view 2015 exhibitor prospectus

MAY 27 - 29, 2015
DALLAS, TX
HYATT REGENCY DALLS
EXHIBIT
OPPORTUNITIES
Exhibiting at the 25th Annual Conference and Expo is one of the most
important strategic marketing decisions you can make. Unlike other shows,
the Technology showcase is about demonstrating your leadership and
support of this fast growing industry.
Why Exhibit at the 25th Annual
Conference and Expo?
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Accelerate your sales cycle by
connecting with key buyers and
decision makers
All breaks, lunches, and receptions will
Spotlight new products and services
and ensuring your products, services,
Position yourself as a thought
leader in the energy storage industry
exposure and recognition.
Increase exposure with your
company’s listing on the conference
website and conference program
Maximize your conference
participation with the included
complimentary registration
SIGN UP NOW AND
GUARANTEE YOUR SPOT!
be hosted in the Technology Showcase,
enhancing your access to all attendees
and technologies receive maximum
Don’t miss out on exhibiting at the
25th Annual Conference and Expo.
Participating in this continually growing
Expo is one of the most strategic
marketing decisions you can make.
RESERVE YOUR
BOOTH ONLINE AT:
www.eventscribe.com/2015/esa
CONTACT:
Justin Aquilante
484-887-8265
sales@energystorage.org
EXHIBITOR FLOORPLAN
Booth Rental Fee:
Standard In-line Booth (per 10 ft. x 10 ft.)
Premium In-Line/Peninsula Booth (per 10 ft x 10 ft)
End Cap (10 ft. x 20 ft.)
Island (20 ft. x 20 ft.)
6
3
8
1
7
5
51
5
50
7
50
22
4
LO
22
6
UN
22
GE
5
9
41
22
7
32
4
32
41
3
51
14
60
9
41
61
51
0
6
51
42
5
61
8
51
1
8
32
3
3
9
22
2
42
7
32
2
42
25
26
4
61
7
51
4
42
0
33
23
1
52
3
2
33
0
42
9
32
$2,500
$3,000
$6,000
$10,000
9
40
4
5
40
9
40
7
30
21
9
11
3
21
1
12
3
30
5
3
12
50
2
22
0
12
5
22
2
50
9
21
ENTRANCE
RESERVE YOUR BOOTH ONLINE AT
www.eventscribe.com/2015/esa
EXHIBITOR CONTRACT RULES
& REGULATIONS
ESA 2015 EXPO
The word “Exhibition” used herein refers to the Energy Storage Association (ESA) 2015 Expo. The word
“Management” used herein refers to the Energy Storage Association or its officers, committees or agents
acting for them in the management of the Exhibition. The word “Exhibit” used herein refers to the
allocated booth space and all exhibit decorations and equipment contained therein. The word “Hotel”
used herein refers to the Hyatt Regency Dallas.
OFFICIAL SERVICES CONTRACTOR
T3 Expo has been named the official service contractor for the ESA 2015 Expo. T3 Expo will staff and
maintain a service desk during exhibits installation; show hours and exhibits dismantle hours, and will
serve as the focal point for Exhibitor needs.
LOCATION, DATES & HOURS
The exhibit location, dates and hours will be as indicated in the Exhibition Prospectus. Management
reserves the right to make changes in the exhibit dates and/or hours; however, such changes will be
made known as far in advance as possible.
INSTALLATION
SHOW HOURS
Wednesday, May 27, 2015
8:00 am – 5:00 pm
WEDNESDAY, MAY 27, 2015
7:00PM – 9:00PM Welcome Reception in Expo
DISMANTLE
Friday, May 29, 2015
1:30PM – 6:00PM
THURSDAY, MAY 28, 2015
10:30AM – 11:00AM Break in Expo
12:45PM – 2:00PM Lunch in Expo
3:15PM - 3:45PM Break in Expo
6:00PM – 8:00PM Reception in Expo
FRIDAY, MAY 29, 2015
10:00AM – 10:30AM Break in Expo
12:15PM – 1:30PM
Lunch in Expo
OTHER HOURS
The Expo will be open on Thursday, May 28, 2015 from 10:00AM – 6:00PM and Friday, May 29, 2015 from
10:00AM – 1:00PM for exhibitors to schedule meetings with attendees at their booth.
