booth application - Southwest Dental Conference

2014 SOUTHWEST DENTAL CONFERENCEExhibit Space ContractJanuary 30 – February 1, 2014Dallas Convention Center, Dallas, TXSponsored by Dallas County Dental SocietyThe undersigned Exhibitor has applied to the Dallas County Dental Society and the Southwest Dental Conference, hereinaftercalled the Association, for exhibit space at the Southwest Dental Conference at the Dallas Convention Center, Dallas, Texas, onJanuary 30 – February 1, 2014. All provisions of the Official Rules and Regulations as published in the Exhibit Prospectus shallbe a part of this contract. All exhibiting companies must provide proof of liability insurance prior to the event date to participate.THIS CONTRACT MUST BE ACCOMPANIED BY A DEPOSIT OF 50% OF THE TOTAL COST OF THE BOOTH SPACE SELECTED. FULL PAYMENT DUEON OR BEFORE AUGUST 1, 2013. NO REFUNDS AFTER AUGUST 15, 2013. APPLICATIONS MADE AFTER AUGUST 1, 2013 MUST BEACCOMPANIED BY PAYMENT IN FULL. IF BALANCE IS DELINQUENT AFTER AUGUST 1, 2013, BOOTH SPACE IS SUBJECT TO CANCELLATION ANDRESALE WITHOUT NOTIFICATION.Booth Quantity: _______ Preferred Booth Locations*: (1)________ (2)________ (3)________ (4)________*Please include four options for booth location. All booth assignments are based on points earned. Points are determined by the number ofyears exhibiting, number of booths reserved, and sponsorship.COMPANY INFORMATION (Please write exactly as you would like the information presented in Conference publications.)Company Name: __________________________________________________________________________________Phone Number: ____________________________ Website: _____________________________________________CONTACT INFORMATION (This information will not be published.)Contact Name: _____________________________ Email Address: _______________________________________Mailing Address: _________________________________________________________________________________Phone Number: ______________________________ Fax: _______________________________________________PAYMENT INFORMATIONIn-line booths: $1,050 Corner Booths: $1,200 10% discount for 4 or more boothsAmount Enclosed: $____________ Full booth payment 50% deposit (valid only before August 1, 2013) Check MasterCard Visa American ExpressCard #: ___________ - ___________ - ___________ - ___________ Expiration Date: _________________________Your signature below indicates approval for charges to your credit card account.By executing this application, Exhibitor agrees to all terms, conditions, and provisions of the “Official Rules and Regulations for ExhibitBooths” and agrees to hold the Dallas County Dental Society and the Southwest Dental Conference, its officers, agents and employeesfree and harmless of any cause of action, claim or demand which may result from the use of occupancy of the assigned space or anymatter arising out of this application/contract.Print Name: ____________________________________Signature: ____________________________________RETURN CONTRACT TO:Southwest Dental ConferenceAttn: Exhibits Manager13633 Omega RoadDallas, TX 75244exhibits@dcds.orgFax: 972-233-8636

1. ManagementThe exhibition of the Southwest Dental Conference isconducted under the direction of the Dallas County DentalSociety (the “Association”) and its agents or employees actingon its behalf.2. Character of ExhibitsThe Association reserves the right to decline or prohibit anyexhibit that, in its judgment, is not suitable to or in keepingwith the character of the exhibition. This reservation isall-inclusive and concerns persons, things, conduct, printedmatter and souvenirs.3. Rules Governing ExhibitorsThe Association shall have the right, which is hereby expresslyreserved, to interpret or amend the rules and regulations, andits decision is final. Exhibitors, by applying for and acceptingexhibit space, agree to abide by any rules or regulations thatmay hereafter be adopted, which shall be as much a part of therules and regulations as though originally included. Exhibitorsalso agree to abide by the rules and guidelines of the DallasConvention Center and any other vendors contracted toprovide services for the Southwest Dental Conference. Allissues not specifically addressed are subject to the decisionof the Association. All exhibitor requests for permission tovary from any of these rules and regulations must be sent tothe Association before November 15, 2013. The Associationreserves the right to cancel this contract in case exhibitordisplays or promotes any product which is not authorizedby the Association; or if the premises should be damaged soas to render the premises untenable or unfit for use. In suchevent, all payments previously made on this contract shall beprorated, and the prorated portion thereof shall be returnedto