exhibitor

prospectus

Henry B. Gonzalez Convention Center

200 e. market street, san antonio tX

meetingMAY 2–4 • 2013

The AnnuAl SeSS ion of the TexAS DenTAl ASSociAT ion

theT E X A ST E X A S

S h o w M a n a g e M e n tPaula Lerash, CEMExhibits Manger, Texas Dental Association1946 S. IH-35, Suite 400, Austin, Texas 78704(512) 443-3675 • paula@tda.orgtexasmeeting.com

o F F I C I a L C o n t R a C t o RFreeman3323 IH-35, North, Suite 120San Antonio, Texas 78219

(210) 227-0341

2 0 1 3 S h o w S C h e D U L eTuesday, April 30 at 12 Noon: Exhibitor move-in begins

Wednesday, May 1, 8AM to 7PM Exhibitor move-in continues

Thursday, May 2, 7AM to 9AM Exhibitor move-in continues (must be show ready by 9AM)

Thursday, May 2, 10AM to 6PM Exhibit Hours

Friday, May 3, 10AM to 6PM Exhibit Hours

Saturday, May 4, 9:30AM to 1:30PM Exhibit Hours

Saturday, May 4, 1:30PM to Midnight Exhibitor move out

I M P o R t a n t D a t e SSummer, 2012: Booth assignments begin for premium priority point holders and confirmed sponsors.

November 5, 2012: General booth assignments begin

December 3, 2012: Housing opens

January 1, 2013: Registration opens to register for booth badges

booTh pr ic ing

ADvANCE RATES (10’ x 10’)Advance pricing is valid ONLY when your booth is paid in full by the discount deadline date of November 2. $1400/Inline$1600/Corner$1700/Center/Main aisle

STANDARD RATES (10’ x 10’) Standard rates apply if your booth space is not paid in full by November 2. $1470/Inline$1670/Corner$1770/Center/Main aisle

Booth pricing includes (per 10 x 10 booth):• (1) standard booth ID sign• 9 x 10 booth carpet in show colors• (5) complimentary badges

Early Teardown penalty: $500• Your booth must be fully staffed

during show hours

• Your booth cannot be dismantled until Saturday, May 4, 2013 at 1:30PM

• Should you receive an early teardown penalty, you will lose any accumulated priority points and be fined $500. No exceptions.

Please visit our website at www.texasmeeting.Com/exhibitor resources for more information!

• How booths are assigned• Important deadline information• Hotel information (available December 3)• 2013 Speakers• FAQ’s

o V e r V i e W• A minimum of $800 deposit per booth and a properly signed contract are

required to reserve booth space.• Discount prices apply only to those who have paid in full by discount

deadline date of November 2, 2012. After November 2, rates increase by $70 per booth.

• A confirmation will be sent via email once your deposit and contract are received.

A g r e e M e n T• By execution of this agreement, Exhibitor agrees to lease space at

the annual session of the Texas Dental Association Texas Meeting in San Antonio, Texas.

• Term begins at noon on Tuesday, April 30, 2013, and ends at Midnight, Saturday, May 4, 2013.

• Booths are required to remain fully staffed and no displays may be dismantled prior to 1:30 PM on Saturday. Noncompliance will result in an automatic penalty of $500 to be assessed subject to the terms and conditions provided on the back side of this contract.

This contract is subject to terms & conditions as stated on the reverse side. By signature on this contract, exhibitor agrees to said terms & conditions which are made part of this contract by reference and are fully incorporated herein.

Authorized by:

Title:

Signature:

Date:Contract MUST be signed.

c o M pA n Y i n F o r M AT i o nPlease type or print your company name EXACTLY as you wish it toappear in printed convention materials:

Company Name:

Phone:

Fax:

Website:

List below the person who should receive all future instructionsand exhibit booth information:

Booth Contact:

Address:

City, State, Zip:

Phone:

Fax:

E-mail:

Are you a first time exhibitor? Yes No

l o c AT i o n r e Q u e S TReferring to the enclosed floor plan, please select three boothnumbers in DIFFERENT areas of the Exhibit Hall.

