All Exhibitors must comply with the requirements and restrictions of the Henry
B. Gonzalez Convention Center. A complete list of the Center’s Operational
Policies may be viewed at Convention Center.
It is the responsibility of the Exhibitor’s contact person to share the rules
and regulations with the onsite booth personnel.
1. Acceptance of Application – The South Texas Human Resources
Symposium (STXHRS)is a division of the San Antonio Human Resource
Management Association, Inc. (SAHRMA). The exhibit hall is a professional trade
show and is intended to provide resources to human resource management
professionals. SAHRMA reserves the right to determine the suitability of
any company, product or service, and the right to restrict, prohibit or evict
any exhibitor or product that, in sole discretion of SAHRMA, detracts from the
character of the Exposition or violates any of the following Rules and
Regulations. In the event of such restriction or eviction, SAHRMA is not liable
for refunding exhibit fees or any other costs incurred by the exhibitor. In
particular, and without limitation, excessive audio or visual attention-getting
devices or effects or offensive odors are prohibited.
2. Terms of Payment – A minimum of 50% deposit of the total
cost (booth + marketing opportunities) is due with the Application prior to
March 1, 2012. The remainder of the balance is due on or before March 15, 2012.
After March 15, 2012, full payment must accompany all applications. An exhibitor
with an unpaid balance will not be able to set-up on April 30, 2012 until
payment is collected.
3. Cancellations – In order to cancel booth space, a letter or
email must be sent to and acknowledged by Celia Rosas, SAHRMA Chapter
Professional. All fees collected prior to cancellation are non-refundable.
4. Exhibit Booth Standards and Display Regulations
A. Standard 10’ x10’ Booth [In-line (linear) or Corner]
i) Each exhibit booth has an 8' high draped back wall and 3’ high draped side
rails.
ii) Display materials should be arranged in such a manner so as not to obstruct
sight lines of neighboring exhibitors.
iii) The maximum height of 8' is allowed only in the rear half of the booth
space with a 4’ height restriction imposed on all materials in the remaining
space forward to the aisle.
iv) (Note: When three or more inline booths are used as a single exhibit space,
the 4’ height limitation is applied only to that portion which is within 10’ of
an adjoining booth.)
B. Official Service Contractor - The official Service Contractor for
STHRS is Freeman Decorating.
C. Booth Installation - The Exhibit Hall ballroom is carpeted. Any trash
or debris scattered into the booth from the installation of any exhibit is the
exhibitor's responsibility to clean. The official service contractor will
provide cleaning services. The cleaning arrangements are the responsibility of
and at the expense of the Exhibitor.
D. Exhibit Booth Furnishings - The facility does not furnish equipment,
furniture or fixtures (i.e. pipe & drape, tables, chairs, carpet, wastebaskets)
for exhibitors. Licensee must contract with a general services contractor
(decorator) for these items.
E. Exhibit Booth Cleaning - The facility is not responsible for the
cleaning of exhibit booths. Licensee must contract with a general services
contractor (decorator) for this service.
F. Plants - The facility does not provide plants. Licensee must obtain
plants through a general services contractor (decorator). For exhibits
containing soil, humus, or similar materials a protective coating of plastic or
visquine must be used to protect the floor, carpet, and all facility equipment.
Curbing must also be used to retain loose material, and to prevent leaks and
fluid seepage.
5. Subletting and Sharing of Exhibit Space is Prohibited. All
signs, logos, displays and products in a booth must be those of the Exhibitor.
6. Booth Assignments - Exhibitor space is assigned after
receipt of required booth fees and a completed Exhibitor Application. All
exhibitor spaces are assigned on a first-come, first-paid basis and with due
consideration to each exhibitor’s proximity to competitive displays and all
other matters relating to the successful conduct of the trade show. Show
Management reserves the right to assign the best available space.
7. Sales of Products or Samples for cash, check or credit card
are prohibited on the exhibit hall floor. Contracts and orders may be written
for future delivery of products or services.