* Hours are subject to change at the sole discretion of management.
EXHIBITOR REGISTRATION
Each booth rental fee (per 10’ x 10’) includes one full conference registration which includes attendance
to all conference sessions and social events, but no Pre-Conference Workshops. Additional company
personnel are encouraged to attend but must register at the full meeting registration rate or as an
Additional Exhibit Representative. Additional Exhibit Representative registration includes admittance to the
Welcome Reception, Thursday Evening Reception, Lunches, and Refreshment Breaks in the Exhibition, but
does not include access to the Pre-Conference Workshops, nor any of the conference sessions.
EXHIBITOR CONTRACT RULES
& REGULATIONS
ASSIGNMENT OF SPACE
Assignment of space will be made on a first-come, first-serve basis based on the completion of online process, signing of the Exhibit or
Contract Rules & Regulations, and booth rental fee paid in full. Management will make final booth assignments and reserves the right to
amend the floor plan and relocate Exhibits as necessary.
PAYMENT/CANCELLATION
Full payment of the booth rental fee is due upon receipt.
A notice of cancellation must be received in writing to Management via us mail, fax, or email. If written notice of cancellation is received
by 5:00PM EST, Friday, February 27, 2015 an administrative fee of 20% of the total the booth rental fee will be retained. All notices of
cancellation received by management after 5:00PM EST, Friday, February 27, 2015 through 5:00PM EST on Friday, April 10, 2015 will
require a cancellation fee of 50% of the total contracted booth rental fee. All notices of cancellation received by Management after
5:00PM EST on Friday, April 10, 2015 will result in forfeiture of the entire contracted booth rental fee. Failure to provide notification by
5:00PM on Friday, April 10, 2015 will not relieve Exhibitor from its obligation to pay any booth rental fees due.
CONSTRUCTION, INSTALLATION AND USE OF EXHIBITS
The space provided will be shown on the floor plan insofar as possible, but Management reserves the right to make changes at any
time to location, size and display limits of any Exhibit, and food and beverage stations, if this is in the best interest of the Exhibition or in
excess of the exhibition site load limits.
Exhibition floor weight-bearing capacity is 250 lbs. per square foot. Without exception, Exhibitor may not place objects weighing more
than 250 lbs. per square foot in their Exhibit. Violations will not be permitted. Any damage caused by excess weight or by the setting
up, installation, use, display, or removal of any object exceeding this weight will be repaired at the Exhibitor’s expense. Exhibitor agrees
to arrange their Exhibit(s) so as not to obstruct the general view of, nor hide other Exhibits.
A maximum back wall height on linear Exhibits is restricted to 8 feet, with a 4 foot height restriction imposed on materials in the
remaining space forward of the aisle. A maximum height on island Exhibits is restricted to 20 feet. No partitions, except those provided
by Management, are allowed unless specifically approved in advance. Exhibitors may not project beyond the space allotted and aisles
must be kept clear. Additional space requested by any company must be approved by Management.
Exhibitor may install and dismantle their exhibit(s) using Exhibitor personnel only. Should Exhibitor wish to employ the service of their
own labor firm, Exhibitor must inform the Official Services Contracter and they MUST send a copy of their General Liability Insurance
Certificate no later than 30 days prior to the first day of exhibitor move in or they will not be permitted to service exhibit. Said form will
be included in the exhibitor service manual provided by T3 Expo. It is the responsibility of the exhibitor to see that each representative
of an Exhibitor Appointed Contractor abides by the official rules and regulations of this event.
T3 Expo is responsible for maintaining in and out traffic schedules at the exhibition site. The unloading and delivery of all display
related materials, machinery and equipment from the Hotel site docks to the Exhibitor’s Exhibit, and loading out from the Exhibitor’s
Exhibit to trucks at the docks must be performed by T3 Expo. Labor jurisdictions information will be provided in the exhibitor service
manual provided by T3 Expo. Exhibitors may “hand-carry” items into the exhibition site, provided that they do not use material handling
equipment to assist them and can do so in one trip to the exhibit.