the exhibitor by the Association and the Association shallbe released from any and all claims for damages, loss, costsor expenses sustained or incurred by the exhibitor by reasonof such cancellation. The exhibitor, its employees, agents orrepresentatives shall observe and comply with all federal, stateand municipal laws, rules and regulations in the use of suchexhibit space. On all matters not herein covered, or on anypossible differences, final decision is subject to the judgment ofthe Dallas County Dental Society.4. Enforcement of Rules and RegulationsBreach of any rule or regulation by any exhibitor will subjectexhibitor to restriction, termination or sanctions, includingloss of priority assignment status and/or future exhibitionprivileges. The rules and regulations presented in thisprospectus are intended to bring order and fairness to theexhibition.5. Application for Exhibit SpaceThe Association reserves the right to refuse space to anyexhibitor, exhibit or any part thereof, which in its judgmentis not acceptable. The Association reserves the right to refusethe application of any exhibitor whose business operationsconflict in any manner with any of the policies of the DallasCounty Dental Society. The decision of the Association shallbe final and the exhibitor agrees to abide by, and not contestin any manner, that decision.6. Payment/Refund InformationAll fees for exhibit space must be paid by August 1, 2013or the space will be cancelled immediately and resoldwithout notification. A 50% deposit for each booth mustaccompany the application. Contracts received after August1, 2013 must be accompanied by payment in full. Fees arepayable to Southwest Dental Conference in U.S. funds bycheck, money order, MasterCard, Visa or American Express.Refunds requested prior to August 15, 2013 will be subjectto a 25% administrative fee. Requests for refunds must bereceived in writing. No refunds will be made after August15, 2013.7. Booth AssignmentAssignment of exhibit space shall be made solely at thediscretion of the Association, with consideration given2014 Southwest Dental ConferenceExhibitor Rules & Regulationsto requested booth space(s). The Exhibit Hall floor plancan be viewed online at www.swdentalconf.org. The floorplan is subject to change and should not be consideredcontractual. Applications receive priority assignment statusbased on when the contract is received, the number ofyears exhibited and number of booth spaces contracted atthe Southwest Dental Conference. The Association cannotguarantee the separation of competitors, but will make everyeffort to do so. The Association reserves the right to relocateexhibitors if it becomes necessary because of circumstancesbeyond its control, or if it is in the best judgment of theAssociation. Applicants are advised that final confirmationof exhibit space may be slightly delayed due to the volume ofapplications received at the time of submission, and depositof the applicant’s check or processing of credit card paymentshould not be construed as final confirmation of acceptance.Until the applicant receives final written acceptance or denialof exhibit space, any funds expended for the developmentor construction of an exhibit booth are done so at theapplicant’s own risk.8. Exhibit SpaceBooths are 10-foot deep by 10-foot wide and include drapefor back and side walls; one two-line identification signwith company name, city, state and booth number; and oneundraped 6-foot long by 30-inch high table, provided it isordered via the special order form in the Exhibitor ServiceKit. See specifications for booths and hanging signs herein.Nothing may be attached directly to the draping. TheAssociation will provide carpet for aisles and other public areas.Exhibitors are required to provide carpet for their booth(s),ordered via the Exhibitor Service Kit.Drapes must be certified as flame retardant by the fire marshal.Electrical outlet(s) may be ordered via the order form in theExhibitor Service Kit. All displays must be confined withinbooth space. All aisles must be kept free and clear, and aresubject to the control of the Association. All displays must beapproved by the Association. Nailing or attaching to any partof the building is prohibited. No combustible materials will bepermitted in the Exhibit Hall. Helium balloons are prohibited.Equipment in operation must provide adequate protectionagainst dripping of any liquid on the floor. All empty cratesand packing materials must be removed from the booth forproper storage, and there will be no storing of cartons, packingmaterials, etc. within the booth. The aisles are the property ofthe entire exhibition, and each exhibitor has the responsibilityto assure proper flow of traffic through the entire show.Aisles must not be obstructed at any