Rules & Regulations

Exhibitor Service Kit Menu

Turbomachinery Laboratory Rules & Regulations for Exhibiting

Management
The term "management" as used herein shall be construed to mean the show management, its officers, committees, employees, or agents acting for it in the management of the exposition.

Exhibit Purpose
Symposium bylaws state that exhibits of services or equipment of interest to rotating users may be presented. Exhibits shall be tasteful and consistent with vendor etiquette guidelines and the Texas A&M University System's policies of non-discrimination based on race, religion, or sex. The Turbomachinery Laboratory has the right to refuse any company participation if the exhibit does not appear to meet the standards set forth.

Eligibility
Management has the sole right to determine the eligibility of any company or product for inclusion in the exposition. The Turbomachinery Laboratory (TL) reserves the right to admit and reject from the site of the symposium, or any other leased by TL for the event, any person, exhibit, or thing, that is not, in its opinion, in keeping within the character and purposes of the event, and the exhibitor, his employees or agents hereby waives any right and claims for damages against TL and any entity associated with TL.

Booth Allocation
Booths are allocated at scheduled selection sessions and thereafter all assignments are made at the discretion of TL. TL reserves the right to rearrange the floor plan and/or relocate any exhibit at any time prior or during the event. Where feasible, the changes will be discussed with the exhibitor in advance.

Subletting of Space
No exhibitor shall exhibit, or permit in the space allotted to him any goods other than those of its company as specified in the application when signed by the exhibitor and accepted by TL.

No sign or courtesy card is to be displayed for any equipment for demonstration purposes unless the supplier of such equipment is also an exhibitor in the symposium. Subletting of space by exhibitor is prohibited.

Exhibitor's Space
Each exhibitor shall care for, clean, and keep in good order space occupied by him. Each exhibitor is responsible for cleaning his own booth. TL will clean aisles once each day, and the exhibitor is not to put anything in the aisles during that time. Each exhibitor is expected to keep an attendant in his display during the open hours of the exposition.

Exhibitor must surrender space occupied by him in the same condition as it was at the commencement of occupation. If the space occupied or equipment furnished to the exhibitor is damaged by exhibitor, his agent or employees, he shall, on demand, pay whatever sum is necessary to restore space or equipment to the same condition as it was at the commencement of occupation.

In the event of damaged property, TL reserves the right to designate the contractor for repair. No attachment shall be made to any part of the building or any of the furnishings and fixtures without prior written approval, during or after the event. All materials and installations must comply with the requirements of all inspections and all inspection authorities having jurisdiction.

Operating Restrictions
All exhibitor activities must be within his assigned space. Placing or distributing publications or other material outside an exhibitor's space is not permitted. Signs and posters must be confined within the booth area and may not be posted on columns or pillars outside any exhibit, nor placed in the aisles.

Any promotions, including all refreshments, are confined to the actual ten by ten foot booth and must not project into the aisles or traffic areas.

All aisles and exits must be kept clear, clean, and free from obstructions to comply with fire regulations. No displays or exhibits outside the exhibit area will be allowed.

Obstruction of Aisles or Booths
Any demonstration or activity that results in excessive obstruction of aisles or prevents ready access to nearby exhibitor's booth shall be suspended for any periods specified by management.

Booth Specifications
All booths are ten feet deep by ten feet wide (10'x10') unless otherwise indicated.

A standard booth consists of side dividers, back drape, and identification sign. The back drape is eight feet high and the side dividers are three feet high. Back and sides are constructed of cloth draped over pipe supported on bases.

Corner booths, open to the aisle on the side, will have any unsightly equipment or backside of the booth display covered with decorator drape.

A standard 7" by 44" sign indicates company name and booth number.

Be sure to read the Space and Height Restrictions.

Booth Fees
The fee for each 10'x10' booth space is $2300 (US). This fee includes:

1. One ten by ten foot exhibit space set with eight-foot high back drape, three-foot high side dividers and standard identification as described above.
2. Two "Exhibitor" name badges with admission to all technical sessions (Tuesday, Wednesday, and Thursday) for holders of said badge
3. Lunch, served in the Exhibit Hall, on Tuesday and Wednesday
4. Dinner served at the Hilton, on Tuesday and Wednesday evening
5. Two copies of the Symposium Proceedings and Attendee List (one for each badge holder)
6. Exhibitor Service Kit - online only
7. General security service
8. Advertisement Flyers to send to your customers
9. Company Listing in the printed Show Guide
10. Company Listing on the Turbo Lab website

Booth Space & Height Restrictions

If you have any questions about the rules or your booth configuration, it is your responsibility to call for clarification. Rules will be strictly enforced.

