Agreement to Exhibit at NAMLE 2013
- After reading this agreement, register at our online Exhibit registration form. Have your credit card or PayPal ready.
- If you are also advertising, be sure to read the Advertising Guidelines.
- July 12-13, 2013
- Torrance Marriott South Bay
- 3635 Fashion Way, Torrance, CA 90503
The exhibit areas are excellent places to promote your company, non-profit, university and/or program to prospective students and influential media literacy educators. Attendees come from across the United States as well as other countries. Pre-registrations questions should be directed to the Exhibit and Advertising Chair, Nancy Barber at email@example.com. Post-registration and payment questions go to Coordinator, Andrea Ellis as firstname.lastname@example.org.
All Exhibitors Receive:
- organization name visibility with company or non-profit name, contact information, and description in the exhibit section of the conference program book/PDF
- participation in the one-hour exhibit hall reception on Saturday evening
- organization name projected onto a large screen onstage prior to the start of each plenary session and keynote speech
- opportunity to connect with attendees who buy media, media education materials, publications and services
- acknowledgement and thank you during the conference
- promotion on the NAMLE Conference Web site
- option to include a “visit our exhibit” card in tote (fee waived, exhibitor provides a sufficient number of cards to go in the attendee totes)
Important Dates & Times (subject to change):
- June 1: Deadline for receipt of ad art
- June 15: Final table information mailed
- June 19: Deadline for hotel reservations to ensure availability at conference rate
- July 11: Noon – 4:00PM – Exhibit Set Up
- July 12: 8:30AM – 4:15PM – Exhibits Open
- July 13: 8:30AM – 4:15PM – Exhibits Open
- July 13: 5:00 – 8:00PM – Dismantle Exhibits
- All exhibits will be tabletop displays, which will include one 6’ x 30” table with black tablecloth, one chair and exhibitor badge with the name of your organization. Please provide your own signage for table displays.
- Access to audiovisual, electrical, and other Internet services for additional fees.
- The fees for unstaffed table space, electric, Internet and extra representatives are the same for all exhibitors.
- Unstaffed tables will be managed by the Exhibits Coordinator and will include feedback forms on the table. These feedback forms will be sent back to the exhibiting organization’s contact person after the close of the conference. Organization will provide materials to be placed on table. Exhibits Chair will make all decisions relating to setting up unstaffed exhibits. Materials must be shipped to the hotel by July 11. Materials from multiple organizations will be placed on the unstaffed table spaces – tables will not be exclusive.
- Conference attendance and meals are not included with exhibit purchase. However, any exhibit badge can be upgraded to include all sessions, meals and attendee benefits by paying the discounted NAMLE member registration fee.
Definition of Benefits for Extra Representative:
The extra representative is entitled to have exhibit hall access and to participate in all exhibit hall functions. However, as is the case with other exhibitors, if representatives wish to attend the regular sessions and go to the sponsored meals they do not pay the extra representative fee. They pay the regular conference registration that they would be qualified for, instead.
If your representative is only there to “table sit” but would like to be included in a particular meal function or reception the fee would be the cost of the function(s) and can be paid at registration time at the beginning of the conference.
Security will not be provided in the exhibit area and all property left in meeting rooms, exhibits or other function space is at the sole risk of the owner. Neither NAMLE nor TORRANCE MARRIOTT SOUTH BAY is responsible for security of valuables or for any lost or stolen items. Exhibitors may leave their exhibits during sessions but are urged to secure valuables when exhibit is unattended.
Exhibit Hall Table Options:
- (1) FOR PROFIT table = $375
- (2) FOR PROFIT tables = $650
- (1) NON PROFIT/SCHOOL table = $275
- (2) NON PROFIT/SCHOOL tables = $375
- (1) UNSTAFFED table space = $225
Important: Exhibit table pricing does not include hotel or drayage package delivery fee(s).
