2012 Spring Event
Tabletop Exhibitor Information
Location: Hermitage Golf Course Clubhouse
3939 Old Hickory Boulevard Old Hickory, TN 37138
Phone: 615-847-4001 www.hermitagegolf.com
Exhibit Date/Hours: Tuesday, April 3, 5:00 p.m. – 8:00 p.m.
Exhibit Move-In: Tuesday, April 3, between 8:30 a.m. – 4:00 p.m.
All exhibits must be in place by 4:00 p.m.
Exhibit Tear Down: Tuesday, April 3, 8:00 p.m. – 8:30 p.m.
All exhibits must be removed by 8:30 p.m.
Exhibits may not be shipped to the course.
Payment: Full payment must accompany your tabletop reservation form to guarantee your space.
Cancellation: Any space not occupied by an Exhibitor by 4:00 p.m. on Tuesday, April 3, 2012, shall be
deemed forfeited by such Exhibitor and such Exhibitor shall not be entitled to a refund of any sums paid
hereunder. TFCA may reassign such space at its discretion without any obligation to the Exhibitor.
Tabletop Size and Amenities: Each tabletop is 6 ft. long. Any display must fit in front of or on top of the
table. Limited electrical outlets are available and are not guaranteed. Wireless internet is available.
Exhibit Fees: The fee for one (1) tabletop is four hundred twenty five ($425) dollars. Included in this fee is
one (1) registration to attend the reception/dinner. Any additional personnel or company representatives must
register in advance and pay a fee of seventy ($70.00) dollars, which includes admission to the exhibits &
reception/dinner. No person shall be allowed to attend the reception or serve as an Exhibitor unless said
person is a paid registrant. Tabletops may not be shared – one company per table. In order to participate as
an Exhibitor, you must be a member in good standing of TFCA and have paid all fees and dues applicable.
How to apply:
1. Each tabletop must submit one signed contract and payment for tabletop space.
2. Payment in full is required to hold space.
3. Sponsors receive complimentary exhibit space and/or registrations but must complete the appropriate
contract and registration forms in a timely manner.
4. Exhibits will be offered on a first come, first served basis with TFCA Corporate Sponsors having first
right of refusal.
5. TFCA staff will make tabletop assignments. We will work to ensure that competitors are not located
side by side.
Food and Beverage:
For Table Top exhibits: Vendors may bring in prepared food & beverages as samples of what they sell to
convenience stores. No other food or beverages may be brought into the clubhouse. No food may be
prepared in the Clubhouse. No electric outlets or other apparatus will be available in the clubhouse for cooling
or warming items distributed from tabletops.
For Food Court: Food and beverage vendors who purchase a tabletop exhibit may, in addition to the
tabletop (for no additional charge), set up at the Outdoor Pavilion to prepare and/or distribute food and
beverage items that they sell to convenience stores. The Pavilion will be available for food service from 9:00
a.m. to 3:00 p.m. Food setup at the Pavilion will be from 8:00 a.m. to 9:00 a.m. The Hermitage Golf Course
will provide coolers and ice for cooling beverages. A limited supply of electrical outlets is available and
strategically placed throughout the pavilion. In case of inclement weather, the Pavilion will be enclosed.
Admission: TFCA shall exercise sole control over all admissions to the Spring Event. Identification badges
issued by TFCA must be worn at all times while on the premises.
Security: Exhibitor understands that no security will be provided in the exhibit area or in the pavilion.
Exhibitors are encouraged to secure any equipment or valuables when the booth is not staffed by Exhibitor
personnel. Neither TFCA nor the Hermitage Golf Course accepts any responsibility for any lost, stolen or
Liability: For and in consideration for participating as an Exhibitor at the Spring Event, the Exhibitor for and
on behalf of itself, its employee’s agents and invitees, hereby releases, waives and discharges any and all
claims of any type or nature, demands or causes of actions it may have against Tennessee Fuel &
Convenience Store Association, its Officers, Directors, Employees or Agents, hereafter “Identitees”, resulting
from any act or omission by Identitees, any Exhibitor, its Employees or Invitees and agrees to indemnify and
hold harmless said Identitees from any liability of any type or nature arising out of Exhibitor’s participation and
Restrictions: TFCA reserves the right to prohibit or require the removal of any display or exhibit or any part
of an exhibit which it deems not suitable or in accordance with these regulations or in accordance with
acceptable professional ethics or prohibits for other reasons deemed necessary or appropriate by TFCA Spring
Event Meeting Management. All exhibits shall conform in all respects to applicable safety, health, and fire
codes plus rules of the Hermitage Golf Course.
Tuesday, April 3
Spring Event at Hermitage Golf Course, Nashville
TFCA Board Meeting, Legislative Committee & Insurance Committee 8:00 a.m. – 10:00 a.m.
Registration 8:00 a.m. – 6:00 p.m.
Table Top Setup 8:30 a.m. – 4:00 p.m.
Food Court set up 8:00 a.m. - 9:00 a.m.
Food Court opens to serve breakfast and lunch 9:00 a.m. – 3:00 p.m.
Golf Tournament shotgun start 11:00 a.m.
Poker Tournament Noon – 4:00 p.m.
Education Seminars 1:00 p.m. – 4:00 p.m.
Reception/Tabletop Exhibits 5:00 p.m. - 8:00 p.m.
Wednesday, April 4 – BREAKFAST BRIEFING
TFCA Day on the Hill at the State Legislature
Briefing: 7:30-8:00 a.m. at the Sheraton Downtown Hotel. Breakfast is provided.
Appointments begin: 8:30 a.m. until your last appointment is finished.
Registration for activities will be sent out in a separate packet in January.
Application & Contract for Tabletop Exhibit Space
TFCA Spring Event
Tuesday, April 3, 2012
Hermitage Golf Course Hermitage, Tennessee
Print or type all information. The Exhibitor rules, regulations, and information are hereby made part and parcel of this
contract. Read the Exhibitor rules before completing this application and contract.
Step 1: Exhibitor Agent
The name and title of the individual who is to receive all future exhibitor correspondence about the TFCA Spring Event:
Email (required) ________________________________________________________
Step 2: Terms & Conditions
In accordance with exhibitor rules, regulations and information, I hereby accept the terms and conditions for exhibiting at
the 2011 TFCA Spring Event, and as they may be amended from time to time, by TFCA. This completed form represents
a binding agreement between the exhibitor, the exhibitor’s employing organization and TFCA.
Step 3: Official Identification
Exhibitor hereby notifies TFCA that the name of the exhibiting firm is to appear in print (signs/program.) with capitalization,
abbreviation (if any), and punctuation as follows:
Step 4: Corporate Sponsors Only – Are you a Corporate Sponsor – Gold, Silver or Bronze?
If yes, please complete this section.
____ I am a sponsor. I want to reserve my complimentary tabletop.
____ I am a sponsor and would like to purchase an extra tabletop for $425.00
____ I don’t require a tabletop. I want free registration(s) only.
Step 5: Payment options: Payment in full is required to hold exhibit space.
___Check enclosed made payable to TFCA ____ Visa _____ MasterCard
Account # ___________________________________________________ Exp. Date_________________
Return to TFCA, P. O. Box 101334, Nashville, TN 37224
PHONE: 615-242-4377 FAX: 615-254-8117