time. When large crowdsgather for sampling, to watch a demonstration or for a contestand interfere with the flow of traffic or create excessive crowdsin neighboring booths, it is an infringement on the rights ofother exhibitors.9. Forfeiture of SpaceExhibitors who 1) resell or sublet exhibit space under anycircumstances (two or more firms cannot occupy the samebooth space) without express approval of the Association; 2)render their badges to unauthorized persons; 3) do not set uptheir booth(s) in the Exhibit Hall by opening time of the firstday or 4) begin tearing down their booth before the showofficially ends will forfeit their exhibit space and/or futurepriority assignment status and/or future exhibition privileges.10. Show DecoratorAll requests for additional services should be addressed to theofficial show decorator listed in the Exhibitor Service Kit. TheExhibitor Service Kit will be online approximately two monthsprior to the Conference with the necessary order forms. Tablecovers, drapes, furniture and accessories may be ordered fromthe official show decorator, along with any additional workor equipment that might be required. Carpet, audio-visualservices, freight, floral, portable booth rental, computer rental,etc. will be available at special show rates.11. Shipping InstructionsForward all materials to the official show decorator withSouthwest Dental Conference and booth number(s)indicated on the address label. Include full instructions fordelivery to the Dallas Convention Center; bill of lading;number of crates or cartons; firm name and address; andrepresentative in charge. All shipments must conform tonormal shipping instructions and must be sent prepaid.Shipments received within 30 days of show set-up date willbe stored by the official show decorator without charge.Shipments are delivered to the Dallas Convention Centerper your instructions, empty crates removed, stored andre-delivered. The Dallas Convention Center does not havefacilities to receive or store freight prior to set-up day. Yourtransfer company will prepare the bill of lading per yourshipping instructions and ship.12. Exhibitor Appointed ContractorIf utilizing a contractor other than the official showdecorator, written notice must be submitted to theAssociation 45 days prior to the Conference. Suchcontractor must provide certificate of liability insuranceto the Association 30 days in advance of the Conference.Your contractor will not be allowed in the Exhibit Hall if acertificate of insurance is not received.13. Exhibitor’s Official RepresentativesEach exhibitor should submit, via the exhibitor badgerequest form available online, names of all officialrepresentatives attending the meeting. Exhibitors are allowedsix (6) free badges per contracted booth space for the entireshow. Should the number of badges exceed this number,a $15.00 charge per person will be assessed and billed tothe exhibiting company. Exhibitors registering onsite mustprovide credentials (i.e., business card or authorization oncompany letterhead). Exhibitor representatives are required tostaff their exhibit booth during all official exhibition hours.14. Show HoursExhibitors must set up during the approved time framedesignated by the Association. Early set-up times will behandled on a case-by-case basis. Early tear-down is notpermitted. Set-up for exhibitors will be Tuesday, January28, 8:00 a.m. – 6:00 p.m. and Wednesday, January 29, 8:00a.m. – 8:00 p.m. Show dates and times are Thursday, January30 and Friday, January 31, from 10:00 a.m. – 6:00 p.m. andSaturday, February 1 from 10:00 a.m. – 1:30 p.m. Move outbegins at 1:30 p.m. on Saturday, February 1 and continues onSunday, February 2, 8:00 -11:00 a.m.15. SecurityPerimeter guards will be provided from set-up throughtear-down, but the Association is not responsible for anyloss or damage to exhibitors’ goods or property. Additionalor individual security personnel must be approved by theAssociation.16. Selling in AislesAll business activities of the exhibitor must be confinedto the booth space rented. No business activities are to beconducted in any aisles, lobbies, other booths, or other areasof the Exhibit Hall or Convention Center. Exhibitors maynot stop attendees in the aisle. Violators will be subject toforfeiture of booth space.17. Solicitation by Non-ExhibitorsFirms and representatives not assigned exhibit space by theAssociation are prohibited from soliciting business in anyform in the Exhibit Hall. Violators will be required to leavethe Exhibit Hall.18. Sales on Show FloorDirect exhibit floor sales are allowed during regular ExhibitHall hours. However, purchased products cannot bedelivered to the Dallas Convention Center. Exhibitors areresponsible for any and all tax permits required by Texas lawor local ordinance.

