2008 NCLR Annual Conference
Stronger Communities. Stronger America.
July 12-15, 2008
San Diego Convention Center,
San Diego, CA
Exhibit Rules and Regulations Refunds: Exhibit and advertising cancellation requests received in writing before Friday, June 13, 2008 will be charged 15% of the total purchase price. No refunds will be made after this date.
Payment Policy: NCLR shall base all space assignments on total support, level of participation, organization’s history with NCLR, and size and configuration of exhibit. Furthermore, NCLR reserves all rights to reassign exhibit space to ensure safety and convenience, and to avoid conflict of products and/or exhibitors. Exhibits must be confined to the space leased. NCLR Show Management will not bear additional costs for items ordered by exhibitors or union labor. A signed contract, ad(s), and full payment must be received by the NCLR Strategic Communications Group NO LATER than Friday, June 13, 2008. Exhibit and advertising cancellation requests received in writing before June 13, 2008 will be charged 15% of the total purchase price. No refunds will be made after this date. All rates quoted are NET and non-commissionable. Payments received after Friday, August 31, 2008 will be assessed a late fee of 1.5% per month (18% per annum).
Additional Services for Exhibitors: Any additional services and items for the exhibit space can be ordered through Hargrove, Inc. All pricing is listed in the Exhibitor Service Manual which will be provided to all exhibitors upon receipt of a signed contract. All services such as electricity, carpet, water, flowers, etc. must be ordered through Hargrove and will be at additional cost to the exhibitor. NCLR Show Management will not bear additional costs for items ordered by exhibitors or union labor.
Shipping of Exhibit Materials: Shipping of exhibitor items comes at the owner’s expense and should be sent in accordance with instructions/guidelines set forth by Hargrove in the Exhibitor Service Manual.
Complimentary Registration: One full Conference registration will be provided as part of the exhibitor package. This registration includes tickets to general meal and evening events. Additional tickets can be purchased for events and come at an additional cost to attendee/exhibitor. This complimentary registration gives you access to the Monday night concert at no additional cost. Exhibitor-only badges can be provided for those who wish to participate in the Latino Expo as an exhibitor who will not be attending any of the meal and event functions. Exhibitors can receive as many exhibitor-only badges as they wish. The deadline to submit names for exhibitor-only badges is Thursday, July 4. A fee of $3.00 will be applied to all badges requested on site.
Registrations: Exhibitors and sponsors can purchase additional full Conference registrations at a special discounted rate of $475.00. There is an additional $10 fee for the Monday night concert. Regular registration rates vary according to tiers, but exhibitors and sponsors can take advantage of this fixed discounted registration rate if they wish to purchase full Conference registrations.
Exhibitor Service Manual: The procurement of skilled laborers for the installation of utilities, as well as those services provided through common labor, porters, or rental of equipment, may be arranged through NCLR’s official service contractor. Upon receipt of a signed NCLR contract, each Exhibitor will receive an Exhibitor Service Manual within 90 days containing all the forms necessary to order any services.
Installation and Dismantling of Exhibits: Show Management will provide Exhibitors with a list of contractors licensed to provide equipment installation for utilities such as electricity, water, and gas at the San Diego Convention Center. The San Diego Convention Center does have in-house union contracts. It is mutually agreed that the duty and responsibility are borne by each Exhibitor to arrange for the installation and dismantling of its exhibits before and immediately after the close of the exhibition. NCLR reserves the right to assign the space(s) to any other party if a company representative is not present by 10:00 a.m. on Saturday, July 12, 2008 to make arrangements for the installation, or if necessary labor has not been ordered, unless permission is granted by NCLR’s Exhibits Coordinator or designated representative.
Exhibit Space Transfer: If an exhibitor has requested to transfer their booth space from the Latino Expo USA to either of the Fairs, regardless of the amount of space allotted in their sponsorship package, that exhibitor may only utilize one 10’ x 10’ space. Additional booth space in the Fairs must be purchased. There are no exceptions to this rule.
