Please read all contract terms and conditions carefully, by submitting a payment you are bound by all terms and conditions. To continue you must agree to all contract terms and conditions. A printable or downloadable version of this contract will be provided with your confirmation email upon successful registration. We recommend printing this contract as it has very valuable information that you will need to refer back to.
2019 El Paso Homeschool Association Conference
Each Exhibitor table space will consist of a six (6) foot wide by four (4) foot deep space. Each Curriculum Exhibitor table space will consist of an eight (8) foot wide by four (4) foot deep space.
No exhibit is permitted to extend outside their designated area.
Each Exhibitor is provided with one (1) table and one (2) two chairs. No table coverings will be provided.
ASSIGNMENT OF SPACE
Assignment of space will be made by the Exhibitor Committee on a priority basis, determined by availability of space at the time of contract and payment receipt. El Paso Homeschool Association (EPHA) reserves the right to alter exhibitors’ locations as shown on the official floor plan if deemed advisable and in the best interests of the convention. Payment in full must accompany this contract.
It is our policy to accept or reject exhibitors and advertising without comment.
Non Profit Vendors will be accepted on a space available basis. A $50 deposit will be due upon registering and will be refunded after sign out on day two of the event.
RULES OF DECORM
Exhibitors agree that no criticism will be made of the exhibitors, attendees, the conference, the facility or EPHA except privately to the Exhibitor Committee or an EPHA board member or on the provided evaluation forms.
Dress is to be suitable to the general public. It should be respectful and honoring to others.
No high-pressure sales tactics of any type will be tolerated. Any exhibitor exhibiting high-pressure sales tactics towards attendees will be asked to leave the conference.
Drawings for prizes are permitted; however, the drawings must occur before the end of the conference. Any exhibitor harassment of attendees during the conference may lead to the discontinuation of prize drawings.
All Exhibitor sales are final sale. No refunds will be issued. If you have an extenuating circumstance, please contact us.
CARE OF EXHIBIT
Aisles will be swept, but each exhibitor must keep their area cleaned and exhibits manned and in good order. All exhibits must be ready for display by 9:00 AM FRIDAY, MAY 3, 2019. Tentative schedule can be seen here.
As an exhibitor you have the ability to contribute items to the conference bags. 200 bags will be given out and items are due no later than March 15, 2019. Shipping address will be sent in your confirmation letter.
Exhibitors are liable for any damage caused to the building floors, walls, curtains, drapes, or to standard equipment, or to other exhibitors’ property. Exhibitors must not apply any adhesive to the building floors, walls, or to standard equipment. Exhibitors may not nail, tack, tape, or in any other way put things on the walls.
If the exhibitor fails to occupy the contracted space by FRIDAY, May 3, 2019 at 10:00 AM, or fails to comply in any other respect with the terms of this agreement, EPHA shall have the right to use such space in any manner it chooses without releasing exhibitor from paying the agreed upon sum stated in this contract.
Distribution of printed matter, souvenirs, or other articles must be restricted to the space of the exhibit. EPHA reserves the right to restrict distribution of any exhibitor material or product considered inappropriate without explanation or comment. Any part of the exhibit that is over 8 feet high must have prior written approval for installation by EPHA. No individual public address system or highly flammable material will be permitted. Music or audiovisual sound must not be audible more than 8 feet from area. Smoking is prohibited in the building.
Exhibitors will need to provide their own sign. Signs will not be allowed on the walls.
A confirmation letter will be mailed to all exhibitors after the March 15, 2019 deadline with exhibit times. ALL EXHIBITS MUST BE MANNED DURING EXHIBIT HOURS.
Any electrical requirements must be specified in the space provided on the application form. THERE IS NO GUARANTEE THAT YOU WILL HAVE ELECTRICITY AVAILABLE IF NOT MARKED ON YOUR EXHIBIT FORM. THERE WILL BE A $50 FEE IF REQUESTED ON-SITE.
EPHA is pleased to offer coffee and water for all exhibitors. There will be food available onsite for purchase by exhibitors. Please see exhibitor confirmation letter for details. Exhibitors may keep water at their booths. Exhibitors may offer candy/mints to attendees.
Set up will tentatively begin Friday, May 3, 2019 at 8 AM. Areas must be completely ready by 10:00 AM. No dismantling of exhibits may begin before 1:30 PM, Saturday, May 4, 2019. All exhibit materials must be removed from the exhibit hall by 2:30 PM, Saturday, May 4, 2019. Volunteer help will be available to help locate booths and provide information, but are not available to load and unload your exhibitor materials.
The Exhibitor agrees that his exhibit shall be in strict compliance with rules listed herein. EPHA reserves the right to reject, eject, or prohibit any exhibit in whole or part, or any exhibitor or representatives, with or without giving cause. If an exhibitor is ejected, no return of rental shall be made.
EPHA provide security for the Exhibit Hall. However, EPHA cannot guarantee exhibitors against loss or damage of any kind. Space is leased with the understanding that the exhibitors will hold EPHA harmless from any or all liabilities from any cause. EPHA shall not be responsible for any loss, damage or injury that may occur to the exhibitors, their employees, or property from any cause whatsoever prior, during, or subsequent to the period covered by the exhibitor contract. The exhibitor, by showing agreement to the contract, expressly releases EPHA and the venue from and agrees to indemnify the same against any and all claims for such loss, damage or injury.
In case of any natural or manmade disaster, affecting the facilities, making it impossible for the Management to permit the contracted space to be occupied by the exhibitor, then this lease shall be terminated and the exhibitor shall waive any claim for damages or compensations except the return of the amount paid for space rented.
A Texas business license is required for any client doing business in EL Paso. To acquire a business license, please obtain your permit here: https://www.elpasotexas.gov/planning-and-inspections/business-licensing
Priority placement in the Exhibit Hall is on a first-come, first-serve basis. Confirmation letter, facility maps, and further information will be sent upon approval of this application. The deadline for all exhibitor contracts and payments is February 15, 2019.
Any changes to this contract will be emailed to the address on file.
El Paso Homeschool Association reserves the right to refuse any exhibit and advertising without comment.