Exhibit Rules & Regulation for the TEES Turbomachinery Laboratory at Texas A&M University
The term “management” as used herein shall be construed to mean the show management, its officers, committees, employees, or agents acting for it in the management of the exposition.
Agreement to Rules
Exhibitor, for himself, herself or itself, his or her or its personnel, employees, agents or representatives, agrees to abide by the rules listed herein, and by any additional rules that may be put into effect by management.
Management has the sole right to determine the eligibility of any company or product for inclusion in the exposition. The Turbomachinery Laboratory (TL) reserves the right to admit and reject from the site of the symposia, or any other leased by TL for the event, any person, exhibit, or thing, that is not, in its opinion, in keeping within the character and purposes of the event, and the exhibitor, his employees or agents hereby waives any right and claims for damages against TL and any entity associated with TL.
Symposia bylaws state that exhibits of services or equipment of interest to rotating equipment, fluid handling as well as all components and auxiliary users may be presented. Exhibits shall be tasteful and consistent with vendor etiquette guidelines and the Texas A&M University System’s policies of non-discrimination based on race, religion, or sex. The Turbomachinery Laboratory has the right to refuse any company participation if the exhibit does not appear to meet the standards set forth.
Overall Exhibition Rules & Regulations
ADA – Americans with Disabilities Act
All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA). Please be as accommodating as possible to all attendees. Information regarding ADA compliance is available from the ADA Information Line 800.514.0301 or their website www.ada.gov.
Children in Attendance
Children are not permitted entry into session rooms. Children under the age of 18 are not permitted on the Ehxibit Hall floor during setup or dismantling hours. During scheduled show hours children may visit the floor but are required to remain with parent or guardian at all times. The TEES, Turbomachinary Laboratory does not accept any responsibility for injury to child or exhibits. Your support and compliance are greatly appreciated.
To ensure staff, demonstrators, hosts/hostesses, entertainers, and other employees and personnel adhere to an appropriate standard of dress for a business setting or function, and standard of behavior suitable for a business environment. The Show Management will be the final decision on if apparel is inappropriate. If deemed inappropriate the person will be asked to change and if a more appropriate clothing option is not available they will need to leave the venue.
At no time will photography or videotaping be permitted by anyone anywhere except for the official photographer appointed by Show Management. Only those professional photographers approved by Show Management will be allowed on the show floor.
Further, the Exhibitor grants permission to Show Management to use the photographs, video tapes taken by the official photographer in brochures, videos and other promotional material. Photos of the Exhibition will be taken during the course of the Exhibition. These photos might show logos, brands and items on display at the stands and are likely to be used to promote the Exhibition, appearing in printed matters or on the internet. Exhibitors who do not want all or a part of their or any of the elements featured (logo, brand, model etc.) to appear on the photos used for promotional purposes, must notify the Organizer in writing. Any individual, whether Exhibitor or attendee is prohibited from taking photographers or electronic images of exhibit displays or their contents without the permission of the Exhibitor involved.
Violators will be escorted off the exhibit floor and will forfeit their credentials, mobile phone, camera and/ or film. Violators will not be allowed re-entry.
Respect for the Intellectual Property of Others
At all times exhibitors shall respect the intellectual property of others including, but not limited to, copyrights and logos. Examples of violations include the display and/or distribution of logos or copyrighted material without permission of the owner.
The Turbomachinery Laboratory (TL) provides security in order to ensure the safety of its attendees and exhibitors. TL assumes no responsibility for loss, damage or theft incurred to any exhibit or property of the Exhibitor or company. The Security team is working on the behalf of Show Management to ensure all rules are followed. Please treat them with respect.
All packing containers, boxes, booth crates, etc. must be stored. You can have Freeman store the empty units for you, place them behind back drapes or put them under a draped table. They are not to be placed outside your booth, in aisles or in view.
Booth Rules & Regs
Booths are allocated at scheduled selection sessions and thereafter all assignments are made at the discretion of TL. TL reserves the right to rearrange the floor plan and/or relocate any exhibit at any time prior or during the event. Where feasible, the changes will be discussed with the exhibitor in advance.
The 2018 fee for each 10’x10′ booth space is $2900.00 (US). This fee includes:
- One ten by ten foot exhibit space set with eight-foot high back drape, three-foot high side dividers and standard identification as described above. This does not apply to 20 x 20 and larger spaces.
