Exhibitor Prospectus - State Firemen's & Fire Marshals'

135th Annual SFFMA Training
Conference and Convention
Space is limited,
reserve your booth today!
Exhibitor Prospectus
June 17 - 22, 2011
Mesquite Convention Center
Hampton Inn & Suites

Strategic Partners
New This Year!
• New Exhibit Hours (9:00 am - 5:00 pm)
• No meetings scheduled during exhibit hours
• Exhibitor Luncheon moved from Friday to Saturday
• Registration inside the Exhibit Hall
• More exposure to our entire membership through
our website
Exhibit Hours
There will be eight hours of exhibit time during
the 2011 SFFMA Conference in Mesquite.
Saturday, June 18, 2011
9:00 am - 5:00 pm
Move-In/Move-Out
Exhibitors will be provided with name badges
along with their registration packet.
Name badges must be worn at all times.
Friday, June 17th
7:00 am All Apparatus/Trailers must be in
line and ready for a Move-In.
9:00 am - 5:00 pm Booth Move-In
Saturday, June 18th
9:00 am Exhibit Grand Opening
9:00 am - 5:00 pm Exhibits Open
12:00 - 1:00 pm Exhibitor Luncheon
(Provided in the Exhibit Hall to all
registered Exhibitors with a name badge)
3:00 - 4:00 pm Exhibitor’s Recognition Reception
in the Exhibit Hall
4:45 pm Grand Prize Drawing
(must be present to win)
5:00 - 10:00 pm Dismantle of Exhibit Booths
All exhibitors must be out of the
Exhibit Hall by 10:00 pm.
Exhibit Space
Exhibitors will be showcasing products and services
in the Exhibit Hall of the Mesquite Convention
Center. Only those vendors who are registered
exhibitors may display apparatus or other vehicles
and equipment at the Conference.
Food and Beverage
Service
Concessions will be available on Friday and
Saturday.
Door Prizes
Exhibitor Grand Prize Drawing - SFFMA will
give away one 10 x 10 booth space for the 2012
Convention in Houston.
The drawing will be held on Saturday, June 18th,
prior to closing time. To be eligible to win, exhibitors
must be present and exhibit booth displays must stay
intact until the designated breakdown time.
Attendee Door Prizes - All exhibitors are encouraged
to donate a door prize to the Exhibits Committee.
Vehicle fuel tanks can only contain 5 GALLONS of fuel
or the minimum amount for positioning.

FIREMEN'S
ATE
TAT
STA
AND
FIRE
ASSN.
MARSHALS'
What is the SFFMA?
The State Firemen’s and Fire Marshals’ Association is the largest association in Texas
representing all firefighters and emergency professionals. The Association has provided
successful programs and services to its members since 1876.
SFFMA Mission Statement
Promote, Unify, Represent and Educate the Fire Service of Texas.
Who Attends
Conference attendance varies from
city to city and can be anywhere from
500 to 1200. Attendees include fire
chiefs, assistant fire chiefs, firefighters,
emergency professionals and other
individuals interested in the Texas Fire
and Emergency Service. By taking
this golden opportunity to sponsor,
exhibit and advertise you can target
your marketing dollars toward fire
and emergency service professionals
from across the state who make buying
decisions and recommend products.
Who Exhibits
Over 70 companies showcased their
products and services at the 2010 SFFMA
Convention in Corpus Christi. The
following are just a few of the product
and service categories represented:
Fire Fighting Equipment, Fire Apparatus,
Parts, Maintenance, Software, Video
Training, Educational Materials, Ventilation
Systems, Respiratory Equipment, SCBAs,
Fire Fighting Chemicals, Industrial,
Safety & Rescue Equipment, Emergency
Response, EMS Equipment, Protective
Clothing, Maintenance Products, Insurance,
Miscellaneous Specialty Products, etc.
Why Exhibit
Exhibiting at the SFFMA Convention
is a cost effective way for your
company to reach the decision makers
in the Fire Service. This is your chance
to achieve the following in one costeffective
exhibit:
• Extend your presence statewide
• Build customer relationships
• Increase your leads and generate sales
• Promote new products
• Service your best customers
• Generate goodwill
Return on Investment
That’s the bottom line! In today’s economy, it is hard to justify every dollar spent for a trade show. It’s about carefully designed
sales plans and establishing relationships for a strong customer base. SFFMA can offer your company visibility through printed
and online advertising, marketing and sponsorship opportunities to promote your products and services to thousands of fire
service and emergency professionals with minimal expense. These programs provide the benefit of increased exposure.
Hotel Information
2011 Annual SFFMA Training Conference and Convention will take place at the Mesquite Convention Center. MCC
is located at 1700 Rodeo Dr., Mesquite, TX 75149. Exhibitors are encouraged to make lodging arrangements at the
following properties and take advantage of our group rates. (see group codes below).
