2008
TML 96th Annual Conference
and
Exhibition
Rules
and Regulations
October 28-31, 2008
Henry B. Gonzalez Convention Center
San Antonio, Texas
The Texas Municipal League (TML) limits the use of the exhibit spaces to firms whose business is consistent with the goals and objectives of TML and that further the purposes of the TML Annual Conference and Exhibition. It is the responsibility of the Exhibitor to see that the booth is staffed at all times during the exhibition hours and that all business activities are conducted within the Exhibitor's allotted space. All applications for exhibit space are subject to the approval of the Executive Committee of TML.
All Exhibitors must register their booth personnel in advance. The exhibit booth rental fee entitles the Exhibitor to six individual, non-transferable registrations per each booth under 20' X 20'; eight individual, non-transferable registrations per each booth 20' X 20' to 20' X 40'; or ten individual, non-transferable registrations per each booth 30' X 30' or larger. Each additional registration above the number allotted to a particular size booth will carry a $30.00 fee. Children will not be allowed on the exhibit floor during set-up hours. All children in attendance during exhibit hours must be accompanied and strictly supervised by an adult.
One standard, eight-foot-high back-drape with three-foot-high side-drape, plus a standard booth sign with company name and booth number are provided with booth cost. Booth rental does not include carpeting, furnishings, or utilities. These items may be rented from The Expo Group, the official show decorator, or provided by the Exhibitor. These services are availble for an additional charge. (See Official Service Contractor.)
In the area five feet forward from the rear background of each booth, display material may be placed up to a height not exceeding eight feet from the building floor. In any portion of the booth beyond five feet from the rear background of the booth, all parts of the exhibit shall be placed not to exceed four feet from the building floor. Display material or equipment used in peninsulas, perimeter booths, and islands will be restricted to a maximum height of sixteen feet. Sufficient see-through space must be provided so as not to block the view of adjacent exhibits. Product demonstrations, audiovisual, and other sound and attention-getting devices and effects are permitted only within the confines of the individual booth and at such an intensity as not to interfere with the activities of neighboring exhibitors. Exhibits not conforming to these specifications--or which in design, operation, or otherwise, are objectionable in the opinion of the management--will be prohibited.
Exhibitors must provide TML Exhibition Management with written notification of cancellation. The cancellation refund schedule follows:
| From | To | Refund |
| Now | June 30, 2008 | 90% |
| July 1, 2008 | September 29, 2008 | 50% |
| September 30, 2008 | October 28, 2008 | Zero |
TML will provide twenty-four-hour security service in the exhibit hall throughout installation, show, and dismantling period. Beyond this, TML will not be responsible for the safety of the property or the Exhibitor, his agents, or employees, from theft, damage by fire, accident, or any other cause. Exhibitor is required to provide all insurance and/or policy riders to cover all booth contents. The property of each Exhibitor shall be at all times the responsibility of each Exhibitor.
Official Service Contractor
Complete information on decorating, drayage, carpentry, furniture rental, electrical services, signs, shipping, telephones, plumbing, cleaning, and other services, including a fixed schedule of prices, will be included in the Exhibitor Service Kit provided by the official show contractor upon receipt of Contract and payment. Exhibitors must ensure that all materials not stored with the contractor are delivered to their booths during move-in hours only. Payment for all contract services is the responsibility of the Exhibitor. Services not ordered in advance may be procured at the Exhibitor's Service Desk.
Exhibitors who plan to use a service contractor other than the official contractor for the above services must notify TML 30 days in advance of the show. The notice must include the name of the service contractor and contact information. The service contractor must provide proof of insurance, as well as the names of the permanent personnel who will be working the show.
If circumstances make it impossible for TML to proceed with all or any part of the Exhibition during the dates specified, the Exhibitor(s) will be charged pro rata for the space only for the period it was occupied, or could have been occupied, and TML is released from any and all claims for damages arising thereof.
Exhibitors may not assign, sublet, or apportion the whole or any part of the space allotted to them, and may not advertise or display goods or services other than those manufactured or sold by them in the regular course of their business.
Exhibitor agrees to timely pay all fees, charges, and costs as specified in this Agreement and to abide by the terms and conditions of the Exhibition Rules and Regulations. Exhibition Management agrees to provide the exhibit space as defined in Exhibit Space Contract and to abide by the terms and conditions of the Exhibition Rules and Regulations. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof, and this Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein. This Agreement constitutes the sole and only Agreement between parties hereto in relation to the TML 96th Annual Conference and Exhibition and supersedes any prior understanding or written or oral agreements between the parties respecting the subject matter contained herein. In performing the services required of it under this Agreement, the Exhibitor shall comply with all applicable federal, state, county, and city statutes, ordinances, and regulations. All local and/or state fire and safety regulations will be strictly enforced, and it is the responsibility of the Exhibitor to comply with the regulations. Violations of any of these regulations shall lead to forfeiture of the right to occupy space in the exhibition and forfeiture of all monies paid by Exhibitor.