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Conference Exhibitor Contract Regulations and Cancellation Policy
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Exhibitor Agreement, Regulations & Cancellation Policy


 These rules and regulations are a part of the agreement between NASW/Texas and the Exhibitor. Exhibit Management reserves the right to render all reasonable interpretations and decisions, should questions arise, and to establish further regulations as may be deemed necessary to the general success and well-being of the conference. Exhibit Management’s decisions and interpretations shall be accepted as final in all cases. Pre-Registration for booth space constitutes acceptance of a contract with all regulations written herein.



All online or paper reservation forms must be accompanied by at least ½ of the payment for the total number of booths. Booth space will not be assigned until the minimum payment has been received.  Checks should be made payable to NASW/Texas if not submitting payment online. Upon acceptance by NASW/Texas, this application becomes a contract for an 8’x10’ booth space, including a table, two chairs, drapery, exhibit sign, and up to four badges (unless pre-approved for additional badges) at the upcoming NASW/Texas conference. Complimentary registrations must be used for employees of exhibitor. If agreement is submitted after August 29, 2016, a $50 late fee will be charged.



In order to process a refund, NASW/Texas must receive a written notice of cancellation from the exhibitors. If NASW/Texas receives notice of cancellation more than 60 days prior to the Conference dates, NASW/Texas will refund the booth fee(s) minus a 25% processing fee; if cancellation occurs less than 60 days prior to the Conference dates, the processing fee will be 50%. No refunds will be made for cancellations less than 30 days prior to the Conference dates. If an installment plan was approved and a cancellation is requested at any time, a 50% processing fee will apply. . Complimentary registrations will be invalid if booth space is cancelled.



All exhibits must serve the interests of the members of NASW/Texas and shall be operated in a way that will not detract from other exhibits or the conference as a whole. NASW/Texas reserves the right to refuse any exhibitor, which it deems objectionable to its purpose. NASW/Texas also reserves the right to require the withdrawal of any exhibit, which it believes to be injurious to the purpose of the organization. This agreement shall be construed under and in accordance with the laws of the State of Texas. All obligations of the parties created hereunder are performable at 810 West 11th Street, Austin, Travis County, Texas. This agreement shall be binding upon and inure to the benefit of the parties hereto and their respective heirs, executors, administrators, and legal representatives. This contract cannot be assigned by either party. 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, 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, if the essential terms and conditions for both parties remain valid, legal, and enforceable. This agreement constitutes the sole and only agreement of the parties hereto and supersedes any prior understandings or written or oral agreements between the parties respecting the within subject matter.



All direct sales must comply with local and state regulations concerning licensing and taxes. If any exhibitor has questions about such regulations they should contact the Texas State Comptroller’s office.



NASW/Texas will provide display space as indicated on the official floor plan, but reserves the right to make any necessary changes.



NASW/Texas’s designated Service Contractor will furnish all exhibitors with a Service Manual containing shipping, freight, and drayage information, and order forms for booth accessories and other services. Electricity is not included in booth cost and must be obtained through the venue or Service Contractor.



NASW/Texas requires that each exhibitor occupy its own booth; there is no sharing of booth space with another exhibitor. Children are not allowed to be in the booth at any time and are not allowed in the exhibit hall if they are unaccompanied/unsupervised by exhibitors.  During the exhibit hours, the booth must remain open and staffed. Because of the large number of individuals who occupy the exhibit hall and the close proximity of fellow exhibitors, NASW/Texas requests that any audio used at a booth be kept at a minimum. Sales and demonstrations of equipment must remain within the confines of the booth space. Exhibitors are encouraged to demonstrate their products/services within their booth as long as such actions do not obstruct passage in the aisles or make excessive noise that distracts or interferes with other exhibitors transactions.



The Exhibitor agrees to comply with local, city, and state laws, ordinances, and regulations for fire, safety, and health. All exhibit equipment and materials must be fireproofed and reasonably located within the booth. Arrangement of booth should not hinder traffic flow through the aisles. No combustible materials shall be stored in or around the exhibit booths. Because of the nature of the organization, and accordance with fire codes, there is NO SMOKING allowed at any time in either the meeting rooms or exhibit hall.



Limited security is provided for the exhibit area. Furnishing of such service shall not be construed to be any assumption of obligation or duty with respect to the protection of the property of exhibitors by NASW/Texas; such obligation and duty shall at all times remain in the sole possession, custody, and responsibility of each exhibitor.



To the extent permitted by Texas Law, each party agrees to release, defend, and hold harmless the other party, their agents, and employees from and against any and all losses, costs, damages, liability, or expense (including attorney’s fees) arising out of or resulting from any accident, bodily injury, property loss or damage, or other occurrences to any person or persons including the exhibitor, its agents, employees, and invitees, arising out of or resulting from use of the conference facility or any part thereof and proximately caused by the negligence or other malfeasance or nonfeasance of the indemnifying party. To the extent permitted by Texas Law, the exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save Hotel, its owners, it operators, the Arlington Convention Center, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof and proximately caused by the negligence or other malfeasance or nonfeasance of the indemnifying party, excluding any such liability caused by the negligence of Hotel and its employees and agents. In addition, the exhibitor acknowledges that neither Hotel, its owners, its operator, nor the Arlington Convention Center maintain insurance covering exhibitor’s property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance insuring any losses by the exhibitor that is not required by statute for guest rooms.



Association and sponsor/exhibitor agree to use its best efforts to resolve any disputes under this Agreement through informal means. In the unlikely event that formal action must be taken, this Agreement will be interpreted in accordance with the laws of the State in which the association is situated and notwithstanding the foregoing, two parties must comply with Chapter 2260 of the Texas Gov't Code. The prevailing party to any litigation shall be entitled to recover, in addition to damages, all legal costs and reasonable attorney fees as fixed by the Court, both at the trial and appellate levels, and in any bankruptcy case and post judgment proceedings.



The Exhibitor has a policy of no illegal discrimination based on race, gender, identity & expression, ethnicity, sexual orientation, disability, immigration status, religion, and age.


By continuing on to the online submission of your reservation for exhibit space, you have agreed to the regulations and cancellation policy listed above. You must also fax over a signed copy to 512-474-1317 to keep on file as an acknowledgment that you have read and agree to the contract.

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