Exhibit Guidelines

EXHIBIT GUIDELINES

EXHIBITOR

CHECK-IN  

Wednesday, November 5th, 4:30pm-5:30pm & 7:30pm - 8:30pm @ Embassy  Suites

Thursday, November 6th, 7:30am - 8:30am at Von Braun Center @ South Hall entry

EXHIBIT LOCATION: Von Braun Center South Hall Pre-function area

EXHBIT SET UP:  Thursday November 6th 7:30am – 9:15am, Friday November 7th 7:30am – 9:15am

EXHIBIT SCHEDULE

Thursday, November 6, 9:15am – 4:30 pm

Friday, November 7th, 9:15am – 1:30 pm

Exhibitors are welcome begin earlier on November 6th & 7th and stay later, but must be dismantled by 6pm on Friday, November 7th

ELECTRICITY - If you paid to have electricity, please be sure to bring all necessary extension cords!

DISMANATLING OF EXHIBITS:

·         Exhibits may be dismantled on Friday, November 7th, after 1:30 pm and removed before 6pm.

·         All equipment, crates, and other materials must be removed. Trash must be bagged and/or put into garbage cans.

Exhibitors themselves may take charge of activities that do not require hotel staff labor, such as handling, placing, setting out, and dismantling of exhibit merchandise.

EXHIBIT POLICY

Any merchandise for sale at the conference must be available for purchase/order by all conference attendees. GITWL reserves the right to refuse use of space to any exhibitor whose product or program, in the sole opinion of GITWL, is not in keeping with the general character of the conference. GITWL reserves the right to require any exhibitor to remove any exhibit or any part thereof, which, in the sole judgment of GITWL, is misleading, deceptive, in poor taste, or not in keeping with the general character of the conference.

ACTIVITY OUTSIDE OF THE EXHIBIT HALL: No exhibit displays are allowed outside of the exhibit hall. Any vendor event not held in the exhibit hall must take place outside of designated exhibit hall hours. This includes training, social and hospitality events, focus groups and market research. Activities may not be in conflict with scheduled GITWL events including showcase and concurrent sessions.

EXHIBITOR STAFF: At least one attendant should staff each exhibit space during all public Exhibit Hall hours. For proper identification of exhibitor personnel, a badge will be issued for each representative listed on this application and agreement form. GITWL reserves the right to limit the quantity of badges issued and to recall badges used by unauthorized persons.

SECURITY: GITWL has arranged Security for to be onsite all day Thursday, Thursday night, and Friday in an effort to ensure the safety and security of all vendor exhibits and auction items. 

ADVANCE SHIPMENT OF EXHBITS:  Due to limitations in secured storage space, Embassy Suites will only accept boxes and packages as follows:

Items for exhibit may be sent for arrival a maximum of 48 hours prior to your arrival date. All items must be marked with the company name and responsible party’s name,  Group Name (GITWL), plus “Hold for Arrival Date of (Insert your date of arrival).

HANDLING FEES

All package handling fees are the responsibility of the exhibitor. Fees may be charged to your room or paid by credit card or cash.

Boxes up to 36” x 24” x 24”  $10 per box

Larger boxes/display cases    $20.00 per box

Pallets                                  $50.00 per box

Additional labor charges may be incurred depending on the size of the shipment, at the discretion of the Hotel.   Neither Hotel nor GITWL will be responsible for any shipping charges, damages or loss to any packages or boxes.

A sample label is shown below:

SAMPLE SHIPPING LABEL

HOLD for (Company/Client Name)

Getting In Touch With Literacy Conference

Hold for Arrival on November 29, 2023

PACKAGE #___ of ___

c/o Embassy Suites

800 Monroe St. SW

Huntsville, AL  35801

RETURN SHIPMENTS

Exhibitors are responsible for making arrangements to ship their materials out of the hotel as needed.

LIABILITY: Exhibitor agrees that neither he/she nor his/her employees shall efface, mar, or otherwise damage the exhibit premises. Nothing shall be pasted on, tacked, nailed, screwed, or otherwise attached or adhered to columns, walls, or furniture. The exhibitor assumes entire responsibility and liability for losses, damages, and claims arising out of the exhibitor’s and his/her representatives’ actions on the hotel premises.

The exhibitor hereby agrees to protect, indemnify, defend, save and hold harmless GITWL, Embassy Suites and the Von Braun Center and hold their employees, management company, owner(s), respective agents, and servants harmless against all claims, losses, and damages to persons or property, governmental charges or fines, and attorney’s fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy, or use of the exhibition premises or part thereof, excluding any such liability caused by the sole negligence of the hotel, its employees and agents. Exhibitors must comply with all local fire and safety regulations and must exercise all care to avoid hazardous condition of any kind in the display area.

GITWL 2025 EXHIBIT RIGHTS: GITWL reserves the right to arrange and rearrange the floor plan or relocate space assignments for the betterment of the combined exhibitors and/or because of extenuating circumstances.

INSURANCE: All exhibitors have the sole responsibility for providing insurance coverage at their own expense for business loss/interruption, property loss and/or damage, and liability for personal injury and/or exhibitor’s property.

CANCELLATION OF CONFERENCE: Should the GITWL Biennial Conference be prevented or postponed by any such event or emergency as an act of God, declaration of war by the President, destruction of exhibit premises, strikes, public disturbance, or the like, the exhibitor expressly agrees that GITWL may retain as much of the monies paid for rental of exhibit space as may be necessary to cover expenses incurred up to the time of emergency or disruptive event.

REFUND AND CANCELLATION POLICY: Notice of cancellation must be made in writing to GITWL Exhibits Chair. GITWL will retain 50% of the cost of the booth rental for cancellations up to fourteen (14) days prior to the conference. All cancellations after that point will result in loss of the full cost.

VIOLATIONS/INFRACTIONS OF THE RULES AND REGULATIONS: Any exhibitor, or his/her employee’s/agent’s violation or infractions of any of the rules and regulations stipulated in this agreement shall annul the exhibitor’s right to occupy exhibit space, and such exhibitor will forfeit the monies that have been paid to use such space.