19. Food and BeverageExhibitors must comply with the Dallas Convention Centerregulations regarding food and beverage dispensing. Thisincludes, but is not limited to, purchasing food itemsfrom the official food vendor of the Convention Centerand obtaining necessary permits as required by the Cityof Dallas. A temporary health permit is required for foodsampling (such as drinks mixed and distributed from abooth). Handing out candy, cookies or popcorn does notqualify as food sampling provided those items are purchasedfrom the official food vendor of the Dallas ConventionCenter. Contact the exhibits director for more information.20. Theater PresentationsExhibitors whose booth(s) involves a theater or ongoingpresentation must submit a complete lineup of thepresentations and scheduled speakers by November 15, 2013.21. Laser ExhibitingExhibitors showing lasers must comply with recommendedsafety precautions for the demonstration of lasers; therefore,the following procedures apply:1.) Lasers must be operated only within a suitable enclosed spacewith eye protection for those viewing and operating the laser.2.) All demonstrations of CO2 lasers must be conducted inclear plastic boxes with top and sides enclosed.3.) Appropriately colored plastic cubicles must also beavailable for other types of lasers being demonstrated,especially dye and argon lasers.4.) No laser equipment may be left unattended in operablecondition.5.) There shall be no promotion, demonstration orsuggestion with respect to dental auxiliary use of theseinstruments.6.) A description of each piece of laser equipment and theirsafety features must be submitted to the Association byNovember 1, 2013. Failure to submit this description canresult in the denial of the lasers to be shown/demonstratedor the denial of exhibit space.22. Exhibitor Sponsored ContestsExhibitors must obtain written permission from theAssociation to sponsor any type of contest, raffle or drawingfor prizes. The following rules must be adhered to:1.) The exhibitor must comply with all local, state andfederal laws that apply to such raffles, contests or drawings.2.) Contest, raffle or drawing rules must be posted at thebooth. The rules must include: eligibility, date and time ofdrawing (contest, raffle); the words “no purchase necessaryto enter;” odds of winning; how winners will be notified;and how participants can find out who won, etc.3.) The Association must be notified of the name(s) of thewinner(s) when the prize(s) have been awarded.23. Sound/MusicSpeakers and other sound devices should be positioned soas to direct sound into the booth and not toward the aisleor neighboring booths. To prevent disturbance to otherexhibitors, sound levels should not exceed 85 decibels.Music played in booths may be subject to copyright laws.ASCAP, BMI and SESAC are authorized organizations thatcollect copyright fees. Exhibiting companies are responsiblefor paying copyright fees for music played in their booths.24. Photography/Video RecordingExhibitors are not allowed to photograph or videotapeany booth other than that of the company they represent.Photography and videotaping of a company’s own booth isBooth Descriptionspermitted only with the prior approval of the Associationbefore or after Exhibit Hall hours. Security escorts for suchactivities must be arranged through the Association and thecost of same may be charged to the exhibitor.25. Liability and IndemnificationEach exhibitor signing an application expressly releases anddischarges the Dallas County Dental Society, the SouthwestDental Conference, the Dallas Convention Center andtheir respective employees, agents, representatives, assigns,contractors and subcontractors from any and all liability,workers compensation claims and liability, damages,actions, losses, claims and expenses (including attorney’sfees and court costs) of every kind and character arisingin any manner out of this contract or its performance.Each exhibitor further expressly agrees to indemnify andhold harmless the Dallas County Dental Society and theSouthwest Dental Conference, its employees, agents,representatives, assigns, contractors and subcontractors