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2008 Freeway and Tollway Operations Conference:
Exhibitor Terms & Conditions

June 15-19, 2008

Hyatt Regency Bonaventure Conference Center & Spa
250 Racquet Club Road
Weston, Florida, 33326
ph. (954) 616-1234

  1. The Texas Transportation Institute (TTI) reserves the right to exercise its discretion in the acceptance or refusal of applications.

  2. Installation of exhibits can commence on Monday, June 16, 2008 from 12:00 pm to 5:00 pm.

    Show hours will be as follows:

    Tuesday, June 17, 2008, 8:00 am - 5:00 pm
    Wednesday, June 18, 2008, 8:00 am - 12:00 pm

  3. It is agreed that TTI and the Hyatt Regency Bonaventure Conference Center & Spa are NOT liable to the Exhibitor for any loss or damage or injury to his property contained in such exhibits or injuries to his person, his agents, employees or others, no matter how sustained from fire, theft, accident or other causes. Security will be provided after show hours each day. All claims for loss, damage and/or injury to TTI and Hyatt Regency Bonaventure Conference Center & Spa are being hereby expressly waived by the Exhibitor.

  4. Exhibitors or their agents may not allow any articles to be brought into the exposition or any act done on the premises which will invalidate the insurance or increase the premium on the policies held by the management of the Hyatt Regency Bonaventure Conference Center & Spa. Exhibitors may also not permit anything to be done by their employees through which act the premises, property or equipment of other Exhibitors will be damaged. No signs or equipment of other Exhibitors will be damaged. No signs or articles can be affixed, nailed or otherwise attached to walls, doors, etc. Likewise, no attachments can be made to the floors by nails, screws or any devices that would damage them. All space leased is subject to these restrictions. Violations of these rules will annul the Exhibitor’s contract, and he/she will be held liable for any damage resulting from such violation.

  5. The Exhibitor agrees that TTI and the management of Hyatt Regency Bonaventure Conference Center & Spa shall have the right to make such rules and regulations or changes in the floor plan arrangement of booths for the exhibition as it is deemed necessary and to amend the same from time to time. TTI and the management Hyatt Regency Bonaventure Conference Center & Spa shall have the final determination and enforcement of all rules, regulations and conditions.

  6. TTI reserves the right to decline an application of an Exhibitor to conduct and maintain an exhibit if in the judgment of the show management, said Exhibitor or exhibit, or proposed exhibit, shall in any respect be deemed unsuitable. This reservation relates to person, conduct, articles of merchandise, printed matter, souvenirs, catalogs and any other things, without limitation, which affect the character of the exhibit.

  7. Audio presentations are allowed so long as they do not disrupt neighboring Exhibitors.

  8. Exhibitors or their representatives who fail to observe these conditions, or who, in TTI's opinion, conduct themselves unethically, may be dismissed from the Hyatt Regency Bonaventure Conference Center & Spa without appeal for redress.

  9. Exhibitors shall agree to follow the rules and regulations set forth by TTI and the Hyatt Regency Bonaventure Conference Center & Spa management.

  10. Special Decorations: TTI and the Hyatt Regency Bonaventure Conference Center & Spa have specific rules regarding special decorations:

    • Helium balloons are NOT permitted in the building.
    • Glitter is NOT allowed in carpeted areas in the building.
    • Method of installation, location and material used for banners, decorative signs, etc., are subject to approval.
    • UNDER NO CIRCUMSTANCES may decorations be nailed, screwed, taped or attached to ceilings, floors, walls or painted surfaces without prior written approval.
    • No "stick-on" decals and/or similar promotional items may be distributed in the complex.

  11. All cartons, packages or containers brought into or taken from the Hyatt Regency Bonaventure Conference Center & Spa are subject to inspection.

  12. Food and/or beverages may be served with prior notification to TTI Event Management & Planning (EM&P) and the management of the Hyatt Regency Bonaventure Conference Center & Spa.

  13. All efforts to advertise, demonstrate and operate the exhibit must be conducted so as not to trespass the rights of other Exhibitors.

  14. FIRE REGULATIONS: Absolutely NO combustible oils or bottled gases, open flames of any type, nor any corrosives will be permitted in the Hyatt Regency Bonaventure Conference Center & Spa. Any questions regarding specific problems should be referred to the hotel management, who will obtain the necessary rulings from the Fire Marshal.

EXHIBITOR REGISTRATION FEES

There will be various sizes of booths at the 2008 Conference:

  • 10 X 10 = $1,750.00
  • 10 X 15 = $2,625.00
  • 10 X 20 = $3,500.00
  • 10 X 30 = $5,250.00

Registrations for Exhibitors will be accepted until May 1, 2008. No exhibitor registrations will be accepted after May 1, 2008. You may pay your registration fee by check, money order or credit card. This includes the booth space and conference participation for one booth representatives. Participation in the welcome reception, continental breakfasts, breaks, luncheon and the networking dinner event is also included for one booth representatives.

A second booth representative can register for $300. This fee will include participation in the welcome reception, continental breakfasts, breaks, lunch and the networking dinner event. A third booth representative can register as a regular conference participant.

SPACE LIMITATIONS

A floor plan will be faxed to you upon the receipt of your payment. Booth locations will be assigned on a space-available basis in the order that payment is received. Only the first applications paid in full will be guaranteed assigned space. No space will be reserved based solely on verbal notice or unpaid contract.

BOOTHS

Each booth space includes one skirted 6' table and two chairs.

Any electrical, computer, or equipment needs must be ordered directly through the Hyatt Regency Bonaventure Conference Center & Spa.

Individual booth cleaning and return shipping is the responsibility of the Exhibitor. The Exhibitor will be responsible for all setup and breakdown of portable booths.

SHIPPING & STORAGE

Anything shipped to the Hyatt Regency Bonaventure Conference Center & Spa should be clearly marked as follows:

  1. Hold for arrival
    Attn: (guest's name)
    Arrival date

  2. Complete return address

  3. 2008 Freeway and Tollway Operations Conference
    Number of boxes (i.e., 1 of 2, 2 of 2, etc.)

  4. Address package as follows:
    Hyatt Regency Bonaventure Conference Center & Spa
    Receiving Department
    250 Racquet Club Road
    Weston, Florida, 33326

Items without this information may be delayed.

Due to very limited space in the Hyatt's Receiving Department, all Exhibitors need to ship for same day delivery on a contact's arrival date at the hotel. Any boxes delivered to the hotel more than two days prior to arrival will be subject to a storage fee of $50 per day per box. There is a minimum service charge of $5 per box, if assistance is required in moving boxes from Receiving to an exhibit area. Payment, from the requesting party, is required at the time the services are rendered.

Shipping Out Materials

If materials are to be shipped back to you at the end of your function, please make arrangements with your shipper in advance.

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