Host Hotel
Alternate Hotels
Hampton Inn & Suites
1700 Rodeo Drive
Mesquite, TX 75149
Phone: 972-329-3100
Rate: $90 standard room/
$110 suite + tax
Group code: SFFMA
Sold out!
Courtyard by Marriott
Dallas/Mesquite
2300 Interstate 30
Mesquite, TX 75150
Phone: 972-681-3300
Rate: $90+ tax
Group code: SFFMA
Holiday Inn Express
21850 IH 635
Mesquite, TX 75149
Phone: 972-288-9900
Rate: $90+ tax
Group code: SFFMA

Booth Package
10’ x 10’ booth 1 skirted table, 2 chairs,
(regular and corner)
company sign, wastebasket
All other booths
Apparatus spaces
2 skirted tables, 4 chairs,
company sign, wastebasket
2 skirted tables on all
sides, 4 chairs, company
sign,wastebasket
To request electricity, additional tables and chairs, or other
booth furnishings, complete the appropriate forms included
in the Exhibitor Service Kit and contact Convention
Decorating Service.
Free Registration
Badges
Badges allow entrance to all convention-related functions.
The number of badges received is related to the size of
the exhibit space reserved. (Additional badges can be
purchased).
10’ x 10’ 2 badges
10’ x 20’ - 50’, 20’ x 20’, 20’ x 30’ 4 badges
20’ x 40’, 20’ x 44’, 30’ x 30’, 30’ x 34’ 5 badges
30’ x 40’, 30’ x 44’ 6 badges
34’ x 50’, 40’ x 44’ 7 badges
Free Advertisement
An exhibitor list will be published in the spring issue of
the SFFMA newsletter (InfoFire), provided registration
is received and paid in full by March 31, 2011. This
publication is distributed to more than 20,000 firefighters,
chiefs, fire marshals, fire departments and others in the
fire service industry. Exhibitor Contact information
(including logo) will also be available on our website
between May 30, 2011 and December 31, 2011.
(Website is viewed by about 23,000 visitors each month).
Convention Program
Listing
Convention attendees will receive a convention program,
which lists all exhibitors alphabetically by company
name (including booth number). All exhibitors who
signed contracts and have fees paid-in-full by April 29,
2011 will be listed in the convention program. Product
category information is published only for exhibitors
who provide this information by the specified deadlines.
Sponsorship
SFFMA offers many sponsorship opportunities. To learn
more, read the following page. If you prefer custom
package, please contact Gabi Glass at 512-454-3473.
Show Colors/Carpeting
Each booth will have 8’ back drape, 3’ side drapes, and
table skirts. The show colors are brown, orange and
burgundy. SFFMA will only supply carpeting for the
aisles in the Exhibit Hall. To request booth carpet, please
contact Convention Decorating Service.
Registration
Exhibit Booth registration is available online at
www.sffma.org
or you can register via mail by submitting signed
exhibiting agreement together with payment to:
SFFMA
4450 Frontier Trail
Austin, TX 78745
We accept checks and credit cards.
Show Decorator
Convention Decorating Service is the official decorator of
the 135th Annual SFFMA Conference and Convention.
Convention Decorating Service
3559 Belgium Lane
San Antonio, TX 78219
Phone: 210-467-0041
Exhibitor Service Kit
Exhibitor Service Kits will be sent to exhibitors beginning
May 1, 2011. Exhibitors who contract for space after May
1, 2011 will receive these kits from the show decorator as
soon as they receive written confirmation for booth space
from the SFFMA. The kit will contain information on
exhibit services, such as electricity, drayage, signs, carpet,
furniture rental, cleaning. Forms for the above services
will be included in the Exhibitor Service Kit.
Additional Information
Texas is a right-to-work state, which means that exhibitors
may install and dismantle their own exhibits using their
own equipment.
Booth placement is on a first come-first served basis and
will be assigned after SFFMA receives payment in full.
NO REFUNDS WILL BE AVAILABLE
AFTER APRIL 29, 2011.

Sponorship Opportunities
Partnering with the State Firemen’s & Fire Marshals’
Association as a convention sponsor or a strategic partner is
an ideal way to promote your company or organization to
the fire service leaders and emergency professionals.
