2019 National PTA Convention & Expo
Rules & Regulations
The signed applicant hereby applies to participate in the 2019 National PTA Convention and Expo, to be held at the Greater Columbus Convention Center, Columbus Ohio, subject to the terms and conditions of this Application and Agreement. The Application must be accompanied by at least a 50% deposit for the total booth rental charges and is not binding unless and until accepted by National PTA via confirmation letter. If the Application is accepted by National PTA, the Application, together with these Rules and the rules and regulations of Greater Columbus Convention Center, Columbus Ohio, shall form the agreement between the applicant and National PTA as to the terms and conditions of the applicant’s participation in the National PTA Convention & Expo.
This Application and Agreement, and the parties’ rights hereunder, shall be governed by Virginia law. Applicants for exhibit space are required to submit to National PTA the PTA Screening Form, accompanied by the Exhibitor Application Form. To be valid, each Application must include at least a 50% deposit for booth rental charges and must specify products scheduled for exhibition and/or all materials to be distributed. The Exhibitor Application Form, formal notice of assignment and acceptance by National PTA, and full payment of rental charges constitute a contract for the right to use this space. Exhibitors who have not paid past booth rental fees will be refused space until fees are paid in full.
Booth Rental Fees
The applicant agrees to pay the space rental fee allocated to the booth(s) assigned as follows: Commercial organizations—$1,760 (before February 1, 2019) or $1,910 (on or after February 1, 2019) for each 100 square feet of exhibit space, plus $250 for each corner assigned (before February 1, 2019) or $300 for each corner assigned (on or after February 1, 2019). Not-for-profit organizations—$1,560 for each 100 square feet of exhibit space (before February 1, 2019) or $1,710 (on or after February 1, 2019) plus $250 for each corner assigned (before February 1, 2019) or $300 for each corner assigned (on or after February 1, 2019). Additionally, any returning exhibitor from the 2016 - 2018 National PTA Conventions are eligible for a 5% discount (discounts may be combined). A 50% deposit (of a booth's full price) is required in order to reserve a booth. After April 30th, 2019, full payment must accompany booth reservations.
Exhibit Installation and Dismantling
Installation will take place Thursday, June 20 from 11:00 a.m. to 5:00 p.m. Dismantling will take place Saturday, June 22 from 2:00 p.m. to 6:00 p.m. If any exhibitors’ freight, crates, or boxes are in its assigned booth space by 10:00 a.m., Friday, June 21 but not set up or in the process thereof, National PTA reserves the right to force setup with labor from the official show decorator at the exhibitor’s expense. If booth space is not occupied by 10:00 a.m., Friday, June 21, and advance arrangements have not been made with National PTA, National PTA has the right to use the space as it sees fit. All exhibits must be removed by 6:00 p.m., Saturday, June 22.
Use of Space
All demonstrations, signs, promotional materials or other sales activities must be confined to the limits of the exhibit booth. The exhibitor shall not assign, share or sublet any space allotted without the written consent of National PTA. No exhibitor shall show goods or services other than those manufactured, sold or offered by it in the regular course of business. Animals of any kind shall be permitted in the exhibit hall only upon the express written approval of National PTA, and only in accordance with Greater Columbus Convention Center, Columbus, Ohio, unless they are service animals providing services to a person with disabilities. The exhibitor shall not display or place any product, sign, partition, apparatus, shelving or other construction that extends more than 10 feet above the floor or more than four (4) feet in depth from the back wall. No interference with the light or view of other exhibitors will be permitted.
Irregular Canvassing, Selling, and/or Activities Beyond Exhibitor’s Space
Distribution of circulars or promotional material may be made only within the booth assigned to the exhibitor presenting such material. Non-exhibiting firms will not be permitted to canvas, solicit, hold conferences/events or distribute literature or other promotional devices onsite during the convention. Exhibitors are prohibited from loaning their staff personnel badges to those not registered by name for the convention.