- Two “Exhibitor” name badges with admission to all technical sessions (Tuesday, Wednesday, and Thursday) for holders of said badge
- Lunch, served in the Exhibit Hall, on Tuesday and Wednesday
- Dinner served at the Hilton, on Tuesday and Wednesday evening
- Two copies of the Symposia Proceedings (one for each badge holder)
- Exhibitor Service Toolkit – online only
- General security service
- Free Hall Pass Flyers to send to your customers
- Company Listing in the printed Show Guide (if in by deadline)
- Company Listing on the Turbo Lab website (if in by deadline)
Booth Draping (Masking)
Show Management requires covering (finished and/or draping) on the open side of the booth in a corner location. Exposed parts of displays (including backs) must be completely finished so that they are not objectionable to Show Management or other Exhibitors and in keeping with the professional appearance of the exhibition. Any booth draping (masking) required of a booth by Tuesday morning prior to opening will be ordered from the official contractor at the Exhibiting Company’s expense.
As a matter of safety and courtesy to others, exhibitors should conduct sales presentations and product demonstrations within their booth space and not aisles or neighboring exhibits.
Special attention is to be taken with displays containing moving parts. Equipment with moving parts should be displayed with protective barriers or a 3’ (.91m) setback. Demonstrations should only be conducted by qualified personnel.
Exhibitor must protect machinery on working demonstrations so no injury will result to any person or property. Exhibitor operating machines using lubricating oils, acids, or other liquids must provide trays or pans to prevent dripping on the floor. Rotating equipment must be protected by transparent shields or screens.
Exhibitor assumes responsibility for compliance with the fire and safety regulations of all federal, state and municipal authorities with regard to the installation and maintenance of displays and equipment.
If you have any questions about the rules or your booth configuration, it is your responsibility to call for clarification. Rules will be strictly enforced.
Each exhibitor shall care for, clean, and keep in good order space occupied by him. Each exhibitor is responsible for cleaning his own booth. TL will clean aisles once each day, and the exhibitor is not to put anything in the aisles during that time. Each exhibitor is expected to keep an attendant in his display during the open hours of the exposition.
Exhibitor must surrender space occupied by him in the same condition as it was at the commencement of occupation. If the space occupied or equipment furnished to the exhibitor is damaged by exhibitor, his agent or employees, he shall, on demand, pay whatever sum is necessary to restore space or equipment to the same condition as it was at the commencement of occupation.
In the event of damaged property, TL reserves the right to designate the contractor for repair. No attachment shall be made to any part of the building or any of the furnishings and fixtures without prior written approval, during or after the event. All materials and installations must comply with the requirements of all inspections and all inspection authorities having jurisdiction.
All exhibitor activities must be within his assigned space. Placing or distributing publications or other material outside an exhibitor’s space is not permitted. Signs and posters must be confined within the booth area and may not be posted on columns or pillars outside any exhibit, nor placed in the aisles.
Any promotions, including all refreshments, are confined to the actual ten by ten foot booth and must not project into the aisles or traffic areas.
Fire and Safety
Volatile or inflammable oils and gases, unprotected motion picture films, other explosive and flammable matter, or any substances prohibited by city ordinances or
insurance authorities will not be permitted in the host facility. All flammable materials must be flame-proofed before being taken into the host facility to the point that they can withstand the tests of all inspection authorities in the event.
Exhibitor assumes responsibility for compliance with the fire and safety regulations of all federal, state and municipal authorities with regard to the installation and maintenance of displays and equipment.
Flammable and Toxic Materials
All materials used in decoration must be flameproof. Electrical wiring must conform with all local and state government requirements and to National Electrical Code Saftey Rules. Combustible materials or explosives are not permitted in the exhibit area. If inspection indicates that any exhibitor has neglected to comply with these regulations, or otherwise incurs fire hazards, TL reserved the right to cancell all or such part of the exhibit as may be a hazard. Exhibitors must comply with all city fire regulations.
Each Exhibiting Company/Exhibitor shall determine that compressed gas cylinders under his/her control are in a safe condition to the extent that this can be determined by visual inspection. The Exhibiting Company shall be responsible for any damage done to the venue, people, etc. should a tank explode.
Indoor Display of Vehicles
The Show Management must be notified of a motorized vehicle or other equipment using flammable liquids that will be displayed. All vehicles or motorized equipment using flammable liquids are subject to specific regulations set by the venue and Fire Marshall for that city.
Manning of Booth
Each exhibit must be manned by at least one company representative during the official show hours. Exhibit space must be maintained in a neat, orderly manner throughout the exhibition.
