Exhibitor Agreement
RULES AND REGULATIONS
1. Agreement
The following rules and regulations become binding upon the purchase of exhibit space and/or sponsorships by the applicant and its employees from the Florida League of Cities, Inc. (FLC), the event sponsor.
2. Space Assignment
Final booth assignments are subject to the approval of show management. Show management reserves the right to adjust booth locations, should the need arise, but not without prior notification to the exhibitor.
3. Booth Package Description
Booth packages include one 10’ x 10’ carpeted pipe-and-drape booth, one 6’ draped table, two chairs, one wastebasket, one 7” x 44” company identification sign, two lunch coupons, four representative name badges, recognition in the conference program, a link to your website on the official conference mobile app, pre-conference and post-conference attendee lists with physical mailing addresses, and a copy of the FLC Municipal Directory. 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 that 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. Exhibitor Move-In & Move-Out
Move-In
Wednesday, August 12, 2020: 3:00 p.m. - 6:00 p.m.
Thursday, August 13, 2020: 8:00 a.m. - Noon
Move-Out
Friday, August 14, 2020: 1:30 p.m. - 5:00 p.m.
NOTE: No exhibitor will be allowed to break down their booths until the close of the show at 1:30 p.m. on Friday August 14, 2020. 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 13, 2020: 12:30 p.m. - 7:30 p.m.
Friday, August 14, 2020: 7:00 a.m. - 1:30 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
Exhibit Space: The payment for exhibit space is due upon the reserving of space. Cancellation of exhibit space must be submitted in writing and received by 5:00 p.m. on July 2, 2020. All cancellations are subject to a $100 cancellation fee. There will be no refund for “no shows” or cancellations received after 5:00 p.m. on July 2, 2020. All refunds will be processed after the conference.
Sponsorships: Sponsorship fee 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. 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.)
10. Security & Liability
FLC will provide basic security measures from 3:00 p.m. Wednesday, August 12, 2020 through 1:30 p.m. Friday, August 14, 2020. The exhibitor agrees to hold FLC, the hotel and the show decorator harmless and to indemnify FLC, the hotel 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 hotel 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 hotel or the show decorator) prior to, during or after the exposition period. The exhibitor hereby releases FLC, the hotel 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 hotel premises or equipment therein, and shall not cause or permit anything to be done whereby the hotel 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 hotel, and will not make, nor allow to be made, any alterations of any kind therein. Should any of the hotel’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.
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 hotel 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, hotel 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 booth purchased.
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 companies’ 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. Door Prizes
It is at the discretion of the individual exhibiting company to conduct raffles and/or provide give-away items. Due to ethics guidelines for elected officials, FLC recommends that no raffle prize/give-away item be valued at more than $25.00.
19. Hospitality Suites & Other Events
Any firm or organization 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.