Exhibitor Details

Exhibitor Details

Exhibitor Portal:

New this year, STN will utilize a cloud-based digital platform to collect and manage all exhibitor data. Cadmium/Conference Harvester is a central online hub that allows our exhibitors to manage their company’s profile, submit badge forms and miscellaneous deliverables, as well as finding important details, timelines, and links for the trade show, all in one place.

Exhibitors will have the opportunity to log into their exhibitor portal via email invitation with login credentials, once your booth has been assigned.

Electronic Exhibitor Kit:

Exhibitors will receive a special link via email from our show decorator, GES, two months before exhibitor setup, so exhibitors can order electrical, internet connectivity, carpet, etc., and access the necessary shipment forms.

Please do NOT register with Cvent by clicking on the “Trade Show Only” button on the Pricing/Registration page. That method is for non-exhibiting attendees. Exhibiting companies must submit their on-site staff badge lists via Cadmium/Conference Harvester through their company profile.

2023 STN EXPO INDY TRADE SHOW BOOTH REGULATIONS

School Transportation News/STN Media Group (“STN”) is a publication company that produces the annual Transportation Students with Disabilities and Special Needs Conference and Trade Show (“TSD Conference”), STN EXPO EAST Conference and Trade Show (“STN EXPO Indy”), and the STN EXPO West Conference and Trade Show (“STN EXPO Reno”).

The following Conference and Exhibitor Booth Regulations apply to all Exhibitors to any STN hosted events. STN may, in its sole discretion and at any time determined by STN, cancel, revoke, or refuse from any individual or company the following: Booth registration, badge credentials, sponsorships and purchases. STN will not be responsible for any penalty, fee, loss, or expense that might result from such action. STN reserves the right to make changes to the Terms at any time without notice. It is Exhibitor’s responsibility to frequently review the Terms posted on the conference website for any changes.

Assignment & Subletting

Exhibitor shall not assign or sublet its exhibit space or share it with another exhibitor without prior written consent from STN.

Badges

Exhibitors receive two (2) complimentary exhibitor badges per 10-foot by 10-foot booth, and four (4) complimentary exhibitor badges per 10-foot by 20-foot booth, for legitimate company employees. Exhibitors are entitled to six (6) badges per 20-foot by 20-foot or large booths. Exhibitor badges provide access to keynotes, workshop sessions, exhibit hall during set up and breakdown, as well as during the trade show. Badges are required for admittance to the trade show, social events, and workshop sessions. Exhibitor badges include show lunch with admission. Additional exhibitor badges may be purchased at $150 each.

Booth Rental Details

All 10×10 booth rentals include aluminum piping; 8-foot-high back drape; 3-foot-high draped side rails; one (1) 11×17-inch identification sign; one (1) 6-foot draped table; two (2) chairs; and one (1) wastebasket. Carpet and electrical is not provided as part of the basic contract. *Larger booth sizes receive additional table and chairs.

Booth Contact

To ensure your company receives all important information, STN requires you to designate one booth contact person. That person will receive all event information and will be responsible for disseminating it to the correct people within your company.

Contractors

Exhibitor shall employ the contractors officially approved by STN, some of which may be subject to local union jurisdiction.

Contract & Payments

No exhibit space is reserved until STN receives a completed Exhibit Space Reservation Form and payment in full. STN may deny exhibitor entry to the trade show if exhibitor is delinquent on any debt to STN on the date of the trade show. STN may apply any payment received from exhibitor to satisfy the delinquency.

Demo Vehicles

Demo vehicles for exhibitor booths must conform to local fire marshal restrictions and must be scheduled with GES to get a specific time for placement. SPACE IS LIMITED. There is no additional charge for a vehicle(s) in an exhibitor’s booth.

In accordance to Indiana Convention Center Facility Guidance, the maximum amount of fuel (gasoline, diesel, liquefied petroleum gas, and liquefied natural gas) permitted to remain in the tank is less than one-fourth (1/4) of a tank. Fuel tanks must be covered, and batteries disconnected. Please refer to the Indiana Convention Center Facility Guide for details.