Exhibitors may use sound equipment in their booths as long as the noise level does not disrupt the neighboring exhibitors. Speakers and other sound devices should be positioned so that the sound is directed into the booth rather than the aisle. OSHA states sound/noise should not exceed 85 decibels when measured from the aisle immediately in front of the booth. (www.osha.gov) This also applies to low continuous monotone sounds as well if they present a problem for neighboring booths.
Exhibitors may be subject to copyright governing laws for any live or pre-recorded music. It is the company’s responsibility to make sure they are within these laws. Exhibitors may not use recorded music in their display unless they are the holders of the copyright or have obtained appropriate licenses.
Sounds from machinery within an exhibit shall be kept at a sufficiently low volume so as not to disturb neighboring exhibits. The show management reserves the right to impose limitations or discontinuance, on noise levels and any method of operation which becomes unacceptable. If an Exhibitor does not comply the Exhibitor will be asked to discontinue immediately or may be subject to dismissal from the exhibit floor.
Television may be used only when it is an integral part of the process, in operation on a closed circuit. Motion pictures may be in the booths but must be confined to products, processes, and applications.
Live music is prohibited without written permission by TL. In the event that permission is granted to the exhibitor to produce live music, exhibitor must be the holder of the copyright or have obtained appropriate licenses.
Exhibits producing foul odors are prohibited.
Management shall have the sole discretion in determining what is noisy, obstructive and objectionable.
Obstruction of Aisles or Booths
All aisles and exits must be kept clear, clean, and free from obstructions to comply with fire regulations. No displays or exhibits outside the exhibit area will be allowed. Any demonstration or activity that results in excessive obstruction of aisles or prevents ready access to nearby exhibitor’s booth shall be suspended for any periods specified by management.
All displays should be designed and erected to withstand normal contact or vibration caused by people, equipment or wind. All components within the booth such as tables, chairs, shelving, counters, etc. should be designed and installed properly to support the weight of the displayed items.
Subletting of Space
No exhibitor shall exhibit, or permit in the space allotted to him any goods other than those of its company as specified in the application when signed by the exhibitor and accepted by TL.
All booths are ten feet deep by ten feet wide (10’x10′) unless otherwise indicated.
A standard booth consists of side dividers, back drape, and identification sign. The standard 7″ by 44″ sign indicates company name and booth number. The back drape is eight feet high and the side dividers are three feet high. Back and sides are constructed of cloth draped over pipe supported on bases. Nothing can be adhered to these curtains.
Corner booths, open to the aisle on the side, will have any unsightly equipment or backside of the booth display covered with decorator drape at the cost to the exhibiting company.
Be sure to read the Booth Space and Height Restrictions.
Booth Space & Height Restrictions
Each exhibitor is entitled to a reasonable line of sight from the aisle, regardless of the size of the exhibit. Please note the following:
Normal in-line booths, or Linear Booth, have a height restriction of 8 feet in the rear half of the booth, 4 feet in the front half.
All display fixtures over four feet high and placed within 10 lineal feet of an adjoining exhibit must be confined to that area of the exhibitor’s space which is within five feet of the back line. If your display is over 4 feet in height, it can only protrude 5 feet out from the back line of your booth. The exception would be an exhibitor with three or more in-line booths. A display in the front half of the booth could exceed 4 feet if it is 10 feet or more from a neighboring exhibitor’s booth. In this case, the display would not block the sight line of an adjacent exhibitor.
A Perimeter Booth is located along the side perimeter walls and will be allowed to extend to 12 feet in height in the rear half of the booth.
(These are only the booths with even numbers in the 100 row and with odd numbers in the last row on the right side of the exhibit hall.) They still must observe the 4 foot height limit in the forward five feet of the booth.
Exhibitors using canopies or false ceilings over their exhibit should confine them to the back half of the booth so as not to violate the above restrictions.
If your booth opens to a corner aisle, you may choose to remove the sidewall facing the aisle. In other words, you may choose to have 2 open sides to your booth. If you choose to open a corner booth to the aisle, carpet must be securely taped down to avoid safety hazards.
Any portion of an exhibit bordering another exhibitor’s booth, or the end of a section of booths, must have the back side of that portion finished or draped (to compliment the exhibit or show colors) and must not carry identification signs or other copy that would detract from the adjoining exhibit – BACK MASKING.
