SGMP Exhibition Rules & Regulations
These rules and regulations of the Society of Government Meeting Professionals (SGMP) govern exhibits, displays, and presentations in connection with SGMP's National Education Conference and Exhibition to be held in New Orleans, LA on Friday, May 18, 2012. The exhibitor must follow the rules and regulations set forth by the Society, or this contract will be terminated.
Only member suppliers and contract planners will be considered for exhibit space. All exhibit staff must be SGMP members as of the date of receipt of application and must be a member in good standing for the duration of the conference. If membership is not renewed or determined ineligible within 15 days of notification, exhibit space will be released. An SGMP member may not transfer his/her member number(s) to a non-member company. A member company is entitled to one representative per member number.
SHARED/SUBLEASED BOOTH SPACE:
Exhibitors may have up to three people in their booth. Exhibitors are encouraged to share with other SGMP supplier members. If monies have been paid for additional booth members, the names of those persons must be supplied to the conference office by April 2, 2012. Additional member names will be accepted after that date only upon payment of a $25 LATE FEE REGISTRATION FEE. A written extension request must be obtained from the SGMP conference office if circumstances prevent compliance with this rule. No extensions will be granted after April 2, 2012.
Exhibit fee includes one conference registration. Exhibitors are entitled to attend all conference functions.
The general rule on the exhibit floor is "Be a Good Neighbor." NO EXHIBIT SHOULD BE SET UP SO ITS ARRANGEMENT OR MANNER OF PRESENTATION WILL OBSTRUCT OR INTERFERE WITH THE GENERAL VIEW OR RIGHTS OF ANY OTHER DISPLAY. No exhibit shall extend beyond the official floor plan dimensions or into an aisle. Verbal announcements, phonograph or tape recordings, radios, closed circuit or videotape TV, sound-slide presentations, motion picture, or other attention-getting devices are prohibited. For an exception to the rule, approval must be obtained in writing in advance.
The exhibitor agrees to protect, save and hold SGMP harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitor or those holding under the exhibitor as well as to strictly comply with the applicable terms and conditions contained in the agreement between the Norfolk SCOPE Arena, Exhibits, Inc. and SGMP regarding the exhibition premises and further, exhibitor shall at all times protect, indemnify, save, and hold harmless SGMP against and from any and all losses, costs (including attorney fees), damages, liability, or expense arising from or out of or by reason of any accident or bodily injury or other occurrence to any person or persons, including the exhibitor, its agents, employees and business invitees, which arises from or out of or by reason of said exhibitor’s occupancy and the use of the exhibition premises or part hereof. SGMP cannot assume responsibility for the safety of the property of the exhibitor, its officers, or employees from theft, damage by fire, accident, or other causes, but will use all reasonable care to protect them against such loss. In all cases, occupants wishing to insure their property must do so at their own expense. It is especially recommended that all occupants have representatives in attendance at all times when the exhibits are open and especially when exhibits are being set up or dismantled, to protect against loss.
APPLICATIONS FOR SPACE:
All completed applications for booth space must be completed on-line or forwarded to SGMP conference office by 5p.m., February 6, 2012. Booth assignments are on a first-come, first-served basis. February 6, 2012 is the deadline for applications and fees or until all exhibit booths have been sold.
A booth “block” is defined as any grouping of four or more booths. If several hotel chains, representative firms or other organizations would like a block of booths, completed application forms and payments must be received and SGMP membership verified by January 3, 2012. There are no exceptions to this rule. After January 3, 2012, no additional group blocks will be accepted. As with all other booths, a booth "block" will be considered on a first-come-first-served basis and will be assigned based on availability of space.
Full payment must accompany your application for booth space. Space will not be held without payment in full. (Each exhibitor MUST be an SGMP member at the time of application.)
ADDING EXHIBITORS OR NAME CHANGE DEADLINE AND FEE:
The deadline for exhibitor names and/or name changes is April 8, 2012 and addition or change that will result in the printing or reprinting of a name badge will be charged a $25 processing fee in addition to the regular registration fee.
OCCUPANTS PER BOOTH:
The maximum number permitted to exhibit in a 10’ X 10’ booth is three persons.
OCCUPANTS PER ISLAND BOOTH:
Please contact SGMP directly.
Please contact Mark Harvey, DS, CGMP for details.
Badges are required for admission to the exhibition. Badges for entrance to the show are restricted to SGMP meeting planner members, associate supplier members, retired members and exhibitors. Lost badges will be replaced for a fee of $25. Badge swapping is prohibited. Anyone in the exhibition without a proper badge will be evicted from the show.
Booth cancellations will be filled in the order (date and time) that the applications were reserved. No refunds for booth cancellation can be given after Monday February 20,2012.
In the unfortunate event that your property must cancel its participation, a 50% refund will be returned if written notice is received by February, 20, 2012. There will be no refunds after February 21, 2012. There are no exceptions to this rule.
SGMP can accept credit cards, money orders, company checks, and EFT transactions as payment. All payment must be received by March 1, 2012. Exhibitors who have not paid by March 1, 2011 will be put into a status of tentative cancellation for a period of 30 days. Any booth not paid for by April 1, 2012 will be canceled and re-sold.
The 2012 Exhibition is open only to planners, contract planners, associate suppliers, retired members student members, invited press, SGMP’s National Board and staff, and exhibiting suppliers. NON-EXHIBITING SUPPLIERS ARE NOT PERMITTED ON THE SHOW FLOOR AT ANY TIME.
If the exhibitor fails to install a product or display in assigned space, fails to staff the space, pay the rent, or fails to comply with any other provision of this agreement, SGMP shall have the right without notice to the exhibitor to take possession of said space and sell to another party.
INSTALLATION OF EXHIBITS:
Exhibit installation hours are:
Thursday, May 17, 2012 7am-6pm
Friday, May 18, 2012 7am-11am
DISMANTLING OF EXHIBITS:
Exhibit dismantling hours are:
Friday, May 18, 2012 3:45pm-9pm
OFFICIAL DECORATING COMPANY:
Each 10’ X 10’ booth includes pipe and drape, and up to three 7" X 44' identification signs showing company name, city, state and booth number. This year’s exhibit registration fee includes pipe and draping for back and side panels, one six foot table, chairs, and carpeting. Additional equipment may be acquired through the official decorating company at additional costs. All necessary order forms will be provided in the Exhibitor Service Manuals. The floor plan contains all booth dimensions, which are believed to be accurate to SGMP’s best knowledge. SGMP assumes no responsibility for such measurements, and plans are subject to Fire Marshall approval.
SGMP reserves the right to make changes to these rules. Any matters not specifically covered herein are subject to decision by SGMP. SGMP reserves the right to make such changes, amendments, and additions to these rules as considered advisable for the proper conduct of the exhibit, with the provision the exhibitors will be advised of any such changes.
SGMP shall not be held responsible for any loss, damage, or delay due to strikes, lockouts, Acts of God, governmental restrictions, enemy action, civil commotion, unavoidable casualty, or other cause similar or dissimilar, beyond the control of SGMP.