Exhibitor Guide PROCUREMENT SUMMIT. SEPTEMBER 27 th & 28 th LOD COOK HOTEL AND CONFERENCE CENTER

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1 Exhibitor Guide PROCUREMENT SUMMIT SEPTEMBER 27 th & 28 th LOD COOK HOTEL AND CONFERENCE CENTER

2 SEPTEMBER 27 TH REGISTRATION OPEN EXHIBITOR SHOW EXHIBITOR HOURS 8:00 AM 9:00 AM 12:00 PM 4:00 PM SEPTEMBER 28 TH EXHIBITOR SHOW BOOTH TEAR DOWN 8:00 AM 4:00 PM 4:00 PM 8:00 PM HOTEL ACCOMMODATIONS LOD COOK HOTEL AND CONFERENCE CENTER 3848 W LAKESHORE DR. BATON ROUGE, LA Conference rate: Standard : $129 + tax per night Suite : $149 + tax per night This rate can only be guaranteed if reserved before August 31, Book online at or call The Cook Hotel at COOK (2665) Special code: LSUP Please note: You will receive hotel booking information upon completion of your conference registration. EXHIBIT SPACE AND SPACE ASSIGNMENT Assignment of booth space is based upon date sponsorship level payment is received. Exhibitors may select primary and secondary Booth space numbers desired and all attempts will be made to accommodate booth assignments. Spaces will ultimately be assigned by LSU Procurement. Every attempt will be made to ensure that competing businesses are not placed adjacent to one another. Space assignments will be provided no later than two weeks after registering or no later than August 28, Contact Mark Barcia (mbarci2@lsu.edu) for special requests. The booth sponsorship fee must be paid before special request can be granted. LSU Procurement must approve requests for the purchase of more than three (3) spaces from one organization. SETUP AND TEAR DOWN Exhibitors may begin setting up starting at 10:00AM, Wednesday, September 27, Booth tear down may not begin until the show officially closes at 4:00PM, Thursday, September 28, Booth tear down must be completed by 8:00PM, Thursday, September 28, 2017.

3 PAYMENT Booth Packages & Sponsorships: Booth Package and Sponsorship confirmation will be sent by within five (5) days of receipt of payment. Payments must be made by check payable to: LSU Procurement c/o Procurement Summit Thomas Boyd Hall Baton Rouge, LA Important Notice: Late Sponsorship requests will be accepted through Friday, August 25, 2017 ; although, inclusion in the conference program is not guaranteed with late registration. Exhibitors must register no later than Friday, August 11, 2017 to ensure inclusion in conference program materials. Sponsorship payments must be received prior to confirmation of space assignment. Additional Details: Exhibitors should read the attached Rules and Regulations for the Procurement Summit Exhibit. They contain other information that binds you and your company. LSU Procurement reserves the right to modify rules at any time. CONTACT INFORMATION Primary: Alternative: Mark Barcia Office of Finance & Administration Procurement Associate Director of Procurement mbarci2@lsu.edu Stephen Walczak Office of Finance & Administration Procurement Strategic Sourcing Analyst swalczak@lsu.edu Stefanie Kirkwood Office of Finance & Administration Procurement Executive Administrative Assistant skirkwood1@lsu.edu

4 RULES AND REGULATIONS The planned layout of floor space and booth configurations for the 2017 Procurement Summit is as accurate as possible at this date. Changes and modifications may be necessary for reasons of safety, fire prevention or program changes. When space changes or modifications occur, exhibitors will receive equitable adjustments as determined by LSU Procurement. Neither LSU Procurement, the Hotel or any officers or staff of the above, shall be responsible for loss or damage to property of exhibitors from thefts, strikes, damage by fire, water, storm, vandalism or other causes. The organizations will take reasonable precautions to protect exhibitors from such loss and damage. The exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury or damages to displays, equipment and other property brought upon the premises of the Hotel. The exhibitor shall indemnify, defend and hold harmless LSU and LSU Procurement Officials and any of its officers and/or staff members, the Hotel, plus any affiliated companies, agents, servants and employees from any and all such losses, damages and claims. Neither LSU, LSU Procurement not the Hotel shall provide insurance coverage for loss or damage from such causes, and it is thus expected that exhibitors will provide their own floater insurance as needed. Sell Outs It is possible that the number of requests for booth space will exceed available space. If space runs out and you have submitted a payment, you can be put on a waiting list or your monies can be returned. You will be contacted for your decision prior to the conference. All exhibitors are encouraged to register early. Cancellation Policy A written notice of cancellation is required no later than Friday, September 1, 2017 A $100 administrative fee will be withheld from the refund to exhibitors who cancel. Exhibitors who cancel after set cancellation deadline will forfeit all fees and the right to a space. There will be no refund for no-shows the day of the exhibit. Cash refunds will be processed after the close of the conference. Credit card refunds will be processed within three (3) business days of receipt. Send cancellation notices in writing to Mark Barcia via fax (225) or mbarci2@lsu.edu. Event Cancellation In the event the conference is cancelled for reasons beyond control of Procurement, money advanced by exhibitors will be refunded in full. In such cases, Procurement shall be free from any claim for damages, which exhibitors allege to have suffered as a result of such cancellation. Exhibit Materials Be Eco-Friendly by providing information sustainably and keeping paper documents to a minimum. Consider inexpensive thumb drives or DVDs to send information home with conference attendees. See Pre-Event Information if the exhibitor would like to ship their display material(s) to the Hotel prior to the Conference. The Hotel has limited storage space for display material so be mindful in planning your exhibit space.

