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Exhibit Hall Prospectus
SERVICES & EQUIPMENT
OPERATING THE EXHIBITS
EXHIBITOR APPLICATION
FORM
ASSIGNMENT OF EXHIBIT SPACE
FLOOR PLAN
LIABILITY & INSURANCE
EXHIBIT HALL SECURITY
INSTALLATION OF EXHIBITS
EXHIBITOR REGISTRATION
PAYMENT
CANCELLATION AND REFUNDS
CONTRACTOR
3939 Bee Caves Road
Building A, Suite 1B
Austin, Texas 78746
Telephone: 512-328-6812
Toll-free: 888-842-7491
Fax: 512-327-9775
Email: admin@texasmuseums.org
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Home > Continuing
Education > Annual Meeting >
Exhibit Hall
Exhibit Hall 2009-- TAM Annual Meeting El Paso, Texas,
March 17-20
Hours of Operation:
The Annual Meeting will be held March 17-20, 2009, El Paso, Texas. The
Exhibit Hall will be located on the 2nd floor of the Camino Real Hotel,
101 S. El Paso St, .El Paso, Texas. Exhibit Hall hours: March 17, 4:30-6:00
p.m., March 18, 10:00 a.m. - 6:00 p.m., March 19, 9:30 a.m. - 3:15 p.m.
SERVICES & EQUIPMENT PROVIDED
Exhibit booth space rental fee of $ 425 for table exhibits.
Table top booths include a 6' foot table, two chairs, 8' backdrape,
a standard header 7" x 44" with name of the Exhibitor; a wastebasket
and 2 complimentary annual meeting registrations per booth.
Fee contributes to the Exhibit Hall opening reception introducing Exhibitors
to their clientele on March 17, 4:30 - 6:00 p.m. and to a cocktail reception
on March 18 following the TAM Annual Business Meeting.
Lighting & Electrical: General illumination of the
Exhibit Hall is provided. A standard 110 volt 2-plug electric outlet will
be provided if needed. For special electrical needs and telephone lines,
contact Marianne T. Nelkin (915)534-3040, e-mail mnelkin@crelpaso.com
at least three weeks in advance of arrival.
Labor: Texas is a "right to work" state. Exhibitors
have the right to install their own displays.
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OPERATING THE EXHIBITS
It is expected that all Exhibitors will conduct their business in a professional
manner and will adhere to the rules of the Exhibit Hall as stipulated
in this document. Soliciting or demonstrating by an exhibitor
must be confined to the exhibit booth. Printed advertisements must be
distributed within the rented space. Exhibitors may take orders,
provided that all transactions are conducted in a manner consistent with
the professional nature of the Annual Meeting.
Aisles in front of booths must be kept clear. Objectionable sound devices
will not be operated. Engines or any other kind of equipment may be operated
only with prior consent from the TAM, and the Camino Real Hotel. All property
destroyed or damaged by an Exhibitor must be replaced in the original
condition by the Exhibitor and at the Exhibitor's expense, to the satisfaction
of the Exhibit Hall management and the party or parties whose property
is involved.
All Exhibitors are asked to comply fully with the following:
Copyright laws forbid the playing of music in any form at the convention
without paying a fee to or obtaining permission from the composer.
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APPLICATIONS & ASSIGNMENT OF EXHIBIT
SPACE
Twenty-four spaces are available. Applications for these
spaces may be made online at our secure site: https://www.io.com/tam/exhibit_app.html
or you can copy & mail with payment to: Texas Association of
Museums, 3939 Bee Caves Road, Building A, Suite 1-B, Austin, Texas 78746.
or fax (512) 327-9775. A credit card number must accompany
application if faxed.
Please examine the Exhibit Hall floor
plan and indicate the top three choices for booth assignment
in appropriate blanks on the application form. Booth assignments, will
be made by TAM on a first-come, first serve basis, according to the date
received. Every effort to accommodate applicant placement wishes will
be made. Exhibitors will be notified of booth assignments after exhibit
hall closing date (Feb 6, 2009).
TAM reserves the right to make all placement assignments.
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LIABILITY & INSURANCE
Upon contracting to exhibit, the Exhibitor assumes entire responsibility
and hereby agrees to protect, indemnify, defend, and save TAM, The Camino
Real Hotel and Display
Services, Inc. their insurance agent and company, and their employees
and agents harmless against all claims, losses, and damages to persons
or property, governmental charges or fines and attorneys' fees arising
out of or caused by Exhibitor's installations, removal, maintenance, occupancy,
or use of the exhibition premises or a part thereof, excluding any such
liability caused by the sole negligence of TAM, The Camino Real Hotel,
Display Services, Inc. , as well as their employees and agents.
