2018 TAFE TRADE SHOW RULES & REGULATIONS
TEXAS ASSOCIATION OF FAIRS & EVENTS ANNUAL CONVENTION & TRADE SHOW
HILL COUNTRY HYATT RESORT & SPA – SAN ANTONIO, TEXAS
All exhibitors must be members of the Texas Associations of Fairs & Events in good standing with dues paid for the year the Trade Show is held. Each booth rental includes one (1) full conference registration (entitles one person to attend all educational sessions, meals and receptions) and two (2) Trade Show passes (entitles two people access to the trade show only). Additional convention registrations cost $190 (early bird – before December 15th) and $245 after December 15th. Additional Trade Show Only passes cost $35 each/per day or $60 for a two-day pass.
All exhibitors must provide in advance of the show a certificate of general liability insurance with a minimum coverage level of $1 million and name the Texas Association of Fairs and Expositions, Inc. d/b/a Texas Association of Fairs and Events as an additional insured. Or, a general liability policy will be available for purchase through the association if so desired.
Exhibits must be arranged so as not to create any obstruction to the view of the other exhibits or create a hazard. Displays cannot extend beyond the bounds of next booth. The tacking, posting or placing of advertisement outside of the space contracted for will not be permitted elsewhere in the hotel, nor will soliciting be allowed outside the confines of an exhibitor’s booth. No walk around acts will be permitted to perform outside of the space contracted for unless approved by the Trade Show Chairman.
Exhibitors who wish to build any structure in their booth must submit plans along with contract for approval by the Trade Show Committee and any local inspection codes. Exhibits must be of sound and attractive construction and must not deface or mar walls, ceiling or floor of exhibit area. No one will be allowed to operate combustible engines. It will be the responsibility of exhibitors to keep their booths neat and clean.
Organs, pianos and other musical instruments may be played at intervals at low tones; however, loud speaker sound systems are discouraged and may be operated only with the approval of the Trade Show Committee. Arrangements must be made with the Trade Show Committee if any entertainer is to be presented within a booth.
Exhibitors may start setting up their booths beginning at 1 PM on Thursday,January 4, 2018. Deadline for set-up will be at noon on Friday, January 5, 2018.
Booths may be dismantled starting after the Trade Show closing time on Saturday, January 6, 2018. Deadline for removal of exhibits will be 9:00 p.m. on Saturday, January 6, 2018.
Trade Show hours will be as follows:
Friday, January 5, 2018 • 4:15 p.m. – 6:15 p.m.
Saturday, January 6, 2018 • 2:15 p.m. – 4:15 p.m.
PLEASE NOTE: During official trade show hours all business must be conducted from the trade show floor.
Exhibitors selling merchandise will be responsible for paying all city and state sales tax. Drawings for prizes must be approved and under the supervision of the Trade Show Committee. Prize announcements will only be made if the exhibitor completes a “Trade Show Prize Announcement” form.
It is the responsibility of each exhibitor to protect his or her property. TAF&E will not be responsible for any losses.
The Texas Association of Fairs & Events reserves the right to accept or reject unconditionally any contract for exhibit space. The Trade Show Committee also reserves the right to cancel a booth rental contract and have the property of the exhibitor removed from the building, if in the Committee’s judgment the business or activity of the exhibitor is objectionable or not as represented to TAF&E. Exhibit space may not be transferred or sublet to another party.
Treasure Chest Sponsors shall have the right to a chest within their booth, which can be purchased from TAF&E at a cost of $100. Treasure Chests Sponsorships give a more direct flow of traffic to your booth and your business because attendees will use keys received at registration to open the Treasure Chests which house a cash prize to the winner. Treasure Chest Sponsors may choose to locate their treasure chest in their booth or a high traffic common area of the trade show floor.
Payment for booth space, treasure chests, convention registration and/or 2018 dues must be made in full when booth is reserved.
Upon written notice of cancellation to the TAF&E Office postmarked by December 15, 2017, TAF&E will return 90% of the 2018 booth rental. After December 15, 2017, there will be no refund.
Booth Description & Amenities: All booths are 10' deep and 10' wide. Booths will have 8' tall flameproof background drapes and 3' tall dividers. A 7" x 44" booth identification sign consisting of two lines of copy will be provided. Also provided and included in the cost of the booth will be a 6' draped table, wastebasket, two chairs per booth and electrical access.
1. Exhibitor Information
(This person will receive the full conference registration.)
2. Additional Attendee Convention Registration
Additional Attendee Convention Registration: $190 until December 15th / $245 after December 15th
Full conference registration includes the trade show and all meals beginning Friday evening through Sunday morning.
*Please note: Include specific emails for each attendee to ensure all parties individually receive conference information and updates.
3. Company Information
4. Annual Membership
Please note: Annual Membership
only has to be paid ONCE for the entire organization. If you have
questions as to whether or not the membership for your organization has
been paid for the current year please contact the TAFE Office at:
Check one regarding current membership status
5. Booth Registration Information
Treasure Chest Sponsorship
Trade Show Only (One Day)
Additional Attendee - one day
Trade Show Only (Two Days) $60
Additional Attendees - two days
Pre-trade show attendee list
Purchase of Liability Insurance
- Once you submit this form, you will receive a copy of your submission to the exhibitor email entered above.
- If you have more exhibitor/conference attendees than will fit on this form (more than 5) then you will need to complete the first form and submit and then complete an additional form(s) and submit.
- Individual meal tickets can be purchased by calling the TAFE office or at the registration desk on-site at the Convention.
Cancellations received prior to December 15th will receive a 90% refund.
Cancellations after December 15th, there will be no refund.
EXHIBITOR AGREES TO DEFEND, INDEMNIFY, AND HOLD HARMLESS TEXAS ASSOCIATION OF FAIRS AND EVENTS AND THE HOST HOTEL, ITS OWNERS OR MANAGERS, OFFICERS, OR DIRECTORS, AGENTS, EMPLOYEES, SUBSIDIARIES AND AFFILIATES, FROM ANY DAMAGE OR EXPENSE ARISING FROM OR OUT OF OR BY REASON OF ANY ACCIDENT OR BODILY INJURY OR OTHER OCCURRENCE TO ANY PERSON OR PERSONS, INCLUDING THE EXHIBITOR, ITS AGENTS, EMPLOYEES, AND BUSINESS INVITEES WHICH ARISES FROM OR OUT OF THE EXHIBITOR’S OCCUPANCY AND USE OF THE EXHIBITION PREMISES, THE HOTEL OR ANY PART THEREOF. EXHIBITOR SHALL BE FULLY RESPONSIBLE TO PAY FOR ANY AND ALL DAMAGES TO PROPERTY OWNED BY HOST HOTEL, ITS OWNERS OR MANAGERS WHICH RESULTS FROM ANY ACT OR OMISSION OF THE EXHIBITOR.