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Exhibitor
Criteria & Application (80KB PDF)
Exhibitor
Application (32KB MSWord)
Exhibitor
AV Order Form (80KB PDF)
THE
JESUS
WAY:
recovering the lost content
of discipleship
June
21-24, 2009
Municipal Auditorium and Hyatt
Regency River Walk Hotel, San Antonio, Texas, USA
Exhibitor
Criteria & Application
EXHIBIT SPACE FEE
$750 per exhibit space
Fee Includes:
• one (1) 6 ft. table, draped and skirted;
• two (2) side chairs; and
• one (1) conference registration.
Exhibit spaces are approximately 8 ft. x 8 ft. with
at least 10 ft. ceilings. Space does not include pipe-and-drape.
Other exhibit space needs, i.e. electrical, phone line,
internet connection, audio/visual equipment, etc., should
be arranged for directly with Kris Wimberley of Swank
AV at 210-475-9696 or
.
A Show Services Order Form will be provided in an exhibitor
confirmation packet, or download a form at www.renovare.org.
Please return with credit card information directly
to the Swank AV. All additional a/v charges will
be paid by the exhibitor placing the order.
EXHIBIT SCHEDULE
Exhibits may be open throughout the conference, though
few registrants will be taking advantage of exhibits
during General Sessions and Workshops. Please refer
to a conference brochure for additional schedule details.
Conference Schedule:
Sunday, June 21, 3:00-10:00 p.m.
Monday, June 22, 8:00 a.m.-10:00 p.m.
Tuesday, June 23, 8:00 a.m.-10:00 p.m.
Wednesday, June 24, 8:00 a.m.-4:00 p.m.
DEADLINES
Exhibit Application: May 15, 2009
Exhibit Installation: June 21, 2009, 9:00 a.m.-6:00
p.m.
Exhibit Dismantling: June 24, 2009, 3:00 p.m.
APPLICATION
Exhibiting
at the event is contingent upon acceptance of the application
by the event organizing committee. Complete
and return the Exhibit Application and applicable fees
to:
RENOVARÉ
8 Inverness Drive East - Suite 102
Englewood, CO 80112-5609
ATTN: Mary Flack/2009 IC Exhibits
Or by email to
.
USE OF SPACE
All demonstration or other promotional activities must
be confined within the limits of the exhibit space.
There must be sufficient space remaining to contain
conference attendees visiting the booth to participate
in such activities. Exhibitors may not setup/move any
furniture without the consent of the RENOVARÉ
Exhibits Coordinator (REC).
Exhibitors shall not assign or share allotted space
without the knowledge and consent of the REC. An organization
not purchasing exhibit space will not be permitted to
solicit during the conference.
Interference with the light and/or space of other exhibitors
is prohibited. The REC reserves the right to require
an exhibitor to alter an exhibit on-site. Necessary
changes shall be made at the exhibitor's expense.
SALES
Exhibitors are permitted to make sales in the exhibit
area only. Obtaining the appropriate licenses and/or
permits as required by law, collecting and remitting
sales tax, and complying with any other legal business
requirements are solely the responsibility of the exhibitors.
DECORATOR INFORMATION
Decorators are to observe the following guidelines when
utilizing Exhibit Areas:
• No storage of any kind is allowed behind your
back drapes or display wall.
• No hazardous demonstrations, cooking with natural
gas or electricity or heater demonstrations are permitted.
• All fire hose cabinets, pull stations, fire extinguishers
and emergency exits must be visible and accessible at
all times. It is unlawful to lock, fasten or block any
exit.
• All main and cross aisles, corridors, stairways
and other exit areas must maintain a required width
of 6 feet during show hours. No protrusions into the
aisle are permitted.
• Smoking is not permitted.
• There can be no exhibits with enclosed ceilings
or double-deck booths. There can be no signs obstructing
sprinkler systems and/or smoke detectors.
