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2008 FLC Conference Exhibitor Rules & Regulations
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1. Contract
The following rules and regulations become binding upon acceptance of this contract between the applicant and his or her employees, and the Florida League of Cities, Inc. (FLC), the event sponsor.
2. Space Assignment
Booth locations will be assigned at the sole discretion of show management and will be based on the date of request, with priority given to regular exhibitors and contributing sponsors.
3. Booth Package Description
Booth packages include one 10’ x 10’ pipe-and-drape booth, one 6’ draped table, two chairs, one wastebasket, one 7" x 44" company identification sign, two lunch coupons, and up to four representative badges. Total individual exhibit floor space is limited to 10’ x 10’ unless requested and approved in writing. No walls, partitions, signs or decorations may be erected which will interfere with the general view “down the aisle,” or with other exhibits. Additional booth requirements may be requested by the exhibitor from the decorating service provider. The exhibitor is solely responsible for all costs incurred.
4. Show Move-In & Move-Out
Move-In
Wednesday, August 13, 2008
3:00 p.m. - 6:00 p.m.
Thursday, August 14, 2008
8:00 a.m. - 11:00 a.m.
Move-Out
Friday, August 15, 2008
2:00 p.m. - 5:00 p.m.
Note: No exhibitor will be allowed to break down their booth until the close of the show at 2:00 p.m. on Friday, August 15, 2008. Any company that willfully dismantles its booth prior to closing time will not be permitted to exhibit at future FLC conferences. The exhibitor understands that this schedule will be strictly adhered to as a courtesy to other exhibitors and to FLC delegates.
5. Exhibit Hours (Tentative)
Thursday, August 14, 2008
12:00 p.m. - 4:30 p.m.
6:00 p.m. - 7:00 p.m.
Friday, August 15, 2008
8:00 a.m. - 2:00 p.m.
Note: These hours have been developed to coincide with delegates’ break times to help ensure traffic flow. In addition, refreshment breaks held during exhibit hours, Thursday’s reception and Friday’s “sidewalk café” will take place in the exhibit hall.
6. Unoccupied Space
FLC reserves the right, should any rented space remain unoccupied after the first hour of the show’s opening, to rent or occupy said space.
7. Payments & Refunds
The total amount for exhibit space is due upon the reserving of space and signing of the contract. In the event an exhibitor finds it impossible to attend the conference, a letter received at the FLC office to that effect by 5:00 p.m. Friday, July 18, 2008, would authorize a refund of the exhibit fee. No refunds will be made after 5:00 p.m. Friday, July 18. Sponsorship money is non-refundable.
8. Food Service
FLC reserves the right to provide food and beverage service during certain hours in the exhibit area. No free samples of food, beverage or any product may be given away or otherwise distributed by any exhibitor without prior written approval of FLC.
9. Noisy & Obnoxious Equipment
The operation of whistles or any objectionable device will not be allowed. After the show opens, noisy and unsightly work will not be permitted.
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10. Security & Liability
FLC will provide basic security services from 3:00 p.m. Wednesday, August 13, through 2:00 p.m. Friday, August 15. The exhibitor agrees to hold FLC, the convention center and the show decorator harmless and to indemnify FLC, the convention center and the show decorator against claims or liability arising out of the actions, fault or negligence of the exhibitor, its agents or employees, prior to, during and after the exposition. FLC, the convention center and the show decorator shall not be responsible for any loss, damage or injury that may happen to the exhibitor or the exhibitor’s agents, patrons, guests, employees or property from any cause whatsoever (unless occasioned by the sole willful or gross negligence of FLC, the convention center and the show decorator) prior to, during or subsequent to the exposition period. The exhibitor hereby releases FLC, the convention center and the show decorator from, and agrees to indemnify them against, any and all claims for such loss, damage or injury.
11. Damage to Property
The exhibitor, its agents, guests or patrons shall not injure, mar nor in any manner deface the convention center premises or equipment therein, and shall not cause or permit anything to be done whereby the convention center or its equipment shall be in any manner injured, marred, unduly soiled, defaced, lost, stolen or otherwise removed from the building, and will not drive, or permit to be driven, nails, hooks, tacks or screws into any part of the convention center, and will not make nor allow to be made, any alterations of any kind therein. Should any of the convention center’s equipment used by the exhibitor in the conduct or operation of the exposition be damaged, lost or stolen, the exhibitor will promptly pay for the equipment by cash or certified check. The exhibitor understands that no music of any type is allowed during exhibit hall hours (this includes music in video, slide or other presentations or features).
12. Signs & Posters
The exhibitor agrees that it will not post or exhibit signs, advertisements, posters or cards of any description inside, in front of or on any part of the convention center without written consent.
13. Public Policy
All companies or individuals exhibiting at the annual conference are participating at the exclusive discretion of FLC and must abide by all local codes, rules, regulations and ordinances, including fire regulations, and must abide by the directions and instructions presented by official FLC, convention center and show decorator personnel. The exhibitor understands that any violations of these policies may result in the immediate closing and removal of the exhibitor’s booth.
14. Eligible Exhibits & Restrictions
FLC reserves the right to accept or reject without reason any exhibit agreement received. FLC also reserves the right of exhibit space reassignment.
15. Exhibit Floor Access
FLC reserves the right to limit access to the exhibit floor to anyone during times the show is not officially open.
16. Use of Booth Space
Exhibitors shall reflect their company’s highest standards of professionalism while maintaining their booths during show hours. No exhibitor shall assign, sublet or share booth space without the permission of FLC.
17. Exhibition Sales Policy
No firm or organization is permitted to engage in direct sales activities within the exhibit area without the expressed written approval of the FLC.
18. Hospitality Suites & Other Events
Any company wishing to host a hospitality suite or any other event in conjunction with the FLC conference must agree to purchase a sponsorship at the minimum level of a $1,000 Silver Sponsorship. FLC must be informed of the dates, times and locations for these events in advance, to ensure no conflict with other conference activities.
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