Sponsor/Exhibitor FAQ
EXHIBITOR FAQ’S/GUIDELINES AND EXPECTATIONS
What are the benefits of being an exhibitor?
In addition to the exposure that your company will get at the conference, the benefits included with the $450 fee are:
- Recognition in conference program
- Two complimentary Exhibitor registration Floor Passes
- Networking opportunities that include luncheons and refreshment breaks
- Complimentary attendee mailing list
- 8′ high draped back wall, 3′ high draped sidewalls
- Please note that carpet, electrical or internet connections or other special requests are available for a nominal fee and you will receive further information about these services once your registration has been received.
How are exhibit booth assignments made?
Booth assignments are made on a “First Come, First Serve” basis and in accordance with Sponsorship Level. Additionally, booths are made available only after a completed application and appropriate payment have been received. If an application is received after booth space is sold out, the application and payment will be returned to the applicant. Reservation for booth space will NOT be accepted over the telephone. Reservations with payment for space will be accepted online only.
Are there any restrictions on what can be displayed?
The Utah State Society for Human Resources Management (SHRM) Conference Exhibit/Vendor Committee reserves the right to prohibit any display, exhibit, or any part of a proposed exhibit which it judges not suitable or not in accordance with the acceptable professional ethics of SHRM. Non-exhibiting suppliers or non-showcase speakers will not be allowed to display, solicit, or distribute any literature or items.
Are there any restrictions on the set up of the booth space?
Exhibitors shall arrange their exhibits so that they do not obstruct other exhibits. Aisles must be kept clear. All material used for decoration, i.e., paper, cardboard, cloth, etc., shall be flame retardant. Fire exits and safety equipment must be left accessible and in full view at all times. Display materials and equipment of significant size must be pre-approved in writing by a Crossroads Conference Exhibitor/Vendor Committee Chair. All requests must be submitted in writing four weeks prior to the exposition. NO FOOD OR BEVERAGE OF ANY KIND CAN BE BROUGHT INTO THE EXHIBIT SPACE. ADDITIONALLY, PUBLIC ADDRESS SYSTEMS SUCH AS AMPLIFYING DEVICES PROJECTING SOUND (I.E., MUSIC, SINGING, ETC…) ARE PROHIBITED. A $500.00 contract penalty will be charged to Exhibiting Companies that fail to meet these restrictions.
As an exhibitor, what liability issues are there?
It is mutually agreed that the Crossroads Conference Exhibit/Vendor Committee, and Davis Conference Center shall not be liable to an exhibitor for: any damage to or for the loss or destruction of an exhibit, damage to the property of an exhibitor, or injuries to his/her person resulting from any cause. All claims for any such loss, damage, or injury are expressly waived by the exhibitor. Crossroads Conference Exhibit/Vendor Committee, show facility, any officer, director or staff member will not be responsible for the safety of the property or the exhibitor from any cause. The Crossroads Conference Exhibit/Vendor Committee reserves the right to change the locations for the exhibition and will not be responsible for delays, damage, loss or other unfavorable conditions caused by circumstances beyond its control.
What are the hours for setup, exhibiting and dismantling?
Installation of exhibits will be on Monday, September 26, 2011 between the hours of 1:00 pm – 5:00 pm and Tuesday, September 27, 2011 from 6:00 am and 7:00 am. The exhibit hours will be from 7:00 a.m. to 7:00 p.m. on Tuesday, September 27, 2011. Exhibitors may begin dismantling on Tuesday the 27th when all conference attendees have left the conference center at 7:00 pm, whichever is the earlier. All exhibits must be dismantled no later than 8:00 pm on Tuesday, September 27, 2011.
What is the cancellation policy?
In the event an exhibitor finds it necessary to cancel its participation, refunds will be made as follows: for cancellations prior to August 15, 2011 – 50% refund, for cancellations after August 15, 2011 – no refund. All cancellations must be done in writing. Postmarks will be controlling.
Additional exhibitor and sponsor guidelines will be forwarded to you when your registration is received.
