By registering as an exhibitor, companies and their representatives agree to abide by the following terms. Please review these rules and regulations before becoming an exhibitor.
The following rules and regulations become binding upon the purchase of exhibit space by the applicant and its employees from the Florida Government Finance Officers Association (FGFOA), the event sponsor.
2. Space Assignment
Final booth assignments are subject to the approval of show management. Show management reserves the right to adjust booth locations, should the need arise, but not without prior notification to the exhibitor.
3. Booth Package Description
Booth package includes one 10’x 10’, carpeted pipe-and-drape booth, one 6’ draped table, two chairs, one wastebasket, one 7”x 44” company identification sign, four representative name badges, recognition in the conference exhibitor program, and pre- and post-show attendee lists with physical mailing addresses. Total individual exhibit floor space is limited to 10’x 10’ unless requested and approved in writing. No walls, partitions, signs or decorations may be erected which will interfere with the general view “down the aisle” or with other exhibits. Additional booth requirements may be requested by the exhibitor from the decorating service provider. The exhibitor is solely responsible for all costs incurred.
4. Exhibitor Move-In & Move-Out
Saturday, May 30, 2020: 12:00 p.m. - 6:00 p.m.
Sunday, May 31, 2020: 8:00 a.m. - 11:00 a.m.
Monday, June 1, 2020: 4:00 p.m. -6:00 p.m.
NOTE: No exhibitor will be allowed to break down their booth until the close of the show at 4:00 p.m. on Monday, June 1, 2020. Any company that willfully dismantles its booth prior to closing time will not be permitted to exhibit at future FGFOA conferences. The exhibitor understands that this schedule will be strictly adhered to as a courtesy to other exhibitors and to FGFOA registrants.
5. Exhibit Hours (Tentative)
Sunday, May 31, 2020: 11:00 a.m. - 4:30 p.m.
5:30 p.m. - 7:00 p.m.
Monday, June 1, 2020: 9:30 a.m. - 4:00 p.m.
NOTE: These hours have been developed to coincide with registrants’ break times to help ensure traffic flow. In addition, refreshment breaks held during exhibit hours, Sunday’s Association Night reception, and Sunday and Monday’s “sidewalk café” will take place in the exhibit hall.
6. Unoccupied Space
FGFOA reserves the right, should any rented space remain unoccupied after the first hour of the show’s opening, to rent or occupy said space.
7. Payments & Refunds
The payment for exhibit space is due upon the reserving of space. Cancellation of exhibit space must be submitted in writing and received by 5:00 p.m. on April 24, 2020. All cancellations are subject to a $100 cancellation fee. There will be no refund for “no shows” or cancellations received after 5:00 p.m. on April 24, 2020. All refunds will be processed after the conference.
8. Exhibitor Badge Access
The exhibitor badge will only be valid for access to the exhibit hall. This includes move-in times, actual exhibit hall hours and move-out times. This badge does not give access to sessions and other events taking place on behalf of FGFOA. After 6:00 p.m. on Monday, June 1, 2020, any exhibitor interested in attending any non-exhibit hall events/sessions must purchase an FGFOA Annual Conference registration.
9. Food Service
FGFOA reserves the right to provide food and beverage service during certain hours in the exhibit area. No free samples of food, beverage or any product may be given away or otherwise distributed by any exhibitor without prior written approval of FGFOA.
10. Noisy & Obnoxious Equipment
The operation of whistles or any objectionable device will not be allowed. After the show opens, noisy and unsightly work will not be permitted. The exhibitor understands that no music of any type is allowed during exhibit hall hours (this includes music in video, slide or other presentations or features).
11. Security & Liability
FGFOA will provide basic security measures from 7:30 p.m. on Sunday, May 31, 2020 through 9:30 a.m., Monday, June 1, 2020. The exhibitor agrees to hold FGFOA, the hotel and the show decorator harmless and to indemnify FGFOA, the hotel and the show decorator against claims or liability arising out of the actions, fault or negligence of the exhibitor, its agents or employees, prior to, during and after the exposition. FGFOA, the hotel and the show decorator shall not be responsible for any loss, damage or injury that may happen to the exhibitor or the exhibitor’s agents, patrons, guests, employees or property from any cause whatsoever (unless occasioned by the sole willful or gross negligence of FGFOA, the hotel or the show decorator) prior to, during or after the exposition period. The exhibitor hereby releases FGFOA, the hotel and the show decorator from, and agrees to indemnify them against, any and all claims for such loss, damage or injury.
12. Damage to Property
The exhibitor, its agents, guests or patrons shall not injure, mar nor in any manner deface the hotel premises or equipment therein, and shall not cause or permit anything to be done whereby the hotel or its equipment shall be in any manner injured, marred, unduly soiled, defaced, lost, stolen or otherwise removed from the building, and will not drive, or permit to be driven, nails, hooks, tacks or screws into any part of the hotel, and will not make nor allow to be made, any alterations of any kind therein. Should any of the hotel’s equipment used by the exhibitor in the conduct or operation of the exposition be damaged, lost or stolen, the exhibitor will promptly pay for the equipment by cash or certified check.
13. Signs & Posters
The exhibitor agrees that it will not post or exhibit signs, advertisements, posters or cards of any description inside, in front of or on any part of the hotel without written consent.
14. Public Policy
All companies or individuals exhibiting at the annual conference are participating at the exclusive discretion of FGFOA and must abide by all local codes, rules, regulations and ordinances, including fire regulations, and must abide by the directions and instructions presented by official FGFOA, hotel and show decorator personnel. The exhibitor understands that any violations of these policies may result in the immediate closing and removal of the exhibitor’s booth.
15. Eligible Exhibits & Restrictions
FGFOA reserves the right to accept or reject without reason any exhibit booth purchased.
16. Exhibit Floor Access
FGFOA reserves the right to limit access to the exhibit floor to anyone during times the show is not officially open.
17. Use of Booth Space
Exhibitors shall reflect their companies’ highest standards of professionalism while maintaining their booths during show hours. No exhibitor shall assign, sublet or share booth space without the permission of FGFOA.
18. Exhibition Sales Policy
No firm or organization is permitted to engage in direct sales activities within the exhibit area without the expressed written approval of the FGFOA.
19. Door Prizes
The FGFOA will not be conducting a Door Prize Program in the exhibit hall. It is at the discretion of the individual exhibiting company to conduct raffles and/or provide give-away items in the individual booth(s).