Rules & Regulations

Spaces are still available! 

If you are interested in exhibiting, please submit your Exhibit Hall Application and Contract online now!

 

 

  1. Each space will include one 6' draped table, two side chairs, one wastebasket and a 7" x 44" identification sign. Additional furniture and signs may be ordered through the exposition service contractor.
  2. The National Trust cannot guarantee that organizations exhibiting similar products or services or that an organization’s competitor(s) will not be located nearby or in an adjoining booth.
  3. The National Trust reserves the right to change the floor plan without notice in order to comply with fire and safety regulations, or to provide a more satisfactory, attractive, and successful show.
  4. The National Trust reserves the right to prohibit any display deemed not suitable or not of interest to conference attendees. Displays will not be permitted by any organization or individual not assigned an exhibit display area.
  5. Exhibitors are required to arrange displays so as not to obstruct the general view of other displays, especially adjoining ones. Displays may NOT exceed the 4' high slide draping, or the 8' high free-standing space displays. No part of the exhibit or equipment may exceed a height of 4' in the front half of the booth. All displays must remain within the confines of their own display space. Partitions or booth dividers, other than those provided by the National Trust, will not be permitted without specific prior approval from the National Trust.
  6. The aisles, passageways, and overhead spaces will remain strictly under the control of the National Trust. The National Trust will permit no signs, decoration, banners, advertising matter, or special displays in those areas.
  7. Retail sales by exhibitors are limited to five (5) items from their normal sales stock. Unlimited promotional materials, such as brochures and samples, may be given away. National Trust publications may not be sold in other organizations’ booths. The National Trust assumes no liability for cash or merchandise left on tables or in exhibit spaces.
  8. Exhibit booths must remain open and cannot be dismantled until after the exhibit closes on Friday. Exhibit hours are posted in marketing materials and in the conference final program and conference attendees schedule their time according to posted event hours.

Liability

Neither the National Trust, nor the Tulsa Convention Center will be responsible for damage that may occur to the exhibitor, during or after the period covered by the exhibitor contract. All personal property of the exhibitor shall remain the exhibitor’s sole risk. The exhibitor, upon signing the Exhibitor Application and Contract, expressly releases the National Trust and the Tulsa Convention Center from any claims for loss, damage or injury to any person or any property. The exhibitor will hold the National Trust and the Tulsa Convention Center harmless from any claims for loss, damage, or injury to any person and/or any property.

Termination for Cause

In applying for exhibiting space, exhibitor agrees to comply with the terms of the Exhibit Hall Rules and Regulations. Failure to abide by the terms will constitute default by the exhibitor. The National Trust may, through its authorized representative, terminate its agreement with any exhibitor found to be in default. In the case of such termination, exhibit fees will not be refunded to the exhibitor but will be retained by the National Trust to cover rental costs and other expenses attributable to the defaulted agreement. The National Trust will not be responsible for incidental or consequential costs or expenses incurred by the exhibitor due to termination for a cause.

Fire & Safety Codes

The exhibitor is responsible for knowledge of any compliance with all fire and safety codes established by the exhibit facility. Booth decorations must be flame-proofed and all hangings must clear the floor. Electrical wiring must conform with all federal, state, and municipal government requirements and to the National Electrical Code Safety Rules. If inspection indicates that an exhibitor has neglected to comply with these regulations, or otherwise incurs fire hazards, the right is reserved to cancel at exhibitor’s expense all or such part of the exhibit as may be not in compliance.

Cancellations

Cancellations must be in writing to the attention of Conference 2008, National Trust. Representatives canceling spaces after August 31, 2008 are not relieved of the obligation of paying the full rental fee for the space. The National Trust reserves the right to release such space.

PRIOR TO June 30 100% refund (less $25 admin fee per booth space)
BETWEEN July 1 – August 31 50% refund (less $25 admin fee per booth space)
AFTER August 31 NO REFUND

The National Trust assumes no liability for the fulfillment of the lease contract if it is unable to make the space available due to partial or total destruction of the premises by fire, earthquake, flood, and act of God or of the public enemy, strikes, action under authority of law or any other cause beyond the control of the National Trust. The National Trust expressly disclaims any and all other claims of damages by exhibitors due to any cancellation. The National Trust will, however, reimburse exhibitors for any amount paid, less legitimate expenses incurred by the National Trust by reason of the lease contract.

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