SAFETECH 2016 - Safe and Vault Technicians Association
Contents
1. Location HOST HOTEL Hilton Lexington Downtown 369 West Vine Street Lexington KY 40507 859 231 9000 Single Double 109 EXHIBIT SPACE RATE Associate members per sq ft 7 50 Non member per sq ft 11 50 Corner charge 50 00 BOOTH KIT NOT INCLUDED DEPOSIT INFO A 50 deposit amp is required to hold your booth space with application The balance of your space must be paid by November 12 2015 All contracts received after November 12 2015 must be paid in full Deposits are non refundable and all cancellations must be submitted in writing in order to be valid SAVTA Associate Membership JOIN TODAY www Savta org Ask us for an Application TRADE SHOW HOURS Saturday May 21 10 am 4pm INSTALLATION DATES Friday May 20 12 5 pm DISMANTLE DATE Saturday May 21 4 8 pm SAFE amp VAULT TECHNICIANS ASSOCIATION 3500 Easy Street Dallas TX 75247 Phone 214 819 9771 ext 240 Fax 214 819 9736 E mail kathryn aloa org Questions Contact CONVENTION amp MEETINGS MANAGER Kathryn Beard Phone 214 819 9771 ext 240 E mail kathryn aloa org Or Karen Lyons Conventions Asst Phone 214 819 9771 ext 218 Email karen aloa org INSTRUCTIONS Type or print this application Complete all sections Should you need a copy make a copy for your files Sign and return the application with a 50 deposit check made payable to SAVTA Please provide the following information exactly as you wish it to2. SAFE amp VAULT TECHNICIANS ASSOCIATION 3500 Easy Street Dallas Texas 75247 Phone 214 819 9771 Fax 214 819 9736
3. appear in all SAVTA official publications Company Name Company Street Address Company City State Zip Country Company Phone No Company Fax No Company Web Address The KEY CONTACT PERSON listed below will serve as your primary exhibitor contact and will receive the Exhibitor Updates by e mail and the Exhibitor Service Manual Please list key contact information below Key Contact Person Key Contact Person E Mail Address Key Contact Person Phone Number Key Contact Person Fax Number 1 Exhibit Space Rental Are you a SAVTA Associate Member Yes No Please Note 2016 Associate Member Dues must be paid to receive discounted rate Exhibit space rental for the SAFETECH 2016 Trade Show is Minimum 10 ft x 10 ft or 100 square feet Booth includes space rental standard draping company identification sign Booth does not include carpeting tables chairs or wastebaskets SAVTA Associate Members 7 50 USD per square foot Non Members 11 50 USD per square foot Exposed Corner 50 00 USD per corner Payment Procedure Booth fees are payable by check or credit card Applications will not be processed nor space assigned without submitting the completed application and a 50 deposit U S funds The balance is due November 12 2015 Applications after this date must include full payment Total Amount Due Booth Size Rate Amount 7 50 11 50 X Number of Corners Corner Charge Amount 50 00 Total Preferred
4. number of pieces to be stored No boards will be accepted for storage unless they are securely tied in bundles and tagged Fire regulations require that wrapping materials such as paper excelsior etc must be completely enclosed within the packing boxes Materials violating these regulations will be considered refuse and will be discarded at exhibitor s cost and without liability to SAVTA 12 CHILDREN Children 15 years of age and under must be accompanied by a parent or guardian to be permitted on the exhibit floor No children 15 years of age and under are allowed in the exhibit hall during set up or dismantling The rule applies to exhibitors as well as attendees 13 LIABILITY AND SECURITY Neither SAVTA its officers directors agents and members the management of the exhibit nor the owners of the exhibit facility their agents servants contractors or employees are or shall be liable for injuries to any persons or for damage to property owned or controlled by the exhibitor unless caused by or resulting from the negligence of SAVTA the management of the exhibit or owners of the exhibit facility or the gross negligence or willful misconduct of their respective agents servants and employees as the case maybe Exhibitors shall indemnify and hold harmless the SAVTA its officers directors agents and members and the facility from and against any and all liability of whatever kind or nature arising out of or resulting from exhibitor s part
5. Booth Location 2016 SAFETECH Convention Classes May 16 20 Tradeshow May 21 2016 Hilton Lexington Downtown Lexington KY EXHIBIT SPACE APPLICATION 2 Cancellation and Refund Policy All cancellations must be submitted in writing in order to be valid Deposits are non refundable Cancellation of booth space after November 12 2015 will incur 100 of booth rental fee 3 Specific Location Request We do NOT want to be next to or across the aisle from 4 Type of Products or Services to be Exhibited Are you a Manufacturer Distributor Service Other 5 Form of Payment Check The enclosed check is in the amount of USD Please charge my exhibit fee of USD to my credit card Visa Mastercard AMEX Discover Credit Card No Card Expiration Date mm yr Print Cardholder s name as it appears on card Fax this application with credit card payment to 214 819 9736 Mail this application with check payment to SAVTA 3500 Easy St Dallas TX 75247 We agree to abide by all rules and regulations governing the exposition as printed on the reverse side hereof and which are a part of this Application Acceptance of this application by Show Management constitutes a contract Print Name Authorized Signature this line must be signed for acceptance of contract Date Questions Contact Convention amp Meetings Manager Kathryn Beard at 214 819 9771 ext 240 or email kathryn aloa org FOR OFFICE USE ONLY Booth Ass
