2016 TEXAS HIV/STD CONFERENCE
EXHIBITOR TERMS AND CONDITIONS
WHO CAN EXHIBIT
Exhibits are open to federal and state agencies, public and private corporations and foundations, national HIV and STD organizations, HIV and STD service organizations and community based organizations. Exhibitors should be interested and engaged in the spectrum of HIV/STD prevention and treatment services in Texas.
Renaissance Austin Hotel
9721 Arboretum Boulevard
Austin, Texas 78759
Tel: (512) 343-2626
Exhibits will be in the Arbor area of the hotel’s atrium.
Tuesday, October 4, 2016, 6:00 a.m. to 8:00 a.m.
Exhibits must be installed and ready to receive attendees by 8:00 a.m.
Tuesday and Wednesday, October 4-5, 2016
8:00 a.m. to 5:30 p.m. daily
Wednesday, October 5, 2016
5:30 p.m. to 6:30 p.m.
Exhibits must be dismantled and all exhibit materials removed no later than 6:30 p.m. on Wednesday.
Exhibit space is first-come, first-served. Please arrive no earlier than 6:00 a.m. on Tuesday, October 4 to set up. The conference does not have the space on hold prior to that time, including the night prior (Monday).
EXHIBIT FEES AND BENEFITS
For-profit organizations: $2,500 per exhibit
Non-profit organizations: $250 per exhibit
Government Agency: Free
Each paid exhibitor will receive the following:
- One, 30” x 6’ draped table and two chairs during scheduled exhibit times;
- Up to four paid attendee registration badges (includes badge plus materials); and
- Organization listing in the conference mobile app, including a brief description. Exhibitor must provide description. If no description is submitted, only the company name will be included.
The following exhibitor opportunities are available for an additional charge:
- Company logo included in the conference mobile app ($50.00)
- Advertisement/PowerPoint slide for the plenary slideshow ($250.00)
Please submit description, logo, advertisement/PowerPoint slides, and/or questions to firstname.lastname@example.org.
Submit refund requests to the Texas Public Health Association by September 6, 2016. Refund requests received prior to this date will be returned less a $100 processing fee. The Texas Public Health Association will not refund exhibit registration fees for any reason after September 6, 2016.
Exhibits and all associated displays, demonstrations and promotional activities must be suitable and support the overall conference goal. All exhibit activities, displays, demonstrations and promotional activities must be confined to the limits of the assigned area.
Conference staff reserves the right to restrict exhibits which, because of noise, methods of operations, materials, or for any reason, become objectionable, and also to prohibit or to evict any exhibit, which in the opinion of conference staff may distract from the general character of the conference as a whole. This reservation includes persons, things, conduct, printed matter, or anything of a character, which conference staff determines is objectionable to the conference.
ADDITIONAL SERVICES OR EQUIPMENT
Additional services or equipment (electricity, telephone service, lighting, Internet access, etc.) are not covered by the exhibit registration fee and must be purchased directly from the Renaissance Austin Hotel. If your exhibit requires services or equipment other than what already exists, please complete and submit a 2016 RAH Exhibitor Request Form. All charges for these services are the responsibility of the exhibitor. No "live" microphones or loudspeaker equipment are permitted.
SHIPPING AND RECEIVING
Packages may be delivered directly to the hotel no earlier than Friday, September 30, 2016. Deliveries that arrive prior to this date may be subject to a storage fee. To ensure that materials are sorted and delivered properly, please address each package as follows:
Name of person picking up the packages
Name of exhibiting organization
2016 Texas HIV/STD Conference
C/O Renaissance Austin Hotel
9721 Arboretum Boulevard
Austin, Texas 78759
October 4-6, 2016
(Box ___ of ___)
Please contact the Renaissance Austin Hotel at (512) 343-2626 to request assistance with return shipment of packages. Shipping and handling of exhibit materials is the sole responsibility of the exhibitor.
SALE OF EXHIBIT ITEMS
Sale of products or services at the Texas HIV/STD Conference exhibits is prohibited.
Security of exhibits and/or exhibit materials is the sole responsibility of the exhibitor. No uniformed or non-uniformed security will be provided.
The subletting, assignment, or apportionment of the whole or any part of the exhibitor's space, by an exhibitor, is prohibited.
- Texas Public Health Association
- Texas Department of State Health Services
- Innovation Event Management
It shall be the responsibility of each exhibitor to maintain insurance coverage against injury to persons or damage to or loss of property or to meet its obligations under this agreement, in such amounts as the exhibitor shall deem adequate. Insurance will not be provided by the Texas HIV/STD Conference, its sponsors, co-sponsors, or partners.
CARE OF BUILDING
Exhibitors will be held responsible for any damage done to the building, equipment, or decorations by them or their employees. Nothing shall be posted, nailed or screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture. Distribution of promotional gummed stickers or labels is strictly prohibited. Anything in connection therewith necessary or proper for the protection of the building, equipment or furniture will be at the expense of the exhibitor.
The exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of exhibitor's activities on the hotel premises and will indemnify, defend, and hold harmless the Texas HIV/STD Conference partners and the Hotel, its owner, its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.