Platinum Sponsorship
($10,000 and up)
• 30’ x 40’ Exhibit Booth
• Complimentary full-page ad in the InfoFire Convention
issue (spring 2011)
• Recognition in the Convention Program
• Signage at the Convention, Exhibit Hall Entrance Tower
• Verbal recognition by the President during our
1st Business Session
• Advertising on SFFMA’s website and a link
between the SFFMA website and sponsor’s website
through December 31, 2011
Silver Sponsorship
($3,000—$4,999)
• 10’ x 30’ Exhibit Booth
• Recognition in the Convention Program
• Signage at the Convention
• Verbal recognition at the Convention
• Exhibitor listing at www.sffma.org
Gold Sponsorship
($5,000—$9,999)
• 20’ x 20’ Exhibit Booth
• Complimentary 1/2 page ad in the Info Fire
Convention issue (spring 2011)
• Recognition in the Convention Program
• Signage at the Convention, Exhibit Hall Entrance Tower
• Verbal recognition at the Convention
• Exhibitor listing at www.sffma.org
Brass Sponsorship
($500—$2,999)
• Recognition in the Convention Program
• Signage at the Convention
• Verbal recognition at the Convention
Copper Sponsorship
($100—$499)
• Recognition in the Convention Program
Additional Sponsorship - New this year!
• Keynote Speaker Sponsorship ($4,500) - Logo placed on a screen before keynote, sponsor has time to address the audience.
• Conference Signage Sponsorship($1,500) - Have your logo displayed on every conference sign.
• AM/ PM Break Sponsorship ($750) - Sponsor AM or PM refreshment break and get a chance to mingle with attendees.
• Meal Function Sponsorship ($10,000) - Your logo displayed at the meal function, 5 minutes to address the audience,
distribution of one printed material to all attendees.
For more information about sponsorship opportunities, please contact Gabi Glass at 512-454-3473 ext. 902.
Space will be assigned on a first-come, first-served basis upon receipt of payment and a signed contract.
Booth
Apparatus
10’ x 10’ $ 600.00 10’ x 10’ corner $ 650.00
10’ x 20’ $ 700.00 10’ x 30’ $ 750.00
10’ x 40’ $785.00 10’ x 50’ $800.00
20’ x 20’ $ 800.00 20’ x 30’ $850.00
Exhibit Space
20’ x 40’ $ 900.00 20’ x 44’ $ 950.00
30’ x 30’ $1,000.00 30’ x 34’ $1,050.00
30’ x 40’ $1,100.00 30’ x 44’ $1,150.00
34’ x 50’ $1,500.00 40’ x 44’ $1,600.00
Exhibits MUST fit within the parameters of the designated booth space. Monetary penalties will be accessed to offenders.
All sponsors and exhibitors must be 2011 Sustaining Members to exhibit ($150).

2011 Annual SFFMA Conference and Convention
Exhibiting Agreement
Instructions
Mesquite Convention Center
1700 Rodeo Drive
Mesquite, TX 75149
Instructions: Carefully read the terms and conditions on the following pages. Return the signed contract with full
payment by April 29, 2011. All information must be completed.
Agreement: By execution of this agreement, Exhibitor agrees to lease space at the State Firemen’s and Fire
Marshals’ Association Annual Training Conference and Convention for a term beginning at 7:00 a.m., Friday, June
17, 2011, and ending at 10:00 p.m., Saturday, June 18, 2011. This contract is subject to the terms and conditions
as stated on the following pages of this Prospectus. By signing of this contract, Exhibitor agrees to abide by the
SFFMA Exposition Rules and Regulations as outlined in the Exhibitor Prospectus, which are part of this contract
by reference, and are fully incorporated herein. Exhibiting firms not complying with said rules, having knowledge
of them or not, shall be subject to actions taken by SFFMA.
Copyright Disclaimer: I have read the section on Copyright Policy of this brochure and by signing the contract
indicate that my company will obtain all necessary authorizations from third parties and agree to pay all fees to use
copyrighted materials (including music) during the 2011 Annual SFFMA Training Conference and Convention in
Mesquite.

Platinum ($10,000 and up) Gold ($5,000 - $9,999) Silver ($3,000 - $4,999)
Brass ($500 - $2,999) Copper ($100 - $499) Keynote ($4,500)
Signage ($1,500) AM/ PM Break ($750) Meal Function ($10,000)
Will you need to drive into the
Exhibit Hall on Friday, June 17, 2011?*
YES
NO
Booth Space:
10’ x 10’ $ 600.00 10’ x 10’ corner $ 650.00
10’ x 20’ $ 700.00 10’ x 30’ $ 750.00
10’ x 40’ $785.00 10’ x 50’ $800.00
20’ x 20’ $ 800.00 20’ x 30’ $850.00
Apparatus Space:
20’ x 40’ $ 900.00 20’ x 44’ $ 950.00
30’ x 30’ $1,000.00 30’ x 34’ $1,050.00
30’ x 40’ $1,100.00 30’ x 44’ $1,150.00
34’ x 50’ $1,500.00 40’ x 44’ $1,600.00
1st Choice:
2nd Choice:
3rd Choice:
Exhibiting Agreement
135th Annual SFFMA Conference
and Convention
June 17 - 22, 2011
Exhibit Space
Booth Choice
Sponsorship Level
Sustaining Membership
You must be a current sustaining member
of SFFMA to exhibit.
