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Exhibitor Service Kit 2008

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Exhibitor Service Kit 2008 Powered By Docstoc
					      Exhibitor Service
                  General Information
Expo Hours:                                      Return this form with the required
Booths will be set for the duration of the       Payment to: Mail/Courier:
convention; however, specific times are as       Texas Produce Convention
follows:                                         901 Business Park Drive, Suite 500
Thursday, August 20, 2009                        Mission, Texas 78572
8:30-10:00 am/2:00-3:30 pm/6:00-7:00 pm          NOTE: Space will NOT be assigned until the
Friday, August 21, 2009                          signed form and full payment are received.
9:30-10:30 am
                                                 Space Assignments:
Exhibitor Housing:                               Exhibit space will be assigned on a first-
Room blocks have been arranged at the            come, first serve basis. You will be notified
Omni Austin Hotel Downtown - (512)476-           of your table number by email
3700.                                            (lillygarcia1@msn.com) before August 7,
                                                 2009.
Exhibit Space Costs:
$400 per Table Top Space OR                      Space Limitations:
FREE Table Top Exhibit Space for $2,500          There will only be space for 40 table-top
Sponsors and Higher                              exhibits for the expo. It is important for
*There is an additional charge for easels, phone you to send in your exhibitor registration
lines, and electrical outlets.                   form and full payment as soon as possible
*A limited number of discounts are available to to ensure your space.
accredited university and government agencies.
                                                 Space Rental Terms:
Space Rental Includes:                           Any company submitting written notice of
One 6 ft. Draped table                           cancellation on or before July 17, 2009 will
Two Exhibitor Badges                             receive a refund of all fees paid, minus a
Exhibitor Listing in the Official Show           $50 processing fee. Cancellation notices
    Directory                                    received after July 17 will not receive a
NOTE: Exhibit space may be utilized in any       refund.
way. Tables do not actually have to be
employed in the exhibit space. However,          Set up & Dismantling:
display materials cannot exceed the size of      Wednesday August 19, 2009
a standard 6 ft. table.                          8:00 - 1:00 pm
                                                 If an exhibitor does not check in by 1:00
Application for Space                            pm on Wednesday, the exhibitor will be
To apply for exhibit space for the expo,         considered a “No-Show” and space will be
simply fill out the enclosed Exhibitor           reassigned. There will be no refunds given
Registration Form.                               to “No-Show” exhibitors.
                    General Information - Cont’d
                                                   Address all packages to:
Planned Dismantling Hours:                         Texas Produce Convention EXPO
Friday August 21, 2009:                            ATTN. (Your Company Name &
10:30 pm - 5:00 pm                                 Representative Name)
                                                   901 Business Park Drive, Ste#500
Booth dismantling may not begin before             Mission, Texas 78572
10:30 am on Friday. Exhibitors must have           General receiving hours will be: 8:30am—
their booths completely torn down by 5:00          5:00pm Monday-Friday, Closed on Saturday
pm or the Convention site will dismantle           and Sunday. Because there is limited
the booth. Any charges incurred for this           storage space, boxes can be accepted no
labor will be charged to the exhibitor.            more than three (3) working days prior to
                                                   the mini-expo. Boxes left on the premises
Shipping and Receiving:                            for longer than three (3) weeks after
All incoming packages being mailed for the         departure without shipping instructions will
2009 show should be addressed to the               be discarded.
person who will be claiming them.
Packages should also include the following         Additional Necessities:
information on the shipping label:                 If you have additional booth requirements
                                                   such as easels, phone lines, electricity, or
                                                   other needs, please call Lilly Garcia at 956-
                                                   581-8632 or email lillygarcia1@msn.com.



                  Rules & Regulations
    For your own protection, please read the following Rules & Regulations. It is very important
    that all exhibit representatives working the show be apprised of the terms and conditions as
               well as the general information which affects the operation of the exhibit.

