What are the Benefits of Becoming an Exhibitor?
Besides spending quality time basking in the knowledge of some of Texas’ finest professionals in disability resources in higher education, you’ll receive the following along with your exhibitor registration:
Please review the following information regarding options to exhibit, promote and advertise during the AHEAD in Texas conference. You can complete an online exhibitor registration form or contact us with any questions.
Booth Rental Fees
Early Bird Registration – Before March 6, 2020
- For-profit: $275.00
- Non-profit: $175.00
Regular Registration – March 7-20, 2020
- For-profit: $300.00
- Non-profit: $200.00
Late Registration – March 21 through April 6, 2020
- For-profit: $325.00
- Non-profit: $225.00
Additional Representative Fees
Exhibit fees cover the cost of meals and other materials for one representative. All additional representatives will be responsible for covering the cost of any meals served during the conference.
Application and Payment Deadline
Application and payment must be received at the above address by March 22, 2020 at 5:00 P.M., CST.
Cancellation Deadline
For a refund (minus the $50 processing fee), submit a written request for cancellation to Tiffany Rivers at the above address. It must be received by March 22, 2020. No refund will be made to any exhibitor who fails, for any reason, to occupy the space reserved. In the unlikely event that the Conference is cancelled by AHEAD in Texas, all monies shall be promptly returned to the applicants.
Standard Exhibit Area
Each exhibit area consists of a space approximately 10’ by 10’ and with one six foot table and two chairs. Most exhibit areas will have access to electricity. The height of all displays must not exceed 10’. The exhibitor will adhere to decorum and good taste, as well as safety and structural integrity. No exhibitor shall erect any walls, partitions, paintings, decorations or other types of obstructions, which would interfere with the view of any other exhibitor’s area.
Exhibit Schedule
The exhibitor schedule will be available online as early as possible. AHEAD in Texas reserves the right to modify or change exhibit hours at its sole discretion and without advanced notice to exhibitors.
Display Setup/Dismantling
Display setup must be completed by 10:00 a.m. Tuesday, April 7, 2020. Breakdown must be completed no later than 1:30 p.m. on Thursday, April 9, 2020 and no sooner than 12:00 p.m. that same day.
Prohibited Posting
No decoration, poster, sign, or similar items shall be posted, tacked, nailed, screwed, or otherwise attached to any column, wall, floor, or any other part of the Exhibit Area or furniture.
Program Advertisement Sizes and Rates
Full Page $100 7” x 9¾”
Half Page $ 75 7” x 4¾”
Quarter Page $ 50 3½” x 4½”
Deadline for submitting an advertising order is March 6, 2020.
Artwork for advertising must be submitted by March 13, 2020.
Distribution of Materials
Printed materials may be distributed only from within his or her own Exhibit Area.
Alcoholic Beverages
The sale, distribution, and/or consumption of alcoholic beverages in the Exhibit Area shall be strictly prohibited.
ADA Compliance
The exhibitors shall be in full compliance with the Title III of the Americans with Disabilities Act in all of its offerings of public information and services during the conference.
Shipping Instructions
Additional information and shipping instructions will be sent by March 1, 2020. All expenses related to shipping are the sole responsibility of the exhibitor.
Payment of License Fees/Taxes
Exhibitors are solely responsible for the payment of ASCAP or BMI licensing fees. AHEAD in Texas shall not be responsible for the payment of any such fee or tax, and the exhibitor hereby expressly holds AHEAD in Texas harmless for the obligation of the payment of any such fee or tax and further agrees to indemnify AHEAD in Texas in the event that a demand for the payment of any such fee or tax is made upon AHEAD in Texas. Sales in the Exhibit Hall are prohibited.
Hold Harmless
Exhibitors shall hereby protect, save and hold AHEAD in Texas and their Board of Directors, agents, contractors and sub-contractors, members harmless from any and all claims for loss, costs, liability, expense or any other claim arising from, out of and/or by reason of the exhibitor’s occupancy and use of the exhibition premises or exhibition area or any part thereof during the course of the Conference. The certification also extends to the payments of, or liability for nonpayment or any fee or tax levied upon the exhibitor.