Exhibitor Rules and 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 to be held in San Diego, CA. The exhibitor must follow the rules and regulations set forth by the Society, or this contract will be terminated.
Table Info
In 2016, the traditional “Pipe and Drape” expo is being replaced with the “Networking Lunch.” In this format, Exhibitors will be hosting Planners at lunch tables in the Grand Hall instead of building, decorating, and furnishing booth space and standing while Planners navigate the floor. Cost to attend should be reduced for all exhibitors, as the ancillary décor requirements no longer exist. Exhibitors will still need to complete the following actions:
- Select a space from the online floor plan
- Complete registration
- Maintain membership
- Ship any collateral that the Exhibitor would like to include on their lunch table (Note: this is a meal function, and collateral should be minimal as there is no additional space to store or present printed information)
Exhibitors will no longer need to complete the following:
- Cover the cost to carpet space
- Order furniture or décor for the booth
- Setup any vertical displays
- Order A/V for presentation at their space
Banquet Table: The standard replacement for a 10x10 booth is the Banquet Table. This table accommodates up to 8 persons, including the Exhibitor. The table will be draped and set for the lunch. The maximum capacity for Exhibitors is 1, in order to keep the number of Planners at each table significant. Exhibitors who wish to share among 2-3 total Exhibitors are encouraged to consider the Farmhouse Table product.
Farmhouse Table: The standard replacement for a 10x20 booth is the Farmhouse Table. This table accommodates up to 12 persons, including the Exhibitor(s). The table will be draped and set for the lunch. The maximum capacity for Exhibitors is 3, in order to keep the number of Planners at each table significant. Exhibitors who wish to share among more than 3 total Exhibitors are encouraged to consider purchasing multiple tables. Please contact SGMP at 703-566-3632 or for more information on how this can be done.
Eligibility
Only member suppliers and contract planners will be considered for tables in the Networking Lunch. 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, table 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 Table Space
Exhibitors may have up to 2 people at a Banquet table, and up to 3 people at a Farmhouse table. Exhibitors are encouraged to share with other SGMP supplier members. If monies have been paid for additional table members, the names of those persons must be supplied to the conference office by March 28, 2016. Additional member names will be accepted after that date only upon payment of a $40 late 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 March 28, 2016.
Registration
Exhibit fee includes one conference registration. Exhibitors are entitled to attend all conference functions.
General Conduct
The general rule in the Networking Lunch is "Be a Good Neighbor." NO TABLE SHOULD BE SET UP SO ITS ARRANGEMENT OR MANNER OF PRESENTATION WILL OBSTRUCT OR INTERFERE WITH THE GENERAL VIEW OR RIGHTS OF ANY OTHER TABLE. No table shall display material in any space besides the table itself. 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.
Liability
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 Town and Country Resort & Convention Center, Vendor Decorators, 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 lunch is open to protect against loss.
Applications for Space
All completed applications for table space must be completed online or forwarded to SGMP conference office by 5p.m. March 6, 2016. Booth assignments are on a first-come, first-served basis. March 6, 2016 is the deadline for applications and fees or until all exhibit booths have been sold. Exhibitors are entitled to the 10' X 10' booth space they reserve however, SGMP reserves the right to change your booth assignment at any time.
Table "Blocks"
A table "block" is defined as any grouping of four or more tables. If several hotel chains, representative firms or other organizations would like a block of tables, completed application forms and payments must be received and SGMP membership verified by January 3, 2016. There are no exceptions to this rule. After January 3, 2016, no additional group blocks will be accepted. As with all other tables, a table "block" will be considered on a first-come-first-served basis and will be assigned based on availability of space.
Fees
Full payment must accompany your application for table space.Registration Fees include table rental and full conference registration, as follows:
Primary Exhibitor: $1,840.00
Additional Exhibitor At Table: $1,065.00
Adding Exhibitors or Name Change Deadline and Fee
The deadline for exhibitor names and/or name changes is March 28, 2016 and addition or change that will result in the printing or reprinting of a name badge will be charged a $40 processing fee in addition to the regular registration fee.
Occupants per Table
The maximum occupancy of any Banquet table is 8 persons. Up to 1 Exhibitor may reserve a Banquet table. The minimum occupancy for Banquet Tables is 1 EXHIBITOR (tables purchased in groups must have at least 1 exhibitor at each table).
The maximum occupancy of any Farmhouse table is 12 persons. Up to 3 Exhibitors may share a table, however the number of Planners will reduce commensurately (Example: 1 Exhibitor = 11 Planners, 2 Exhibitors = 10 Planners, 3 Exhibitors = 9 Planners). The minimum occupancy for Farmhouse Tables is 2 EXHIBITORS, as this space is reserved for groups. Farmhouse tables have limited inventory and will only be approved for groups of 2 or more exhibitors.
Occupants per Buffet Area
Buffet areas replace the “Island Booths” of previous shows, and are open only to major sponsors. Please contact SGMP directly at 703-566-3632 or to determine if this is the right opportunity for your company.
Badges
Badges are required for admission to the Networking Lunch. 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 $40. Badge swapping is prohibited. Anyone in the exhibition without a proper badge will be evicted from the show.
Cancelled Orders
Table cancellations will be filled in the order (date and time) that the applications were reserved. No refunds for table cancellation can be given after February 5, 2016.
Cancellation
In the unfortunate event that your property must cancel its participation, a 50% refund will be returned if written notice is received by February, 5, 2016. There will be no refunds after February 5, 2016. There are no exceptions to this rule.
Payment Method
SGMP can accept credit cards, money orders, and company checks as payment. All payment must be received by March 31, 2016. Exhibitors who have not paid by March 31, 2016 will be put into a status of tentative cancellation. Any booth not paid for by April 15, 2016 will be canceled and re-sold.
Admission
The 2016Networking Lunch 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 IN THE NETWORKING LUNCH AT ANY TIME. A separate lunch with speaker is offered for our Non-Exhibiting Suppliers, held at the same time as the Networking Lunch, in separate space. Please consider attending this lunch and session which includes education credit and supplier networking opportunities.
No-Shows
If the exhibitor fails to occupy an 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 table and sell to another party.
Access to Grand Hall
Exhibitors are permitted to access the hall 30 minutes prior to opening, in order to decorate or otherwise set up their tables as preferred. Overall access is granted to Exhibitors on Wednesday May 18 from 11:00 AM to 2:00 PM.
Food & Beverage
Exhibitors are not allowed to bring in and distribute any food. All food and beverage items need to be ordered directly from the Convention Center’s exclusive provider.
Rules
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.
Force Majeure
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.