8. Booth Installation and Dismantle - Booth installation and
dismantle must take place in the time allotted below in an effort to not incur
additional labor charges or facility fees. Access to the exhibit hall will be
granted on Monday, April 30 from 6:00 a.m. until 10:00 a.m. for installation.
Show Management reserves the right to order labor, at exhibitor’s expense, to
install any exhibit that is not already in the process by 9:00 a.m. on this day
or can reassign space to another exhibitor without refund of the rental paid.
• The official closing time for the exhibits is 4:00 pm, Tuesday, May 1, 2012.
• EXHIBITORS SHALL NOT INITIATE TEAR DOWN OR ABANDON THEIR EXHIBITS PRIOR TO
4:00 PM.
• Violation of this rule will automatically result in an additional charge to
the Exhibitor of $250 and the Exhibitor will not be able to register for a
booth the following year until after March 1.
9. Contractor Services - STXHRS will designate contractors to
provide various services to the exhibitor. Such contractors will provide all
show services other than supervision. The exhibitor shall provide only the
material and equipment, which is owned by Exhibitor and is to be used in his
exhibit space.
A. Use of Independent Service Companies - xceptions to the
foregoing to allow the use of an independent service company will be considered
by Show Management only in cases where permission has been requested in writing
by the exhibitor and received by Show Management prior to March 31, 2012. An
independent service company is any company other than the designated “official”
contractors listed in the service kit, which provides a service
(installation/display and tear down, florists, audio/visual, etc.) and needs
access to an exhibit any time during the installation, show dates or
dismantling. An exception will not be granted if doing so will prejudice or
interfere with the orderly setup, interim services or dismantling of the
exhibit, or if it is inconsistent with the commitments made and obligations
assumed by The STXHRS in any contract with service contractors, or in its lease
with the Henry B. Gonzalez Convention Center. For services such as electrical,
plumbing, drayage and rigging, no exception will be made and the contractor
designated by STXHRS must be used.
B. If approval for the independent service company is given, the exhibiting
company is responsible for advising Show Management in writing of the name,
address and contact name of those independent service companies not later than
August 31, 2010. No independent service company personnel will have access to
the exhibit area unless proper authorization has been obtained.
C. Approved independent service companies will be required to meet the
following criteria:
i) All authorized and official suppliers will be required to submit certificates
of insurance for both Worker’s Compensation Insurance and comprehensive General
Liability Insurance. The worker’s compensation and employers’ liability
insurance must provide a minimum limit of $100,000 and meet the requirements
established by the State of Texas. Comprehensive general liability coverage
must provide $200,000/$500,000 personal injury limits and $100,000 property
damage coverage. The South Texas Human Resources Symposium and San Antonio
Human Resource Management Association, Inc. (SAHRMA) must be named as
additional insureds.
ii) All employees of any independent service company must wear uniforms or an
article of clothing, (i.e. hat, T-shirt, jacket) displaying the independent
service company name.
10. Exhibitor Registration is limited to sales, marketing,
management and special booth personnel. Exhibitors agree to provide at least
one representative to staff their exhibit space during all exhibit hall hours
of operation. Exhibitors agree that a maximum of two persons per 10'x10'
exhibit space purchased will be allowed in the booth at any one time.
Exhibitors agree to be responsible for wearing badges and having proper
identification at all times while inside the Convention Center. Exhibitors
agree that they will authorize at least one representative to enter into any
contracts necessary to install, remove or modify the exhibit as may be required
by this agreement and the rules and regulations of the Henry B. Gonzalez
Convention Center, Freeman Companies, and any other provider of exposition
services.
11. The exposition of products and services at STXHRS does not
constitute an endorsement by STXHRS of any product or service exhibited.
An exhibitor is not permitted to represent in any manner that STXHRS or
SAHRMA has endorsed its goods or services.
12. Cancellation of Exposition – If STXHRS hould be
prevented from holding the Conference for any reason beyond STXHRS’s
control (such as, but not limited to, damage to building, riots, strikes,
breached by exposition location, acts of government, threats or acts of
terrorism, or acts of God), then STXHRS has the right to cancel the
exposition or any part thereof, with no further liability to the exhibitor
other than a refund of exhibit fees less a proportionate share of the
exposition cost incurred.
