SELECTION OF SPONSORS & EXHIBITORS:
Only applicants whose activities are appropriately related to the purpose of the Conference shall be permitted to sponsor or exhibit, at the Conference organizers’ sole discretion. All applications are subject to approval by the organizer. The Conference reserves the right to decline or prohibit any applicant which in its sole judgment is inappropriate, this reservation being all inclusive as to person, things, printed matter, products and conduct.
ASSIGNMENT OF SPACE:
Assignment of space will not be made until payment is received. The area of the space will be designated however actual placement will not be given until 4 weeks from the event itself. Every effort will be made to accommodate requests for space assignments (near or away from other organizations), however this cannot be guaranteed. The Conference reserves the right to make such changes to the floor plan of exhibit tables as may be deemed necessary.
FEES AND PAYMENT:
Applications will NOT be processed or space assigned without the required payment, as per the Payment terms listed in this section.. The Payment terms are as follows:
In-Person Sponsors (Sponsorship packages of $5000 or more): 25% due at time of application, 25% due at subsequent 30 days, 60 days and 90 days after application, until paid in full.
In-Person Sponsors (Sponsorship packages less than $5000): Full payment is due at the time of application.
Gemstone Sponsors & Exhibitors: Full payment is due at the time of application.
Payments in full must be received prior to Monday, February 24, 2025.
Receipt of payment does not obligate the Conference to accept a contract as binding. The Conference retains the option of returning funds and declining an application to sponsor or exhibit at the Conference.
CANCELLATION:
No cancellation of sponsorships is permitted.
EXHIBITS:
Exhibits will take place at the Hilton Doubletree hotel located at 6505 N Interstate Hwy 35, Austin, TX 78752 USA. The organizers reserve the right to change the venue of the Conference to an equivalent venue, as required. Please review the Sponsor and Exhibitor package for further details regarding the venue.
EXHIBITOR INSTALL:
» Friday, April 25th, 2025, Times will be given in your Advance Packet. A strict window for set up will be required.
EXHIBITOR DISMANTLE:
» Sunday, April 27th, 2025, Times will be given in your Advance Packet. A strict window will be required.
Dismantling of the exhibit may begin no earlier than 7:00 PM on Sunday, April 27th and the area must be completely cleared by the end that same day.
EXHIBITOR USE OF SPACE:
Sponsors and Exhibitors shall not assign, share or sublet any space without written consent of the Conference. Care must be taken that no display extends more than 8’ above the floor, interferes with the view or disadvantageously affects the display of other Sponsors and Exhibitors. To this end, use of drapes of any kind is not permitted. Noticeable noise produced from operation of any equipment or apparatus is not permitted.
EXHIBIT AREA FOOD & BEVERAGE POLICY:
No food or beverage may be brought from an outside source. If you wish to serve anything from your exhibit space, please contact the Conference Planner to discuss what arrangements, if any, can be made through the venue.
OUTSIDE ACTIVITIES:
Sponsors and Exhibitors shall not foster or conduct outside activities which would take qualified attendees from official Conference functions and/or exhibit during nonscheduled hours. Use of meeting facilities or the Conference’ contracted hotels by exhibitors/sponsors or companies or sales or business meetings during Conference and exhibit dates must be approved in advance by the Conference. Hospitality suites shall not be open during exhibit hours or Conference hours.
EXHIBITOR LIABILITY:
The Conference and the Hilton Doubletree hotel (or any other Conference venue) will not be held responsible for the safety of Sponsors’ or Exhibitors’ property from theft, fire, damages, accident or other causes. Exhibitor agrees to protect, save and hold the Conference and the Hilton Doubletree hotel and all agents and employees thereof (hereafter collectively called “indemnities”) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the Sponsor or Exhibitor or those operating under the Sponsor or Exhibitor. Further, Sponsor or Exhibitor shall at all times protect, indemnify, save and hold harmless the indemnities against and from any and all losses, costs (including attorney’s fees), damages, liability or expense arising from or out of or by reason of any accident of bodily injury or other occurrence to any person or persons, including the Sponsor or Exhibitor, its agents, employees and business invitee which arises from or out of or by reason of said Sponsor’s or Exhibitor’s occupancy and use of the Conference premises or a part thereof.
MEDIA RELEASE:
In the course of the Conference, the Organizers may choose to take photographs, videos, audio recordings and depictions of the Conference in other formats for future promotional and educational purposes. Sponsors and Exhibitors grant the Conference, its affiliates and successors the rights to freely reproduce, use, exhibit, display, broadcast, distribute and create derivative works of any such media, without limitation.
EXHIBIT AREA SAFETY REGULATIONS AND CONDUCT:
Sponsors and Exhibitors shall adhere to all municipal and state laws, rules and regulations. No combustible decorations may be used at any time; all table coverings and other materials must comply with fire department regulations. Sponsors and Exhibitors shall refrain from causing any unreasonable disruptions to the Conference, other Exhibitors, and attendees. The Organizers reserve the right to remove any Sponsor or Exhibitor that does not comply with the terms and conditions or that create unreasonable disruption to the Conference, other Exhibitors, and attendees, without issuing a refund.
ANTI-HARASSMENT POLICY:
The Organizers are committed to providing a safe and equal space for professional participation in the Conference to all Sponsors, Exhibitors and attendees. The Organizers have a zero-tolerance policy for hostile or harassing conduct in any form. Harassment includes offensive verbal comments related to gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, religion, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention. Organizers reserve the right to remove any Sponsor or Exhibitor that does not comply with the terms and conditions of the Organizers’ Anti-Harassment Policy, without issuing a refund.
EXHIBIT AREA SECURITY:
The exhibit area is being held in the Doubletree Hilton hotel and security will be not provided. Neither the Conference nor the Doubletree Hilton hotel can not be held responsible for any lost, damaged or stolen exhibit materials. Please take the necessary precautions each day for safeguarding your exhibit materials. The Doubletree Hilton hotel recommends removing valuable materials when not at your display.
BENEFITS:
Benefits are outlined in the Sponsor and Exhibitor package, and vary depending on the chosen sponsorship level. Organizers recommend reviewing the Sponsor and Exhibitor package carefully. Failure to utilize benefits does not constitute a reduction in fees. Exhibit space not occupied by the close of the exhibit installation period as specified in these rules and regulations will be forfeited by the Sponsor or Exhibitor. This space may be resold, reassigned or used by the Conference.
SHIPPING:
The Conference will provide shipping information to each sponsor and exhibitor (as relevant), approximately 45 days prior to the Conference. The sponsor and exhibitor is responsible for any fees incurred for receiving any shipments or outgoing shipments from the hotel. Request rates and size and weight limitations from your Coordinator.
CANCELLATION:
If the Conference or exhibits are cancelled due to circumstances beyond the control of the Conference, the Conference will not be held liable for any expenses incurred by the Sponsor or Exhibitor beyond the cost of the exhibit registration fee.
VIOLATION OF RULES & REGULATIONS:
Any violation by a sponsor and/or exhibitor of the official Rules and Regulations herein may, in the Conference’s sole determination, constitute a breach of the Agreement resulting in termination and forfeiture of any monies paid on account. Upon due notice of such termination, the Conference shall have the right to revoke benefits and take possession of the exhibitor’s space, remove all persons and properties, and hold the sponsor and/or exhibitor accountable for all liability, expenses, and damages arising from sponsor and/or exhibitor’s breach/violation of official Rules and Regulations.
