Exhibitor Prospectus

Transcription

1 Exhibitor Prospectus Florida Hotel and Conference Center Orlando, FL USA 2018 Fall SIW Conference Dates 9-14 Sep 2018 Exhibit Dates Sep Page 1 of 7

2 Exhibit Hall Floorplan Florida Hotel and Conference Center Salon 1 Heroes Ballroom Salon Salon 2 Salon Mezzanine Page 2 of 7

3 Florida Hotel and Conference Center Floorplan Page 3 of 7

4 Exhibit Hours Exhibits located in the Heroes Ballroom Salon 1 Monday 10 Sep (Exhibitor move in) (Afternoon Exhibits) (Reception) Tuesday 11 Sep (Exhibitor Set-Up) (Morning Exhibits) (Afternoon Exhibits) Wednesday 12 Sep (Exhibitor Set-Up) (Morning Exhibits) (Exhibitor move out) Exhibitor set up is on Monday (8:00am-2:00pm) and must be completed by 2pm to prepare for the opening of the Exhibit hall for the 3:00pm break (Social Function will be from ). All breaks will be located in the Exhibit Hall Monday-Wednesday AM Break 10:00-10:30 PM Break 3:00-3:30 Page 4 of 7

5 Housing Information Please use the link on the SISO web page to make your hotel reservation at the group rate or call the hotel directly at (800) Mention the 2018 SISO conference to get the group rate. Conference Deadlines Friday, 24 August 2018 (5:00 PM) Hotel cut-off date-last day to make reservations at the guaranteed conference rate Friday, 17 August 2018 Registration form due for Technical Exhibitor and additional booth staff Payment of Exhibit Fee due to SISO Thursday, 23 August 2018 Latest date for cancellation of exhibit Thursday, 6 September 2018 Earliest date materials can arrive at the Florida Hotel and Conference Center Contact information 2018 Fall Simulation Innovation Workshop (SIW) Exhibit Contact Mark McCall SISO Executive Director Tel: Cell: Fax: N/A markmccall@sisostds.org Page 5 of 7

6 Contractual Considerations 1. Contract This application, properly executed by Applicant (Exhibitor) shall, upon written acceptance and notification of booths assigned by 2018 Fall SIW SISO management, constitute a valid and binding contract. 2. Assignment of Space Assignment of space to exhibitors is made on a first come/first served basis Fall SIW SISO will continue to receive applications and assign Exhibit space, as it remains available, until shortly before the show opening date. In all cases, total booth payments must be received prior to show opening Fall SIW SISO assignment of space is final and shall constitute an acceptance of the Exhibitor's offer to occupy space. After assignment, space location may not be changed, transferred or cancelled by the Exhibitor except upon written request and with the subsequent written approval of 2018 Fall SIW SISO management Fall SIW SISO management reserves the right to reassign Exhibitor space or to modify floor plan for overall benefit of the show. 3. Subletting Space No exhibitor will assign, sublet, or apportion the whole or any part of the space allotted to him, nor exhibit therein, nor permit any other person or party to exhibit therein, any other goods, apparatus, etc. not manufactured or distributed by the Exhibitor in the regular course of his business except upon prior written consent of 2018 Fall SIW SISO Management. 4. Exhibit Space Rental Rates Exhibit space rental includes materials and services described herein. Exhibit area is carpeted. Each exhibit space will have a table, two chairs and a power strip. Access to conference Wi-Fi is included. 5. Payments and Cancellations There is a Exhibit Fee of $250 (US Currency) for exhibit space, tables, and power. If exhibit staff is not registered for the Fall Workshop, a badge fee of $95 per person will be charged to cover the cost of the reception and the daily coffee breaks. Sponsors and Organizational Members receive their standard discount for the Exhibit Fee. Payment for the exhibit space and non-registered exhibit staff may be made upon receipt of invoice directly to SISO via the SISO PayPal account or by check to: Mark McCall Executive Director Simulation Interoperability Standards Organization 348 E. Benrich Drive Gilbert AZ Payment shall be received no later than 17 Aug The Exhibit Contract may be terminated up to 12:00 PM, 23 August 2018, by telephone call or to the 2018 Fall SIW SISO Exhibit Contact. Exhibit Contracts terminated by 12:00 PM, 23 August 2018, shall receive a full refund of the Exhibit Fee. Exhibit Contracts terminated after 12:00 PM, 23 August 2018 shall not receive a refund of the Exhibit Fee. 6. Exhibit Booth Manning and Dismantling Schedule A representative must man exhibit space during all times when Exhibition is officially open. Exhibit space must be maintained in a neat and orderly manner throughout the Exhibition. Exhibitors may begin dismantling only after 10:30 am on Wednesday, 12 Sep 2018 and move-out must be completed by 12:00pm. Exhibitors are responsible for removal of all materials used in their display. Any exhibitor leaving materials after 12:00 pm on Wednesday, 12 Sep 2018 may be charged for the materials' removal. Failure to observe this rule, including early dismantling, may jeopardize the exhibitor's space assignments or right to exhibit at future conferences. Page 6 of 7

7 7. Loss or Damage Exhibitor agrees that 2018 Fall SIW SISO shall not be liable for any damage or liability of any kind or for any loss, damage or injury to persons or property during the term of this agreement, from any cause whatsoever by reason of use, occupation and enjoyment of exhibit space by Exhibitor or any person thereof with the consent of Exhibitor, and that Exhibitor will defend, indemnify and save harmless, 2018 Fall SIW SISO from all liability whatsoever, on account of any such damage, or injury, whether or not caused by negligence or breach of an obligation by Exhibitor or its employees or representatives. Exhibitor will be liable for all damages or liability of any kind or for any loss, damage or injury to persons or any property during the show from any cause whatsoever by reason of use, occupation and enjoyment of exhibit space. 8. Demonstrations No demonstrations or solicitations shall be permitted outside of the Exhibitor's assigned space, and no signs or placards may be displayed on persons or otherwise outside exhibit spaces. 9. Compliance The Exhibitor assumes all responsibility for compliance with all pertinent ordinances, regulations and codes of duly authorized local, State and federal governing bodies concerning fire, safety and health, together with the rules and regulations of the operators and/or owners of the property wherein the Show is held. 10. Unions It is further agreed that the Exhibitor will abide by and comply with rules and regulations concerning local unions having agreements with the 2018 Fall SIW SISO Show Facility or with authorized contractors employed by 2018 Fall SIW SISO. 11. Drayage Delivery of boxes & pallets to the hotel is subject to a receiving/handling fee. All incoming packages and special deliveries: $10.00 per piece Pallets up to 500 lbs. - $ per pallet; over 500 lbs.: $ per pallet For large deliveries, shipping instructions must include the following: Delivery truck must have a lift gate. o For inside delivery, a $5.00 per day storage fee will apply after the fifth day of storage up to 30 days. After 30 days packages will be returned to sender. o Outgoing packages will incur a $7.00 package handling fee in addition to the shipping charges. The hotel reserves the right to refuse shipments that exceed our capacity to handle or store. Prices are subject to change. Exhibitors are required to arrange payment of all drayage fees directly with the hotel prior to receipt of exhibit materials. 12. Management The Exhibitor further agrees that the conditions, rules and regulations of the 2018 Fall SIW SISO management are made a part of this contract and that said Exhibitor agrees to be bound by each and all of these rules and regulations, and that the management shall have the full power to interpret, amend and enforce all rules and regulations in the best interest of the Show. Page 7 of 7