We
understand that the space will be rented beginning May 18, 2027, at the rate of
$3,275 for an STLE Corporate Member and $3,675 for all others per 10-by-10 ft.
booth. Supersize Booth (20 x 20) Package price is $17,922 for Corporate
Members; $18,322 for all others.
Failure
to meet the deposit deadline of November 15, 2026, could impact show floor
location. We understand further that all space must be paid for in full
by January 31.
A $200
charge will be added to invoices not paid in full by January 31, 2027. If
assigned space is not paid for in full by the specified date, it may be
reassigned to another exhibitor at the option of STLE.
1. Application
and Eligibility. Application for booth space must be made on the
online form provided by STLE (hereafter, “the Society”), contain the
information requested and be executed by an individual who has authority to act
for the applicant.
2. Exhibit
Booth Price. The price for each booth is $3,275 for STLE Corporate
Members and $3,675 for all others (U.S. dollars). Supersize Booth (20 x 20)
Package price is $17,922 for Corporate Members $18,322 for all others. A
50% deposit is due by November 30, 2026 or there will be an additional $200
charge. Full payment is due by January 31, 2027 or a late fee of $200
will be added.
3. Exhibitor
Housing. Exhibiting companies reserving 7 or more rooms at the headquarters
hotel, individually or as a group, must complete and sign a sub-block housing
agreement with the hotel and be responsible for the rooms they reserve.
4. Payment
Dates. No booth will be guaranteed until the Society receives full
payment for the total booth fee, along with a contract. However, if full
payment is not received by January 31, 2027, the Society will have the right to
resell the assigned booth space. The exhibitor expressly understands and
agrees that all amounts paid hereunder will be applied first to any outstanding
obligations due to the Society by the exhibitor, and then to the amounts due in
accordance with this paragraph hereof, that any resulting amounts due must be
paid within the time limits specified herein and that the Society will have the
right to cancel this agreement if the exhibitor is or becomes in arrears with
respect to any outstanding obligation due to the Society.
5. Cancellation
of Booth Space. In the event that the exhibitor notifies the Society of the
exhibitor's intent to cancel the contract after acceptance but prior to December 15,
2026, a full refund of the monies received minus a $150 administrative fee will
be made.
A
penalty of 50% of the cost of the total booth space contracted will be imposed
for a written cancellation received between December 16, 2026, and Feb. 20, 2027.
No
refunds will be made or cancellations accepted after February 21, 2027. If for any
cause beyond the control of the Society- such as, but not limited to, the
destruction of the exhibit facilities by an act of God, the public enemy,
authority of law, fire or other force- the Society is unable to comply with the
terms of this contract and deliver the space allotted hereunder, this contract
shall be considered terminated and any payments made hereunder by the exhibitor
shall be refunded to the exhibitor, less expenses incurred by the Society to
the date of termination allocable to the exhibitor after proration thereof
among all exhibitors.
6. Assignment
of Booth Space. Beginning in mid-February 2027, booth space will be
assigned according to STLE's 5-Point System which takes into account
availability of requested space, the amount of space requested, STLE Corporate
Membership, an Exhibitor's STLE advertising expenditure, Exhibitor's length of
relationship with STLE, compatibility of the Exhibitor's products with the
Society's aims and purposes, and the date on which the contract and deposit are
received. The Society reserves the right to assign space other than the choice
requested, if necessary, and the right to rearrange the floorplan and/or
relocate any exhibit.
7. Booth,
Furnishings, Equipment and Services. A uniformly styled exhibit booth 10
ft. deep and 10 ft. wide will be furnished that consists of draped material on
aluminum framework with a back wall that is 10 ft. high, side rails that are 36
in. high and identification sign that is 7 in. by 44 in. Exhibit displays must
not project so far as to obstruct the view of the adjacent booths. In the
rear, 4 ft. of all booths, display material or equipment can be placed to a
height not exceeding 8 ft. unless requested in writing and approved by the Society.
In the
remainder of the booth, all display material or equipment shall not exceed 42
inches in height.
8. Conduct
of Exhibits. The advertisement or display of goods or services other
than those manufactured, distributed or sold by the exhibitor in the regular
course of business and identified in this contract is prohibited. An exhibitor
may not assign, sublet or apportion all or any part of the contracted booth
space, nor may an exhibitor permit the display, promotion, sales or marketing
of non-exhibitor products or services. Interviews, demonstrations and
distribution of literature or samples must be made within the booth area assigned
to the exhibitor. Canvassing or distributing of advertising outside the
exhibitor's own booth will not be permitted. No exhibitor shall sell or permit
merchandise to be sold from the exhibit. Exhibitors may not serve or dispense
food or beverages of any type from their booths or in the exhibit area. Helium
balloons are not allowed in the exhibit area. No part of the display, including
products, is permitted outside the exhibit space. Products and furnishings
should be arranged with the safety of the exhibitors and attendees in mind. The
character of the exhibits is subject to the approval of the Society. The right
is reserved to refuse the applications of companies not meeting the standards
required or expected, as is the right to curtail exhibits or parts of exhibits
that are not in accord with the character of the meeting. This applies to
displays, literature, advertising novelties, souvenirs, conduct of persons,
etc. Booths should be designed to draw attendees into the booths, not to
encourage attendees to stand in the aisles. Carpeting is mandatory in your
booth.
