NHRMA Exhibitors Rules and Regulations

OFFICIAL GENERAL CONTRACTOR: NHRMA has appointed Conference Solutions as the official general contractor for the 2008 Conference & Tradeshow. All references herein to NHRMA shall mean NHRMA and Conference Solutions.

ASSIGNMENT OF SPACE: Assignment of space will be on a first-paid, first-served basis. Every effort will be made to accommodate requests for booth assignments. NHRMA reserves the right to make such changes to the floor plan of exhibit booths as may be deemed necessary.

EXHIBIT FEES AND PAYMENT: Applications will NOT be processed or space assigned without the required payments and signature. All applications must be accompanied by full payment. Checks should be made payable to: NHRMA 2008, and mailed to: Conference Solutions, 2545 SW Spring Garden St., Ste.150, Portland, OR 97219. Receipt of payment does not obligate NHRMA to accept a contract as binding. NHRMA retains the option of returning funds.

CANCELLATION: Cancellations of exhibit booth space must be directed in writing to: Conference Solutions, 2545 SW Spring Garden St., Ste. 150, Portland, OR 97219. Refunds, less an administrative fee of $100 per booth, will be made at the discretion of NHRMA, but no refund will be given for a cancellation made within 90 days of set-up day. In case of fire or any other causes beyond the control of NHRMA that prevent holding the show, this contract will not be binding.

EXHIBITS: Total of approximately seventy (70) 6’ x 10’ exhibit booths. All booths will include one 8-foot draped table, two side chairs, and a one-line identification sign (44” x 7”). The exhibit area is carpeted.

INSTALLATION AND DISMANTLING:
Three Rivers Convention Center – Kennewick, WA

Tuesday, September 16, 2008
1:00 pm – 4:30 pm Exhibitor Move-In

Wednesday, September 17, 2008
6:00 pm – 7:00 pm Exhibitor Move-Out

Dismantling of exhibit booths may begin no earlier than 6:00 pm Wednesday and the exhibit area must be completely cleared by 7:00 pm that same day.

SHIPPING: NHRMA will provide to each exhibitor, approximately 45 days prior to the show opening, an information and service kit that provides exhibitors with complete shipping instructions, and forms for all services needed during the installation, show period, and removal of exhibit booths. Exhibitors needing information prior to receiving the official exhibitor kit should contact the general contractor directly at 503.244.4294.

EXHIBITOR REGISTRATION: Participation in the Tradeshow for up to three (3) personnel is included with each exhibit booth. Additional personnel may purchase name badges at $25.00 each. Meals are not included. Exhibit attendees may purchase a meal package or conference registration separately.

USE OF SPACE: Exhibitors shall not assign, share or sublet any space without written consent of NHRMA. Care must be taken that no display extends more than 8’ above the floor, or interferes with the view of other exhibitors. Noticeable noise produced from operation of any equipment or apparatus is not permitted.

FOOD & BEVERAGE POLICY: The Three Rivers Convention Center allows no outside food or alcohol to be brought into the facility. In addition, no food or beverage will be allowed to leave the facility. Food and beverage samples in conjunction with specific exhibits that are given to attendees free of charge must be pre-approved in advance by written consent of the Three Rivers Convention Center prior to the event.

LIABILITY: NHRMA and the Three Rivers Convention Center will not be held responsible for the safety of the property of the exhibitors from theft, fire, damages, accident or other causes. Exhibitor agrees to protect, save and hold NHRMA and the Three Rivers Convention Center and all agents and employees thereof (hereafter collectively called “indemnities”) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitors or those holding under the exhibitor. Further, exhibitor shall at all times protect, indemnify, save and hold harmless the indemnities against and from any and all losses, costs (including attorney’s fees), damages, liability or expense arising from or out of or by reason of any accident of bodily injury or other occurrence to any person or persons, including the exhibitors, its agents, employees and business invitee which arises from or out of or by reason of said exhibitor’s occupancy and use of the exhibition premises or a part thereof.

SAFETY REGULATIONS: Exhibitors must adhere to all municipal and state laws, rules and regulations. No combustible decorations may be used at any time; all drapes, table coverings and other materials must comply with fire department regulations.

SECURITY (INSIDE AND OUTSIDE): The Tradeshow is being held in a convention center and security will be provided when the exhibit area closes. However, neither NHRMA nor the convention center can be held responsible for any exhibit materials. Please take the necessary precautions each day for safeguarding your exhibit materials.

FAILURE TO OCCUPY SPACE: Space not occupied by the close of the exhibit installation period as specified in these rules and regulations will be forfeited by the exhibitor. This space may be resold, reassigned or used by the exhibit manager.

SHOW CANCELLATION: If the conference or exhibit is canceled due to circumstances beyond the control of NHRMA, NHRMA will not be held liable for any expenses incurred by the exhibitor beyond the rental cost of the booth space.

DOOR PRIZES: Each exhibitor is encouraged to provide ONE gift with a minimum value of $25.00 for the tradeshow door prize program. It is the exhibitor’s responsibility to collect names and business cards from attendees. Door prize winners will be drawn before the afternoon Refreshment Break on Wednesday, September 17, 2008. Names of winners will be posted in the exhibition area. It will be the winner’s responsibility to pick up the door prize at the exhibitor’s booth by the close of the exhibit area at 6:00 p.m. on Wednesday or forfeit the prize. (Limit one door prize per booth.)

SELECTION OF EXHIBITORS: Only firms and organizations whose services and products are appropriately related to the purpose of NHRMA shall be permitted to exhibit. NHRMA reserves the right to decline or prohibit any exhibit which in its sole judgment is inappropriate, this reservation being all inclusive as to person, things, printed matter, products and conduct.