fromany liability, claim and damages of every kind and characterarising out of the actions or omissions of the exhibitor orthe exhibitor’s employees, agents or representatives.26. InsuranceExhibitor must provide a certificate of liability insuranceshowing the policy in effect through February 2, 2014 andevidence of insurance coverage with minimum limits of$1,000,000 combined single limit bodily injury and broadform property damage coverage, including broad formcontract liability. In addition to the exhibitor, the certificateof insurance must name the Dallas County Dental Societyand the Dallas Convention Center as additional insureds.by the Association is required if any exhibitor with anisland space wants to go above 16 feet; plans to havea solid wall higher than 4 feet the length or width of thespace; or plans booth construction with an unusual ornonstandard configuration. Important: when installinga display with a ceiling or second level you must checkwith the local fire department to ensure that the displaymeets the necessary fire and safety regulations involvingsmoke alarms, fire extinguishers, sprinkler systems, etc.In-line Booths: Booths consist of 8-foot-high backdrape and 4-foot-high side drape mounted on aluminumtubular frames. There is a 12-foot height limitation onin-line booths. Back of booth extending above the drapemust be finished with no copy of any kind on it. Solidconstruction in excess of 4 feet in height must be aminimum of 5 feet back from the aisle to allow sight linesto adjacent booths.End Cap Booths: When assigned a 10-foot by 20-footend cap space (two corner booths at the end of an aisle),please remember thatthe exhibit back wallmust conform to exhibitrules. The centeredback wall measures 10feet across and is 8 feethigh. The remainder ofthe back wall will notexceed 4 feet in height.Booth may extend to12 feet in height alongthe 10-foot wide sectionof back wall. Back ofbooth extending abovethe drape must be finished with no copy of any kind on it.Five feet on each side must be maintained at the 4-footheight level to allow sight lines to adjacent booths.Peninsula Booths: A peninsula exhibit is a grouping of10-foot by 10-foot booths with aisles on three sides. Theback wall of a peninsula booth must be on the non-aisleside and not exceed 16 feet in height. The centeredback wall measures 10 feet across and is 8 feet high.The remainder of the back wall will not exceed 4 feet inheight. All portions of this back wall must be finishedwith no copy of any kind. Peninsula exhibits must bedesigned to be accessible from all three aisles.Island Booths:An island exhibitis an open area ofexhibit space withaisles on all foursides. Free formexhibits may extendto all outer edgesof the booth space,but the design of thebooth must allow forsee-through visibilityand accessibility fromall four sides. Anexhibitor who wants to create an island booth smallerthan those shown on the floor plan must purchase, inaddition to the number of booths desired in the island,the two booths that connect the proposed island tothe remainder of the booths in the block to create anaisle on the fourth side of the block of booths. ApprovalHanging Signs: There are limited points in the exhibithall from which to hang signs, banners, etc. Exhibitbooth signs, banners, booth ceilings, canopies, lightinggrids or other exhibit-related equipment should befree-standing and floor supported where possible.Attachment to exhibit hall ceiling beams or trussesis permitted only through the official show decorator.Requests for approval of hanging signs and bannersmust be submitted to the Association by December1, 2013. The request must include a description ordrawing of the sign or banner, proposed method ofinstallation, location of hanging points, and total weight.Hanging signs or banners may not exceed the perimeterof the space assigned to the exhibiting company ora height of 18 feet unless approved in writing by theAssociation. Banners must be certified as flameretardant by the fire marshal or conform to fire marshalstandards prior to being displayed. Complete details willbe included n the Exhibitor Service kit.