2014 TEXAS HIV/STD CONFERENCE
EXHIBITOR TERMS AND CONDITIONS
For-profit organizations: $2,500 per exhibit
Non-profit organizations: $300 per exhibit
Government Agency: Free
Submit refund requests to the Texas Public Health Association by July 25, 2014. 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 July 25, 2014.
WHO SHOULD 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, including:
- Targeted Prevention
- Linkage to Care
- Maintenance in Care
- Suppression of Disease
Renaissance Austin Hotel
9721 Arboretum Boulevard
Austin, Texas 78759
Tel: (512) 343-2626
Please confirm exhibit location upon your arrival at the hotel.
Tuesday, August 19, 2014, 10:00 a.m. to 12:00 p.m.
Exhibits must be installed and ready for display by 12 noon before the opening plenary session.
Tuesday, August 19, 2014, 12:00 p.m. to 5:30 p.m.
Wednesday, August 20, 2014, 7:30 a.m. to 5:30 p.m.
Wednesday, August 20, 2014, 5:30 p.m. to 6:30 p.m.
Exhibits must be dismantled no earlier than 5:30 p.m. on Wednesday. All exhibit materials must be removed by 6:30 p.m.
EXHIBIT SPACE ASSIGNMENTS
Conference staff will assign exhibit space on a first-come, first-served basis, after registration and payment. Conference staff reserves the right to make final determination of space assignments in the best interest of the conference.
Each paid exhibitor will receive:
One, 30” x 6’ draped table during scheduled exhibit times
Four paid attendee registration badges (includes badge plus materials)
Organization listing in the conference guidebook (includes brief description and company logo).
PowerPoint slide in the plenary slideshow (exhibitor must provide slide)
For inclusion in conference materials, please submit slide and logo to firstname.lastname@example.org by July 31, 2014.
Exhibits and all associated displays, demonstrations and promotional activities must be suitable and support the overall conference goal and priority focus areas. 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 2014_RAH_Exhibitor_Request_Form.pdf. 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, August 15, 2014. Deliveries that arrive prior to this date may be subject to a storage fee. To ensure that materials are sorted and delivered properly, please include the following information on all packages:
Name of person picking up the packages
Name of Exhibiting Organization
2014 Texas HIV/STD Conference
C/O Renaissance Austin Hotel
9721 Arboretum Boulevard
Austin, Texas 78759
August 19-21, 2014
(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
Department of State Health Services
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.