13. Promotional Activities, Contests and Giveaways – Show
Management reserves the right to prohibit, limit or discontinue the
distribution of gifts, giveaways, or similar promotions. All activity must be
within the confines of the exhibitor’s booth. No announcements are made of
exhibitor’s contests, drawings or winners during the exposition. Prize forms
will be furnished to all exhibiting companies at registration and a prize board
is available to post prize giveaways.
14. Logo Guidelines – All printed promotional activities
featuring the STXHRS name or logo in any format must meet the branding
and logo guidelines. These guidelines will be furnished when application is
accepted and processed.
15. Food and Beverage Service – The serving of generic
products (i.e. frozen yogurt, ice cream, popcorn, cookies, coffee, bottled
water, etc.) by exhibitors for the purpose of drawing attention to your booth
is permitted only when the product being served is purchased from the exclusive
in-house concessionaire. The facility reserves all rights with respect to food
and beverage services. The RK Group LLC is the exclusive caterer for the
Convention Center and is the exclusive concessionaire for all facilities. No
other food or beverage that is not provided by the RK Group LLC is allowed in
the Convention Center. Contact your assigned Event Services Coordinator with
the Convention Center for more information.
16. Balloons and Flying Objects – Helium balloons or flying
objects of any kind are not allowed in any part of the Convention Center. For
decoration purposes, air-filled balloons may be used. STXHRS Director
reserves the right to remove any objects found in violation at exhibitor’s
expense.
17. Glitter, Cascarones, Rice - The use or display of these
items is prohibited in the facility. Licensee is responsible for the labor and
materials required for clean-up resulting from violation of this policy.
18. General Conduct - Exhibits that interfere with the use of
other exhibits or impede access to them or impede the free use of the aisle are
not permitted.STXHRSprohibits attention-getting devices such as
live/mechanical entertainment or amusement. Any booth equipment such as lights
or sound equipment that interferes with other exhibits or attendees will be
covered or removed at the exhibitor’s expense STXHRS requires that booth
personnel confine their activities within the booth space. Apart from the
specific display space for which an exhibitor has contracted with the
Conference, other entities may not be used in any part of the Exhibit Hall and
its grounds for display purposes.
A. Exhibiting companies will modestly attire representatives, models, and
employees of exhibitors to maintain the professional and businesslike climate
of the Conference. Exhibitors should not paste, tack, screw or otherwise attach
to columns, walls, floors or other parts of the building or furniture. Whatever
supplies are needed to properly protect the building, equipment or furniture
will be at the expense of the exhibitor. Exhibitors are liable for any damage
they cause to the convention center property.
19. Free Items - Licensees and exhibitors may offer free
items, except for firearms and other weapons, to event attendees. Licensees and
exhibitors may distribute free samples of food, beverages, refreshments,
sundries, etc. that are not the same concession items sold by the facility’s
exclusive caterer/concessionaire and which are directly-related to the event.
The facility reserves the right to regulate the size and type of samples.
20. STXHRS - Exhibitor activities must not disturb or disrupt
the activities of any other exhibitor or any other event within the facility.
The facility reserves the right to monitor event activities and to remove or
cause to remove any activities which violate this policy.
21. Insurance - Exhibitors wishing to insure their exhibit
materials, goods and/or wares against theft, damage by fire, accident, or loss
of any kind must do so at their own expense. STXHRS will furnish
security for the exhibit area during the hours deemed necessary. However, the
furnishing of security service in no way is to be understood or interpreted as
a guarantee against loss or theft of any kind. Neither STXHRS nor SAHRMA
will accept liability for any loss or damage sustained by Exhibitors.
22. Liability - Exhibitor shall indemnify and hold harmless STXHRS,
SAHRMA and the Henry B. Gonzalez Convention Center for all liability in any way
related to the exhibitor’s exhibit, products, or any act or omission of
exhibitor or any of its employees or agents; including, without limitation,
infringement of any trademark, copyright or other rights of any third parties,
breach of contract, accident or injury to invitees, guests, exhibits, their
agents and employees and including loss or damage to personal property.
