TERMS AND CONDITIONS
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 $2,475
for STLE Corporate Members and $2,875 for all others (U.S. dollars).
3. 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 Jan. 31, the year of the event the
Society will have the right to resell the assigned booth space. The exhibitor
expressly understands and agrees that all amounts paid here under 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.
4. Cancellation of Booth Space. If the exhibitor notifies the
Society of the exhibitor's intent to cancel the contract after acceptance but
prior to Dec 31 of the year prior to the event a full refund of the monies
received minus a $200 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 Jan. 1 and Feb. 28 the year of the event. No refunds will be made or cancellations
accepted after Feb. 28 the year of the event. 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
5. Assignment of Booth Space. Beginning in mid-February,
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 floor plan and/or relocate any exhibit.
6. 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.
7. 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.
8. Installation/Dismantling/Installation. All exhibits must
be set up and operational by 11 a.m. Monday, the first day of the exhibit, 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 12:30 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.
Exhibit Set-Up: Sunday, noon-5 p.m.; Monday, 6:30 a.m.-11 a.m.
Inspection: Monday, 11:15 a.m.
Monday, noon-5 p.m.
Tuesday, 9-noon; 2-5:30 p.m. (closed from noon-2 p.m. for
Wednesday, 9:30 a.m.-noon
Tear-down: Wednesday, noon-3 p.m.
9. 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.
10. Contractor and Labor Coordination. The Official
Contractor will have control of all inbound and outbound 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.
11. 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.