1st Choice__________ 2nd Choice__________ 3rd Choice__________

If possible, we do not wish to be next to or across from thecompanies below:

_____________________________________________________

_____________________________________________________

All assignments are based on points earned. We attempt to avoid conflicts when possible.

b o o T h S pA c e p r i c i n g – 1 0 ’ x 1 0 ’

DISCOUNT RATES:• Inline Booth $1400 • Corner Booth $1600 • Premium booth facing 30’ aisle $1700

STANDARD RATES:• Inline Booth $1470 • Corner Booth $1670 • Premium booth facing 30’ aisle $1770

*Booth carpet in show color is included in 10’ x 10’ booth space

PRICE BREAKDOWN:

___ Inline Booths (x) $1400, or $1470 = _________

___ Corner Booths (x) $1600, or $1670 = _________

___ Premium Booth facing 30’ aisles (x) $1700 or $1770 = ________

___ $25/per listing for each additional Distributor/Manufacturer after 4 listings = ________

___ $25.00 – Web Link from TDA web site = ________

GRAND TOTAL = $______________

PAYmENT

Payment Method: Check VISA / MC / AMEX / Discover

Credit Card #:

Expiration Date:

Name on Card:

Billing Zip Code:

Signature:

Amount to be Charged: $

Please make checks payable to Texas Dental Association.

Download this PDF to your computer’s hard drive. You may type directly on the form, then send one of three ways:

1. e-mailsave completed form, then email to paula@TDA.org

2. faxprint completed form, and fax to 512.692.4168

3. mailprint completed form, then mail to Texas Dental Association 1946 S IH35, Ste 400, Austin, TX 78704

How to complete and send this form:

The TexAS Meeting • MAY 2–4, 2013

exhibitor contract

Discount rates apply only if full payment is received by discount deadline date of November 2, 2012.

b o o T h A S S i g n M e n TPoints are assigned to exhibitors. Number of years, number of booths, and sponsor-ships will be used in determining the booth assignment. Upon receipt of a signed contract and deposit, notification of booth assignment will be e-mailed to the exhibitor.

S TA n D A r D e x h i b i T F e e p r i c e SInline Booth $1470 | Corner Booth $1670 | Center/Main Aisle Booth $1770Must be paid in full by Feb 24, 2013.

D i S c o u n T e D r AT e STo receive discount pricing, full payment must be submitted before Nov. 2, 2012. Discounted price eligibility will be determined by the postmark date printed on correspondence. After Nov 2, rates increase by $70. Full booth payment is due in the TDA central office by March 1, 2013, to guarantee a booth reservation. Any booth with an outstanding balance after this date will be subject to reassignment or cancellation. Booth reservations made after this date must be paid in full at the time of the request.

b o o T h F u r n i S h i n g S A n D S p e c i F i c AT i o n SExhibit fee includes standard 8’ back and 3’ side drape in show colors, 9’ x 10’ booth carpet, standard booth identification sign (21 characters per line), 5 exhibitor registrations per 10’ x l0’ booth — $10 per badge in excess of 5 badges. No utilities or furnishings are included in the exhibit fee, but can be ordered through Freeman. Displays must not extend farther out on the sides than 4’ from the back wall to permit a clear view of all booths. An Exhibitor Service Kit including rules and regulations will be available online January 2013.

c A n c e l l AT i o n o F e x h i b i T S pA c eAll booth cancellations must be submitted to the TDA Exhibits Manager in writing. Refunds are as follows:• 50% refund if cancelled by November 3, 2012• No refund after November 3, 2012After the TDA has been given a written cancellation notice, the TDA has the right to re-assign the booth space. No refunds for no-shows.

i n S TA l l i n g A n D D i S M A n T l i n g e x h i b i T SExhibitor set up is Tues, April 30 from Noon - 5:00 PM and Wed, May 1 from 8:00 AM - 7:00 PM. All exhibits must be completely set by Thurs, May 2 at 9:00 AM. Tear-down is Sat, May 4 from 1:30 PM - Midnight. Your booth must remain fully staffed, and no displays may be dismantled prior to 1:30 PM Sat. If an exhibitor chooses to dismantle earlier than 1:30 PM, the TDA has the right not to allow exhibitor to participate in future shows and a $500 penalty will automatically be assessed.

