2019 Annual Meeting Exhibit Space Regulations Omni Corpus Christi Hotel, February 28-March 2, 2019

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1 2019 Annual Meeting Exhibit Space Regulations Omni Corpus Christi Hotel, February 28-March 2, 2019 The Texas State Historical Association (TSHA) will hold its 123 rd Annual Meeting at the Omni Corpus Christi Hotel (hereinafter referred to as the Hotel) on Feb. 28-Mar. 2, Exhibit space is available on a first-come, first-served basis. To be listed in the annual meeting program, all interested exhibiting companies (hereinafter referred to as Exhibitor) must submit a completed exhibit contract and the appropriate exhibit fees to the Association by February 1, Contracts and fees received after February 1, 2019 will be honored on a space available basis, but will not be listed in the annual meeting program. 1. Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibit activities on the premises and will indemnify, defend and hold harmless the Hotel, the Association, their agents, servants and employees from any and all such losses, damages, and claims except for claims, losses or damages arising directly from their negligence. See Hold Harmless Clause below. 2. Exhibitor agrees not to nail, tack or otherwise attach to the walls of the Hotel signage or banners or to deface the Hotel property. 3. Exhibitor agrees to set up his/her exhibit in a manner that will not obscure the view of other exhibits. 4. The Association Chief Executive Officer has complete authority to disallow an Exhibit that may be inappropriate or offensive to those attending the TSHA Annual Meeting. 5. Exhibit spaces(s) for the TSHA Annual Meeting are $350 for first table and $100 for each additional table. The exhibit fee for each space purchased includes: one 8' x 30" draped table, two chairs, general maintenance of aisles, and registration for two staff. 6. Payment submitted is the correct amount for participating in the Association exhibits. 7. Exhibitor will receive a confirmation and a receipt. Exhibit Fee: The exhibit fee includes: Appropriate space, one 8' x 30" draped and skirted table, one 8' x 30" for each additional $100 fee, registration for two company representatives, two chairs,, and general maintenance of aisles. The exhibit fee does not include decoration or related services, storage of any exhibit related materials, internet, electricity, telephone, gas or water supply. Cancellation Policy: Cancellation of registration must be submitted in writing via to Mary.Hartwig@TSHAonline.org and must be dated on or before 11:59 pm CT on February 8, 2019 to receive a full refund less a $50 USD registration cancellation processing fee. No refunds will be granted after February 8, No refunds will be granted for no-shows.

2 Hold Harmless Clause: 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 Hotel, its owner, and management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims. Further, Exhibitor hereby acknowledges that neither the Texas State Historical Association maintain insurance or security services covering Exhibitor's property and that it is the sole responsibility of Exhibitor to obtain security services and business interruption and property damage insurance sufficient to cover any loss which may be sustained by Exhibitor. Electricity and Internet Service: Electrical power and internet services are available for additional charges from the Hotel. Vendor must provide power cords and strips or rent from the Hotel for additional charges. (There is no guarantee that a vendor s space will be near an electric outlet, in which case extension cods must be undamaged and taped down to hotel s satisfaction.) Please reserve all internet, electricity, and A/V services in advance. See the attached document for rates and forms or contact the hotel s director of A/V services: RJ Long Director of Audio Visual Encore Event Technologies Omni Corpus Christi Hotels 900 N Shoreline Blvd Corpus Christi TX RJ.Long@encore-us.com PH (361) F (361) C (361) Space Assignment: Space will be assigned on a first-come first-served basis. Special accommodations will be considered. Please make notes on form. Exhibitors must check in with TSHA staff before unloading. TSHA staff will give guidance for unloading and direction to table. Nametags will be provided. Packages and Deliveries: Packages may be delivered to the Hotel within 72 hours of the date of the meeting (Feb. 25). Packages or materials of excessive weight or value must be approved for receipt by the Hotel prior to shipping. There will be a $3.00 per box incoming, and $3.00 outgoing handling charge for all boxes processed by Hotel Security Department. Each pallet or crate delivered to the Hotel is subject to a $50 handling charge. Shipping and Receiving hours are 7:00 am 4:30 pm, Monday through Friday. Any boxes received or shipped on Saturday or Sunday will incur an incoming and/or outgoing $5.00 per fox handling fee. A storage fee of $5.00 per box per day will apply for any boxes received prior to 48 hours of the first day of the meeting. This storage fee will also apply to each empty packing container stored during the meeting. The Omni Corpus Christi Hotel is not in any way liable for the contents of such packages. Should special arrangements for delivery be necessary, please contact the Conference Services Manager. All shipping and return shipping must be arranged by the party shipping the boxes. All boxes sent to the hotel must be addressed as:

