Exhibitor Information

Exhibitor Rental Packages

Rental of a 10' x10' booth includes ($2500):

• 8’ high background with a 3’ high side-rail divider and drapery

• 1 - 6' x 24” x 30”h draped table, topped and skirted on three sides

• 2 – side chairs

• 1 – waste basket with liner

• 1 - 7" x 44" two-line, black on white identification sign depicting company name, city, state and booth number

• Complimentary listing in the NCER 2013 program and abstract book if space is contracted and paid for by June 21, 2013.

• Complimentary listing with links on the NCER 2013 website

• Booth carpeting is included. (Internet & electrical hookups are extra and should be coordinated with VIPER, our show decorator and exhibit services provider).

Table-Top Rental Package includes ($500):

Table-top Displays are available for non-profit educational displays only. The price per Table-Top Display is $500 USD. The Table-Top Package includes one 6' table draped with a table cloth and skirted.

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Exhibitor Registration

All booth representatives must register separately and pay the conference registration fee. As a conference attendee exhibitors are invited to participate in all conference meetings and networking functions. It is not mandatory to have a representative at your display at all times.

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How Do I Reserve Display Space?

All exhibitors must first register for the conference via the online conference registration form. Upon completion, then please reserve your booth space using this form. Applications will be accepted on a first-come, first-served basis up until July 1st, or, until all display space is sold. Please indicate your requested booth location when you make your online space reservation. NOTE: Table-top display locations will be assigned by the organizers.

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Confirming Exhibit Space Reservation

Full payment must be received to confirm booth or table top display space. Acceptable forms of payment are credit card, check or wire transfer. Wire transfer information is available on request. Make checks payable to UFLEF – (University of Florida Leadership & Education Foundation, Inc.) A reservation for display space is not considered confirmed until payment is received.

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Exhibit Cancellation & Refund Policy

Cancellation of display space (booths or tabletops) must be made in writing to the Office of Conferences at the University of Florida, and will result in the following refund policy: A 50% refund will be made for cancellations made by July 1, 2013. After July 1st no refunds will be issued for cancellations unless we are able to resell the space, in which case a 50 percent refund will be processed. 

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Exhibitor Move In

Monday, July 29, 2013: 12:00pm – 6:00pm

The exhibit hall is available for move-in beginning at 12noon on Monday, July 29. Children under the age of 18 are NOT allowed in the exhibit hall during move in and move out.

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Exhibitor Move Out

Friday, August 2, 2013: 12:00pm – 2:00pm

All exhibits must be dismantled and removed prior to 2:00pm on Friday, August 2, 2013. No packing of equipment, literature, etc. will be permitted until after 12:00pm on Friday, August 2. The exhibit service company will deliver shipping crates beginning at 12:00pm.

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Show Schedule

The exhibit hall is open to conference attendees from 8:00am on Tuesday through 12noon on Friday, generating almost a full week of exposure for your company. Please refer to the detailed program agenda posted on the conference web site for a full schedule of meeting and networking activities. The Exhibit Hall will be the primary gathering place for attendees where morning, mid-day and afternoon refreshments are served. The agenda also features two Poster Session & Networking Receptions which are heavily attended and provide interaction during evening hours on Tuesday and Thursday.

NOTE: It is not mandatory to have a display representative present at all times. As a conference attendee, exhibitors are invited to participate in all conference meetings and networking functions. There will be daily mid-morning and afternoon refreshment breaks served to attendees in the Exhibit Hall. Refer to the detailed program agenda for a full schedule of conference activities.

CLICK HERE to view the agenda-at-a-glance to see the schedule of activities that take place in the Exhibit Hall. 

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Official Exhibit Services Contractor Status

VIPER Services is the official exhibit services company. VIPER will assist you with all your shipping, freight, equipment and decorations requirements. An Exhibitor Services Kit is available below containing order forms to make final booth arrangements, including orders for shipping of display units, electricity requirements, internet access, and orders for booth décor such as carpeting, plants, furniture or any other items you would like to rent for your booth. VIPER will also receive and hold display shipments, and assure they are placed in your booth and ready for your arrival at the conference. Upon conclusion of the conference, they will handle return shipping your display materials to the designated location.

All questions regarding shipping/freight, table & drape, booth furnishings, carpeting, labor, material handling, rental exhibits, signs, hanging signs, booth cleaning and forklift service, etc., should be directed to:

   Stephanie Kordecki, Viper Tradeshow Services
   2575 Northwest Parkway
   Elgin, IL 60124
   Phone (847) 426-3100 Fax (847) 426-3111
   Email: SKordecki@vipertradeshow.com

NOTE:  No telephone orders accepted; please email or FAX your order and credit card information to the above FAX number.

IMPORTANT NOTE: You may NOT place an order until your exhibit reservation is confirmed through the conference organizers, and the full exhibit booth rental fee has been paid.

LIMITS OF LIABILITY

LIMITATIONS OF EVENTS UNLIMITED LIABILITY AND RESPONSIBILITY

1. VIPER shall not be responsible for damage to uncrated materials, improperly packed, or concealed damage.

2. VIPER shall not be responsible for loss, theft, or disappearance of exhibitor’s materials after same have been delivered to exhibitor’s booth.

3. VIPER shall not be responsible for loss, theft, or disappearance of materials before they are picked up from exhibitor’s booth for re-loading after the show.

4. VIPER shall not be liable to any extent whatsoever for any actual, potential, of assumed loss of profits or revenues, or for any collateral costs which may result from any loss or damage to an exhibitor’s material which make it impossible to exhibit same.

5. The consignment of delivery of a shipment to VIPER by an exhibitor, or by any shipper on behalf of any exhibitor shall be construed as an acceptance by such exhibitor of the terms and conditions set forth in this bulletin.