   Limitation of Liability:                           Installation; Showing; Dismantling:
   The Exhibitor agrees to make no claim for          Hours for installation, showing, and
   any reason whatsoever against the Texas            dismantling shall be as specified in the
   Produce Convention (Texas Citrus Mutual,           Exhibitor General Information. The Texas
   Texas Produce Association, and the Texas           Produce Convention reserves the right to
   Vegetable Association), or its members or          alter the Exposition hours in any manner in
   agents or employees, for loss, theft,              the best interest of all exhibitors. Printed
   damage, or destruction of goods; nor for any       hours will be strictly enforced. Exhibitors
   injury to himself or his employees while in        shall be liable for all storage and handling
   the Exposition quarters; nor for any damage        charges resulting from their failure to
   to his business by reason of failure to            remove exhibit material from the Exposition
   provide space for the exhibit or the removal       floor before the conclusion of the
   of the exhibit; nor for any action of any          dismantling period as specified in the
   nature of the Texas Produce Convention &           foregoing paragraph. Exhibitors requesting
   Expo, of its members, committees,                  the scrapping of any exhibit materials,
   employees, or agents; nor for failure to hold      crates, etc., shall pay for any expenses
   the Exposition as scheduled; unless caused         involved thereby.
   by the gross negligence of the Texas
   Produce Convention. Exhibitors are urged
                                                      Early Tear Down:
   to ensure all exhibit and display materials
   for any losses due to theft. The Exhibitor         Exhibitors who begin to clear their booth of
   warrants that its displays are accessible to       product or booth construction before the
   individuals with disabilities, and that all        official TPC printed dismantling hours will be
   displays comply in every respect with the          found in violation. This would include
   Americans with Disabilities Act.                   posters, walls, counters, or trash in the
                 Rules & Regulations - Cont’d
aisles, and/or personnel abandonment. If        catalogs, pamphlets, souvenirs,
an exhibitor is asked by show management        publications, etc., may be distributed by
to stop dismantling their booth and they are    exhibitors only from within their own
reported a second time, that exhibitor will     exhibit.
incur a fine of up to $250.
                                                Stickers, Emblems:
Noise and Odor:                                 Exhibitors are prohibited from placing any
No noisy or obstructive work will be            sticker, emblems, or characters of any type
permitted during the span of the Exposition.    on the badges of show visitors.
Noisy displays or exhibits producing
objectionable odors in the opinion of the       Fire Safety:
Texas Produce Convention will not be            The exhibitor agrees to accept full
permitted. Exhibitors who have received         responsibility for compliance with national,
two warnings and continue will have their       state, city regulations in the provision and
entertainment/demonstrations shut down for      maintenance of adequate safety devices and
the day by show management – no                 conditions for the operation of machinery
exceptions.                                     and equipment.