Event Postponement/Cancellation

In the event that STN postpone or cancels a hosted conference for any reason, refunds will not be issued. Exhibitors may request to transfer paid registration fees with STN as payment towards a future STN hosted conference. STN shall have no liability to exhibitor for any damage, injury, or loss.

EXHIBITOR Cancellation

STN will refund exhibitor’s payment less a $150 processing fee and any other debt exhibitor owes STN, if exhibitor notifies STN of cancellation in writing via email no later than the first day of the third month (March 1, 2023) before the trade show. STN will not issue refunds past the cancellation period. If payment has not been made prior to cancellation, exhibitor will be invoiced $150 for the processing fee. Unless requests for cancellations are made prior to March 1, 2023, payments made to STN are not refundable for any reason, including, without limitation: failure to attend due to illness, acts of God, travel-related problems, COVID-19 related issues, acts of terrorism, loss of employment and/or duplicate purchases. STN Media Group reserves the right to refuse any credits, refunds, cancellation, or transfer requests.

Event Safety Guidelines

To host events responsibly, STN will follow all official government, local authority, relevant health authority, and specific venue guidance and requirements for all health, safety, and protective measures. All participating exhibitors and staff will be required to comply with any current local or state guidelines.

Exhibit Space

The accompanying exhibit space diagram is merely an intended layout and may not be to scale. STN does not warrant the amount of exposure exhibitor will experience in any specific exhibit space. See conference website for the most updated floor plan. STN reserves the right to reconfigure any exhibit space and reassign booth spaces as needed.

Equipment

STN shall furnish the following items for booths and bus spaces: one (1) 11-inch by 17-inch, one-line identification sign stating the exhibitor’s name and booth number, one (1) 6-foot draped table, and two (2) side chairs. Booths will include draperies for an 8-foot-high back wall and 3-foot-high sidewalls. Bus spaces will not be draped. Show services such as carpet, electrical, and freight are not provided as part of the basic contract. Arrangements for special signs, carpeting and additional furniture should be made in advance directly with the Show Decorator (GES). Arrangements or disputes with GES are not part of this contract and not covered by the booth rental fee. Electrical and internet are not included and must be ordered through the Indiana Convention Center. See GES’s electronic exhibitor kit for complete details. 

Food Samples

Due to health codes and liability issues, only food and beverage provided by the venue may be served. Exhibitor shall not offer any food samples without the prior written consent of STN. Exhibitor shall distribute food samples from exhibitor’s own booth only and shall not cause an unsightly or annoying condition. Exhibitor shall provide ample waste containers within exhibitor’s own booth, not in aisles. Exhibitor shall indemnify and defend STN from and against any and all claims, damages, or liabilities arising from exhibitor’s distribution of alcoholic beverages at the trade show.

Fire Prevention

Electrical wiring must conform to National Electrical Code Safety Rules. All booth decorations must be flameproof, and all hangings must clear the floor. Exhibitor shall not erect a ceiling over any exhibit space without the prior written consent of STN and fire prevention authorities, which consent may be denied at sole discretion of fire prevention authorities. STN reserves the right to demand removal of all or any part of an exhibit that does not conform to this paragraph or is deemed hazardous.

Hours, Setup & Dismantling

Trade show times are subject to change without notice. Please refer to our website for the most up-to-date schedule. All exhibitor buses shall be driven onto the trade show floor between 2:00 P.M. and 6:00 P.M. on Saturday, June 3. Exhibitors shall drive their own bus on and off the trade show floor. Exhibitor shall use a spotter provided by GES to accompany drive-in and drive-out of all buses. All other setup arrangements shall be completed on Sunday, June 4, and before the trade show at 10:00 A.M. on Monday, June 5.

Requests for extended set up must be submitted in writing in advance and approved by STN. During any extended set up, exhibitor shall bring only hand-carried materials into the exhibit hall and shall not remove any materials. No exhibit shall be dismantled or removed until the trade show is officially closed. Exhibitor shall begin dismantling its exhibit immediately after the trade show officially closes and all exhibit material shall be removed from the hall no later than 8:00 P.M. on Monday, June 5.

