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60
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Exhibitor Rules, Regulations and Information
Exhibitor Services and Official Decorator
GES Exposition Services
7300 Chapman Avenue
Garden Grove, CA 92841
(800) 443-9767 / (866) 329-1437 FAX
Service Desk
The GES Exhibitor Service Desk will be open during regular installation and
dismantling hours and throughout the show. Requirements for on-site exhibitor
services such as decorating, electrical, materials handling, labor, shipping, floral
and audio-visual may be ordered or adjusted at the GES Exhibitor Service Desk.
Rules
These rules, regulations and restrictions govern all exhibitors and exhibits for
COPSWest, under the auspices of the California Peace Officers’ Association
(CPOA), and are part of the agreement for space.
Booth Size and Prices: All booths are 10’ x 10’. The rate for the first booth is
$980; second booth is $885; and booth three and additional are $835 each.
End-caps and corner booths are at an additional premium (refer to floor plan
for details). Each booth includes an 8’ high back wall, 3’ high sidewall dividers,
a one or two line company identification sign, and carpet.
Exhibit Space: COPSWEST management will attempt to accommodate
exhibitor’s first choice. Booth location assignments will be based upon receipt
of completed contract, deposit, and request for booth location.
Deposit: One-half total booth cost must accompany Exhibit Space Contract and be
returned prior to January 31, 2008. Total booth fees are due by March 31,
2008.
If balance is not paid by March 31, 2008, a 10% fee will be added to the price of
your booth rental. If the total booth fees are not paid by March 31, 2008,
COPSWEST
may, at its option, consider the agreement cancelled by exhibitor, and retain the
deposit. In such case, the parties agree that the amount of the deposit is a reasonable
estimate of the damages/losses incurred by COPSWEST, and is not a penalty.
Use of Space: Exhibitors shall arrange their exhibits so they do not obstruct other
exhibits. Aisles must be kept clear. To this end, exhibits should be so arranged that
exhibitor representatives will be inside the space assigned. Display material or equipment
at the sides of the booth should not exceed the height of the sidewalls. All material used
for decoration shall be a flame retardant type. Fire exits and safety equipment within
the exhibit hall must be left accessible and in view at all times. Display material or
equipment of significant size must be approved in writing by COPSWEST management.
Exhibitors wishing to hang signs or banners must obtain prior approval from
COPSWEST
management. Use of equipment with gasoline, natural gas or other non-electrical
power must meet additional fire code standards, and must be approved in advance by
COPSWEST. Please contact COPSWEST office for these regulations. A two-story exhibit
or display must have available the original plans for the structure stamped by a
California Structural Engineer. A fire extinguisher is always required on the lower level
of a two-story structure. The structural plans have to be reviewed by the Ontario
Building Department and should be submitted to the event manager 60 days prior to
move-in for review and approval by the Ontario Building Department.
Noise, Music, Video: Public address, sound producing and amplifying devices
that project sound (e.g. music, singing) beyond the exhibitors’ space are prohibited.
Use of music, video other such element that may include copyrighted materials
must be appropriately licensed by exhibitor. Exhibitor shall be solely responsible
for said usage, and shall indemnify and defend COPSWEST organizers for any loss
or claims filed as a result of use of noise, music or video by exhibitor at the show.
Liability: It is agreed that CPOA and COPSWEST, the Ontario Convention
Center and GES Exposition Services shall not be liable to an exhibitor, its officers,
employees, agents or volunteers, for any damage to, or for the loss or destruction
of, an exhibit or the property of an exhibitor, or for personal or bodily injuries to
an exhibitor, its officers, employees, agents or volunteers, resulting from any
cause. All claims for any such loss, damage or injury are expressly waived by the
exhibitor. Exhibitors shall maintain insurance at exhibitor’s own expense to cover
against said losses. Exhibitor must exercise reasonable diligence in protecting
and/or securing its exhibits, displays and other property. In no event will
COPSWEST be held responsible for the property of an exhibitor, its officers,
employees, agents or volunteers.
Security: COPSWEST shall provide a reasonable level of security service throughout
the hours of installation, exhibit hours and dismantling, and shall exercise
reasonable care for the protection of the exhibitor’s materials and displays. Beyond
this, neither COPSWEST, the show facility, nor any officer, director or staff member
thereof will be responsible for the safety of the property or the exhibitor from any
cause. If desired, exhibitor should obtain, at its own expense, appropriate insurance
to cover against said losses.