$150 (Dues cover January 1 - December 31, 2011)
Agreement Total
Sponsorship $
Exhibit Space $
Sustaining Membership $
TOTAL $
Office use only:
I have read the terms and conditions of this agreement
and will abide by them.
Exhibitor
SFFMA
Please Type or Print - List company name EXACTLY as it is to appear in publicity materials.
CONTRACT MUST BE SIGNED. NO REFUNDS WILL BE AVAILABLE AFTER APRIL 29, 2011.
COMPANY NAME (as it is to appear on signage):
ADDRESS:
CITY: STATE: ZIP:
PHONE: FAX: DATE:
AUTHORIZED BY:
TITLE:
Please make checks payable to:
SFFMA
4450 Frontier Trail
Austin, TX 78745
Check #: Amount Enclosed $:
Credit Card: VISA MASTERCARD AMERICAN EXPRESS DISCOVER
Credit Card #:
Exp. Date:
Cardholder’s Name:
Billing Zip:
REGISTER ONLINE AT
* Apparatus and Trucks that will be a part of the display only
www.sffma.org

Badges are obtained by completing the following application
and allow access to all convention-related functions except
for training sessions. The number of badges received is
related to the size of the exhibit space reserved. Badges are
for identification purposes and must be used at all times.
To replace or obtain additional badges, the cost of $ 50.00
per person must be made payable to SFFMA.
10’ x 10’ 2 badges
10’ x 20’ - 50’, 20’ x 20’, 20’ x 30’ 4 badges
20’ x 40’, 20’ x 44’, 30’ x 30’, 30’ x 34’ 5 badges
30’ x 40’, 30’ x 44’ 6 badges
34’ x 50’, 40’ x 44’ 7 badges
Please list the names of person needing Exhibit Hall Badges
(for staff working on the Exhibit Floor).
PLEASE PRINT!
Complimentary Badges:
1.
2.
3.
4.
5.
6.
7.
Additional Badges ($50.00 per badge)
1.
2.
3.
Name Badges
Advertising Agreement
This advertising agreement is for the Conference Program
only. If you are interested in advertising on our website, in
the printed or electronic newsletters, please visit our website
at www.sffma.org (under contact us) for rates and additional
information or contact Gabi Glass at 512-454-3473 ext. 902.
CONTACT PERSON:
TITLE:
PHONE:
EMAIL:
Size and Type of Advertisement Requested (check one):
Full-page color $800.00
Full-page black & white $600.00
Half-page color $400.00
Half-page black & white $200.00
Quarter-page black & white $100.00
Conference Program Specifications:
• Program Size: 4” x 9”
• All advertisements MUST be camera-ready
(resolution of at least 300 dpi - PDF format)
To appear in the conference program, all camera-ready
artwork must be received by SFFMA
(in high-resolution pdf) by April 29, 2010.
The SFFMA reserves the right to determine placement of
the advertisement within the conference program.
NO CANCELLATIONS ACCEPTED!
NO REFUNDS WILL BE AVAILABLE!
4.
Exhibitor’s Guide
We will be placing a paragraph about your company
in the Conference Program.This paragraph must be
50 words or less and should describe the products or
services your company offers.
Attach a separate page with your company’s
description to your exhibiting agreement.
DEADLINE IS APRIL 29, 2011.
SIGNATURE OF AN
AUTHORIZED
REPRESENTATIVE
DATE
Full payment must accompany signed agreement.
Make check payable to:
SFFMA
4450 Frontier Trail
Austin, TX 78745

SFFMA Terms and Conditions
Adherence
to Show Rules
The following provisions become binding upon acceptance of the State Firemen’s and Fire Marshals’ Association of Texas Application
and Contract for Exhibit Space between the applicant, his employees and agents, and SFFMA, and any additions and amendments
thereto that may hereafter be established or put into effect by SFFMA. The State Firemen’s and Fire Marshals’ Association of Texas
(hereaf ter ref erred to as “SFFMA”) reserves the right to disqualif y potential exhibitors which do not meet the specif ications on the
Application/Contract for Exhibit Space as stated herein. Failure by the exhibitor to comply with these rules and regulations as agreed
by the parties or the breach of any representation, warranty, or guarantee by the exhibitor shall render the exhibitor liable for direct
and consequential damages, expenses, allocations of overhead, etc. The Application/Contract for Exhibit Space and these Rules and
Regulations represent the complete understanding of the parties and may be amended, modified, or otherwise altered only pursuant
to the mutual written agreements of the parties.
