Specifications and Costs: Exhibitors will be provided with a skirted table, a chair, and a sign. The exhibit fee is $275. Should the Exhibitor wish to attend sessions, networking, and meal functions of the conference they may register at the current conference registration rate and deduct $100 from one registration. Additional Exhibitors must register at the current conference registration rate. Additional tables cost $125 each.
Exhibit Hours:SETUP (1:00 - 5:00 p.m.) on Friday, November 13, 2009(It is strongly suggested to be set-up by 3:00 p.m. to be part of Ice Cream Social scheduled for Friday 3:00 – 4:00 p.m. in the exhibit area); and/or (7:00 - 9:00 a.m.) on Saturday, November 14, 2009. The exhibit area will be OPEN (1:00 – 5:00 p.m.) on Friday, November 13, 2009; (7:00 a.m. - 5:30 p.m.) on Saturday, November 14, 2009; and (8:00 a.m. - 4:00 p.m.) on Sunday, November 15, 2009. Please note that times listed are on a tentative preliminary schedule of the conference program and may be subject to change. Please check for updates to the program schedule. BREAKDOWN is by 4:00 p.m. on Sunday, November 15, 2009.
Hotel Accommodations: Accommodations will be available at the Buena Vista Palace Hotel & Spa, 1900 Buena Vista Drive, Lake Buena Vista, Florida, 32830. Call 866-397-6516 or follow the hotel link on this website for reservations (subject to availability). Indicate the Safe Society Zone Conference when making reservations by phone to receive the reduced group room rate. A limited number of rooms are blocked for the conference until October 20, 2009. Reservations received after this date may be subject to room availability at the prevailing room rates which are higher than the group rate.
Shipping: Shipments of materials may be sent directly to the conference hotel. Shipping instructions will be sent to you prior to the conference. It is the responsibility of the Exhibitor to assure shipments arrive on time. Storage rates may apply.
Conducting Exhibits: All activities and displays should be conducted so as not to interfere with or infringe upon the presentation of other Exhibitors. Discussions, distribution of literature, or demonstrations should take place behind or in front of tables. Sound amplifying devices may not disturb Exhibitors or conference presentations.
Security and Insurance: Exhibitor understands that neither the Safe Society Zone nor the Buena Vista Palace Hotel & Spa maintains insurance covering the Exhibitor's property and cannot guarantee against loss or damage of any kind. Exhibitors wishing to insure their exhibit materials, goods, and/or wares on exhibit against theft, damage, accident, or loss of any kind must do so at their own expense.
Exhibitor Responsibility: Exhibitor assumes responsibility and agrees to indemnify and defend the Safe Society Zone and the Buena Vista Palace Hotel & Spa and its respective owners, employees, and agents against any claims and expenses arising out of the use of the exhibit area.
Protection of the Building: Exhibitors will be held liable for any damage caused to the hotel property, and no material or matter of any kind shall be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building and furnishings. Whatever may be necessary to protect the building, equipment, or furniture will be installed at the expense of the Exhibitor. Use of chemical substances or coloration pigments upon hotel property is prohibited.
Refund Policy: No refunds will be made for cancellations after October 9, 2009. A processing fee of $40.00 will be charged on refunds requested prior to that date. After October 9, 2009, no refunds will be made if space is not used, nor will any refund be made on space used only for a part or portion of the exhibit hours. Exhibits must be completely set up by 9:00 a.m., November 14, 2009. Any space not claimed by 9:00 a.m., November 14 2009, may be reassigned without refund. Subletting is not permitted.
Interpretation and Violation: Any points not covered above or elsewhere are subject to settlement by the conference management. Any violation of these rules and regulations by any Exhibitor will void the agreement for exhibit space and such Exhibitor will forfeit all monies which have been paid. The conference management shall have the right to terminate the agreement for exhibit space and to re-enter and take possession of the space at the expense of the Exhibitor.
Application/Assignment/Acceptance of Exhibit Space: Applications/requests for Exhibit Space may be sent via e-mail, fax, postal mail, or online submission form, and must be accompanied by full payment prior to October 9, 2009. Space is limited and will be assigned on a first-come basis. The Safe Society Zone reserves the right to accept or deny requests for Exhibit Space.