23. Show Management's Liability Limitations - The failure of STXHRS
to any extent to provide any services, or facilities for such services, or the
interruption or termination of any services in whole or in part, will not
render STXHRS liable in any respect, nor be construed as an eviction of
an exhibitor, nor work an abatement of rental payments nor relieve the
exhibitor from the obligation to fulfill any covenant or an agreement hereof.
Should any of the equipment or machinery used in the provision of such services
cease to function properly; the Exhibitor will have no claim for offset of
abatement of rental payments or damages because of an interruption in service.
24. Solicitation - Any firm or organization not assigned space
in the Exhibit Hall will not be permitted to solicit business within the Henry
B. Gonzalez Convention Center.
25. Fire Prevention Regulations - The Fire Marshall is in
charge of the City of San Antonio Fire Department, Fire Prevention Bureau. The
Fire Marshall reserves the right to decide the requirements, ordinances and
regulations regarding events and related activities occurring within the Henry
B. Gonzalez Convention Center. You may also contact the San Antonio Fire
Department’s Office of the Fire Marshal at (210) 207-3695 for a complete list
of fire prevention regulations.
26. Live Animals – Live animals are prohibited without the
express written permission of the STXHRS Director and the Henry B.
Gonzalez Convention Center.
27. Logos - STXHRS or exhibitors may not use the City of San
Antonio logo or facility’s logo for any purposes without the prior approval of
the facility’s director. The use of the City of San Antonio or Convention
Facility logo in any brochures, advertisements, or other publicity must be
approved in advance by the Director of Convention Facility.
28. Move-In/Move-Out - Move-in/move-out times do not include
air conditioning and/or heating. The facility does not provide any equipment or
personnel for move-in/move-out such as tools, forklifts, dollies, etc. Any
special arrangements for move-in/move-out must be coordinated with the STXHRS
Exhibitor/Sponsor chair.
29. Parking- Parking is not provided to exhibitors. Daily
parking for a fee is available at various surface parking lots and garages
adjacent to the facility.
30. Staples/Tacks/Nails/Screws - The use of staples, tacks,
hangers, nails, screws, bolts, etc. on any floor, wall, door, column, ceiling,
table, chair, riser or any other facility’s furniture, fixture or equipment is
strictly prohibited. Licensee is responsible for the labor and materials
required for repair resulting from violation of this policy.
31. Stickers/Decals/Adhesives - The use of any type of
stickers, decals, or adhesives on any floor, wall, door, column, ceiling,
table, chair, riser or any other facility’s furniture, fixture or equipment is
strictly prohibited. Licensee is responsible for the labor and materials
required for cleanup and repair resulting from violation of this policy.
32. Tape - The use of double-sided tape on any floor, wall,
door, column, ceiling, table, chair, riser or any other facility’s furniture,
fixture or equipment is strictly prohibited. Only masking or decorator tape may
be used on exhibit hall or other concrete floors. Licensees may purchase
special tape from the facility for use on carpet, tile and parquet wood floors.
Licensee is responsible for ensuring all tape is removed at the conclusion of
the event. Licensee is responsible for the labor and materials required for
cleanup and repair resulting from violations of this policy.
33. Painting - Paint of any kind and painting are strictly
prohibited inside and outside the facility.
34. Violation of Rules and Regulation - Violation of these
regulations by the exhibitor, employees, or agents will cause Exhibitor to
forfeit the right to occupy space and such exhibitors will forfeit to the
Conference all money they have paid. Show Management may re-enter and take
possession of the space and remove all persons and goods at the exhibitor's
expense. Any damages incurred by Show Management to the exhibit will be the
responsibility of the exhibitor. The exhibitor expressly waives the service of
written notice to reenter and terminate. Show Management reserves the right to
refuse assignment of exhibit space at STXHRS for one year or more
following a rule violation. These rules and regulations become a part of the
agreement between the Exhibitor and STXHRS.
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