Exhibitor Rental Space Agreement: Rules & Regulations

Please note: The evening of Wednesday, February 29 has been designated as an “open evening.” We have left this time open for vendor/customer networking. The evening of Thursday, March 1 has been designated as our Banquet. We respectfully request that you refrain from activies that would conflict with this special event. Please feel free to join us!

Critical Registration Information:

Registration for all Exhibitors and Non-exhibiting Sponsors will be online only this year. You may register for your booth and/or sponsorship online and then register your complimentary attendees at a later date. You will also register all of your additional attendees online using the same process to receive the discounted rates ($600 full conference/$375 daily). These rates will be available to you during the entire registration process as a courtesy to you as exhibitors/sponsors for all of your additional attendees over and above your complimentary registrations.

Please note: You must have all of your attendees registered by February 1, 2012, for your attendees to be included in the commercial attendee/sponsor list that will be given to all attendees on-site at the conference.

Exhibits may be installed during the following period: Wednesday, February 29 7:00 a.m. to 12:00 p.m.
Teardown of exhibits must begin at the following time: Thursday, March 1 3:45 pm
Please see the attached information sheet marked “Sponsorship Opportunities” for fees. All Diamond, Platinum, Gold and Silver exhibitors will have a booth area (8’ x 10’) with a skirted table, identification sign, chair, and wastebasket (Diamond = double booth; Bronze = tabletop display). The fees include a select number of persons in your booth depending on sponsorship level; each additional person will be charged at the regular commercial rate.
An exhibitor kit containing more information on ordering additional items, electrical, drayage, etc. will be sent upon receipt of your registration and approximately two months prior to conference.
All exhibitors should check in at the registration area upon arrival at the conference for a badge and conference information packet. Please register all persons in your booth so that a badge can be made in advance.
Full payment must accompany this application. The cut off date for registration is December 31, 2011. Any cancellations must be made in writing and received by January 7, 2012. There will be no refunds after that date. Payment must be received by February 28, 2012 or a $100 processing fee will be added.
Space will be assigned first in consideration of sponsorship level, then by date that the registration is received. Efforts will be made to limit placing competing firms in same proximity.
The general rule on the exhibit floor: Be a Good Neighbor. No exhibit should be set up so its arrangement or manner of presentation will obstruct or interfere with the general view or rights of any other display.
If you will be giving away any prizes by drawings from cards that you have collected at your booth, CSMFO will not be responsible for prizes not picked up by the end of the conference. You will be responsible for mailing to the recipient.
Exhibitors are invited to all events of the conference. Tickets for these events will be included in your exhibitor packet upon registration. We encourage you to join us at our luncheons and general sessions. This is a great opportunity to continue networking with your current and potential customers.
The Exhibitor agrees to protect, save and hold CSMFO harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the Exhibitor or those holding under the Exhibitor as well as to strictly comply with the applicable terms and conditions contained in the agreement between the conference host facilities and CSMFO regarding the exhibition premises; and further, Exhibitor shall at all times protect, indemnify, save and hold harmless CSMFO against and from any and all losses, costs (including attorney fees), damages, liability, or expense arising from or out of or by reason of any accident or bodily injury or other occurrence to any person or person, including the Exhibitor, its agents, employees and business invitees, which arises from or out of or by reason of said Exhibitor’s occupancy and the use of the Exhibition premises or part thereof.
CSMFO (and its conference host facilities) cannot assume responsibility for the safety of the property of the Exhibitor, its officers, agents or employees from theft, damage by fire, accident or other causes, but will use all reasonable care to protect them against such loss. In all cases, occupants wishing to insure their property must do so at their own expense. It is especially recommended that all occupants have representatives in attendance at all times when the exhibits are open and when exhibits are being set up or dismantled, to protect against loss. CSMFO (and its conference host facilities) cannot be responsible for any item left unattended or left in the Exhibit Hall during the times the exhibits are closed.
CSMFO shall not be held responsible for any loss, damage, or delay due to strikes, lockouts, Acts of God, governmental restrictions, enemy action, civil commotion, unavoidable casualty or other causes similar or dissimilar, beyond the control of CSMFO.

All questions regarding registration and rules should be directed to Janet Salvetti, CSMFO Conference Coordinator at Janet.Salvetti@staff.csmfo.org or 209-470-5802.