November 3-6, 2013

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

2. Installation of exhibits can commence on Sunday, November 3, 2013 from 2:00 pm to 5:00 pm.

   Show hours will be as follows:

   Sunday, November 3, 2013
   6:00 pm - 8:00 pm

   Monday, November 4, 2013
   7:30 am - 5:00 pm

   Tuesday, November 5, 2013
   7:30 am - 5:00 pm

   Wednesday, November 6, 2013
   7:30 am - 10:00 am

3. It is agreed that TTI and the Hilton Fort Worth are NOT liable to the Exhibitor for any loss, 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 Hilton Fort Worth 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 Hilton Fort Worth. 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 Hilton Fort Worth 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 Hilton Fort Worth 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 Hilton Fort Worth without appeal for redress.

9. Exhibitors shall agree to follow the rules and regulations set forth by TTI and the Hilton Fort Worth management.

10. Special Decorations: TTI and the Hilton Fort Worth 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 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 Hilton Fort Worth 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 Hilton Fort Worth.

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 Hilton Fort Worth. Any questions regarding specific problems should be referred to the hotel 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 Hilton Fort Worth premises and will indemnify, defend, and hold harmless Hilton Fort Worth., its agents, servants and employees from any and all such losses, damages, and claim.

16. Exhibitor assumes responsibility and agrees to indemnify and defend TTI and Hilton Fort Worth and their respective employees and agents against any claims or expenses arising out of the use of the exhibition premises.

17. The Exhibitor understands that neither TTI nor Hilton Fort Worth maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance.

EXHIBITOR REGISTRATION FEES

The cost of exhibit space is $900 for a 10x10 space with a 6' table included on or before October 3, 2013. After October 3, 2013, a late fee of $200 will be added to the registration fee. This includes the booth space and conference participation for two booth representatives.

The cost for each additional person is $300. Any additional representatives should register as a conference participant. All meals are included in the registration fee. Please register as additional participants. Late fees will be in effect after October 3, 2013.

SPACE LIMITATIONS

There is a limited amount of exhibit space available. Booths are available on a first-come, first-served basis. Sign up early to get the booth size you desire!

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 skirted 6' table and two chairs. EM&P will accommodate larger booths if possible for an additional cost. Please contact EM&P prior to the conference for this approval.

Any electrical, computer, or equipment needs must be ordered directly through the Hilton Fort Worth.

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 Hilton Fort Worth should be clearly marked as follows:

1. Hold for arrival:
   Conference Name: 2013 National Highway Rail-Grade Conference
   Date of Event: November 3-6, 2013
   Hotel Contact: Purchasing/Receiving Manager
2. Complete return address
3. Number of boxes (i.e., 1 of 2, 2 of 2, etc.)
4. Address package as follows:
   
   
   Melissa Heininger, CSM
   Hilton Fort Worth
   815 Main St.
   Fort Worth, TX 76102

Items without this information may be delayed.

NOTE: The Hilton Fort Worth cannot accept responsibility for meeting materials delivered prior to three (3) working days before your function. Due to limited space the hotel request shipments are sent as close as possible to your event date.

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.