9. Installation/Dismantling/Installation.
All exhibits must be set up and operational by 11 a.m. Monday, May 3, 2027,
without exception. Assembly of exhibits during regularly scheduled exhibit
hours will not be permitted. At 11:15 a.m. an inspection will be made and
exhibits that are obviously not being worked on and have no representative
present will be assigned to the labor contractor for uncrating and erecting to
facilitate removal of crates and the initial cleaning prior to opening. Charges
will be billed to the exhibitor. Exhibit aisles must be clear by noon on
Monday.
Exhibit
Set-Up: Sunday, noon-5 p.m.; Monday, 6:30 a.m.-11 a.m.
Inspection: Monday, 11:15 a.m. Exhibit Hours: Monday, noon-5 p.m. Tuesday,
9-noon; 2-5:30 p.m. (closed from noon-2 p.m. for Presidents Luncheon);
Wednesday, 9:30 a.m.-noon.
Exhibit
Tear-down: Wednesday, noon-3 p.m.
Dismantling. The
official closing time of the exhibits is noon on Wednesday. All exhibit
material must be packed and ready for removal from the exhibit area no later
than 3 p.m. No packing of equipment or literature or dismantling of the
exhibits is permitted until closing time. Any company violating this regulation
may be denied exhibit space at any future Society conferences.
10. Additional
Exhibitor Services. All other services are available to exhibitors at
normal charges through the official convention contractor (hereinafter
“Official Contractor”). An exhibitor's service kit will be provided to all
exhibitors 60 days in advance with complete details and deadline order dates
for rental displays, additional decorating, furniture, carpeting, signs,
cleaning, photography, floral, electrical, telephone, audiovisual service,
drayage and labor.
11. Contractor
and Labor Coordination. The Official Contractor will have control of all
inbound and out bound freight to prevent congestion in the loading and
unloading area, in the aisles and in any freight traffic area. The Official
Contractor will have complete control of all labor hired and scheduling and
coordination of labor for the purpose of the orderly setup, management and
dismantling of the exposition. It is highly recommended that the labor services
of the Official Contractor be used for setup and dismantling. If an outside contractor
is used, the following steps must be taken: A: The Society and the Official
Contractor must be notified, and proof of adequate liability insurance must be
given, at least 30 days prior to show setup. The booth number, name of the
exhibitor and identification of the outside contractor must be included. B:
Check-in by all labor will be required at the labor service desk prior to the
start of setup. No setup will be permitted without the authorization of the
Official Contractor. C: All outside contractor personnel shall confine their
activities to the booth in which they are working and will not be permitted to
solicit on the floor or elsewhere in the exhibit hall.
12. Hospitality
and Entertainment. Hospitality suites or events sponsored by the exhibitors
may not be scheduled to conflict with the Society's program hours, activity
hours or exhibit hours.
13. Exhibit
Staff Registration. Exhibitors are required to submit their booth staff
names in advance. Badges will be printed and available upon their arrival with
the embedded QR code containing the contact information supplied on the
completed Booth Staff Badge Request form. This form is available online and
should be completed and submitted at least one month prior to the event.
Personnel staffing your booth are limited to 4 per 10 x 10 booth at any time,
and if not registered to attend the meeting, are restricted to the exhibit hall.
Exhibitor
badges do not give admission to other conference functions, nor
are they transferable. If your staff is registered to attend the meeting as
well as manage your booth, they should request an Exhibitor Ribbon at the main
registration desk when picking up their attendee badge. Exhibitor staff,
temporary help and setup personnel must wear exhibitor badges or other badges
designated by the Society or the Official Contractor at all times, including
during setup times, exhibit hours and dismantling in order to enter the exhibit
area.
14. General
Conference Registration. Any exhibitor who desires to attend the program
sessions or any optional activities must register through regular channels and
pay appropriate fees. Registration forms are available on our website at www.stle.org.
15. Special
Visual and Sound Effects. Audiovisual and other sound and
attention-getting devices and effects will be permitted only in those locations
and at such intensity as in the sole opinion of the Society do not interfere
with the activities of neighboring exhibitors. Operation of equipment being
demonstrated may not create noise levels objectionable to neighboring
exhibitors.
16. Unacceptable
Exhibits. The exhibitor agrees not to use any displays that the Society
determines, in its absolute discretion, will unreasonably endanger the person
or property of the attendees or of the exhibitors, are in bad taste, are liable
to discredit the Society or subject the Society to criticism or legal
liability, are inconsistent with the stated purposes of the Society and the
interest and welfare of its members, are detrimental to the property rights of
the Society, or violate the booth regulations or any other provision of this
contract.
