"> Exhibit Terms


Exhibit Terms


Charge for Space

Inline Booth (bound by a front aisle only): $2050.00

Corner Prime Booth (bound by a front and side aisle): $2150.00

Island Booths* (bound on all four sides by aisles, 20x20 or larger in size):
20x20 - $8,600.00    20x30 - $12,900.00
30x30 - $19,350.00    40x40 - $34,400.00

*If you are interested in a larger or different shaped Island Booth please contact NSH Director of Meetings & Education, Aubrey Wanner, Aubrey@nsh.org.  

Booth Fees Include:
•    Pre Show listing with product description on www.histoconvention.org
•    On Site Exhibition Guide listing with 100 word product description
•    Complimentary booth attendants based on size of booth (see chart below)
•    Access to Private Show Hours for demonstrations for one on one meetings
•    Full registration list for one time post show contact (mailing or emailing) of attendees

A deposit of 50% of the estimated cost based on the booths requested when you completed the online application is required.  The remaining balance is due July 13, 2017.

Booth Attendant Fees
Each company is provided a complimentary number of booth attendants as part of their booth fee - see the chart below.  Exhibiting attendants over the complimentary number will be charged $80 per attendant. 

Booth Size # of Complimentary Booth Attendants 
10x10 5
10x20 8
10x30 11
10x40 14
20x20 20
20x30 25
30x30 30
40x40 35

 

Application for Space

Applications for exhibit space are subject to the approval of NSH, in its sole discretion, not to be unreasonably withheld.  An exhibitor profile (company description) of specific products and/or services must be entered into the system at the time of submitting your online application form even if you plan to alter it at a later date.  NSH reserves the right to reject applications for space if it is in the best interest of the show.

Application for Space

Applications for exhibit space are subject to the approval of NSH, in its sole discretion, not to be unreasonably withheld.  An exhibitor profile (company description) of specific products and/or services must be entered into the system at the time of submitting your online application form even if you plan to alter it at a later date.  NSH reserves the right to reject applications for space if it is in the best interest of the show.

Space Assignment

Open booths are available for selection during the online application process.  Once an exhibitors application is received and approved the selected booths will be officially assigned to the exhibitor. NSH may at any time change the size or location of the exhibitor's space or layout of the exhibition if NSH deems it necessary for the good of the show. 

Space Cancellation or Reduction

If written notice of cancellation is received prior to July 13, 2017 and NSH is able to resell the entire space, exhibitor will receive a full refund.  If NSH is unable to resell the space, exhibitor will be refunded 25% of booth rental.  If more than one booth is rented and NSH resells part of the booth space, the refund will be adjusted accordingly.  If cancellation is received after July 13, 2017 exhibitor will forfeit 100% of the space cost. 

Island booths that choose to reduce their booth size will be charged 50% of the prime 10x10 rate multiplied by the number of feet reduced. For example a 30x30 island booth space that reduces to a 20x20 island booth will be charged $5375.00 for the reduced space or 50% of 5 10x10 Prime Booths.

Character of Exhibits

Standard IAEE rules and regulations regarding booth construction will prevail.  Each exhibit space will have an 8ft high black drape background, and a 36in high black drape dividers defining the sides of the space.  Drapes will not be provided in island units.  A booth identification sign measuring 7in x 44in, showing company name and booth number will also be supplied to all linear booths.

Please note these booths will be 10ft wide and 10ft deep and cannot exceed 8ft in height.  The booth height may be maintained up to 50% of the distance from the back wall toward the front of the space.  No obstructions in the front half of the booth above the height of 48 inches will be permitted.  No exhibit may span an aisle by roofing or floor covering.  Hanging signs and banners from the ceiling is permitted only over island booths and the top of the sign may not be over the 18ft. limit.  

In Island booths, bound on all four sides by aisles, the full cubic content of the space may be used; however, all display material is restricted to a range of 18ft in height and the design of the booth must allow accessibility form all four aisles.  Sufficient see-through areas must be provided so as not to block the view of the adjacent exhibits.

NSH does not permit Peninsula Booths on the show floor.  If through the online application an exhibitor selects booths at the end of aisles that form a Peninsula Booth, NSH will reassign the booth space prior to the application’s approval.   

Each Exhibitor shall be responsible for compliance with the Americans with Disabilities Act within its booth an assigned exhibit space.  Advertising signs and stunts which are aggressively promotional in nature, intended for use in the booths, the exhibit hall or the approaches thereto, must be submitted to NSH for approval.  

When using speakers or sound devices, the volume must be maintained at a level so as to avoid any interference with neighboring exhibitors and when objections are noted, it may be necessary for NSH to completely eliminate or limit operation to short time periods. 

NSH reserves the right to approve the character of all displays and to prohibit any display which, because of noise or other objectionable features, detracts from the general character of the exhibit.  

Food & Beverages

All food and beverage served on the show floor must be ordered through the Gaylord Palms Resort & Convention Center food & beverage department (including bottles of water). 

