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2008 Texas Ports & Waterways Conference:
Exhibitor Terms & Conditions

July 23-25, 2008

Hotel Galvez
2024 Seawall Boulevard
Galveston, Texas 77550

  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 Wednesday, July 23, 2008, from 1:00 p.m. to 5:00 p.m.

    Show hours will be as follows:

    Thursday, July 24, 2008
    7:30 am to 5:00 pm

    Friday, July 25, 2008
    7:30 am to 10:30 am

  3. It is agreed that TTI and the Hotel Galvez 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 Hotel Galvez 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 Hotel Galvez. 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 Hotel Galvez 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 of the Hotel Galvez 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 Hotel Galvez without appeal for redress.

  9. Exhibitors shall agree to follow the rules and regulations set forth by TTI and Hotel Galvez management.

  10. Special Decorations: TTI and the Hotel Galvez 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, painted surfaces, doors, columns, or any other parts of the Hotel or furniture without prior written approval.
    • No ballroom doors will be blocked or obstructed. Nothing can be hung or attached to light fixtures. No light bulbs can be disconnected or removed.
    • 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 Hotel Galvez are subject to inspection.

  12. Food and/or beverages may be served with prior notification to TTI and the management of the Hotel Galvez.

  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 Hotel Galvez. Any questions regarding specific problems should be referred to the complex management, who will obtain the necessary rulings from the Fire Marshal.

  15. The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibit’s activities on the Hotel Galvez premises and will indemnify, defend, and hold harmless the Hotel Galvez, its agents, servants and employees from any and all such losses, damages, and claim.

EXHIBITOR REGISTRATION FEES

The cost of exhibit space is $325 for a 6' tabletop display on or before June 27, 2008. After June 27 2008, a late fee of $50 will be added to the registration fee. This includes the booth space and conference participation for one booth representative.

The cost for each additional person is $195 through June 27, 2008. After June 27 the cost for each additional person is $245. The on-site registration fee is $245.

SPACE LIMITATIONS

The floor plan will be determined on a space-available basis. 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 draped and skirted 6' table and a wastebasket. All booths must be shut down by 12:00 noon on Friday, July 25, 2008.

Any electrical, computer, or equipment needs must be ordered directly through the Hotel Galvez.

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 Hotel Galvez should be clearly marked as follows:

  1. Hold for arrival
    Attn: Alicia Watson
    Ports & Waterways Conference
  2. July 23-25, 2008
  3. Complete return address
  4. Number of boxes (i.e., 1 of 2, 2 of 2, etc.)
  5. Address package as follows:

    Hotel Galvez
    2024 Seawall Boulevard
    Galveston, TX 77550

Items without this information might be delayed.

Due to limited space in the Hotel Galvez Receiving Department, all exhibitors need to ship for delivery no earlier than (3) three days prior to the start of the event.

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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