An Island booth (20′ x 20′ or larger and designated by a single booth number) may extend to 20 feet in height throughout the island, but in no case may the uppermost portion of the display exceed that height. No double decked booths will be allowed. Curtains or displays that might be construed as blocking the sight line of an adjacent neighbor must be submitted for review by the Turbomachinery Laboratory.
A Split Island Booth is a Peninsula Booth which shares a common back wall with another Peninsula Booth. The entire cubic content of this booth may be used, up to the maximum allowable height, without any back wall Line-of-Sight restrictions. A typical maximum height range allowance is 16ft to 20ft (4.88m to 6.10m), including signage. The entire cubic content of the space may be used up to the maximum allowable height.
Double-sided signs, logos and graphics shall be set back ten feet (10’) (3.05m) from adjacent booths.
Two booths back to back and surrounded by aisles do not comprise an island. Companies that purchased this configuration or that purchased an island plus additional booths should seek prior approval of their display plans.
An Extended Header Booth is a Linear Booth 20ft (6.10m) or longer with a center extended header.
All guidelines for Linear Booths apply to Extended Header Booths, except that the center extended header has a maximum height of 8ft (2.44m), a maximum width of 20 percent of the length of the booth, and a maximum depth of 9ft (2.7m) from the back wall.
Hanging Signs & Graphics
The Turbomachinery Laboratory allows hanging signs over island booths only. The maximum height of the sign is 24’ from top of sign to floor of exhibit hall. This applies whether suspended from the ceiling or supported from the floor. They should also comply with all ordinary use of space requirements. Non-island booths will not be permitted to have suspended signs or banners hung above them.
Variances may be, but unlikely, issued at the Event Managements discretion but a drawing of sign and the booth indicating placement will be required for viewing before decision is made.
Installing, Exhibiting, Dismantling
Hours and dates for installing and dismantling exhibit shall be those specified by management. Exhibitor shall be liable for all storage and handling charges resulting from failure to remove exhibit material from the exposition before the specified conclusion of the dismantling period set by management.
Exhibitors must comply with the published schedule for installing and dismantling. All booths should be completed and ready for inspection by 8 a.m. opening day of the show.
The unpacking, erection, assembling, dismantling, and packing of displays and equipment may be done by full-time employees of an exhibiting company. These people will need an authorized name badge to be used during setup hours. They will not gain entrance to the exhibit area without a badge.
The Turbomachinery Laboratory does not allow multi-story exhibits.
The exhibitor assumes responsibility for compliance with the regulations of the State and City with regard to the installation and maintenance of safety devices on all equipment. All fire extinguishing equipment shall be maintained in plain sight — unobstructed and accessible at any time.
A free-standing exhibit component separate from the main exhibit fixture is called a Tower. The height restrictions for the booths apply to the Tower construction within the booth frame.
Check the venue website for details.
Exhibitor Hours Rules
Before Exhibit Hour Access
Admittance will not be allowed to the exhibit floor before scheduled time for Exhibitors to enter. This is due to security and safety reasons. The company is responsible for sharing this information with their onsite personnel or EAC. We provide a security team to enforce this rule.
After Hours Work
Show Management realizes that there can be extenuating circumstances when erecting your booth. Authorization to work late will be based on the individual situation and the number of people needing access to the Exhibit Hall. Exhibitors must obtain approval from the Exhibitor Services Director to work late. Working late authorization will be granted only when conditions impact a company’s ability to complete construction of their exhibit by required time. This is due to security and safety reasons.
Early Tear Down
Tearing down or dismantling before the official close of the show is prohibited. This could result in a loss of 3 priority points or loss of right to exhibit in future events. Exhibitors are responsible for notifying their booth personnel and/or EAC of this regulation.
In addition, exhibitor shall obtain and keep in force during the term of installation, dismantle, and use of the exhibit premises, policies of Comprehensive General Liability Insurance insuring and specifically referring to liability set forth in the foregoing paragraph hereof, in an amount not less than $250,000 for each person and not less than $500,000 for each single occurrence for bodily injury or death and not less than $100,000 for each single occurrence for injury to or destruction of property.
A certificate of liability insurance will be forwarded to the Turbomachinery Laboratory by the designated time (August 31, 2018). Failure to comply will prohibit exhibitor from participating in any TL activities and symposia.
Under no circumstances may the weight of any equipment or exhibit material exceed the specified floor load limit of the exhibit hall. Exhibitor accepts full and sole responsibility for injury or damage to property or persons resulting from failure, knowingly or otherwise, to distribute the exhibit material and products in conformity with the maximum floor load specifications.
