Terms and Conditions

1. APPLICATION AND ELIGIBILITY:
It is understood that the Icon Development Group, producers of the Texas Pageant Expo, (herein referred to as TPE) reserves the right to reject a request for booth space subject to prior commitments and the right to assign booths at its discretion.   TPE further reserves the right to decline and prohibit exhibits not approved by them. All aisle space in the Imperial Ballroom belongs to TPE.

2. EXHIBITOR IDENTIFICATION (BADGES):  
Included in the cost of the booth rental are up to four (4) exhibitor badges.  ALL EXHIBITORS MUST WEAR THEIR BADGES AT ALL TIMES.

3. EXPO HOURS/STAFFING OF BOOTHS:  
Exhibit booths must be staffed during Expo hours.  Exhibitor badges and event tickets are required for entrance into the Texas Pageant Expo.  Additional tickets may be purchased prior to the Expo or On-Site.
The tentative schedule for Expo is as follows:
- Attendee Hours - The Expo will be open to Attendees from 10am - 8pm on Saturday, January 9, 2010.
- Exhibitor Hours - Exhibitors will be able to set up at 7am on Saturday, January 9, 2010.   

4. LOCATION OF TRADE SHOW:  
Booths will be erected in the Imperial Ballroom at the Hyatt Regency Houston-Downtown.

5. INSTALLATION OF BOOTHS:  
Installation hours for Exhibitors are 7am - 9:45am on Saturday, January 9, 2010.  ALL EXHIBITS MUST BE SET UP BY 9:45 am.

6. FAILURE  TO OCCUPY:  
Any space not occupied by 12pm on Saturday January, 9, 2010 shall be forfeited by the Exhibitor and space may be resold, reassigned, or used by TPE or Exhibit staff, without refund, unless a request for delayed occupancy has received prior approval.

7. DISMANTLING OF EXHIBITS:  
No exhibitor may dismantle prior to the close of the show at 8pm on Saturday, January 9, 2010 without approval from TPE. Dismantling prior to the close of the show without approval will jeopardize your ability to contract space for the following year.

8. SCHEDULE CHANGES:  
TPE further reserves the right to alter the time to agree with changes in schedules.

9. BOOTHS AND FURNISHINGS, EQUIPMENT AND SERVICES:
A uniform style Exhibit Booth will be furnished consisting of draped material on aluminum framework with backdrop 8' high, side rails 3’ high, one skirted 6’ table with two chairs per booth,.  Exhibit displays must not project so as to obstruct the view of the adjacent booths.  Booths are 10’ wide and 10’ deep. Exhibitors, per booth purchased, will receive 4 Exhibitor admission passes

10. EXHIBITOR HANDLING MATERIALS:  
Exhibitors are welcome to transport and carry in their own materials without charge, providing delivery does not take place in advance of set-up date.  Exhibitors may use the hotels drayage and advanced shipment services for a fee. Such delivery shall be marked as follows:
Company Name
c/o Texas Pageant Expo
Hyatt Regency Houston-Downtown
1200 Louisiana Street, Houston, TX  77002


11.  ADDITIONAL EXHIBITOR SERVICES:  
All other available Expo services are outlined in the Booth Reservation Application.

12. CONTROLLING ACCESS DIMENSIONS:  
Door dimensions - 12’ wide and 8’ high (if individual exhibit pieces exceeds these dimensions, contact Hyatt Regency for information.)  Freight elevator -- 2,500 lbs

13. SHARED BOOTH SPACE:  
Exhibitors may only assign the contracted booth space under Option C: Shared Booth Reservation.  Shared Exhibitors must comply with all Terms and Conditions outlined by the TPE. Exhibitors may not permit the display, promotion, sales or marketing of non-Exhibitor products or services.

14. EXHIBITOR SOLICITATION:  
No Exhibitor advertising, personal solicitation or material distribution will be permitted to extend beyond the booth space reserved.  In addition only organizations renting booths may distribute literature, products, and services.  TPE reserves the right to remove or eliminate any objectionable exhibits, person(s), advertising, souvenirs, or any other feature of action which might harm or impair the high standards of the Texas Pageant Expo and the Hyatt Regency Houston-Downtown

15. INSURANCE:  
Insurance on all exhibits is at Exhibitors own expense.
 
16. LIABILITY:  
Neither the Icon Development Group, TPE, the employees thereof, nor their representatives, or the Hyatt Regency Houston-Downtown will be responsible for fire, theft, damage, delay, mechanical failure, labor trouble or any cause whatsoever, while exhibits and merchandise are in transit, within the Hyatt Regency Houston-Downtown or while being moved into or out of the facility.  SMALL OR EASILY PORTABLE ARTICLES OF VALUE SHOULD BE PROPERLY SECURED OR REMOVED FOR SAFEKEEPING AFTER EXPO HOURS.

17. CANCELLING EXHIBITORS:  
In case said premises shall be destroyed by fire or the elements, or by any other cause, or in the case of other circumstance deemed by TPE to make it impossible for the management to permit the said premises to be occupied by the said Exhibitor for the uses herein specified, then and thereupon this contract shall terminate and the said Exhibitor shall and does hereby waive any claim or compensation except the pro-rata return of the amount paid for space rental, should said contract be so terminated.     

18. SPECIAL BOOTH CONSTRUCTION:
Special booth construction at Exhibitor’s expense is permitted, but it is advisable to submit plans for such work for an approval in advance to TPE.  Special booth construction must comply by hotel standards and fire code regulations.  TPE reserves the right to inspect and reject.

19. NOISY OR DISRUPTIVE EQUIPMENT:  
If the operation of any equipment or apparatus produces noise or vibration of sufficient volume or odors found to be annoying to neighboring exhibitors or guests, it will be necessary to discontinue such operation.

20. PROTECTION OF HYATT REGENCY HOUSTON-DOWNTOWN PROPERTY:  
It shall be agreed by the individual Exhibitors and any transporters, installers, or other contractors engaged for the purpose of moving exhibits and equipment into and out of the buildings of the Hyatt Regency Houston-Downtown shall be compensated for any expenses incurred in repairing damages or injuries to the physical property of the facility resulting from the handling or the movement of such exhibits and equipment on the premises.  Nothing shall be posted on, or tacked, nailed or screwed or otherwise attached to columns, walls, floors, or other parts of the building or furniture.  Anything in connection therewith, necessary or proper, for the protection of the building, equipment or furniture therein, will be at the expense of the Exhibitor.  Seek the Hyatt Regency Houston-Downtown Hotel Management or any assistance required in connection with this ruling.
 

21. MISCELLANEOUS: TPE shall have full power to make such Terms and Conditions for said Expo as it may deem proper and may amend same at any time, and the Exhibitor agrees to abide by each and every one thereof.