- Extra Representative = $80 each
- Electric Service (120V, 20A) = $50
- Wifi Internet (access in the exhibit hall, each day during exhibit hours) = $50
Written notice of table assignments and exhibit layout will be made no later than June 15 to the contact person for each company or organization. Every effort will be made to assign one of the table numbers requested by the exhibitor in the contract. Exhibitors agree to accept exhibit table numbers as assigned by NAMLE. Priority will be given based on receipt of Application and Contract with payment in full. NAMLE will make all final decisions pertaining to table assignment and final exhibit area layout and will not be responsible for making any determination regarding not placing competitors, known or unknown, near each other. Table reservations and assignments priorities may not be made by telephone. Table assignments may not be changed after confirmation is provided to exhibitors. Table placement may change depending on final number of exhibitors and final room layout
Set Up and Tear Down:
Set-up hours are Friday noon-4:00. Registration packets for exhibit personnel may be picked up during registration hours in the Conference Registration area. Badges will be available under exhibiting company names, not individuals. The exhibit area will be officially open on Saturday July 23, 2011 at 4:00PM. If installation of any table is not in place by 4:00PM Saturday July 23, 2011 it will be assumed that the Exhibitor assigned to that table does not intend to exhibit, and the space may be reassigned to another exhibitor or used for other purposes. Tear down hours are Saturday 5:00-8:00. Set up or tear down during exhibit hours is prohibited. Dismantling, packing or any activity that would indicate closure of the table before tear down, is strictly prohibited without prior approval from the NAMLE Exhibits Chairperson. Failure to adhere to this policy may result in loss of priority in future years. If you have a special circumstance not addressed herein, contact Coordinator, Andrea Ellis as email@example.com prior to June 1.
NAMLE CONFERENCE AGREEMENT—Rules and Regulations
Introduction – “NAMLE” used herein shall mean the National Association for Media Literacy Education, its agents, committees or employees acting for it in the management of the 2011 NAMLE Conference. NAMLE shall have full power in the interpretation and enforcement of all rules and regulations governing Exhibitors. All matters and questions not covered by the regulations shall be subject to the final judgment and decision of NAMLE. These regulations may be amended at any time by NAMLE upon written notice to Exhibitors affected by them. These regulations shall become a part of the contract between the Exhibitor and NAMLE. Companies and organizations who wish to exhibit at the 2013 NAMLE Conference must complete the Exhibit Application and Contract, which, when properly executed, shall be considered a binding agreement between the two parties.
Exhibit Construction and Restrictions – All exhibits must be confined to the spatial limits of their respective table(s) as indicated on the floor plan. Exhibits are to be staffed during the Exhibitor Reception; however, staffing exhibits during sessions is optional. Be reminded that security is not provided should you leave your exhibit. NAMLE also reserves the right to restrict an exhibit, which for any reason becomes objectionable, including but not limited to sounds or images that interfere with other exhibits, and also to prohibit or evict any exhibit, which, in NAMLE’s opinion, detracts from the character of the meeting. NAMLE shall have the right to require that an Exhibitor conform to any and all published policies for exhibits as written in this prospectus. Failure to comply with policies when brought to the attention of an Exhibitor representative by NAMLE may result in a penalty up to and including eviction from the conference. In the event of such restrictions or evictions, NAMLE is not liable for any refunds of fee, rentals or other exhibit expenses.
Order Taking and Restrictions on Distribution of Materials – Order taking and/or related sales activities are permissible provided they are confined to the exhibitor’s assigned area, comply with all city and state sales and tax regulations, and do not detract from the professional tone of the meeting. The table is assigned to the exhibiting company named for its exclusive use. Exhibitors may not advertise or display goods or services other than those manufactured or provided by them in the regular course of their business. Distribution of materials to registrants’ rooms is strictly prohibited. Literature distribution or any promotional items are limited to the exhibitor’s assigned table and will not be permitted in any other public area of the host hotel. NAMLE reserves the right to immediately dispose of any and all unauthorized materials found outside any exhibitor’s assigned area. Distribution of materials by anyone not exhibiting whose products or services are “for-profit” is prohibited. Non-profit or academic organizations can distribute select materials with the Exhibits Chair’s prior permission.
