Exhibitor Terms and Conditions

The following provisions become binding upon acceptance of the National Institute for Staff and Organizational Development (NISOD) Contract for Exhibit Space between the applicant (referred to herein as “exhibitor”), his/her/its employees and agents, and NISOD, including any additions and amendments thereto that may hereafter be established or put into effect by NISOD. NISOD reserves the right to disqualify potential exhibitors for any reason, including failure to meet the specifications on the Contract for Exhibit Space as stated herein. Failure by the exhibitor to comply with these rules and regulations as agreed by the parties or the breach of any representation, warranty, or guarantee by the exhibitor may result in termination of this agreement and could render the exhibitor liable for direct and consequential damages, expenses, allocations of overhead, etc.

The Contract for Exhibit Space and these rules and regulations represent the complete understanding of the parties and may be amended, modified, or otherwise altered only pursuant to the mutual written agreements of the parties, except that the exhibitor must comply with changes in the rules and regulations resulting from changes or additions to City of Austin and or the Hilton Austin requirements or matters imposed for reasons of health and safety of persons at the event.

Payment and cancellation policies and other NISOD policies and conditions can be found below.

Table Assignments

Exhibiting space is limited and assigned based on these criteria: date application and payment are received, compatibility with other exhibitors, and past participation. NISOD reserves the right to assign space, rearrange the floor plan, and/or relocate any exhibit.

NISOD reserves the right to reassign or prohibit any exhibit that is out of keeping with the character of NISOD, this reservation being all-inclusive as to person, things, printed matter, products, and conduct.

Subletting of Booth Space

No exhibitor shall assign, sublet, or share the whole or any part of their space, unless assignee is a partnership, subsidiary, or joint venture with the exhibitor and is an integral part of exhibitor’s product presentation.

No company, person or persons shall be able to give out company materials, marketing items or similar at the NISOD conference unless you are a registered, paid exhibitor or sponsor.

Installation and Dismantling of Exhibits

To move into the exhibit area of the Hilton Austin, exhibitors may use the loading dock. All table top exhibits will be located in the Governor’s Ballroom Pre-Function Area on the 4th Floor. Unloading should be done as quickly as possible. Vehicles must be moved immediately upon completion of unloading. All exhibits must be set up between 11:30-5:00 p.m. on Saturday, May 23, 2020.

Cancellation of Contract

No refunds will be made for cancellations received after April 23, 2020. Cancellations prior to that date will be subject to a $250 administrative fee. Cancellation requests must be in writing and should be sent to sheryl@nisod.org.

Use of Exhibit Space During Exhibit Hours/Prohibitions

Acceptance of exhibit space makes it obligatory on the part of the exhibitor and any employee that they shall not deface the Hilton Austin. Exhibitor agrees to pay all costs associated with repair of any damage caused by Exhibitor or its agents, employees, or contractors.

NISOD shall have the right to prohibit or require the dismantling of any exhibit which is not suitable to or in keeping with the character or purpose of the exposition. NISOD reserves the right to remove from the exposition any advertising, programs, materials, literature, costumed person, or mannequins which are, in the opinion of NISOD, in bad taste or inappropriate. Exhibitors shall reflect the highest standards of professionalism while maintaining their booth during exhibit hours. Booths must be maintained by at least one company representative at all times during exhibit hours. NISOD reserves the right to expel any exhibitor misrepresenting their product, services, or firm, in name or in action.

Exhibitors may sell products on the exhibit floor during regular exhibit hours. If exhibitor does so, the vending exhibitor hereby agrees to indemnify and hold NISOD harmless from every claim that may arise from the sale of such products, including any consumer suit, complaint or demand, any product liability suit, or any other claim, demand or suit, whether in a court of law or in an administrative forum.

Every retailer in Texas needs a sales tax permit. An exhibitor without a Texas location needs a tax permit. It is the responsibility of the exhibiting company to obtain the proper sales permits from the State of Texas. For more information, contact the Texas Comptroller’s Office at 800-252-5555.

Exhibit management reserves the right to prohibit or discontinue sales for any reason at any time. Sound levels may not be distracting to neighboring exhibits.

Exhibitors must conform to the rules and regulations concerning flammable and hazardous chemical products and materials as set by the Occupational Safety and Health Administration (OSHA), the State of Texas, Travis County, and the City of Austin. Biological products exhibited require a USDA license and must meet any other governmental or regulatory requirement applicable to the products. The information contained in the exhibit and in literature distributed must conform to approved labeling and must in all respects be truthful and an in compliance with all applicable laws and regulations.

Catering and Alcoholic Beverages

Exhibitors are prohibited from distributing, serving or displaying alcoholic beverages or bottles in booths without the consent of the Hilton Austin. If you have any questions about this policy contact Alexis Lopez at 512-682-2766; alexis.lopez@hilton.com

Wine, Liquor, or other alcoholic beverages are not allowed inside booths unless purchased through the Hilton Austin.

Exhibitors are permitted to serve candy in their booths with the consent of the Hilton Austin. Information will be enclosed in the Exhibitor Service Packet. For more information, contact Alexis Lopez at 512-682-2766; alexis.lopez@hilton.com.

Liability/Insurance

It is expressly understood and agreed by every contracting exhibitor that neither NISOD, nor its employees, nor its contractors shall be liable for loss or damage to the goods or properties of exhibitors. Upon signing the Contract for Exhibit Space, the exhibitor releases and agrees to indemnify and hold harmless NISOD, its managers, officers, members, sponsors, employees, and agents, from any suit or claim arising out of exhibitor’s activities related in any way to the event, including claims for property damage or injury (including punitive damages) by whomsoever sustained, including the exhibitor and its agents or employees, expressly including such damage or injury resulting in any part from the negligence of one or more of the aforementioned indemnitees. The performance of this agreement by either party is subject to acts of God, war, government regulations, disaster, civil disorder, curtailment of transportation facilities, or other emergencies over which neither party has control, making it illegal or impossible to provide the facilities or to hold the function.

Exhibitors agree to maintain such insurance that will fully protect NISOD from any and all claims of any nature whatsoever, including claims under the Texas Worker’s Compensation Act and for personal injury, including death, which may arise in connection with the installation, operation or dismantling of the exhibitor’s displays. Exhibitor agrees to indemnify and hold harmless NISOD for any such claims, irrespective of insurance coverage. (Exhibitors are advised to consult with their Insurance advisors about adding to their existing policy, protecting them against loss or damage to their materials by fire, theft, accident, etc.)

At the risk of being penalized, no exhibitor will be permitted to move out prior to the closing of the exhibits on Monday, May 25, at 12:30 p.m.

Exhibitors are responsible for the teardown and removal of displays by 2:00 p.m. on May 25.

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Contact sheryl@nisod.org or (512) 232-6998 for more information about sponsoring and exhibiting opportunities.