Defacing of Building:                           Default in Occupancy:
Exhibitors are liable for any damage caused     Any exhibitor failing to occupy space
by fastening displays or fixtures to the        contracted for is not relieved of the
building floors, walls, or column, or to        obligation of paying the full rental of such
standard booth equipment, or for damage         space, as provided for in signed contract.
caused in any other manner. Exhibitors may      The Texas Produce Convention reserves the
not apply paint, lacquer, adhesive, or any      right to claim any space not occupied by :00
other coating to building columns, walls,       pm on Wednesday and to assign or use such
tabletops, drapery, and floors.                 space in any way for the best interest of the
                                                total show.
Decoration:
The Texas Produce Convention shall have         Professionalism:
full discretion and authority in the placing,   All booth personnel are expected to act and
arrangement, and appearance of all items to     dress as professional representatives of their
be displayed within the Exposition by all       company and the industry. It is the
exhibitors. The show management may             responsibility of each exhibiting company to
require the replacing, rearrangement,           ensure that proper guidelines of behavior
redressing, or redecorating of any item or of   and dress are developed and followed by all
any booth within the Exposition, and no         personnel working in their booth(s).
liability shall attach to the Texas Produce
Convention for costs that may evolve upon       Examples of unprofessional behavior on the
an exhibitor thereby. Helium balloons may       show floor include: entering a competitor’s
not be used to decorate booths, as hanging      booth uninvited, photographing a
signs, or as giveaways. Helium balloons         competitor’s booth without permission,
may be displayed if they are a product of the   drunkenness, using offensive language, or
exhibiting company and are securely             harassment of any type. Examples of
anchored to the display. Helium tanks are       unprofessional dress on the show floor
not allowed at any time.                        include: tee shirts with offensive language or
                                                images and outfits or costumes that are too
Labor, Exhibitor Rights:                        revealing.
Exhibitors may install and dismantle their
own booths provided they use full-time          Subleasing:
company personnel; comply with local and        Exhibitors shall not be permitted to assign,
state fire, safety, and insurance regulations   sublet, or share the whole, or any part, of
and rules set by the Texas Produce              the space contracted with TPC unless they
Convention.                                     are a division and/or subsidiary of the
                                                assigned company. Exhibitors may not
Soliciting, Samples                             permit representatives from a non-exhibiting
All mechanical devices (robots, toys, etc.)     company to use their booth for any selling
must be operated within the confines of the     or reselling purposes. Departments or
exhibitor’s own table top space. Samples,       ministries of agriculture, other domestic and
           Exhibitor Registration Form
  PARTICIPATION AS AN EXHIBITOR DOES NOT REGISTER YOU FOR THE CONVENTION.
      PLEASE FILL OUT THE CONVENTION REGISTRATION FORM TO PARTICIPATE.



Exhibiting Company: ________________________________________________________________________


Contact Person: ____________________________________________________________________________


Address:   _________________________________________________________________________________


City: ________________________________________ State: _____________ Zip Code: _________________


Telephone: ___________________________________ Fax: _________________________________________


E-mail Address: ____________________________________________________________________________


Sponsors of $2,500 or more receive free tabletop exhibit space during the Texas
Produce Convention. Please complete the following:

 ________ Yes, I am sponsoring $2,500 or more for the Texas Produce Convention.

 ________ No, I am not sponsoring and have included $400 for tabletop exhibit space. Booth
          registration includes: 6 ft. draped table, two name badges, and two tickets to the
          Opening Night Reception.



*** Space is VERY limited, so please try and keep your exhibit within six feet (the size of the table
you will be provided).


Signature of Organization Representative (Required): _________________________________________


              Exhibit Space (or pledged sponsorship amount):           $____________

             Additional Name Badges ($5 per badge)                     $____________

              TOTAL AMOUNT (enclosed)                                  $____________


                          Please sign and send this form with payment to:
                                   Texas Produce Convention
                                         Attn. Exhibition
                                901 Business Park Drive, Suite 500
                                      Mission, Texas 78572

NOTE: Booth spaces are given on a first come first serve basis. No space will be as-
signed until the signed form and full payment are received (including sponsorship
pledges). If you have ANY questions, please contact Lilly Garcia at 956-581-8632.
           Exhibitor Badge Request Form
Exhibitor fee includes badges marked “Exhibitor” for booth personnel. Exhibitor badges permit
entrance to the exhibit area during set-up and dismantling only.

This form may be duplicated as often as needed to provide badges for your firm’s booth person-
nel. Two badges will be issued per table top exhibit space. There will be a $5 charge for addi-
tional badges. Badges, along with exhibitor’s packet, can be picked up at the registration desk.

Exhibitor badge requests must be received by August 7, 2009. After this date, exhibitor badges
will be prepared on-site at the expo.

Name of Firm Representation (as it will appear on the badge):
            Name

            Company

            City, State, Zip

            Name

            Company

            City, State, Zip

            Name

            Company

            City, State, Zip

            Name

            Company

            City, State, Zip

            Name

            Company

            City, State, Zip

Total number of additional badges requested:           .

                                  Please Fax or Mail To:
                                Texas Produce Convention
      901 Business Park Drive, Suite 500 * Mission, Texas 78572 * Fax: (956) 581-3912
Floor Plan

				
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