• All aisleways and booths are to be cleared by
the exhibitor before leaving the hotel at the end of
the show.
CARE OF BUILDING AND EQUIPMENT
Exhibitors or their agents must not injure or deface
the walls or floors of the building, the exhibit space,
or the equipment of the exhibit space. Nothing shall
be posted, nailed, screwed, or otherwise attached to
columns, walls, floors, or other parts of the building
or furniture. Distribution of promotional stickers or
labels to the hotel staff is prohibited. In the event
this is done without Hyatt Regency authorization and
any damage is suffered, the cost of repair and/or replacement
will be billed to the exhibitor.
ELECTRICAL SERVICES
All equipment, regardless of the power source, must
comply with all Federal, State, and Local safety codes.
Use of open click sockets, latex, or lamp cord wire,
and duplex or triplex attachment plugs in exhibits is
prohibited. Special equipment requiring company Engineers
or Technicians for assembly service, preparatory work,
and operations may be executed without Hyatt Regency
"House Electrician." All service connections and overload
protection to such equipment must be made by a "House
Electrician" ONLY. NO nails or bracing wires
used in erection displays may be attached to the building
without written consent of the Director of Engineering
at the Hyatt Regency. All property destroyed or damaged
by exhibitors must be replaced in its original condition
by the hotel and at the production company's expense.
INSTALLATION AND DISMANTLING
It is the responsibility of each exhibitor to complete
exhibit installation by 6:00 p.m., June 21, 2009, and
to dismantle it by 3:00 p.m., June 24, 2009. Move-in
may begin at 9:00 a.m., June 21, 2009. All exhibits
must remain intact until the beginning of the final
General Session of the conference at 9:00 a.m., June
24, 2009.
SHIPPING AND INSURANCE
Shipping and insurance of displays are the responsibility
of the exhibitor. The exhibitor is responsible for contacting
the hotel to identify any specific needs not included
in the exhibitor regulations. The exhibitor is required
to make arrangement for any costs of shipping/delivery
with the hotel directly. Those costs are not the responsibility
of RENOVARÉ.
RESTRICTIONS
The REC reserves the right to restrict exhibits that
become objectionable because of noise, method of operation,
materials, or for any other reason, and also to prohibit
or to evict any exhibit that, in the opinion of the
REC, may detract from the general character of the conference
as a whole. In the event of such a restriction or eviction,
the conference will not be liable for any refunds or
other exhibit expenses.
CANCELLATION
All cancellations must be made in writing to the REC
14 days prior to the event for a refund less $100 cancellation
fee. Failure to occupy exhibition space in no way releases
the exhibitor from the obligation to pay for the full
cost of the requested space, be this due RENOVARÉ
or the Hyatt Regency Hotel.
LIABILITY
Neither the conference nor its officers, directors,
agents, or employees, are liable for any damages or
losses that may occur to an exhibitor, or to an exhibitor's
employees or property, from any cause whatsoever. The
exhibitor, on signing the application, agrees to hold
harmless RENOVARÉ
and the Hyatt Regency Hotel from any and all liability,
claims, losses, and expenses for personal injury, accident,
property damage, or loss arising out of, in, at, or
in connection with the exhibitor's display, including
losses arising from cancellation of the conference.
SECURITY
The Hyatt Regency Hotel has security officers on duty
24-hours a day. RENOVARÉ
will be contracting for additional security for the
exhibitor area from 10:00 p.m. to 7:00 a.m. Sunday night/Monday
morning, Monday night/Tuesday morning, and Tuesday night/Wednesday
morning. As necessary, your group should consider making
additional arrangements to provide security and insurance
to safeguard against any losses or damage to Hotel or
your own property.
• The Hotel shall not assume responsibility for
damage or loss of any merchandise or articles left in
any area of the Hotel.
ENTIRE AGREEMENT
This instrument contains the entire agreement between
the parties hereto. Any verbal modifications of this
instrument shall be of no force and effect.
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