All Exhibit and aisle cleaning is the jurisdiction of T3 Expo. Electrical installation is exclusively managed by the facility and must conform
to the regulations and to all national, state, and local codes. Information and forms for electricity will be provided in the exhibitor service
manual provided by T3 Expo.
USE AND PURPOSE OF EXHIBIT SPACE
No Exhibitor may sublet, assign or apportion any part of the assigned space, or represent, advertise or distribute literature for the
product or service of any other firm or individual, except as approved in writing by Management.
All exhibits must be adequately staffed during Exhibition hours. In addition, Exhibitor agrees not to dismantle the Exhibit, nor to do any
packing before the dismantle hours of the exhibit, or as otherwise instructed by Management.
COPYRIGHT
Management does not have a licensing agreement with ASCAP, BMI, or SESAC. Exhibitor shall assume all costs and obligations arising
from the use of licensed, patented and/or copyrighted materials, equipment, devices, processes or dramatic rights furnished, used
or incorporated in the conduct of this event. Exhibitor agrees to indemnify and hold harmless Management, the Hotel, their officers,
directors, agents and employees from all damages, costs, expenses, including attorney’s fees, for or on account of the use of any
licensed, patented and/or copyrighted materials, equipment, devices, processed, or dramatic rights furnished or used by the Exhibitor in
connection with the Exhibition.
EXHIBITOR CONTRACT RULES
& REGULATIONS
RESTRICTIONS
The Exhibition is scientific and educational; over-the-counter sales during the show are prohibited.
Management may prohibit distribution of souvenirs, advertising matter, or anything else it considers objectionable. Distribution
other than from within an Exhibitor’s Exhibit is forbidden. No materials may be posted, nailed or otherwise affixed to walls, doors
or other surfaces in a way that might deface the premises or Exhibit equipment and furniture. Any damage is payable by the
Exhibitor.
Management reserves the right to restrict, reject, prohibit or eject any Exhibitor or exhibit, in whole or in part, which because
of noise, safety hazards or for other prudent reasons becomes objectionable. If an exhibit or Exhibitor is ejected for violation of
these rules and regulations, no return of Exhibit registration fees, rental fees paid to the Official Services Contractor/Decorator,
nor other vendors contracted by the Exhibitor shall be made.
Exhibitor agrees not to sponsor or hold group functions that conflict with any official Conference event, except as approved in
writing by Management.
FOOD AND BEVERAGE SERVICE
Food and beverage shall not be served or brought into the Hotel except by arrangement with Management’s exclusive caterer.
Alcoholic beverages, in any quantity, may not be sold, distributed, sampled, or given away except by the Hotel’s exclusive caterer
who is the licensed holder.
DECORATION OF EXHIBITS
An exhibitor service manual will be provided by T3 Expo, prior to the Exhibition, which will include information on labor, drayage,
furniture, lighting, telephones, electricity, and internet connectivity. It is the responsibility of the Exhibitor to abide by the
regulations and deadlines, contained therein.
SHIPMENT OF MATERIALS
All shipments to T3 Expo must be marked with the ESA 25th Annual Conference and Expo plus Exhibitor’s name, Exhibit number,
company name, address, and phone. A complete shipping address will be provided in the exhibitor service manual. Neither
Management, nor T3 Expo are responsible for lost, misdirected, or late shipments, unless otherwise contracted with T3 Expo.
SPECIAL REQUESTS
All special requests must be submitted to and approved by Management in writing prior to submitting the Exhibit Application &
Contract Agreement and full payment.
FIRE AND ELECTRICAL REGULATIONS
All local regulations will be strictly enforced, and the Exhibitor assumes responsibility for compliance with such regulations. All
decorations and exhibit equipment must be flame retardant to meet the requirements of the city Fire Marshall. Combustible
materials shall not be in or around exhibits. All packing containers, wrapping materials, and display materials must be removed
from behind Exhibits and placed in storage
COMPLIANCE WITH LAW AND HOTEL REGULATIONS
In using the premises, Exhibitor agrees to comply with all applicable federal, state, and local statutes, ordinances, and to obtain
all required permits. Additionally, Exhibitor agreed to comply with the Hotel’s established policies and procedures in effect at the
time of the event.