Disabled Assistance
Booth
Assignment
Floor Plan
Use of Exhibit Space
Exhibit Hall
Admittance/Badges
Exhibit Fee
Payment/
Cancellation Policy
Persons with disabilities who plan to attend this conference and who may need auxiliary aids or services are requested to contact
SFFMA at 800-580-7336 at least seven (7) working days prior to the Conference so that the appropriate arrangements can be made.
Upon receipt of signed contract and payment, notification of booth assignment will be emailed to the Exhibitor. Space is assigned
on a first-come, first-served basis. If space selected has previously been reserved, exhibit management retains the right to assign the
next-best available space. The Exhibit Coordinator shall assign display space as indicated on the official floor plan, insofar as possible,
but reserves the right to reassign, decline or prohibit any exhibit that, in their judgment, is out of keeping with the character of the
Conference. This reservation being all-inclusive as to person, things, printed matter, products and conduct.
The arrangement of exhibit space is shown on the floor plan. All dimensions and locations shown on the floor plan are believed, but
not warranted, to be accurate. SFFMA reserves the right to make such modifications, to whatever extent SFFMA deems appropriate,
to the floor plan as may be in the best interest to the Exposition.
Exhibit space is leased on the express understanding it is to be used solely for the display of the Exhibitor’s products and services that
the Exhibitor offers for sale to the fire service industry. Exhibitors are not permitted to sublet any part of their space, or to display
merchandise of other manufacturers or dealers where no direct business conditions exist between them. No exhibitor material may
extend beyond the boundaries of the exhibit space or exceed the height restrictions for that type of booth. All exhibits must
conform to the SFFMA Exposition Rules and Regulations, and must not be of such nature or arrangement to obstruct the view of
or interfere with exhibits of others. Should there be any question, final judgment will be made by the SFFMA Exhibit Management.
Acceptance of exhibit space makes it obligatory on the part of the exhibitor and any employee that they shall not deface or injure the
Mesquite Convention Center - Exhibit Hall. Any damage done shall be made good by the exhibitor to SFFMA or the owners of the
building as their interests may appear.
SFFMA shall have the unqualified right to prohibit or require the dismantling of any exhibit or part of an exhibit which in their
opinion is not suitable to or in keeping with the character or purpose of the Exposition. Exhibits shall be modified or dismantled at
the request of SFFMA. SFFMA reserves the right to remove from the Exposition any advertising, programs, or materials, literature,
or costumed person or mannequins which are, in the opinion of SFFMA, in bad taste.
Exhibitors shall reflect the highest standard of professionalism while maintaining the booth during exhibit hours. The SFFMA
Executive Director or Exhibits Coordinator reserves the right to expel from the exhibit area any exhibitor misrepresenting their
product, service or firm, in name or in action.
Exhibitors may sell products on the exhibit floor during regular exhibit hours, provided that the vending exhibitor holds SFFMA
harmless from every claim of any kind that may arise from the sale of such products, including, without limitation, any consumer
suit, complaint, or demand; any product liability suit; or any other claim, demand, or suit, whether in a court of law or equity or in
an administrative forum.
Every retailer in Texas needs a sales tax permit. An exhibitor without a Texas location needs a use tax permit. There is no fee for a
use tax permit. It is the responsibility of the exhibiting company to obtain the proper sales permits from the State of Texas. For more
information, contact the Texas Comptroller’s Office at 800/252-5555. Exhibit management reserves the right, in its sole discretion,
to prohibit or discontinue sales for any reason, at any time. Exhibitors displaying ambulances and fire fighting equipment must
complete and submit applications to the Texas Department of Transportation and Mesquite Convention Center. Failure to do so
will result in ineligibility to exhibit and forfeiture of space cost. Sound levels may not be distracting to neighboring exhibits.
Exhibitors must conform to rules and regulations concerning flammable and hazardous chemical products and materials as set by
OSHA, the State of Texas, Dallas County and City of Mesquite. Biological products exhibited require a USDA license. Information
contained in the exhibit and in literature distributed must conform to approved labeling. Exhibitors are permitted to serve (but not
to sell) candies, peanuts, etc., in their booths. However, the serving of beverages (alcoholic or nonalcoholic) in exhibit booths is
strictly prohibited.
Exhibitor will furnish SFFMA with a list of their exhibit representatives. These representatives must register upon arrival at the exhibit
show office. No one will be admitted in the Exhibit Hall without this badge during move-in and move-out. Exhibitors, with the
proper name badge, will be allowed in the Exhibit Hall no earlier than one (1) hour prior to scheduled opening of exhibits.