S u b l e T T i n g S pA c eExhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them, except upon written permission from the TDA Council on Annual Session. Exhibitors shall not exhibit, nor permit to be exhibited in their space, any merchandise not a part of their own regular products, or any advertising material directly pertaining to such products. Representatives of firms occupying space must be bonafide employees of the firm which has contracted for space.

S h i p p i n g i n S T r u c T i o n SSee your Exhibitor Kit for shipping instructions, dates and deadlines. Shipments should NOT be addressed to the Exhibit Hall, which has no provisions for acceptance of shipments.

S e c u r i T YA security guard will be provided to guard exhibit hall entrances each night of the convention; however, TDA does not assume responsibility for theft or robbery of merchandise on exhibit.

i n S u r A n c e A n D i n D e M n i T YThe Texas Dental Association will not be held responsible for the safety of exhibits, exhibitors or their employees against robbery or damage by fire, accident or other cause, but will use every effort to protect exhibitors against such losses. In all cases, exhibitors wishing to insure their goods must do so at their own expense. By signing the exhibitor contract, exhibitors agree to indemnify and hold harmless the TDA from all liability. It is recommended that all exhibitors have representa-tives in attendance at all times when the exhibits are open, and especially when exhibits are being set up or dismantled, to protect them against loss. It is expressly understood and agreed, and the Exhibitor agrees by accepting this contract, that he will make no claim of any kind against TDA, or any of its members or its employees for any loss, damage to or destruction of goods, or for any injury that may occur to himself or his employees while in the Convention Center, or for any damage of any nature or character whatsoever.

g e n e r A l c o n D i T i o n S 1. Direct exhibit floor sales are allowed during regular exhibit hall hours.

However, products purchased requiring delivery cannot be delivered to the Henry B. Gonzalez Convention Center. Exhibitors are responsible for any and all tax permits required by Texas law or local ordinance.

2. The TDA Council on Annual Session and the Exhibits Manager retain the right to eliminate any objectionable exhibits, persons, advertisements, souvenirs or other features that will impair the high standards of the Texas Dental Association.

3. All solicitation of business must be restricted to the space assigned to each exhibitor. No special signs or apparatus may extend beyond booth space limits. Interviews, solicitations in the aisle, demonstrations, distributions of literature, etc. must be confined to the Exhibitor’s space, otherwise individuals will be removed.

4. All aisles must be kept clear and are subject to control by the show management. All empty crates must be removed from the exhibit for proper storage.

5. No damage of any nature may be done to the booth structures or to any part of the exhibit hall. No nailing or attaching to any part of the building is permitted.

6. Show management retains the right to determine the sound level of each exhibit booth.

7. Lasers must be operated within a suitably enclosed space with appropriate protective eyewear for anyone in the booth either operating and/or viewing the laser. No laser equipment may be left unattended in operable condition and a booth representative must always be present at the booth during show hours.

8. Helium balloons and combustible materials in exhibits are not allowed. 9. By the authorized signature on the front of this contract, the authorized party

indicates that he or she understands and accepts to receive periodic facsimile and electronic e-mail advertisements from the Association. Any personnel changes made during said contract will stay binding for said facsimile and electronic e-mail advertisements.

10. By signing this contract, authorized party understands that said Exhibitor is not to have any social functions or otherwise that compete with the hours of the TEXAS Meeting between Thurs, May 2 through, Sat, May 4, 2013.

T E r M S A n d C o n d i T i o n S

The TexAS Meeting • MAY 2–4, 2013

exhibitor contract