6. Exhibitor shall not in any manner indicate that an SAVTA endorsement or approval of exhibitor s product or service has been given by SAVTA merely because SAVTA approved such product or service or advertising material displayed or disseminated at the exhibit SAVTA reserves the right to prohibit or require the removal of any display or exhibit or any part of an exhibit which it deems unsuitable or not in keeping with the character of the Trade Show 6 BOOTH CONSTRUCTION AND ARRANGEMENT Exhibitor shall not perform any alteration including but not limited to any repair painting staining and drilling to any portion of the facility or the exhibit booths without the prior written consent of the facility and SAVTA All work involved in installing and dismantling exhibits and displays will be governed by local union regulations SAVTA will provide and arrange for the installation of uniform draped backgrounds to a height of eight feet above the floor draped side rails which will be three feet high and a two line sign with the exhibitor s name city and state Each exhibit must be confined to the space limits indicated on the floor plan No part of any standard booth may be over eight feet high All exceptions to the standard rule must receive permission from the SAVTA Show Management in writing NOTE Displays in island booths may exceed twelve feet high with approval of Show Management Please refer to the booth construction and design specificatio
7. TSIDE OF SAVTA EXHIBIT JURISDICTION No exhibit eligible for this show will be permitted in a hotel room or outside of the regular jurisdiction of the SAVTA Show Management All exhibitors are prohibited from distributing any materials from outside of their specific display area 3 SPACE ALLOCATION SAVTA shall use its best efforts to locate Exhibitor s booth in one of the locations designated by Exhibitor on the Exhibit Space Application Contract Notwithstanding the foregoing SAVTA reserves the right to change the location of any booth at any time as SAVTA at its sole discretion deems necessary or appropriate No such change of location shall be effective until accepted by Exhibitor If Exhibitor does not accept the new location of its space it may at its option terminate the contract and notwithstanding anything in Paragraph 1 of these Rules and Regulations to the contrary Exhibitor will receive a full refund from SAVTA 4 SUBLETTING SPACE Exhibitors may not assign sublet or apportion to others all or part of their space and may not advertise or display goods or services other than those manufactured or sold by them in the regular course of business However an exhibitor may use outside equipment or products to enhance his own presentation without giving credit to the manufacturer 5 DISPLAY Exhibitor shall not exhibit any products or services other than those described in its Application Contract or approved in writing by SAVTA
8. cupied by an exhibit must be left in the same condition as itwas before set up SAVTA shall charge exhibitor for additional clean up charges SAVTA incurs resulting from exhibitor s failure to properly clean his exhibit space at the completion of the Trade Show 10 CONTRACTOR SERVICES About 60 days before the show opens SAVTA will send each exhibitor an exhibitor service kit Installation hours will be listed in the service kit This kit will contain all forms for ordering necessary services SAVTA will designate contractors to provide all show services other than supervision of booth installation and dismantling The exhibitor shall provide only the material and equipment owned and to be used in the exhibit space Contractors will provide all other items An exception will be made only when the exhibitor has received SAVTA s written approval therefore at least 45 days before the show opens No third party or agent requests will be granted An exception will be granted only if it will not interfere with or prejudice the orderly installation interim services or dismantling of the exhibition An exception will be denied if it interferes with commitments SAVTA has made in any contract with service contractors or in its agreement with the leaser of the exhibition space For electrical plumbing telephone drayage and rigging services no exception will be made All employees of agents representing the exhibitor must be identified by an official SAVTA ba