Exhibitor fee includes standard back and side drape, 8’ draped table, two chairs, standard booth identification sign, wastebasket
and name badges. (number of badges according to the booth size). Fee also includes: listing at www.sffma.org and a listing in the
Conference Program (provided exhibitor meets copy deadline). No utilities, audio/visual equipment, booth carpeting, individual
booth janitorial service or additional furnishings are included in the exhibit fee. Exhibitor MUST be a paid current sustaining
member of SFFMA to exhibit.
Booth payment is due in full at time of reservation. No one will be allowed to exhibit unless exhibit fee is paid in full. All booth
cancellations must be submitted to the SFFMA Exhibits Coordinator in writing. In the event of cancellation of exhibit space by the
Exhibitor, it is agreed that the actual damages which might be sustained by SFFMA by reason of such cancellation are uncertain.

SFFMA Terms and Conditions cont’d
Payment/
Cancellation Policy
Copyright Policy
Insurance & Liability
Conditions of
Contract
As a result, it is agreed that the following sums will be withheld from the total booth cost and such sums are reasonable and just
compensation for cancellations received with respect to the following dates: from April 1, 2011 to May 17, 2010, 25% of the total
booth cost; and after May 11, 2010, 50% of the total booth cost. Exhibitor hereby agrees to forfeit, and the SFFMA agrees to
withhold the above respective sums from any refund due, as liquidated damages in the event of such cancellation.
Exhibitor must obtain all necessary authorizations from third parties concerning copyrights, music licensing rights, patents,
trademarks, trade names, slogans, logos, service marks, and other similar tangible property rights used by the exhibitor. Exhibitor’s
operations at the exhibition do not infringe any copyright, patent trademark, trade name, service mark, or other similar right of any
other party. Exhibitor shall indemnify and hold harmless SFFMA, and its officers, directors, employees and agents from any and all
liabilities, claims, costs, damages and reasonable fees of counsel of SFFMA’s choice incurred in connection with any claim against
SFFMA promotional materials or performance of any music or other material that violates any copyright, patent, trademark, trade
name, service mark, or other similar right of any other party. **No unauthorized use of the SFFMA logo or portions thereof will be
permitted without the expressed written permission of the SFFMA’s Executive Director.
Exhibitors wishing to insure their property must do so at their own expense. All exhibitors should have at least one exhibitor in their
booth at all times, especially when exhibits are being setup or dismantled, to protect themselves against loss. The performance of this
agreement by either party is subject to acts of God, war, government regulations, disaster, civil disorder, curtailment of transportation
facilities, or other emergency over which neither party has any control making it illegal or impossible to provide the facilities or to
hold the function. Exhibitors agree to maintain such insurance that will fully protect SFFMA from any and all claims of any nature
whatsoever, including claims under the Workmen’s Compensation Act, and for personal injury, including death, which may arise in
connection with the installation, operation or dismantling of the exhibitor’s display. Exhibitor agrees to indemnify and hold harmless
SFFMA for any such claims, irrespective of insurance coverage. (Exhibitors are advised to add on to their existing insurance a portalto-portal
rider at a nominal cost protecting them against the loss/damage to their materials by fire, theft, accident, etc.)
It is expressly understood and agreed, and the Exhibitor agrees by accepting this contract, that he/she will make no claim of any
kind against the State Firemen’s and Fire Marshals’ Association of Texas, or any of its members or its employees for any loss, damage
to or destruction of goods while in the Mesquite Convention Center Exhibit Hall , or for any damage of any nature or character
whatsoever. It is further agreed that the SFFMA shall not be liable or responsible for, and shall be indemnified and held harmless by
the Exhibitor from and against any and all claims and damages of every kind, for injury to or death of any person or persons and for
damage to or loss of property, arising out of or attributed, directly or indirectly, to the operations or performance of the Exhibitor
or Exhibitor’s agents and employee under this agreement. Mesquite Convention Center Exhibit Hall is not liable to the Exhibitors
for any damage to or for the loss or destruction of any exhibit or the property of the Exhibitor by fire or other casualty covered by
an extended coverage endorsement to a fire insurance policy, whether caused by negligence of the hall, its officers, agents, servants,
employees or otherwise, all claims for any such loss or damage being expressly waived by the Exhibitor who agrees to indemnify and
hold Mesquite Convention Center Exhibit Hall harmless for such claims. Should any eventuality cause cancellation of the exhibition,
SFFMA shall not be liable for any expenses incurred by the Exhibitor other than the rental cost of the exhibit space less decorating
cost. Refund of said rent shall be the maximum limit of SFFMA’s liability to the Exhibitor.