Property Damage – Nothing shall be taped, tacked, nailed, screwed or otherwise attached to the walls, doors, or other parts of the building or furniture. Exhibitors will be held responsible for any damage they cause.
Audiovisual Equipment – The use of any sound systems, other than closed- sound systems, shall be permitted only at the discretion of NAMLE and the Exhibits Chair. Any sound spillover that is disruptive, in the opinion of the Exhibits Chair, is absolutely prohibited.
Music Rights – The exhibit area will be set up without music. However, if exhibitors wish to add music to their exhibit, it shall be their responsibility to obtain all licenses required by ASCAP and/or BMI. The exhibitor shall indemnify, hold harmless and defend NAMLE from any and all liability, including but not limited to attorney fees, costs, and any other expenses incurred arising from the exhibitor’s failure to secure appropriate licenses.
Video Rights – The exhibit area will be set up without video. However, if exhibitors wish to add video to their exhibit, it shall be their responsibility to obtain all licenses required by MPAA or other licensing authorities. The exhibitor shall indemnify, hold harmless and defend NAMLE from any and all liability, including but not limited to attorney fees, costs, and any other expenses incurred arising from the exhibitor’s failure to secure appropriate licenses.
Cancellation of Meeting – Should any eventuality cause cancellation of the Conference or Exhibition, NAMLE shall not be liable for any expenses incurred by the exhibitor other than the fee for exhibit space less a pro rata share of expenses actually incurred by NAMLE in connection with the exhibition. Refund of said exhibit fee less pro rata expenses shall be the maximum limit of NAMLE’s liability to the Exhibitor.
Compliance with Laws and Agreements – The exhibitor agrees to adhere to and be bound by (1) all applicable laws and ordinances, including but not limited to fire, utility and building codes and regulations, and the Americans with Disabilities Act; (2) rules and regulations of the host hotel; (3) the terms of all leases and agreements between NAMLE and the host hotel; and (4) NAMLE and any other party relating to the exhibitions.
Liability – The exhibitor shall indemnify, defend, and hold NAMLE harmless from and against any and all liability, responsibility, loss, damage, cost or expense of any kind whatsoever (including but not limited to interest and attorney’s fees) which NAMLE may incur, suffer, pay, or be required to pay, incident to or arising from the exhibitor’s occupancy and use of the exhibition premises or part thereof. NAMLE does not assume responsibility for exhibitors’ property. Exhibitors are encouraged to insure themselves against property loss or damage, and against liability for personal injury. NAMLE makes no representation concerning any sponsor or exhibitor nor its products or services. Admission to the exhibit area of any sponsor or exhibitor constitutes neither an endorsement nor recommendation by NAMLE of any exhibitor or sponsor or its products or services.
Lines of Authority – Any requests for exceptions to these policies shall be brought to the NAMLE Exhibits Chair for referral as required. If such requests are not readily resolved, the Conference Chair shall be the ultimate authority to approve any such request. Needing approval from anyone not in attendance is not a basis for failing to fulfill the policies contained herein by exhibitors or for any requested changes. Failure to comply may result in loss of priority for position preference at future conferences.
Refunds/Cancellation of Space – If written notice (by fax, mail or e-mail) of table cancellation is received by the Exhibits Chair on or before May 15, a 40% refund will be granted. After May 15, no refunds will be given. In the event of extenuating circumstance, a refund may be given at the discretion of the Exhibits Chair. Exhibitors may not change locations assigned to them, even if agreed upon by the party assigned to the desired space, without explicit permission from the Exhibits Chair.
Changes to this Agreement – NAMLE may change individual terms of this Agreement as NAMLE deems necessary. Any such changes will be reflected here and given in written form to currently registered exhibitors.