9. dge All persons performing services directly for an exhibitor other than the exhibitors employees must maintain liability insurance in the amount of not less than 1 000 000 per occurrence with SAVTA named as an additional insured and such persons must provide SAVTA with certificates of insurance at least 30 days before the show opens or SAVTA may revoke any exception made The official drayage contractor will have complete control of all dock and loading facilities The contractor will receive all direct and advance shipments and van loads handle all freight and provide all rigging labor and equipment All services not ordered in advance must be procured through the Exhibitor Service Desk on the exhibit floor IF THIS RULE IS VIOLATED SAVTA MAY REMOVE THE EXHIBITOR AND ANY UNAUTHORIZED CONTRACTOR FROM THE SHOW The exhibitor waives any right to service or to written notice of SAVTA intentions to close an exhibit SAVTA assumes no liability for any work performed by any contractor and exhibitor shall look solely to such contractor in the event of any injury or damage resulting from the work performed by such contractor 11 STORING CRATES AND BOXES The official drayage contractor will handle and provide storage spaces for crates and boxes during the exhibition and will return properly marked materials after the show is over The contractor will supply tags to be attached to each piece stored Small boxes should be nested in larger ones to reduce the
10. icipation in the Trade Show General overall guard service will be provided by SAVTA for the exhibition period but SAVTA and the guard service will not be responsible for any loss or damage Each exhibitor must make provisions for the safeguarding of goods materials equipment and displays at all imes Each exhibitor should secure insurance at his own cost and expense Nothing should be posted on tacked nailed or screwed or otherwise attached to columns walls floors or other parts of the building or furniture Whatever is necessary to properly protect the building equipment or fumiture will be at the expense of the exhibitors Exhibitors are liable for any damage they cause to the exhibit hall property No lighter than air balloons are allowed 14 BADGES AND EXHIBIT PERSONNEL Each exhibitor shall receive five 5 nontransferable identification badges per 10 X 10 booth All representatives who work in the booth for exhibitor must be employees of the exhibitor Badges deformed or mutilated in any way shape or form will not be acceptable No transfer of badges is allowed Individuals who do not have badges will not be admitted into the exhibit area Badges are not to be defaced by inserting business cards False certification of any individual as an exhibitor s representative misuse of exhibitor s badges or any other method or device used to assist unauthorized personnel to gain admittance to the exhibit floor will be a cause for expelling the e
11. igned Booth Dimensions Date Deposit Received Date Balance Received SAFETECH 2016 RULES amp REGULATIONS The rules and regulations set forth below are a binding part of your contract with the Safe amp Vault Technicians Association SAVTA We request that you review these rules and regulations thoroughly to help ensure that you make the most of SAVTA s Trade Show All matters regarding these rules and regulations and exhibitors compliance therewith shall be le SAVTA at its sole and absolute discretion 1 PAYMENT AND CANCELLATION All booth reservations made before November 12 2015 must be accompanied by 50 deposit and signed contract and full payment must be made by November 12 2015 Any space not paid in full by November 12 2015 will be cancelled and resold Booth reservations made on or after November 12 must be accompanied by full payment and a signed contract Applications will not be processed nor exhibit space assigned until exhibitor submits the appropriate payment by the dates set forth above Incomplete applications will not be processed Deposits are nonrefundable Cancellation of booth space after November 12 2015 will incur 100 of booth rental fee All cancellations must be submitted in writing in order to be valid No Exhibitor will be permitted to bring any equipment or display material on the exhibit floor without prior full payment on their booth or any other delinquent account with SAVTA 2 NO EXHIBITS OU
12. istribute the stick on Sideshow tactics or other undignified displays are prohibited SAVTA at its sole discretion shall have the right to prohibit the distribution of samples or handouts that it deems inappropriate or objectionable Prizes awards drawings raffles lotteries or contests of any kind are permitted only with the prior written approval of SAVTA Show Management Distribution of small novelty items e g luggage tags pencils pocket calendars shall not be permitted without the prior written approval of SAVTA Press conferences by exhibitors on the exhibit floor during exhibit hours are prohibited Distribution of refreshments or food will not be permitted without prior written approval by the official catering service 19 SOCIAL FUNCTIONS Exhibitors may conduct social functions in public areas of hotels provided such functions are held at such times and places as not to interfere or conflict with SAVTA s scheduled activities and provided further that exhibitor receives the written approval of SAVTA prior to conducting such functions All functions must be scheduled through the SAVTA Show Management Notwithstanding the foregoing under no circumstances will social functions of any kind be allowed in the hotel or any other location during meeting or exhibit hours 20 AMERICANS WITH DISABILITIES ACT Exhibitor agrees to comply with all applicable provisions of the Americans With Disabilities Act ADA and shall indemnify SAVTA it