The State Firemen’s and Fire Marshals’ Association of Texas reserves the right to alter locations of exhibitors or of booths shown on
the floor plan if deemed to be in the best interest of the Exposition. This contract is subject to all rules and regulations of the
Association and all the conditions under which space at the Mesquite Convention Center Exhibit Hall is made available to the
SFFMA. The Exhibitor agrees to abide by all applicable fire, utility and building
codes. Exhibitors are responsible for knowing and abiding by the SFFMA Exposition Rules and Regulations, as outlined in the
Exhibitor Prospectus. The Association reserves the right to make such reasonable changes, amendments, and additions to these
Exposition Rules and Regulations as may be considered necessary. This instrument contains the entire agreement between the
parties relating to the rights herein granted and the obligations herein assumed, except as otherwise provided in this instrument. The
agreement shall be governed by the laws of the State of Texas.
Mesquite Convention Center
1700 Rodeo Drive
Mesquite, TX 75149

Mesquite Convention Center
Exhibit Hall Regulations
ADHESIVES: No adhesives, tacks, nails, etc. can be used in any location of
the exhibition hall. Contact your Catering Sales Rep for other options.
ADVERTISING, PUBLICITY, PROMOTION: All advertising copy
for events held in the Mesquite Exhibition Hall must be submitted to and
approved by the Hotel’s General Manager before publication. Copies of the
Mesquite Exhibition Hall logos are available from your Catering Manager.
It is never acceptable to publish the facility’s telephone number. Clear and
concise directions to the facility are the responsibility of the client. Excessive
call volume to the Hotel due to poor or incomplete information may result in
additional staffing and add-on charges.
ALCOHOL CONSUMPTION: The consumption of alcoholic beverages is
restricted to the licensed area and only during those times as concession stands
are open or as ordered through the Hotel’s Catering Department. For safety
reasons, alcohol consumption is not permitted during ingress/egress times.
All alcoholic beverages must be served by hotel personnel and is subject to
TABC Regulations. TABC Codes can be found online at tabc.state.tx.us.
ANIMALS: Animals or pets, with the exception of ADA Service Animals,
are not permitted in the Exhibition Hall except when approved, in writing, by
the Hotel General Manager at least 10 days in advance of your event.
ASSITANCE: Unless agreed to in advance, the Hotel is not to provide
assistance in the set-up of exhibitions, nor can it provide equipment for the
same purpose. It is the responsibility of the licensee to ensure all exhibitors
bring their own move-in/move-out equipment. Exhibitors are required to
bring their own tools, ladders, brooms, hand trucks and other items needed
to build or transport their exhibit. The Hotel will not “loan” equipment f or
this purpose.
AUDIO/VISUAL SERVICES: You may provide your own AV services at
no charge, excluding applicable charges to electrical hook-up and other rigging
charges. Clients of the Exhibition Hall may not “plug in” to the house sound
system. All outside vendors for AV must be pre-approved by the Hotel General
Manager in writing at least 10 days in advance. Decibel rules are in effect to
protect our other clients. The Hotel reserves the right to request reduction in
volume and may terminate a client’s sound/band/DJ should decibel readings
indicate continued violation of the Hotel’s management directives. As with
all 3rd party vendors, a Certificate of Insurance will be required prior to the
start of work.
BANNERS: Generally, all banners must be hung by hotel personnel (at
charge) in compliance with fire codes and may not interfere with existing
signage and line-of-sight.
CABLES: All electrical or AV cables must be secured and matted with
approved gaffers tape to conform to Texas safety standards. Generally, cables
passing through concourse areas must be mounted above (not on) the floor.
DEBIT CARD USE: The Hotel strongly discourages the use of “debit type”
credit cards in the establishment of both group and individual credit. The
Hotel will not be responsible for over-drafts that may occur in the routine
authorizations made by our property management systems
DELIVERIES: Due to limited space, the hotel cannot accept any shipments
on behalf of the client more than one week (7 days) prior to show date.
Licensee is responsible for consignment of all large freight shipments and
required off-site storage. The Hotel will attempt to accept shipments six days
or less the show at a cost (see your Catering Manager for details), but cannot
guarantee acceptance or security of such items.
ELECTRICAL: Unless otherwise noted, all electrical hook-ups will be
provided at an additional charge. Only the Hotel’s engineering staff is
permitted to make connections. Without exception, all use of electricity will
result in additional charges.
EXCLUSIVITY OF SERVICES: The following services are provided by the
Hotel and may not be “sub-contracted” unless noted in this agreement:
Aisle/Booth Cleaning; Exhibition Booth Set-Up/Service; Catering and
Concessions; Coat/Luggage Check; Electrical Services; On Site Parking;
Porter Service; Telecom.
EXHIBITOR SERVICES: Unless noted otherwise, the Facility is not
responsible for accepting and/or executing services to the Exhibitors of the
Licensee.
