EXHIBITING RULES AND REGULATIONS
Please read the following information carefully. Your completion of an online application to sponsor conveys your acceptance of and willingness to abide by these provisions as outlined.
Application for Space
Exhibit spaces are 10 feet by 10 feet unless otherwise noted and all fees are presented in U.S. dollars. Applications for space are required to be filed via the online form STTI provides and will be invoiced in full upon receipt.
Payments may be made via check, money order (payable to STTI Foundation for Nursing), or credit card. Mail payments to: STTI Foundation for Nursing, 550 W. North St., Indianapolis, Indiana 46202.
Space is reserved on a first-come, first-served basis and with consideration for availability of requested area, amount of space requested, special needs, and compatibility of exhibitors. Only applications paid in full by the 14 August 2017 application deadline will be assigned space. Sigma Theta Tau International Honor Society of Nursing, Inc., reserves the right to decline any or all exhibitor applications at its sole discretion.
All application fees are presented in U.S. dollars and will be invoiced in full upon receipt. Written cancellations received on or before 30 April 2017 will be refunded at 100 percent and at 50 percent when received in writing on or before 14 August 2017. No refunds after 14 August 2017. STTI and its agents and employees will not be liable for exhibitors’ failure to exhibit. In the event it becomes necessary to cancel, relocate, and/or revise dates for the 2017 Biennial Convention for any reason, all exhibitor and/or sponsorship payment obligations contained in this agreement shall be applied toward the next biennial convention.
Complimentary Exhibitor Services
- One 6-foot draped table
- Two chairs
- Booth identification sign
- Aisle carpeting and daily maintenance
- Up to four exhibit hall-only booth staff badges, which include food and beverages served in hall
The official registration area will be open as noted on the convention schedule. All attendees are required to register. Each exhibitor will receive four complimentary exhibit hall-only booth staff badges. Additional booth staff badges may be purchased for US $100 each.
STTI will have sole control over admission of people into the Exhibit Hall. Everyone who visits the Exhibit Hall will be admitted according to the Exhibitor Information and Contract Provision as issued and amended by the authorized STTI representatives.
The exhibit hall-only staff badges do not allow entry and access to convention sessions or non-exhibit hall meal functions. Exhibitors who desire to attend educational sessions and acquire continuing education credits must register as an attendee.
Exhibit Hours & Staffing
Displays must remain in place and be staffed during all designated exhibit viewing times shown on the convention schedule. Failure to adhere to this rule may result in your application being rejected for participation in future shows.
Additional Exhibitor Services
An exhibitor kit containing literature and rates for all labor, services, additional furniture, and miscellaneous equipment will be provided to exhibitors by the official decorator and will be disseminated approximately three months prior to the show.
The exhibit area at the Indiana Convention Center will be available for installation of exhibits as noted on the convention schedule. Exhibits are required to be in position and ready for inspection one hour before the Exhibit Hall opening on Saturday, 28 October. Exhibits are to remain intact until the close of the show on Monday, 30 October.
The decorator will promptly deliver cases and packing boxes to all booths for exhibitors’ use in dismantling. Crates and shipping materials must be removed from the exhibit area by the close of the hall on Monday, 30 October. A fee will be assessed equal to costs incurred by STTI for booth materials left onsite.
The shipping address and further instructions will be included in the exhibitor kit provided by the decorator. Neither the Indiana Convention Center nor STTI is responsible for any shipments made directly to the Indiana Convention Center.
Security and Liability
Exhibitors are requested to make provision to safeguard goods from the time they are placed in the booth until they are removed. The Exhibit Hall will be secured from the general public while vacant. Neither STTI nor the Indiana Convention Center will be responsible for loss or damage due to any cause.
Space is leased with the understanding that the exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising from exhibitor’s activities on the Indiana Convention Center premises and will indemnify, defend, and hold harmless STTI, the Indiana Convention Center, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims that might ensue from any cause resulting from or connected with transportation, placement, removal, or display of exhibits except for any claims, loss, or damages arising directly from the Indiana Convention Center’s own negligence.
- Subletting of Space — Subletting or reassigning space is prohibited. Two or more firms may not exhibit in a single space unless special arrangements have been made with STTI.
- Installation — Exhibits should be installed so they will not project beyond the space allotted or obstruct the view of or interfere with other exhibits.
- Fire Safety — All structural works, such as extra shelving, standards, display racks, signs, spotlights, etc., are to be flame-proofed before being used to decorate any exhibit.
- Courtesy — The rights and privileges of exhibitors shall not be infringed upon by any other exhibitor. Interviews, demonstrations, distribution of literature, etc. are to be carried out inside the exhibitor’s booth. Canvassing outside the booth is not permitted.
- Advertising — Advertising materials or signs of exhibitors other than those who have engaged space are prohibited. Canvassing or soliciting business or conferences in the interest of business, except by exhibitors, is not permitted. The management will appreciate being informed of any infraction of this rule.
Audiovisuals — Multimedia presentations are to be arranged so that aisles are not blocked. Multimedia presentations with sound must be presented in a soundproof room or in so remote an area that the neighboring exhibitors are not disturbed.
- Music — Exhibitors’ use of music or other sound is not permitted to interfere with other exhibitors. License agreements for music protected by ASCAP, BMI, or other organizations are the sole responsibility of the exhibitor, and each exhibitor is required to indemnify and hold STTI harmless from any liability arising from use of music covered by these organizations.
- Conduct — STTI reserves the right to require modification of any exhibit that, in its opinion, is not in character with the convention. This regulation applies to display, literature, advertising, novelties, souvenirs, conduct of representatives, etc. Booths are to be attended at all times during exhibit hours by bona fide employees or representatives of the exhibitor. Unethical conduct or infraction of rules on the part of an exhibitor, its representatives, or both will subject the exhibitor, its representatives, or both to dismissal from the exhibit area. In this event, it is agreed that no refund shall be made by STTI, and no demand for redress will be made by the exhibitor or its representatives.
- Americans With Disabilities Act — Each exhibitor shall be responsible for compliance with the Americans With Disabilities Act within its booth and assigned exhibit space.