DISABILITY PROVISIONS
Exhibitor represents and warrants 1) the Exhibit will be accessible to the full extent required by law; and 2) the Exhibit will comply
with the American’s with Disabilities Act (ADA) and with any regulations implemented by the Act. Exhibitor agrees to indemnify
and hold harmless Management, T3 Expo, their officers, directors, agenda, and employees from any action arising from
Exhibitor’s non-compliance with ADA and any regulations implemented by the Act.
SECURITY
Management will provide guard service when the exhibit hall is closed and exercise reasonable care for the protection of
Exhibitor’s materials and display. It is the responsibility of the Exhibitor to take reasonable precautions to safeguard its
property. Exhibitor shall not hold Management nor the Official Service Contractor/Decorator liable for any loss, damage, theft or
destruction of Exhibitor’s property.
EXHIBITOR CONTRACT RULES
& REGULATIONS
HAZARDOUS MATERIALS
Exhibitor shall not bring upon the Hotel premises any exhibit, equipment, vehicle or material which, in the sole judgment of
Management, would be or might be dangerous to persons or property, or otherwise incompatible with the structure, systems
and furnishings of the Hotel.
SUPPLIERS
Exhibitor acknowledges that Management does not own, operate or in any other manner exercise any control or influence over
third party suppliers to the Exhibit, and Management acts solely as Exhibitor’s agent in arranging with such suppliers for the
provision of goods and services for the Exhibition. As such, Management does not assume any responsibility for and cannot be
held liable for any personal injury, property damage or other loss, accident, delay, inconvenience, or irregularity which may be
occasioned by any wrongful or negligent acts or omissions on the part of any of the suppliers, their employees, or any other party
not under the control of Management.
INSURANCE
Exhibitor agrees to maintain general liability insurance in an amount not less than One Million Dollars ($1,000,000) to cover its
potential liabilities under this Agreement, and to name Management as additional insured under the Exhibitor’s liability policy
for the period of the exhibit including move-in and move-out periods. Exhibitor must provide proof of insurance upon the
request of Management.
LIABILITY
Neither Management, nor Hotel will assume responsibility for the safety of the property of the Exhibitor, their officials, agents or
employees, from theft, damage by fire, accidents or other causes, but will use reasonable care to protect them against such loss.
The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of Exhibitor’s activities on
the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as
their respective agents, servants, and employees from any and all such losses, damages, and claims. Hotel will not be responsible
or liable for any loss, damage, or claims arising out of Exhibitor’s activities on the Hotel’s premises except for any claims, loss, or
damages arising from the Hotel’s own negligence. Group will be responsible to negotiate the contract with its Exhibitors.
It is suggested that each Exhibitor insure his property against loss and theft. The Exhibitor agrees to make no claim against
Management or the Hyatt Regency Dallas, and will protect, indemnify, defend and save the above-named harmless from any and
all losses, costs, damages, liability, or expenses (including attorney’s fees) arising from or by reason of any accident, bodily injury,
property damage, theft or loss, or other claims or occurrences to any person, including Exhibitor, its employees and agents, or
any business invitees, arising out of or related to Exhibitor’s occupancy or use of the exhibition premises in the exhibit or in and
adjacent to the Hyatt Regency Dallas, including storage and parking areas.
Management will not be liable for the fulfillment of this contract as to the delivery of space if non-delivery is due to the following
causes: by reason of the building being destroyed by fire, act of God, public enemy, strikes, the authority of law, or for any other
cause beyond its reasonable control. In the event of its not being able to hold the exhibit for any of the above named reasons,
Management will refund to each Exhibitor the amount paid for the space, less a proportionate share of all the expenses incurred
by Management for the exhibit.
RULE CHANGES
Management reserves the right to modify or supplement these rules as it deems appropriate to the operation of the exhibit, and
Exhibitor agrees to be bound by them. Violations of any of these terms, or regulations on the part of Exhibitor, its employees, or
agents shall, at the option of Management, constitute cause for Management to terminate this Agreement, expel Exhibitor from
the exhibit, and forfeiture of all fees paid to Management.
ATTORNEY’S FEES
In the event of legal action arising from this agreement, the non-prevailing party agreed to pay the prevailing party reasonable
attorney’s fees.