CLICK TO VIEW THE ACCEPTABLE BOOTH DIAGRAM

Each exhibitor is entitled to a reasonable line of sight from the aisle, regardless of the size of the exhibit. Please note the following:

1. All display fixtures over four feet high and placed within 10 lineal feet of an adjoining exhibit must be confined to that area of the exhibitor's space which is within five feet of the back line. If your display is over 4 feet in height, it can only protrude 5 feet out from the back line of your booth. The exception would be an exhibitor with three or more in-line booths. A display in the front half of the booth could exceed 4 feet if it is 10 feet or more from a neighboring exhibitor's booth. In this case, the display would not block the sight line of an adjacent exhibitor.
2. Normal in-line booths have a height restriction of 8 feet in the rear half of the booth, 4 feet in the front half.
3. Booths located along the side perimeter walls will be allowed to extend to 12 feet in height in the rear half of the booth. (These are only the booths with even numbers in the 100 row and with odd numbers in the 1000 row.) They still must observe the 4 foot height limit in the forward five feet of the booth.
4. Exhibitors using canopies or false ceilings over their exhibit should confine them to the back half of the booth so as not to violate the above restrictions.
5. If your booth opens to a corner aisle, you may choose to remove the sidewall facing the aisle. In other words, you may choose to have 2 open sides to your booth. If you choose to open a corner booth to the aisle, carpet must be securely taped down to avoid safety hazards.
6. Any portion of an exhibit bordering another exhibitor's booth, or the end of a section of booths, must have the back side of that portion finished or draped (to compliment the exhibit or show colors) and must not carry identification signs or other copy that would detract from the adjoining exhibit - BACK MASKING.
7. Island booths (20' x 20' or larger and designated by a single booth number) may extend to 20 feet in height throughout the island, but in no case may the uppermost portion of the display exceed that height. No double decked booths will be allowed. Curtains or displays that might be construed as blocking the sight line of an adjacent neighbor must be submitted for review by the Turbomachinery Laboratory.
8. The top of a sign, hung from the ceiling, may not exceed this 24 foot limit on island booths. Non-island booths will not be permitted to have suspended signs nor banners hung above them.
9. Two booths back to back and surrounded by aisles do not comprise an island. Companies that purchased this configuration or that purchased an island plus additional booths should seek prior approval of their display plans.
10. The unpacking, erection, assembling, dismantling, and packing of displays and equipment may be done by full-time employees of an exhibiting company. These people will not need an authorized name badge before 11:00 a.m. Tuesday, nor after 12:00 noon Thursday.

Installing, Exhibiting, Dismantling
Hours and dates for installing exhibiting, and dismantling shall be those specified by management. Exhibitor shall be liable for all storage and handling charges resulting from failure to remove exhibit material from the exposition before the specified conclusion of the dismantling period set by management.

Noise and Odors
Sound from megaphones, loudspeakers, radios and television must be kept at such a low level that it is not objectionable to any other exhibitor.

Television may be used only when it is an integral part of the process, in operation on a closed circuit. Motion pictures may be in the booths but must be confined to products, processes, and applications.

Exhibitors may not use recorded music in their display unless they are the holders of the copyright or have obtained appropriate licenses.

Live music is prohibited without written permission by TL. In the event that permission is granted to the exhibitor to produce live music, exhibitor must be the holder of the copyright or have obtained appropriate licenses.

Exhibits producing foul odors are prohibited.

Management shall have the sole discretion in determining what is noisy, obstructive and objectionable.

Fire and Safety
Volatile or inflammable oils and gases, unprotected motion picture films, other explosive and flammable matter, or any substances prohibited by city ordinances or insurance authorities will not be permitted in the host facility. All flammable materials must be flame-proofed before being taken into the host facility to the point that they can withstand the tests of all inspection authorities in the event.

Exhibitor must protect machinery on working demonstrations so no injury will result to any person or property. Exhibitor operating machines using lubricating oils, acids, or another liquids must provide trays or pans to prevent dripping on the floor. Rotating equipment must be protected by transparent shields or screens.

Exhibitor assumes responsibility for compliance with the fire and safety regulations of all federal, state and municipal authorities with regard to the installation and maintenance of displays and equipment.

Safety Devices
The exhibitor assumes responsibility for compliance with the regulations of the State and City with regard to the installation and maintenance of safety devices on all equipment. All fire extinguishing equipment shall be maintained in plain sight -- unobstructed and accessible at any time.

Floor Loading
Under no circumstances may the weight of any equipment or exhibit material exceed the specified floor load limit of the exhibit hall. Exhibitor accepts full and sole responsibility for injury or damage to property or persons resulting from failure, knowingly or otherwise, to distribute the exhibit material and products in conformity with the maximum floor load specifications.

Damage to Property
Exhibitor is liable for any damage caused to building, floors, walls, columns, or to standard booth equipment, or to other exhibitors's property. Exhibitor may not apply paint, lacquer, adhesive, or other coating to building columns, floors, or walls, or to standard booth equipment.

Cancellation of Booth Space
In order to give exhibitors on the waiting list a fair opportunity to participate, strict deadlines will be enforced. Payment in full is due May 14, 2008. Failure to meet deadlines can result in forfeiture of booth space.