Cleaning

NSH will provide general hall cleaning at the close of the show each day.  The exhibitor is responsible for individual exhibit booth cleaning.  Forms for cleaning can be found in the exhibitor kit provided by the official decorator for the event.   

Music Licensing/Social Functions

Any exhibitor providing live or recorded music in an exhibit booth or at a hospitality/social event is responsible for obtaining the appropriate music licensing for such activities.   
Hospitalities, lunches or educational sessions sponsored by Exhibitors cannot be held during exhibit or program hours.  Specifically nighttime hospitalities or dinners cannot be held during the NSH Annual Awards Banquet scheduled for Sunday, September 17, 2017. 

Exhibitor Conduct

Selling in the exhibit hall is prohibited with the exception of educational materials which require preapproval by NSH.  No solicitation of any type shall be permitted outside of the exhibitor's own booth.  Samples, catalogues, pamphlets, souvenirs, and other promotional items may be distributed by exhibitors and their representatives only within their own booths.  Promotional flyers are prohibited in meeting rooms.  Solicitation is defined as seeking to obtain trade, contributions, magazine subscriptions or the like by persuasion, entreaty, request, or formal application.  NSH reserves the right to close any exhibit leased herein, without liability, should exhibitor, the exhibit or any employee thereof engage in acts that are substantially disruptive and against the best interests of the show. 

Photography

Photography or video taping of exhibit displays or materials is not allowed without the consent of the exhibiting company.  The NSH Historian and/or official photographer hired by NSH reserves the right to take photos or videos of exhibit booths and exhibitors for use by NSH in promotional campaigns in print and online. 

Admission to Show Floor

Admission to the exhibit area will be controlled by official badging to be determined by NSH.  Each exhibitor will furnish NSH the names of those personnel who will staff the booth.  Entry to the exhibit area during set up times will be permitted by exhibitor badge only.  Exhibitors are not permitted to invite family, friends or clients whom are not registered for the Convention onto the show floor.   

Admission to Convention Workshops/Keynote Lectures

Badged booth attendants may register onsite for convention workshops.  The booth attendant is responsible for the fees associated with the workshop however the Convention base registration fee will be waived.  Badged booth attendants are welcome to attend the two Keynote Lectures scheduled for Sunday, September 17th and Monday, September 18th at no cost.  

Security

NSH will provide general security beginning the first day of move-in through and including the last day of move-out.  However NSH is not liable for the security of items left on the show floor or in an exhibitor booth.  NSH encourages exhibitors to secure items that can be easily removed or stolen from an exhibit booth. 

Damage

Exhibitors will be liable for any damage caused by fastening fixtures to floors, walls or columns of the facility and for any damages to equipment furnished by NSH or service supplies designated by them. 

Insurance

Exhibitor, for itself and on behalf of decorators, contractors, service people or others employed by exhibitor shall, during the entire term of the lease, secure, furnish and maintain Comprehensive General Liability insurance, to include automobile coverage.  Such insurance coverage shall name NSH and all their members, agents, servants and employees as additional insureds.  Exhibitor shall furnish NSH with appropriate Certificates of Insurance reflecting such coverages, if requested.  NSH, Gaylord Palms Resort and Convention Center, the official show exposition management company and their agents cannot assume any responsibility for loss or damage to exhibitor’s property, exhibits, equipment, or personal belongings.  Exhibitors are urged to take out a portal to portal rider available at a minimum cost on their own insurance policy protecting them against loss through theft, fire, damage etc. 

Indemnity

Exhibitor, on behalf of itself, its agents, servants, employees, customers and guests, hereby agrees to assume, defend at all times, indemnify, protect, save and hold harmless NSH and all their members, agents, servants and employees against claims or demands arising or resulting from the use of exhibitor of the space provided by NSH, including without limitation the claims of any employee or agent of the exhibitor, the claims of any other person for damages for bodily injury, sickness, mental anguish or death, and claims for damages to the property of any such employee, agent or persons.  NSH shall not be liable for any loss, damage or injury to the property of the exhibitor which is sustained during the use by exhibitor of the space provided by NSH. 

Cancellation of Symposium/Convention

It is mutually agreed that in the event that the NSH Symposium/Convention is cancelled due to acts of God, war, strikes, government regulation, or advisory (including travel advisory warnings by the government or World Health Organization), civil disturbance, terrorism, or threats of terrorism in Long Beach as substantiated by government warnings or advisory notices, curtailment of transportation, epidemics, disaster, fire, earthquakes, hurricanes or any other comparable conditions necessitating the canceling of the exhibit, NSH may revoke this agreement and refund any monies paid in advance. 

Conditions of Contract

Exhibitors agree to abide by the contract conditions published in this prospectus and on the NSH website and by all conditions stipulated by the Gaylord Palm Resort & Convention Center that will be included in the Exhibitors Service Kit.  Exhibitors accept responsibility for informing all of their employees and agents of these conditions and agree that they will abide by them as well.  






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