Exhibitor/Sponsor Guidelines – SASH Annual Conference

Exhibitor/Sponsor Agreement- SASH Annual Conference

To ensure a respectful and positive atmosphere for all conference attendees and exhibitors/sponsors of the SASH Annual Conference, SASH sets for the following guidelines. The agreement must be completed by all exhibitors/sponsors of the SASH Annual Conference to ensure compliance with exhibit and hotel guidelines.
  • Exhibit space is a 6ft. draped tabletop Each exhibitor remains responsible for securing items in their respective areas – security personnel are not provided. Neither SASH nor the Host Hotel has responsibility for ensuring the security or replacement of lost or stolen items.
  • Any items to be sold at the SASH conference must be approved by SASH Conference Committee.
  • Technology (Wi-Fi), Electric, and Audio is provided by the host hotel. Interested parties can request the appropriate forms from the host hotel and provide their contact to the hotel.
  • Shipping and Storage: Hotel does not have storage space for crates, pallets or large shipments. Any materials to be sent to Hotel may arrive no earlier than 3 days prior (October 12, 2020). A special handling and storage fee of $0 per box/item or by weight: 0 to 40 pounds is offered to SASH, and over 50 pounds is priced at $25.00 each
  • All guests must be registered attendees of the conference. Conference registrations included in sponsor packages (Ambassador/Steward and Bronze/Silver/Gold) can be applied to any affiliate of the sponsor organization, including marketing or business representatives. Marketing or business representatives of sponsor organizations must be registered attendees.
  • Cancellation Policy: Cancellations must be received in writing by Sept 1, 2020. Cancellations received by this date, will be charged a $150 cancellation fee. NO refunds will be issued for cancellations requested after Sept. 1, 2020.
  • Adhesives: No pins, tacks or adhesives of any kind are permitted on any hotel wall, door or column. Any tape applied to the floor by the exhibitor must be approved by the Banquet Director. Proper tape can be purchased from the Hotel Audio-Visual Company. Non-flammable Materials: All material used in the exhibit hall, ballrooms or any other room of the Hotel must be non-flammable to conform with the Fire Regulations of the Hotel. Electrical wiring and equipment installation must conform to appropriate State codes. Hotel personnel are obligated to refuse connections where wiring is not in accordance with subject's code. Material not conforming to such regulations will be removed immediately at the Hotels' request. Engines, motors or any kind of equipment may be operated with the consent of the Director of Banquets. Special Notices: All booths, equipment, furniture, and carpeting must be confined to the measured limits of the booth. No nails or bracing wires used in erecting displays may be attached to the building without the written consent of the Director of Banquets. All property destroyed or damaged must be replaced to its original condition by the exhibitor or at the exhibitor's expense. All material furnished to the exhibitor by the Hotel, remains the property of the Hotel. Liability: Exhibitor shall be fully responsible to pay for any and all damages to property owned by the Hotel, its owners and managers, which result from any act or omission of Exhibitor. Exhibitor agrees to defend and hold harmless the Hotel, SASH, its owners, subsidiaries and affiliates. Exhibitor's liability shall include any losses, costs, damages, or expenses arising from or out of or by any reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agent, employees and business invitees which arise from or out of the Exhibitor's occupancy and use of the exhibition premises, the hotel or any part thereof. Insurance: Exhibitors who desire to carry insurance on their exhibits must do so at their own expense. Fire Regulations: All doors and openings must be kept clear. Exit signs, fire alarms and extinguishers must be visible at all times.
  • MM slash DD slash YYYY
  • This field is for validation purposes and should be left unchanged.