3 Recipient's Name: Company: Address: Name of Guest TSHA Annual Meeting Omni Corpus Christi Hotel 900 N. Shoreline Blvd Corpus Christi, TX Exhibitor Parking, Loading and Unloading: The Annual Meeting exhibit space is the Corpus Christi Ballroom and foyer of the hotel. Load in and out can be accessed via loading dock on Water Street. There is no charge for overnight self-parking for those registered for the meeting. Valet parking is available for $22/day. Exhibit set up begins at 8 am on Wednesday, Feb. 27, Exhibit Schedule: EXHIBIT AREA: Corpus Christi Ballroom & Foyer EXHIBIT SET-UP: Wednesday, Feb. 27, :00 AM 8:00 PM Thursday, Feb. 28, :00-10:00 AM EXHIBITS OPEN: Thursday, Feb. 28, :00 AM - 5:30 PM Friday, March 1, :00 AM - 5:30 PM Saturday, March 2, :00 AM - 12:00 Noon EXHIBIT TEAR-DOWN: Saturday, March 2, :30 PM Hotel Rooms: If needed, you can make your hotel reservation at Omni Corpus Christi Hotel through our room block either of these ways: Webpage is: Or you may call to reserve at and ask for group Texas State Historical Association The cut-off date for accepting reservations at the conference rate is Friday, Feb. 8, Photo/Video Disclaimer: Texas State Historical Association (TSHA) may photograph or film the event. By registering you agree that TSHA may use, reproduce, and/or publish photographs and/or video that may pertain to me including my image, likeness, and or voice. I understand that this material may be used for various purposes such as publicity, advertising, web content, or other related endeavors. Please note: 1) TSHA reserves the right to photograph sessions; 2) TSHA will not video record any session content.

4 Texas State Historical Association 3001 Lake Austin Blvd., Suite Austin, Texas (512)

5 2019 Annual Meeting Exhibit Space Contract Omni Corpus Christi Hotel / Feb Mar. 2, 2019 Space and Table Needs: Table Needs Pricing Total One 8' Table in Ballroom 1 table = $350 Two 8' Tables in Ballroom 2 tables = $450 Three 8' Tables in Ballroom 3 tables = $550 Four 8' Tables in Ballroom 4 tables = $650 Additional 8' Table $100 each additional SUBTOTAL Members of the Texas Booksellers Association subtract $150 discount from your subtotal. TOTAL For Internet, electricity, and other tech needs, please contact the hotel s director of A/V: RJ Long Director of Audio Visual Encore Event Technologies Omni Corpus Christi Hotels 900 N Shoreline Blvd Corpus Christi TX RJ.Long@encore-us.com PH (361) F (361) C (361) Name Badges: 1) 2) Company Name: Contact Name: Address: City: State: Zip: Phone: Payment (circle one): Check Purchase Order Credit Card: VISA, MC, DISC, AMEX Credit Card #: Exp: Security Code: Billing Zip: I will exhibit at the Texas State Historical Association s 123 rd Annual Meeting Feb. 28 Mar. 2, I have read and will be able to abide by the rules and regulations. Date: Signature: Return form or complete it online by February 1, 2019 to be included in the printed program. Texas State Historical Association 3001 Lake Austin Blvd., Suite / Austin, Texas Phone: (512) / deirdre.nelson@tshaonline.org