In addition, Exhibitor acknowledges that TAM, The Camino Real Hotel and
Display Services, Inc. do not maintain
insurance covering Exhibitor's property and that it is the sole responsibility
of the Exhibitor to obtain business interruption and property damage insurance
covering such losses.
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EXHIBIT HALL SECURITY
TAM and The Camino Real Hotel will do their best to ensure that the Exhibit
Hall area is secure. Security of exhibitor equipment and display
materials cannot be guaranteed. Exhibitors are strongly encouraged
to keep a careful watch on valuables, especially laptop computers. Exhibitors
should not leave booths unattended or leave valuables in their booths
during non-Exhibit Hall hours.
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INSTALLATION OF EXHIBITS
HOURS/INSTALLATION:
Exhibit installation hours will be Tuesday, March 17, 2009, 8:00
a.m. to 3:30 p.m. It is the responsibility of each Exhibitor to install
his or her exhibit. Crates and large packaging must be unpacked and removed
from the Exhibit Hall no later than 3:30 p.m. on March 17, 2009. The Exhibit
Hall will officially open to conferees at 4:30 p.m. with an opening reception.
Unless otherwise arranged in advance with TAM, any exhibit space not occupied
by 3:30 p.m. on March 17, 2009, may be canceled or reassigned by TAM without
refund to the Exhibitor. No combustible decoration may be used ay any
time.
FREIGHT AND STORAGE:
Exhibitors wishing to ship items should contact Display Services, Inc.
directly to arrange for a schedule of fees for handling and storage. For
exhibitors handling their own materials, they should contact Display Services,
Inc.
for a schedule of fees
for storage of crates and packing as no storage facility is available
at The Camino Real Hotel.
DISMANTLEMENT OF EXHIBITS:
It is the responsibility of each Exhibitor to dismantle his or her display.
The exhibit space must be left free of trash and discarded exhibit materials.
Exhibits may NOT be disturbed, dismantled, or removed
before 3:30 p.m., March 19, 2009. All exhibit material
must be dismantled and packed by Midnight , Thursday, March 19,2009. Anyone
needing more time to dismantle their exhibit booth should contact The
Camino Real Hotel. If Display Services, Inc. is to ship materials,
shipping arrangements must be made by the Exhibitor with Display Services,
Inc. in advance.
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EXHIBITOR REGISTRATION
Each table top rental fee includes two (2) conference registrations
only. Fees for meals, evening events, pre and post conference
activities are not included, but may be purchased separately. Each
Exhibitor and Exhibitor representative must register separately for the
conference. Additional representatives, after 2, must pay normal
registration fees and are strongly encouraged to pre register before February
6, 2009, to take advantage of early registration discounts.
Registration packets will be ready for pickup at the TAM Registration
Desk on March 17, 2009.
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PAYMENT
TAM business members will receive a discount in accordance with
their level of membership. No discounts will be made for multiple booths
rented. Each Table Top booth is $425. Complete payment
by check or credit card is due with the Application
for Exhibit Space. Make checks payable to Texas Association
of Museums.
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CANCELLATION AND REFUNDS
Cancellations must be received in writing.
Refunds will be made as follows:
Cancellations received by February 6, 2009--
85% refund
Cancellations received after February 6,
2009 -- No refund
In the event of cancellation of the Exhibit Hall due to fire, strikes,
government actions (including but not limited to actions related to domestic
terrorism or war), or other causes beyond TAM's control, TAM shall not
be held liable for failure to hold the Annual Meeting and Exhibit Hall,
and will determine the amount of exhibit fees to be refunded.
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CONTRACTOR
The official, exclusive Exhibit Hall Service Contractor is:
Display Services, Inc.
821 N Raynor St
El Paso, TX 79903
(915)562-7469 Office
(915)562-7471 Fax
Rick Marquez -- e-mail: dsi@elp.rr.com
For questions or additional information, contact Display Services,
Inc.. About a month prior to the Annual Meeting, Display Services,
Inc. will send to each Exhibitor an order
form for separate and additional booth furniture rental ( extra tables
or a different table), additional drayage, shipping instructions, booth
cleaning, etc.
Items included in the booth space rental fee will be placed in all booths
automatically. All other equipment and/or services must be ordered and
paid for by the Exhibitor. Negotiations about these items should be between
the Exhibitor and Display Services, Inc.
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