6. VIPER shall exercise ordinary diligence and care in the receiving, handling, and storage of all shipments. VIPER shall not be liable for loss or damage by fire, acts of God, or causes beyond its control. VIPER liability shall be limited to the physical loss or damage to the specific article, which is lost or damaged. In any case, the liability of VIPER is limited to .50 per pound per article, with a maximum of $10.00 for every $1000.00 declared. This applies while these goods are in VIPER custodial care.

7. Claims for loss or damage which are not submitted in writing to VIPER within 30 days of the close of the show on which the loss or damage occurred shall be considered waived.

8. Exhibitors should arrange for outbound shipments during the show or immediately after its close. VIPER will assist in the preparation of bills of lading. Be sure that your material has been carefully packed and properly tagged or marked.

9. Exhibitors are urged to carry ALL-RISK INSURANCE to protect against damage, loss, and all other hazards, from the time materials leave the place of origin until they are returned after the show. This can usually be done by riders to existing policies.

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Exhibitor Regulations

1. Exhibit materials placed along the side rails in the front 6 feet of the booth may not exceed 4 feet in height.

2. All demonstrations, advertising, sales, or promotional activities of an exhibitor must be confined to the limits of the assigned exhibit space.

3. Display material not conforming to the above must be requested in writing with a detailed sketch and receive written approval.

4. Exhibitors are requested to take every reasonable precaution to minimize the noise of operating exhibits so as not to disturb adjoining exhibitors or attendees in adjacent meeting activities.

5. Due to licensing requirements, no music will be allowed in the hall.

6. Any banners hung within the booth must not extend beyond the 10'×10' booth dimensions.

7. Subletting or licensing of space by the exhibitor is prohibited.

8. Only registered exhibitors may transact sales, and all sales on the exhibit floor must be transacted within the exhibit booth. Exhibitors are responsible for complying with all local, state, and federal tax laws.

9. The contracted Exhibit Services Firm will receive and store all exhibit materials up to 30 days prior to the show, deliver the materials directly to the exhibit area, remove and store empty crates, return the empty crates to the booth upon closing of the show, remove repacked material and ship directly to the return destination. The Exhibitor Service Kit contains detailed information and order forms for the products and services.

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Freight Management/Drayage

Exhibitors are responsible for the shipment of their exhibit materials to and from NCER 2013. All exhibit materials, other than those in exhibitor-owned vehicles, will be handled by VIPER. Exhibitors may handle their own materials which can be hand carried by one person in one trip, without the use of dollies, hand trucks or other mechanical equipment. Advanced shipments are handled at published prevailing rates.

Please contact the representative from the VIPER for assistance in shipping freight. For Exhibitors who choose not to ship in advance to the VIPER warehouse and prefer to consign their shipment to the show, shipments will be handled at published prevailing rates to accommodate unloading and reloading at the show site. If a carrier other than a VIPER preferred carrier is used, it is the responsibility of the exhibitor to contact the carrier and inform them of check-in deadlines. To facilitate freight movement in and out of the exhibit hall and to ensure proper delivery, all freight and truck shipments must be cleared, arranged, and scheduled by VIPER. Any anticipated use of the dock must also be cleared by VIPER. Please review the Material Handling and Shipping Information form included in the Exhibitor Service Kit, to be emailed to you after your space reservation has been recorded and confirmed with VIPER.

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Hall Regulations

The Renaissance Schaumburg will not receive advance deliveries of exhibits, materials, or C.O.D. sidewalk deliveries nor store empty cases. All exhibits and materials must meet with the same electrical and fire requirements and regulations under which the Convention Center operates. Nothing can be taped, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Electricity, water, air, and gas are available in the exhibit hall; appropriate forms are in the Exhibitor Service Kit.

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Liability

Through applying for exhibit space, the exhibiting company, its agents and representatives release the University of Florida, VIPER and the Renaissance Schaumburg and any of their officers, staff members, agents or employees from all liability regarding any injury, loss or damage that may occur to the exhibiting company, their agents, directors, officers or employees or to the exhibitor's property prior to, during or after the conference.

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Security

The exhibit hall will be secured during all hours that the exposition is closed. The main entry doors will be locked and the exhibit hall will be patrolled by security personnel. Exhibitors are cautioned that small portable items of value and personal items should be properly secured or removed from exhibit hall. Each exhibitor is responsible for providing insurance for their own exhibit material. The University of Florida, VIPER and the Renaissance Schaumburg shall not be responsible for loss of any kind.

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Accessibility

Each exhibitor shall be responsible for making its exhibit space accessible to persons with disabilities and shall hold the University of Florida, VIPER and the Renaissance Schaumburg harmless from any consequences if the exhibiting company should fail in this regard.

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Use of NCER Logos

Use of the NCER logo in any form is forbidden. Reference NCER in any form of advertisement must be approved in advance by conference and exhibit management.

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Cancellation or Postponement of the Conference

In the event of fire, strikes, riots, civil commotion, acts of God, war, terrorism, epidemics, and other unavoidable circumstances rendering it impossible or impractical for any reason for the University of Florida to perform such a contract, the University of Florida shall be released from contract. In such events, all deposits and payments made by the exhibitor for exhibit space shall be returned minus any expenses incurred by the University of Florida on behalf of the exhibitor.

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Questions?

Contact: Ms. Beth Miller-Tipton, Conference Coordinator
UF/IFAS Office of Conferences and Institutes (OCI)
PO Box 110750 Building 639, Mowry Road
Gainesville, FL 32611-0750
PHONE: 352-392-5930; FAX: 352-392-4044
EMAIL: bmt@ufl.edu
 

CLICK HERE to open PDF of Program Book including
Conference Abstracts