Damage to Property
Exhibitor is liable for any damage caused to building, floors, walls, columns, or to standard booth equipment, or to other exhibitor’s property. Exhibitor may not apply paint, lacquer, adhesive, or other coating to building columns, floors, or walls, or to standard booth equipment.
Check the venue website for details.
Cancellation of Booth Space
In order to give exhibitors that may be on a waiting list a fair opportunity to participate, strict deadlines will be enforced. Payment in full is due by due date annually. Failure to meet deadlines can result in forfeiture of booth space.
It is the Turbomachinery Laboratory’s policy that between the payment due date and July 1 of any year a 50% refund will be granted. Refund requests must be made in writing.
After July 1 of any year no refunds will be granted.
Cancellation or Change of Symposia Location
In the event that the premises in which the symposia is conducted should become unfit for occupancy or substantially interfered with by reason of any cause or causes not reasonably within the control of management or its agents, the symposia may be canceled or moved to another appropriate location, at the sole discretion of management.
Management shall not be responsible for delays, damage, loss, increased costs, or other unfavorable conditions arising by virtue of causes not reasonably within the control of management.
Causes for such action shall include, but not be limited to: fire, casualty, flood, epidemic, earthquake, explosion, accident, blockage, embargo, inclement weather, governmental restraints, act of public enemy, riot or civil disturbance, impairment or lack of adequate transportation, inability to secure sufficient labor, technical or other personnel, municipal, state, or federal laws, or acts of God.
Should management terminate this agreement pursuant of the provisions in this section, the exhibitor waives claims for damage arising therefrom. Refunds in the event of termination shall be made to exhibitors in the amount of original exhibit fees less prorated adjustment based on management’s costs incurred from staging the symposia.
Violation of any of these Rules & Regulations on the part of the exhibitor, its employees, or agents shall, in the absolute discretion of TL, result in:
- Immediate loss of exhibitor’s right to occupy space in the exposition;
- When appropriate, a request to correct the violation;
- Forfeiture of all fees paid or due to TL;
- Payment of any expenses or damages incurred by TL related to the removal of the exhibitor from the exposition;
- Banning of exhibitor from future TL and/or Texas A&M events.
Notice of violation may be communicated by direct delivery to the exhibitor, e-mail, posted notice at the exposition, and/or posted notice on the exposition website.
Amendment and Addition to Rules
Any matters not specifically covered by the rules herein shall be subject solely to the decision of management. Management may at any time amend or add further rules to these rules, and all amendments made shall be binding on exhibitor equally with the foregoing rules and regulations.
Waiver of Rights
Any rights of management under this contract shall not be deemed waived in any manner except as specifically waived in writing and signed by an authorized officer of management.
Any exhibitor failing to occupy space contracted for shall not be relieved of the obligation of paying the full rental charge for such space. If not occupied by the time set for completion of the installation of the displays, such space may be taken by management and reallocated or re-assigned for such purposes or use the management may see fit.
Limitation of Liability
Exhibitor agrees to make no claim for any reason whatsoever against management for loss, theft, damage, or destruction of goods; nor for any injury, including death, to himself, employees, agents, or representatives; nor for any damage of any nature, including damage to his/her business or failure to provide exhibit space; nor failure to hold the symposia as scheduled; nor for any action or omission of management.
The exhibitor is solely responsible for his own exhibit material and products, and should insure exhibit and products from loss or coverage from any cause whatsoever. It is understood all property of an exhibitor is in his care, custody, and control in transit to, or from, or within the confines of the exhibit hall. Management shall bear no responsibility for the safety of the exhibitor, its personnel, employees, agents, or representatives, or personal property.
In addition, exhibitor acknowledges that Texas A&M University, the State of Texas, site of symposia, and any hotels used do not maintain insurance covering exhibitor’s property and that it is the sole responsibility of exhibitor to obtain business interruption and property damage covering such losses by exhibitor.
Exhibitor assures/assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save Texas A&M Engineering Experiment Station, The Texas A&M University System, its regents, officers and employees and affiliates, the event site, and all of the event’s hotels, and their employees and agents harmless against all claims, losses or damages to persons or property, government charges or fines, and attorneys’ fees arising out of or caused by exhibitor installation removal, maintenance, occupancy, or use of the exhibition premises or a part thereof, excluding any such liability caused by the negligence of Texas A&M Engineering Experiment Station University, the event site, and any of the event’s hotels, and their employees and agents.