It is the Turbomachinery Laboratory's policy that BEFORE June 9, 2008, a 50% refund will be granted. Refund requests must be made in writing.

After June 9, 2008, no refunds will be granted.

Occupancy Default
Any exhibitor failing to occupy space contracted for shall not be relieved of the obligation of paying the full rental charge for such space. If not occupied by the time set for completion of the installation of the displays, such space may be taken by management and reallocated or re-assigned for such purposes or use the management may see fit.

Cancellation or Change of Symposium Location
In the event that the premises in which the symposium is conducted should become unfit for occupancy or substantially interfered with by reason of any cause or causes not reasonably within the control of management or its agents, the symposium may be canceled or moved to another appropriate location, at the sole discretion of management.

Management shall not be responsible for delays, damage, loss, increased costs, or other unfavorable conditions arising by virtue of causes not reasonably within the control of management.

Causes for such action shall include, but not be limited to: fire, casualty, flood, epidemic, earthquake, explosion, accident, blockage, embargo, inclement weather, governmental restraints, act of public enemy, riot or civil disturbance, impairment or lack of adequate transportation, inability to secure sufficient labor, technical or other personnel, municipal, state, or federal laws, or acts of God.

Should management terminate this agreement pursuant of the provisions in this section, the exhibitor waives claims for damage arising therefrom. Refunds in the event of termination shall be made to exhibitors in the amount of original exhibit fees less prorated adjustment based on management's costs incurred from staging the symposium.

Agreement to Rules
Exhibitor, for himself or itself, his or its personnel, employees, agents or representatives, agrees to abide by the rules listed herein, and by any additional rules that may be put into effect by management.

Violations
Violations of any of these regulations on the part of the exhibitor, his employees, or agents, shall annul the right to occupy space and the exhibitor forfeits any fees already paid to TL. Upon violation of any of these regulations on the part of the exhibitor, his employees or agents, right is given to TL to terminate the right to occupy space at its options and TL may re-enter and take possession of the space occupied by exhibitor and remove all persons and goods at exhibitor's risk and exhibitor shall pay all such expenses and all damages which TL may incur, and forfeit all fees paid or due to TL. Exhibitor waives the service of written notice to reenter and terminate.

Amendment and Addition to Rules
Any matters not specifically covered by the rules herein shall be subject solely to the decision of management. Management may at any time amend or add further rules to these rules, and all amendments made shall be binding on exhibitor equally with the foregoing rules and regulations.

Waiver of Rights
Any rights of management under this contract shall not be deemed waived in any manner except as specifically waived in writing and signed by an authorized officer of management.

Limitation of Liability
Exhibitor agrees to make no claim for any reason whatsoever against management for loss, theft, damage, or destruction of goods; nor for any injury, including death, to himself, employees, agents, or representatives; nor for any damage of any nature, including damage to his business or failure to provide exhibit space; nor failure to hold the symposium as scheduled; nor for any action or omission of management.

The exhibitor is solely responsible for his own exhibit material and products, and should insure exhibit and products from loss or coverage from any cause whatsoever. It is understood all property of an exhibitor is in his care, custody, and control in transit to, or from, or within the confines of the exhibit hall. Management shall bear no responsibility for the safety of the exhibitor, its personnel, employees, agents, or representatives, or personal property.

In addition, exhibitor acknowledges that Texas A&M University, the State of Texas, site of symposium, and any hotels used do not maintain insurance covering exhibitor's property and that it is the sole responsibility of exhibitor to obtain business interruption and property damage covering such losses by exhibitor.

In addition, exhibitor shall obtain and keep in force during the term of installation, dismantle, and use of the exhibit premises, policies of Comprehensive General Liability Insurance insuring and specifically referring to liability set forth in the foregoing paragraph hereof, in an amount not less than $250,000 for each person and not less than $500,000 for each single occurrence for bodily injury or death and not less than $100,000 for each single occurrence for injury to or destruction of property.

A certificate of liability insurance will be forwarded to the Turbomachinery Laboratory by the designated time (January 9, 2009). Failure to comply will prohibit exhibitor from participating in any TL activities and symposiums.

Non-Official Service Contractors (NOSC) are also required to provide Comprehensive General Liability Insurance, as described above.

Hold Harmless
Exhibitor assures/assumes entire responsibility, hereby agrees to protect, indemnify, defend, and save Texas A&M University, the State of Texas, the George R. Brown Convention Center, and any of this convention's hotels, and their employees and agents harmless against all claims, losses or damages to persons or property, government charges or fines, and attorneys' fees arising out of or caused by exhibitor installation removal, maintenance, occupancy, or use of the exhibition premises or a part thereof, excluding any such liability caused by the negligence of Texas A&M University, the State of Texas, the George R. Brown Convention Center, and any of this convention's hotels, and their employees and agents.

Exhibitor agrees to indemnify management against and hold it harmless for all claims arising out of the acts of negligence of exhibitor, exhibitor's agents, employees, or representatives.