TERMS & CONDITIONS FOR EXPO 2014
Section 1 * Exhibitor Space
1.1 Badges must be worn during set-up and for the duration of the show.
1.2 Exhibitor agrees to remain set up during all open hours of the convention. No early breakdown is allowed without the prior consent of Rio Rancho Regional Chamber of Commerce (RRRCC).
1.3 Exhibit must stay within your purchased table space. No company may take up aisle space or ‘spillover’ into another table.
1.4 Electrical and WiFi services are provided by the Hilton Garden Inn. Please inquire if needed.
1.5 No Political Tables. Petitioning or distribution of Political materials are Prohibited.
1.6 No glitter or confetti
1.7 Materials may NOT be affixed to any meeting room wall or corridor.
Section 2 * Display & Rio Rancho Fire Marshal Regulations
2.1 – Do not encroach on aisles that border your table. Fire Extinguishers, Hose Cabinets, Fire Exits or Fire Alarms cannot be blocked or covered
2.2 – All decorations must be flame retardant or FR rated. They are subject to a random flame test by the Fire Marshal
2.3 – Acceptable materials will not hold a flame. Materials can be manufacturer certified or may be treated with a flame retardant. Wood less than one-quarter inch think must be treated. In most cases, floor coverings are the exception.
2.4 – Table coverings are excepted if they do not overhang the table more than six inches.
2.5 – Table space storage is allowed as follows:
- Cardboard boxes, packing materials, waste and debris must be removed prior to the start of the show and kept picked up during the show
- All areas are inspected periodically.
- Boxed brochures, product and sales material storage may be allowed if kept tight, orderly and not stored under your table.
2.6 – No smoking or alcohol permitted within the Santa Ana Star Center
2.7 – Extension Cords, Plugs and Lighting
- All extension cords must be a minimum of 14 gauge, 3 wire and grounded.
- Ties or cable clamps must be used when running cord.
- Lightweight extension cords or “zip cords” are not allowed.
- Power strips are approved for additional outlet plugs (Cube tabs are not allowed and power strips cannot be “daisy chained”)
- Cords, plugs and strips must have UL labeling
- Lighting must be UL labeled and used consistent with design
Section 3 * Noise & Damages
3.1 – Exhibitors must police their own tables to be sure that noise levels from sound systems is kept to a minimum and does not interfere with others.
3.2 – The RRRCC reserves the right to determine at what point sound constitutes interference with others and must be discontinued.
3.3 – Any damage caused to the building or furnishings by the Exhibitor is the sole responsibility of the Exhibitor.
Section 4 * Setup
Setup and move-in/move-out instructions will be provided in advance of event
Section 5 * Payments & Subletting
5.1 – Exhibitor understands the payment policy and agrees to pay the fees as listed on the Exhibitor Registration Form.
5.2 – Subletting of table space or sharing of exhibit space is not allowed without the express written permission of the RRRCC.
5.3 – In the case of multiple parties sharing one exhibit table, the person whose name appears of this contract assumes full responsibility for that space as specified here. The RRRCC must be notified, at the time of table reservation, of exhibitors intending to share space.
Section 6 * Cancellation/Refunds
6.1 – Cancellation deadline is March 21, 2014. A $100 processing fee will be applied to cancellations made on or before March 21, 2014.
6.2 – No refunds for cancellations made after
March 21, 2014. No exceptions.
6.3 – Set up needs to be done by 10:00 am Friday, April 11 or forfeit of booth fee.
Section 7 * Sales Tax
Exhibitors who sell must have a Business license. Exhibitors are responsible for collection and payment of the Gross Receipts Tax (GRT) if applicable. To obtain a temporary tax number visit www.ci.rio-rancho.nm.us website for more information.
Section 8 * Liability & Security
8.1 – The RRRCC and the Hilton Garden Inn are not responsible for any theft or loss. Exhibitor is responsible for his or her own security.
8.2 – Exhibitor agrees to protect, keep and save RRRCC (the promoter of the event) forever harmless of any damage(s) or charge(s) imposed for violations of any ordinance or regulation by the Exhibitor, his employees or agents, as well as failure to comply with the terms and agreements of this contract.
8.3 – Further, Exhibitor shall at all times protect, indemnify, save and keep harmless RRRCC, against and from any loss, cot damage, liability, or expense which arises out of or from or by reason of any act or omission of the Exhibitor, his employees, or agents.
8.4 – In the event that the Hilton Garden Inn or any part of the exhibit area thereof is unavailable, whether for the entire event or portion of the event, as a result of fire, flood, tempest, or another such cause or as a result of governmental intervention, malicious damage, acts of war, strike, labor disputes, riot, or agency with the RRRCC has no control, or should the RRRCC decide that because of any such cause it is necessary to cancel, postpone, or re-site the show, or reduce installation time, exhibit time, or move-out time, the RRRCC shall not be liable to indemnify or reimburse the exhibitor in respect of any damage or loss, direct or indirect arising as a result thereof.