EXHIBITOR RULES & REGULATIONS
CONTRACT FOR SPACE:
The application for space and the formal notice of assignment constitute a contract for the right to use the space allotted. In the event of fire, strikes, or other uncontrollable circumstances, this contract will not be binding.
USE OF SPACE:
(1) No exhibitor shall assign, sublet, or share the whole or any part of the allotted space. Aisles must be kept clear. Exhibitors must comply with all safety, fire, and health requirements during move-in, operation, and move-out. Booths must be manned and in operation at all times listed in the schedule. (2) TVMA does not endorse the products/services of the companies who exhibit during the meeting. (3) TVMA shall have the right to require dismantling of any exhibit or part of exhibit which in their opinion is not suitable to or in keeping with the character or purpose of the Music City Veterinary Conference.
Because of hotel policy, no live animals will be permitted inside the Embassy Suites Hotel unless the animal is officially known as a service animal.
All dimensions and locations of the booths on the floor plan are believed, but not warranted, to be accurate. Show management reserves the right to make modifications to the floor plan as deemed appropriate. Space is chosen online by exhibiting companies. Registration will be open to TVMA Allied Members during a specified time prior to open registration to non-members.
HOURS OF EXHIBIT:
Move-in may begin at 4:00pm on Thursday, February 22, 2018 and must be completed by 7:00pm. Exhibitor expressly agrees not to dismantle his/her exhibit or do any packing before the closing hours of the exhibit, 4:30pm on Saturday, February 24, 2018. Move out must be completed by 6:00pm on Saturday. Exhibitor must furnish show management with an advance list of their representatives. Only 2 badges will be issued per single booth; 4 badges per double booth. Additional badges will be available at the cost of $75 per badge.
TVMA, any officer, employee, or agent of the same, will not be responsible for the safety or the property of the exhibitors, their agents or employees, from theft, damage of fire, accident, or other cause, but will use reasonable care to protect the exhibitor from such loss. Exhibitors wishing to insure their goods must do so at their own expense. Security will be provided by TVMA during the times that the exhibits are closed. In addition, the exhibitor will indemnify and hold harmless TVMA, any officer, employee, or agent of the same, from any and all liabilities, claims, costs, damage and reasonable fees of counsel incurred in connection with any claim arising out of or caused by exhibitor’s display or distribution of materials, or performance of any music or other material that violates any copyright, patent, trademark, trade name, service mark, or other similar right of any other party.
Fern Exposition & Event Services (615-256-0357) has been chosen as the official decorator for the meeting. Information kits will be sent electronically to you with forms for additional furnishings, electricity, etc.
CARE OF BUILDING/EQUIPMENT:
Exhibitor, or their agents, shall not injure or deface the walls or floors of the building or the booths. No signs or any other articles shall be posted, nailed, or otherwise attached to floors, walls, furniture, or fixtures. When damage appears, the exhibitor is liable to the TVMA and to the Embassy Suites Hotel.
The fee for a single booth is $950, premium single booth is $1,100, double booth is $1,650 and premium double booth is $1,900. The fee is due when the contract for exhibit space is submitted online. Contracts and fees must be received no later than January 26, 2018 in order for the exhibitor’s name to be printed in the conference materials. Checks should be made payable to TVMA and mailed with the contract to TVMA, P.O. Box 803, Fayetteville, TN 37334. Mastercard, Visa and American Express are accepted. Questions should be directed to 931-438-0070 or firstname.lastname@example.org
If written notice of cancellation is received by the TVMA no later than January 18, 2018, a refund of monies received less a $75 administrative fee will be made. Beginning January 19, 2018, no refunds will be given.
Exhibitors must obtain all necessary authorizations from third parties concerning copyrights, music licensing, patents, trademarks, trade names, slogans, logos, service marks, and other similar tangible property rights used by the exhibitor.
ASSISTANCE FOR PERSONS WITH DISABILITIES AVAILABLE:
If exhibitor requires an auxiliary aid to participate in this meeting, please contact the TVMA office by January 2, 2018.