5 RULES AND REGULATIONS CONTINUED Fire Prevention All booth decoration must be flame proofed and all hangings must clear the floor. Electrical wiring must conform to National Electrical Code Safety Rules. If inspection indicates that any exhibitor has neglected to comply with these regulations, or otherwise creates a fire hazard, the right is reserved to demand removal of all or such part of their exhibit as may be nonconforming or hazardous. The exhibitor is charged with the knowledge of all local laws, ordinances and regulations pertaining to health, fire prevention and public safety while participating in the conference. Compliance with such laws is mandatory of all exhibitors and the sole responsibility is that of the exhibitor. Ceilings over exhibits are not permitted if the exhibit is below a building sprinkler device. Any exhibit which proposes to incorporate a ceiling or cover must be submitted to LSU Procurement and the Hotel for prior approval by fire prevention authorities. Exhibitor shall be liable to the Hotel for all damage caused by he exhibitor and shall hold harmless and indemnify the Hotel management for any damage caused to them by exhibitor. Use of Space All demonstrations or other promotional activities must be confined to the limits of the exhibit booth. No exhibitor shall assign, sublet or share the space allotted without the knowledge and consent of LSU Procurement. Exhibitors must show only goods manufactured or dealt in my them in the regular course of business. Exhibitors producing sound must do so at a volume not objectionable to neighboring exhibitors. Displays may not exceed ten (10) feet in height. Any variances must be pre-approved by LSU Procurement and the Hotel. The standard booth equipment will consist of: One (1) 8 foot table, Two (2) Chairs and Optional Tablecloth Two (2) Exhibit Hall Passes for booth staff Power Strips at each Table Complimentary Wi-Fi Access Distribution of circulars, promotional materials and solicitation of business must be confined to the exhibitor's assigned booth. The exhibitor is charged with the knowledge of national, state and local legal restrictions on any merchandise, advertising or promotional scheme which involves attracting visitors to an exhibitor s location by an inducement, which may be construed as an illegal lottery. LSU Procurement reserves the right to prohibit and/or evict exhibitors whose presentation is in any manner deemed by them to be offensive to conference attendees by reason of bad taste, questionable morals or controversial content. In event of such prohibition or eviction, LSU Procurement shall not be liable to exhibitor for refunds of exhibit fees.

6 RULES AND REGULATIONS CONTINUED Unusual Displays Whenever an exhibitor plans to utilize or construct displays that will be unusual, outsized or designed in a manner which will require special booth hookup, installation or other advance technical assistance, such proposed plans must be submitted to the Hotel at the earliest practical time after this contract is executed, in no case less than thirty (30) days before the conference. LSU Procurement and the Hotel may deny such proposals; in any event, approval thereof may be obtained only by such advance submission and review. Motion Picture Projection Projection machines are limited to sales demonstrations only and shall not be used for showings designed primarily to amuse visitors. All projections must be in accordance with the requirements of local fire prevention authorities and in harmony with any agreements entered into between LSU Procurement and the Hotel. LSU Procurement and the Hotel must approve all plans for installation and operation of projection equipment. Sole Authority LSU Procurement shall have sole authority to interpret and enforce all rules in the nest interests of its exhibitors. Acceptance of fees does not imply an endorsement by LSU Procurement of any product or service.

7 PRE-EVENT INFORMATION ARTWORK (IF APPLICABLE WITH YOUR SPONSORSHIP LEVEL) Please provide exhibitor logos as a.jpg or.png file. Logo will need to be ed to LSU procurement at and received no later than Friday, August 4 th. INBOUND SHIPPING Exhibitors may ship materials directly to the Lod Cook Alumni Center with the shipping address clearly marked as follows: Exhibiting Company Name / Booth # 2017 Procurement Summit C/O Lod Cook Alumni Center 3838 West Lakeshore Drive Baton Rouge, LA To ensure delivery of materials are on time, all inbound shipping will need to arrive no later than Monday, September 25 th. OUTBOUND SHIPPING Outbound material handling will need to be pre-arranged by the exhibitor. Outbound Checklist: Pack shipment Attach pre-arranged label Contact Carrier and advise them that the shipment will be ready for pick-up at the Lod Cook Alumni Center on Friday, September 29 th, 2017 at 8:00 AM *Note: LSU Procurement does not have a loading dock, pallet jack, pallet or shipment wrapping supplies. All supplies must be provided by the shipper or shipping company.

8 Exhibit Hall Floor Plan

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