Liability

Exhibitor assumes responsibility and agrees to indemnify and defend STN and the Indiana Convention Center and its respective employees and agents against any claims or expenses arising out of the use of the exhibition premises, except for acts or omissions on the part of the Indiana Convention Center or its employees. The Exhibitor understands that neither STN nor the Indiana Convention Center maintains insurance covering the exhibitor’s property, and it is the sole responsibility of the exhibitor to obtain such insurance. Further, STN does not assume any liability by providing overnight security.

Show Decorator

GES is the official show decorator for the 2023 STN EXPO Indy Conference & Trade Show. Exhibitor shall arrange all decorator services with the GES, including without limitation set-up/tear-down labor service and supervision, standard and custom furnishings, signs and graphics, cleaning, custom carpets, utility services, shipping, drayage, and material handling. GES and STN shall not be responsible for exhibitor’s materials shipped and delivered by a third-party company. Notice of Intent to hire an Exhibitor Appointed Contractor (EAC) must be submitted by the exhibitor to GES sixty (60) days prior to move-in for approval. See GES’s electronic exhibitor kit for complete details.

Use of Space

Exhibitor shall confine all sales and advertising activities, including distribution of promotional material, to exhibitor’s booth or immediate area. Exhibitor shall show, discuss, explain, and demonstrate only those goods or services that exhibitor sells in the ordinary course of business. Exhibitor shall comply with all applicable federal, state, and local laws and regulations including, without limitation, those relating to advertising and merchandising. Exhibitor shall not engage in an illegal lottery. STN is not responsible for exhibitor’s activities.

Unusual Displays

At the earliest practical time after this contract is executed, in no case less than thirty (30) days before the trade show, exhibitor shall submit a written proposal to GES for any unusual display including, without limitation, one that is oversized and may negatively impact neighboring exhibitors, requires special hookup, installation, or other technical assistance, or involves any video projection or any noise-producing equipment sufficiently loud that it may reasonably disturb adjacent exhibitors. STN will endeavor to accommodate the proposal but reserves the right to deny it. STN reserves the right to evict any exhibitor whose exhibit STN deems to be offensive to conference attendees due to bad taste, questionable morals, or controversial content. STN shall not be liable to exhibitor for a refund of exhibit fees for any such denial or eviction.

Storage

Exhibitor shall not store packing boxes or cases in its booth during the trade show. If properly marked for identification, these items may be stored at owner’s risk and expense in a Fire Marshal-approved area of the exhibit hall.

Trade Show Drawing Policy

STN shall announce over the public address system any STN Official Drawings or drawings by exhibitors that are sponsors. Exhibitor sponsors MUST confirm with STN via email on the details of their drawings to be included in the official mic announcement schedule. Booth drawing prizes must meet the prize value minimum of $250.00 to be considered. Exhibitors shall provide their own drawing coupons and promotional materials. NO private drawings are allowed. NO exceptions.

Certified of Insurance

Exhibitors are required to carry general liability insurance with limits of at least $1,000,000 per occurrence, $2,000,000 aggregate. Certificate of Insurance should be submitted to STN at amy@stnmedia.com no later than May 1, 2023. STN Media Group must be named as additionally insured and should be enforced June 2-6, 2023. Certificate Holder should be listed as:

William E Paul Inc.

DBA: STN Media Group

5334 Torrance Blvd. 3rd FL

Torrance, CA 90503

Attorney’s Fees

If a dispute arises out of this agreement, the prevailing party shall be entitled to recover its attorney’s fees against the non-prevailing party, in addition to any other relief.

Governing Law & Jurisdiction

This agreement shall be interpreted under California law. Jurisdiction and venue for any dispute shall be Los Angeles County, California, Torrance Judicial District.

Construction

No ambiguity in this agreement shall be interpreted against the drafter. STN shall have final authority to interpret all rules and regulations governing the trade show.

Update of Terms

STN reserves the right to make changes to the Terms at any time without notice. It is the exhibitor’s responsibility to frequently review the Terms posted on the conference website for any changes.

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