Storage of Packing Boxes and Crates: Exhibitors will not be permitted to store empty packing boxes or crates in booth space or on the show floor during the exhibit period; they must be stored and delivered through the official service contractor at the standard rates (if applicable). Arrangements for storage must be made in advance with the official service contractor. Detailed information on storage facilities and procedures can be found in the Exhibitor Service Manual.
Storage of Packing Boxes and Crates: Exhibitors will not be permitted to store empty packing boxes or crates in booth space or on the show floor during the exhibit period; they must be stored and delivered through the official service contractor at the standard rates (if applicable). Arrangements for storage must be made in advance with the official service contractor. Detailed information on storage facilities and procedures can be found in the Exhibitor Service Manual.
Liability and Insurance: The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and hold NCLR, the San Diego Convention Center, and its employees and agents harmless against all claims, losses, and damages to persons or property, governmental charges, or fines or attorney fees arising out of or caused by Exhibitor's installation, removal, maintenance, occupancy, or use of the exhibition premises or a part thereof, excluding such liability caused by the negligence of the San Diego Convention Center and its employees and agents. In addition, the Exhibitor acknowledges that NCLR and the San Diego Convention Center do not maintain insurance covering Exhibitors' property and that it is the sole responsibility of the Exhibitor to obtain business interruption and property damages insurance covering such losses by the Exhibitor. The service contractor's limits of liability are described in the Exhibitor Service Manual. Exhibitors and their authorized decorators and agents are advised to carry insurance against damage, loss, fire, and theft. A copy of Exhibitor's insurance certificate must be furnished to the NCLR Strategic Communications Group no later than June 13, 2008.
Security: Security services in the exhibit hall area will be provided by NCLR from 8:00 a.m. on Thursday, July 10, 2008 until 5:00 p.m. on Wednesday, July 16, 2008. The furnishing of the guards shall not be deemed to increase the liability of NCLR, nor the San Diego Convention Center, or to modify in any way the assumption of risk and release provided above. Properly credentialed Exhibitors will be admitted to the exhibition hall one hour before show opening each show day, and may remain for up to one hour after show closing each evening. Reasonable precautions are taken to protect property, but NCLR cannot ensure the safety of persons or the protection of property. It is recommended that Exhibitors take precautionary measures of their own, such as securing small or easily portable articles of value, and moving such articles to a place of safekeeping after exhibit hours.
Fire Prevention: Compressed flammable gases, flammable or combustible liquids, open flame devices, hazardous chemicals or materials, Class II or greater lasers, blasting agents, and explosive and pyrotechnic devices shall be prohibited within the exhibit halls. Under special circumstances, limited use of the above items may be permitted by the authority having jurisdiction provided adequate precautions are taken to prevent the accidental ignition of any materials. Application for permit(s) shall be made to the San Diego Convention Center Fire Marshal assigned by the City of San Diego through the San Diego Convention Center Event Manager, and a copy of the approved permit must be maintained on the premises throughout the event. Combustible material within exhibit booths shall be limited to a one-day supply. Storage of combustible material behind booths is prohibited. Permission to store some materials within the exhibit hall is subject to the approval of the San Diego Convention Center Fire Marshal.
Vehicles on display within an exposition facility shall comply with the following: A) All fuel tank openings shall be locked and sealed in an approved manner to prevent the escape of vapors. Fuel tanks shall not be more than one-quarter full or contain more than four gallons (15.14 liters) of fuel, whichever is less. B) At least one battery cable shall be removed from the batteries used to start the vehicle engine. The disconnected batterycable shall then be taped. C) Fueling or defueling of vehicles shall be prohibited. D) Vehicles shall not be moved during show hours. Exhibitors must comply with all federal, state, and local regulations pertaining to hazardous materials and to the regulations of the City of San Diego.