13. make amendments thereto and to make such further rules and regulations as shall be necessary for the orderly conduct of the conventions and exposition Any company violating any of the rules and regulations will forfeit its right to exhibit in subsequent years ELIGIBILITY The Safe amp Vault Technicians Association as the Show Management reserves the right to determine the eligibility of any company or product for inclusion in the Exhibition All decisions of SAVTA are final Exhibitor agrees to comply with all subsequent rules and regulations adopted by SAVTA In addition to other remedies available to SAVTA if exhibitor violates these Rules and Regulations SAVTA may at its option require exhibitor to forfeit his right to occupy exhibit space vacate exhibit space or forfeit all monies paid to SAVTA Date Authorized Signature This line must be signed for acceptance of contract Name Title CREDIT CARD AUTHORIZATION FORM COMPANY NAME If paying by credit card please complete this form and fax with the signed 2016 SAFETECH Convention Exhibit Soace Application to 214 819 9736 SAVTA accepts Visa MasterCard or American Express AMOUNT ACCOUNT Visa or MasterCard American Express Discover BBN 58 aa a V CODE SSSSL_LL_lSSSE_ _ Where to find 3 Digit Card Verification Number sta Card ioka isis EXPIRATION DATE NAME AS SHOWN ON CARD SIGNATURE BILLING ADDRESS OF CREDIT CARD EMAIL RECEIPT TO
14. ns The SAVTA Show Management s ruling in such matters is final 7 EXHIBIT SPACE Exhibit space is priced at 7 50 square foot for Associate Members Associate member dues must be paid by December 31 2015 and 11 50 square foot for non members Each exposed corner is priced at 50 00 Exhibit space rates include space rental for the duration of the exhibition standard draping company identification signs five complimentary exhibitor registration badges per 100 sq ft 8 REMOVING EXHIBITS All exhibits must remain fully operational until the closing hour of the final day of the exhibition For one hour after closing exhibitors may pack table items but should not interfere with the removal of aisle carpet and return of empty crates Each exhibitor will complete arrangements for removing his material in accordance with the information provided in the service kit These arrangements can be made at the Exhibitor Service Desk If exhibitor fails to timely remove his materials from the exhibit area exhibitor shall indemnify hold harmless and defend SAVTA from and against any and all fees costs or expenses SAVTA must pay as a result of such late removal SAVTA shall not be responsible for materials left after the Trade Show closes Any property remaining in the exhibit area after one hour following the cessation of the Trade Show may be disposed of or stored or shipped at exhibitors sole cost as SAVTA or the facility deems appropriate All space oc
15. s officers directors members and agents from and against any loss damage claim liability and expense including reasonable attorneys fees resulting from or arising out of exhibitor s failure to comply with the provisions of ADA 21 MUSIC Exhibitors shall not play any music during the Trade Show and shall indemnify SAVTA it s officers directors members and agents from and against any loss damage claim liability and expense including reasonable attorneys fees resulting from or arising out of exhibitor s playing of music during the Trade Show 22 TAXES Exhibitor shall comply with all applicable federal state and local tax requirements 23 EXHIBITOR INFORMATION SAVTA may use the information supplied by an exhibitor on exhibitors Application Contract as part of SAVTA s marketing advertising and other informational materials BREACH In the event the Exhibitor shall fail in any respect to comply with the terms of the Application Contract or these Rules and Regulations the Association shall have the right without notice to the Exhibitor to sell or offer for sale the space hereby leased and the Exhibitor shall be liable for any deficiency loss or damage suffered by the Association by reason thereof which loss deficiency or damage the Exhibitor agrees to pay the Association upon demand The Associated Locksmiths of America shall have sole authority to interpret and enforce all rules and regulations contained herein to
16. xhibitor s representatives from the exhibition hall or removing exhibitor s exhibit from the floor or both without SAVTA being obligated to provide exhibitor a refund Exhibitor shall use reasonable efforts to cause each person employed by exhibitor in connection with the exhibit to at all times maintain a neat clean appearance and behave in a polite and professional manner 15 REGISTRATION OF ATTENDEES SAVTA Show Management shall have sole control over admission policies at all times All persons visiting the convention session rooms and the exhibit area as well as exhibitor personnel shall be required to register and wear an appropriate badge while in attendance 16 DIRECT SALES Cash and carry sales are allowed within the exhibit areas 17 SPECIAL VISUAL AND SOUND EFFECTS Audio visual and other sound effects will be permitted only where and when they do not interfere with the activities of neighboring exhibitors Demonstration of operational equipment also may not create objectionable noise levels Public address or amplifying devices which project beyond exhibitor s space are prohibited 18 IRREGULAR ACTIVITIES Each exhibitor s activities must be confined to the booth space No noise makers of any kind will be permitted All exhibitors distributing stick ons for attendees badges may not obstruct the attendee s name or affiliation on his or her badge If complaints arise the offender will be denied the right to d
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