Failure to Occupy: Any space not occupied by 6:00 pm October 1, 2007, will
be forfeited by exhibitor without refund. All booths in COPSWEST are to be
staffed at all times during trade show hours. Any booth left unattended for more
than two hours during the show may be closed by COPSWEST management and
space given to neighboring exhibitors. There will be no refunds for closed booths
and said exhibitor shall lose priority placing for future shows. No displays may be
dismantled before the official closing of the exhibits at 4:00 pm on Wednesday,
October 3, 2007. To do so will be considered failure to occupy and be subject to
the terms of “failure to occupy” as well as possible refusal to exhibit in future
shows.
Restrictions: COPSWEST reserves the right, in its sole and absolute discretion, to
prohibit any display or exhibit that it judges to be not suitable or in accordance
with the acceptable professional ethics of COPSWEST. Anything potentially lewd,
discriminatory, or that may be deemed sexual harassment is prohibited.
Cancellations: In the event an exhibitor finds it necessary to cancel participation
in the 2008 COPSWEST Trade Show, refunds will be made as follows: if cancellation
is made prior to June 30, 2008, a full refund, minus $250 processing fee will be
issued; June 30, 2008, and after, no refund will be issued.
Exhibit Decorator: Space furnishings, electrical needs, floral arrangements,
additional signage, and labor to set up and dismantle is to be ordered on the
forms provided in the exhibitor’s kit. These kits will be mailed to confirmed
exhibitors from the show decorator. GES Exposition Services is responsible for
maintaining in-and-out traffic schedules at the show site.
Union Regulations: The Ontario Convention Center requires COPSWEST
exhibitors to use union labor for certain aspects of exhibit handling. The following
information will provide an understanding of the jurisdictions of the various
unions:
Sign, Display and Allied Crafts Union: members of this union claim jurisdiction
over all set-up and dismantling of exhibits, including signs and laying of carpet.
This does not apply to the unpacking and placement of your merchandise. You
may set up your exhibit display if one (1) person can accomplish the task in less
than one-half (1/2) hour without the use of tools.
Teamsters Union: This local union claims jurisdiction on the operation of all
material handling equipment, all unloading and reloading and handling of empty
containers. An exhibitor may move material that is hand carried by one (1) person
in one (1) trip, without the use of dollies, hand trucks or other mechanical
equipment.
Shipping and Storage: Information on shipping and storage will be outlined in the
exhibitor’s service kit provided by show decorator. All exhibit materials must be shipped to
the drayage company designated by GES. Any exhibits shipped directly to the Ontario
Convention Center will be refused. Exhibitors agree to ship at their own risk and expense.
Food and Beverage: Exhibitors may not dispense food or beverage from their
booth(s). The on-site caterer servicing COPSWEST will be SMG Catering.
Hospitality: Exhibitors agree not to conduct hospitality rooms or off-site training
during COPSWEST Trade Show hours, but are encouraged to do so before, night
of, and after the Trade Show, at their own expense.
Violations: Violations of these rules and regulations may result in ejection of
exhibitor from the show without refund or compensation for damages or expenses
incurred in exhibiting at the show, drop in priority and/or disqualification from
future COPSWEST Trade Shows.
Indemnification: The Exhibitor agrees to indemnify, defend and hold harmless
COPSWEST, its officers, employees, agents and volunteers, from and against any
and all damages to property or injuries to or death of any person or persons,
including attorneys’ fees; and shall defend, indemnify, save and hold harmless
COPSWEST, its officers, employees, agents and volunteers, from any and all claims,
demands, suits, actions or proceedings of any kind or nature, including, but not
by way of limitation, all civil claims, workers’ compensation claims, and all other
claims resulting from or arising out of the intentional or negligent acts, errors or
omissions of the Exhibitor, its officers, employees, agents, in any way related to
Exhibitors duties and obligations under this Agreement and/or its use of a booth
at COPSWEST.
Participation: COPSWEST, in its sole and absolute discretion, may refuse to
permit exhibition of any products, services, and/or materials which are deemed by
the COPSWESTorganizers to be substantially inappropriate, in poor taste, or
otherwise objectionable to show attendees.
Subletting or Assignment: Subletting or assignment of booth space is strictly
prohibited.
Force Majeure and Substitute Facilities: In the event that the exhibit facility is
damaged or destroyed prior to the event, the organizer may, at its option, obtain a
comparable facility, to hold the event. However, COPSWESTshall not be liable if
space is not available due to fire, earthquake, storm, riot, civil insurrection or
related force beyond the control of COPSWEST. |
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