Motion Picture Projection and Sound Devices:
Exhibits which include the operation of musical instruments, radios, motion picture sound equipment, public address systems, or any noise-making machines must be conducted or arranged so that the noise resulting from the demonstrations will not annoy or disturb adjacent Exhibitors. Their operations are limited to demonstrations only and shall not be used for showings designed to attract or amuse visitors. All projections must be in accordance with the requirements of the fire prevention authorities and in harmony with any agreements between the Exhibitor and NCLR. All plans for installation and operation of motion picture equipment and sound devices must have prior approval from NCLR's Exhibits Coordinator or a designated representative. NCLR reserves the right to shut down sound devices if the Exhibitor’s sound level on speakers disturbs or disrupts fellow Exhibitors.Use of Space: No portion of the Exhibitor's display may extend into the aisle or into any adjoining booth or other area outside the perimeters of the booth. Before installation, NCLR's Exhibits Coordinator or a designated representative must clear decorations that go beyond this area. The display must provide sufficient standing or seating area within the said perimeters to accommodate the booth attendants as well as the anticipated stationary audience that the display is designed to attract. All exhibit booths must be carpeted. The Exhibitor may not use any portion of the aisles, entrances, or other common traffic areas of the exhibit hall for conducting or soliciting business, promoting products or services, or distributing literature, materials, or souvenirs. No Exhibitor Shall Assign, Sublet, Donate, or Share the Space Allotted. Firms or organizations not assigned an exhibit space will not be permitted to solicit within the exhibit area.
Care of Building and Equipment:Exhibitors and their agents shall not injure or deface the walls of the building, the booths, or the equipment of the booths. Exhibitors are forbidden to drive tacks, nails, screws or otherwise tape or affix to into/on the walls, ceilings, walls, painted surfaces, fire sprinklers, columns or windows. Distribution of promotional gummed stickers or labels is strictly prohibited. Helium balloons may not be distributed or sold inside the Convention Center. Helium balloons may be used when they are affixed to authorized displays. If helium balloons become detached from the display, the labor cost to retrieve the balloons will be charged to the Exhibitor. A deposit may be required prior to installation. Anything deemed necessary for the protection of the building, equipment, or furniture in connection with an exhibit will be arranged at the expense of the Exhibitor.
Restrictions On Operations Of Exhibits:The Exhibitor agrees to comply strictly with the applicable terms and conditions contained in the agreement between the exhibit hall management and NCLR regarding the exhibition premises. NCLR's Exhibits Coordinator or a designated representative reserves the right to restrict exhibits which, because of noise, method of operation, material, or any other reason, become objectionable, and also to prohibit or evict any exhibit which in the opinion of NCLR may detract from the general character of the exhibit area as a whole. This reservation includes persons, things, conduct, printed matter, or anything of a character that NCLR determines to be objectionable to the exhibition or does not conform to NCLR standards. In the event of such restriction or eviction, NCLR is not liable for any refund or other exhibit expenses.
Sampling: The sampling of food may commence at show opening each day. The sampling of alcoholic beverages may not commence before noon each day for NCLR Expo/events. Sample sizes must be limited. To avoid any misunderstandings, please refer to guidelines provided by the San Diego Convention Center and Centerplate Catering. The sampling of tobacco products is strictly prohibited.
Sales: The exchange of money is strictly prohibited on the exhibit floor. No sale of articles of any nature whatsoever shall be made by Exhibitors in the exhibit area, unless permission to take orders (no direct sales) is granted by NCLR's Exhibits Coordinator or a designated representative. Such permission is to be requested in writing by May 5, 2008 and submitted with signed Exhibitor contract.
Giveaways: Any inserts or giveaways accepted from a sponsor are subject to the following terms: 1) The item(s) must contain the sponsor's logo in a conspicuous location. 2) The item(s) must be submitted to NCLR at least two weeks prior to the Conference for approval. 3) NCLR reserves the right to make the final decision regarding inclusion or distribution of any item in its registration packets, receptions, meal events, or other venues.
These regulations become a part of the contract between the Exhibitor and NCLR. The Exhibitor must comply with and be bound by all laws, ordinances, and regulations of the state, county, and city, and, wherever applicable, of the police and fire departments. NCLR reserves the right to accept Exhibitor applications only from those organizations whose goals are consistent with those of NCLR. These regulations have been formulated in the best interests of all concerned. NCLR respectfully asks for the full cooperation of the Exhibitors in their observance. All points not covered are subject to the decision of NCLR's Exhibits Coordinator or a designated representative.
For more information, contact:
(800) 311-NCLR (6257)
sponsorships@nclr.org
or visit www.nclr.org/conference