EXTRAS: Extra services such as additional chairs/tables/linens and services
are not included in this agreement unless noted otherwise.
FIRE REGULATIONS: All floor plans require advance written approval
and sign off by the Hotel. Aisles and exits, as designated on approved show
plans, must be kept clean and free from obstruction. Fire lanes in and around
the facility must remain clean and unobstructed. Easels, signs, chairs, etc.
may not be placed beyond booth areas into aisles. Display literature is to be
limited to reasonable quantities. Reserve supplies should be kept in closed
containers and stores in a neat and compact manner. Empty cardboard boxes
cannot be store in show or exhibit areas. Show management is responsible for
advising exhibitors that booths must be cleared of combustible rubble daily.
All decorations, including but not limited to drapes, signs, banners acoustical
materials, hay, straw, moss, bamboo, plastic cloth fabric, linen and similar
decorative items must be flame retardant.
Table coverings must be flame treated unless they lie flat with an overhand of
no greater than six (6) inches.
Internal combustible engines, vehicles or equipment cannot contain more than
a quarter ¼ tank of gasoline or fuel and must be inoperable (i.e. battery and/or
ignition disconnected). Fuel caps must be taped or locked shut. Drip pans are
required under all vehicles while inside the facility and keys are to be left with
show management. Propane tanks must be empty. The City of Mesquite Fire
Marshall has the right and authority to disallow any display item where a fire
danger exists as defined by the City of Mesquite or State of Texas.
FOG/SMOKE/LASER LIGHTS: Fog machines, smoke affects or laser
light shows will not be permitted without the express written permission of the
Hotel’s General Manager and the City of Mesquite Fire Marshall.
FOOD & BEVERAGE SERVICE: All catering and concessions, food and
beverage services are provided exclusively by the Hotel and its vendors. No
outside food and/or beverage are permitted. Exclusion may be made to small
samples with advanced approval by the Hotel General Manager and satisfaction
of City of Mesquite, TX Health Codes.
FORCE MAJEURE: The performance of this agreement is subject to
termination without liability upon the occurrence of acts of God, War within
the borders of the United States, government regulations, strikes (except those
involving the employees or agents of the party seeking the protection of this
clause), civil disorder, or curtailment of transportation facilities – to the extent
that such circumstances makes it illegal or impossible to provide or use the
Hotel facilities. The availability to terminate this agreement without liability
pursuant to this paragraph is conditioned upon delivery of written notice to the
other party setting forth the basis for such termination as soon as reasonably
practical but in no event longer than ten (10) days after learning of such basis.
HOUSEKEEPING: A daily basic cleaning of contracted areas is included
within the room rental. If additional housekeeping services are required
additional costs may be incurred. If an inordinate amount of debris left behind,
a charge may apply.
LICENSES/PERMITS: The Licensee is responsible for obtaining all licenses,
permits and approvals as required by local, state and federal code. The cost of
these licenses is the responsibility of the licensee.
LOST & FOUND: All lost and found items are stored for no more than
seven (7) days. After that period, such articles will be disposed of at the sole
discretion of the Hotel.
MEDIA: If your event is expected to attract media attention, please advise
your Catering Manager so they may explain options available for live remotes,
taping, additional lighting, etc., that may be requested.
SECURITY: Event security must be hired from a list of pre-approved security
providers. When possible, off-duty City of Mesquite Police Officers is to be
utilized, currently at a cost of $35.00 per hour. Security arrangements must
approved by your Catering Manager.The Hotel will typically require one offduty
City of Mesquite Police Officers for every 400 attendees. Security is also
required in cases where User’s equipment or valuables are left in the Exhibition
Hall overnight. This expense is the responsibility of the lessee and those officers
are answerable to Hotel Management.
SMOKING: The Mesquite Exhibition Hall is a non-smoking facility as
mandated by City of Mesquite Code. Smoking is only permitted outside of the
facility at least fifty (50) feet from public entries.
STORAGE: The Mesquite Exhibition Hall storage is limited, therefore the
facility cannot receive goods prior to move-in or store them past the contracted
move-out time. Any good arriving prior to the authorized move-in times will
be refused and be required to return at the scheduled move-in time, including
guests with overnight (hotel) reservations.
Freight cannot be stacked nor stored on the truck route or against fire exits, fire
pull stations or hose cabinets.
For the latest full version of the Mesquite Convention
Center Guidelines, please visit www.sffma.org

Mark Your Calendar
136th Annual SFFMA Conference and Convention
June 8th - 13th, 2012 ~ RELIANT PARK ~ HOUSTON, TX
© GHCVB
Reliant Park
One Reliant Park
Houston, TX 77054
© GHCVB