In the
event the Society determines at any time that any exhibit may or does violate
this contract and the exhibitor is unable or unwilling to cure or correct such
violation, the Society may terminate this agreement immediately and forbid
erection of the exhibit or may remove or cause the exhibit to be removed at the
exhibitor's expense, and the exhibitor hereby waives any claim for refund of
the exhibit booth or other damages arising out of such termination and/or
exhibit removal. Any exhibitor who is uncertain as to whether an exhibit is in
compliance with all applicable regulations and requirements should contact the
Society immediately.
17. Insuring
Exhibits. Exhibitors are encouraged to insure their exhibits,
merchandise and display material against theft, fire, etc., at their own
expense. It is suggested by the Society that the exhibitor contact the
exhibitor's insurance broker and obtain all risk insurance covering exhibit
property while absent from home premises for exhibit purposes, or a rider to
the exhibitor's existing policy covering same. Neither the exhibit facility,
the Society or the Official Contractor will be responsible for loss or damage
to any property in storage, in transit to or from the exhibit building, or
while in the exhibit building for any loss of income as a result of any reduced
sales due to such loss or damage. All property of the exhibitor will be deemed
to remain under the exhibitor's custody and control in storage, in transit to
and from, or within the confines of the exhibit hall, even though at times it
may be under the temporary control or direction of the Society or the Official
Contractor.
18. Music
Licensing. The exhibitor represents and warrants that it shall comply with
all copyright restrictions applicable to exhibitors including, but not limited
to, any music performance agreement between the Society and ASCAP or BMI.
Exhibitor further represents and warrants that it shall obtain any additional
license or grant of authority required of exhibitors under the copyright laws
and present the Society with a copy of such license or grant no less than 30
days prior to the start of the show.
19. Liability
for Damages or Loss of Property The exhibitor shall protect, indemnify, and
hold harmless the Society, the hotel and the Official Contractor from any and
all liability, loss, damage or expense by reason of an injury or injuries
sustained by any persons or property or loss of property or income that might
be derived there from occurring in or about the exposition premises or
entrances there to or exits therefrom. Exhibitor is responsible for paying for
any damages, claims, losses, liabilities caused by or resulting from the
negligence of your company, its agents or contractors. The hotel shall not be
responsible or liable for any injury, loss or damage to any property or person
brought by the exhibitor or otherwise located in the exposition premises.
Notwithstanding
anything to the contrary in this agreement, all parties shall bear full
responsibility for their gross negligence or willful misconduct attributable to
its managerial and senior supervisory personnel and in no event, will a party
be required to release or indemnify any other party for gross negligence or
willful misconduct attributable to another party's managerial or senior
supervisory personnel.
20. Shipping
Instructions. Information on shipping methods and rates will be sent
to each exhibitor by the Official Contractor. The exhibitor will ship, at his
own risk and expense, all articles to be exhibited. The Official Contractor
will provide storage for incoming freight, delivery to the booth, and removal,
storage and return of empty crates, and removal and shipment of outbound
freight. All charges are based on inbound weights. All shipments must be
prepaid. The address on all the crated shipments shall include the exhibitor's
name and booth number(s). Exhibit material cannot be received at the convention
center prior to the show setup dates. Such freight will be directed to and
stored at the Society's designated freight handling and storage firm at the
exhibitor's expense. The exhibitor expressly agrees that any exhibit material
remaining in the exhibit hall after the contracted move-out time has terminated
or any damaged exhibits left behind may be removed and disposed of at the
expense of the exhibitor and without liability to the Society or the Official
Contractor.
21. Failure
to Occupy Space. Any space not occupied at the convention center by
noon on Monday, May 3, 2027, shall be forfeited by the exhibitor, and the
space may be resold, reassigned, or used by the Society without refund, unless
a request for delayed occupancy has received prior approval by the Society.
22. Fire
Regulations. No exhibitor shall use any flammable decorations or
coverings, and all fabrics or other materials used shall be flameproof.
23. Advertising
Material. The use or distribution of any souvenirs during the
convention shall be subject to prior written approval by the Society. Such
material shall be submitted to the Society for approval 60 days prior to the
convention. Except as otherwise provided, the Society will not endorse, support
or be liable for the claims made by the exhibitors as to the qualities or
merits of their products or services, and no advertising or mention will
indicate, claim, or suggest such endorsement or support. All handouts must be
distributed within the exhibit booth.
24. Exhibit
Space Floor Plan. Every effort will be made to maintain the general
configuration of the floor plan for this convention. However, the Society
reserves the right to modify the plan, if necessary, as determined solely by
the Society.
25. Miscellaneous. The
exhibitor expressly agrees to be bound by all terms, conditions and
specifications herein listed and by the rules and regulations established by
the Society from time to time thereafter modified. And expressly agrees that
this contract and such rules and regulations contain the entire agreement
between the parties hereto and supersedes any prior agreement, written or oral.
This contract shall be interpreted under the laws of the United States and the
State of Illinois.