment less his prorate share of all costs and expenses incurred and committed by RSA.
LIABILITY, HOLD HARMLESS AND INDEMNIFICATION: Exhibitor expressly agrees that RSA shall not be liable or held accountable for any claims, losses, damages, death, injuries or liability whatsoever which may be sustained or incurred by any person in the Trade Show area. Exhibitor expressly agrees to indemnify and hold harmless RSA from liability for claims, losses, damages, death, injury or other event which may be sustained or incurred by any person in the Trade Show area as the result of any act or omission of the exhibitor.
GENERAL: The above regulations are a part of the CONTRACT between the Exhibitor and the Roller Skating Association. They have been formulated in the mutual interest of the DoubleTree by Hilton at the Entrance of Universal Orlando. ALL TOPICS NOT COVERED ARE SUBJECT TO THE DECISION OF THE RSA. RSA RESERVES THE RIGHT TO MAKE ANY CHANGES NECESSARY TO THE BEST INTEREST OF THE TRADE SHOW.
NON-ENDORSEMENT: Acceptance of this contract by RSA and permission granted to Exhibitor to participate in the Trade Show shall under no circumstances be construed as an endorsement or approval of the goods or services exhibited, or any other goods or services marketed by Exhibitor. These rules are intended to be clear and complete. However, should any disagreement or controversy arise concerning the interpretation of these rules and regulations, or should a situation arise not adequately or specifically covered in these rules and regulations, then IT IS EXPRESSLY AGREED THAT THE INTERPRETATION OR THE DECISION OF THE ROLLER SKATING ASSOCIATION, WITH REFERENCE TO SUCH SITUATION SHALL BE CONCLUSIVE FINAL AND BINDING ON ALL PARTIES CONCERNED OR OTHERWISE INVOLVED. IF ANY PROVISIONS HEREOF ARE HELD INVALID BY A COURT, ALL OTHER PROVISIONS SHALL REMAIN IN FULL FORCE AND EFFECT.