Flammable or other dangerous or hazardous fluids, substances, materials, equipment or other items may not be used in any booth. The exhibitor must use flame resistant decorative material.
National PTA reserves the right to judge the noise level emitted by any exhibitor’s sound-making devices at any time during the convention and may require that the volume be lowered or silenced. National PTA will not reasonably withhold permission for sound-making devices if the exhibitor’s volume is judged to be within acceptable limits.
Restrictions in Operation of Exhibits
National PTA reserves the right to restrict exhibitors from participation at its sole discretion. Exhibits that, because of noise, method of operation, materials, or any other reason, become objectionable may be closed. National PTA may prohibit or evict any part of or all of an exhibit that in the opinion of National PTA may detract from the general character of the exhibition as a whole. This reservation includes persons, things, conduct, printed matter or anything of a character that National PTA determines is objectionable or contrary to the exhibition. In the event of such restriction or eviction, National PTA is not liable for any refunds of rentals or other exhibit expenses. Drawings and raffles are permitted within the exhibitor’s booth space only and are subject to any applicable requirements of local law.
Food & Beverage
Convention exhibitors may distribute food & beverage samples in authorized spaces only and must not be in competition with products or services offered by the in-house food services. Samples must be representative of products manufactured or sold by the company exhibiting. Free samples are limited to 2 ounces of non-alcoholic beverages and 1 ounce of food. Exact descriptions of sample and portion size must be submitted to the Food and Beverage Office for written approval 14 days prior to the opening of the event. No alcoholic samples may be distributed. Any exhibitor giving away and/or selling food in their booth must have a permit and all appropriate fees on file with the Columbus, Ohio Department of Health.
Care of Building and Equipment
Exhibitors, or their agents, shall not injure or deface the walls or floors of the building, the booths, or the equipment of the booths. When such damage occurs, the exhibitor shall be liable to the owner of the property so damaged.
Failure to Pay Rental Fee
If an exhibitor fails to make a payment when due, such exhibitor’s rights to exhibit may be canceled by National PTA without further notice. National PTA shall be entitled to close an exhibit at any time for failure by any exhibitor or any of its officers, agents, employees, or representatives to perform, meet, or observe any term or condition set forth herein, and such exhibitor shall not be entitled to a refund of any part of any fee. Failure to pay a rental fee of contracted space in the current year will exclude an exhibitor from further participation in future years.
In the event that war, fire, strike, government regulation, public catastrophe, act of God, the public enemy, etc., prevents the show or any part thereof from being held, National PTA shall determine and refund to the applicant its proportionate share of the balance of the aggregate exhibit fees received that remains after deducting all show-related fees, costs and expenses, but in no case shall the amount of the refund to the applicant exceed the amount of the booth rental fee paid.
Liability and Insurance
Neither National PTA, its management, officers, or staff, Greater Columbus Convention Center, Columbus Ohio, will be responsible for the safety of the property of the exhibitors from theft, damage by fire, accident, or other causes. Exhibitors are advised to consult their respective insurance brokers for proper coverage of display material from the time it leaves their companies’ premises until its return. In most cases, a rider can be added to a current policy for a very nominal cost. The exhibitor understands that neither National PTA, nor Greater Columbus Convention Center, nor the city of Columbus, Ohio, maintain insurance covering the exhibitor’s property, and it is the sole responsibility of the exhibitor to obtain said insurance. Neither National PTA, its management, officers, or staff, Greater Columbus Convention Center, nor the city of Columbus, Ohio, nor the management, officers, agent, employees, or their representatives of Greater Columbus Convention Center, nor the city of Columbus, Ohio shall be held accountable or liable for, and the same are hereby released from accountability or liability for, any damage, loss, harm, or injury to the person or any property fire, water, accident, or any other cause.
The exhibitor agrees to protect, save, and hold National PTA, Greater Columbus Convention Center, the city of Columbus, Ohio and all agents and employees, servants, and officials thereof (hereinafter 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 exhibitors or those holding under the exhibitor. Further, the exhibitor shall, at all times, protect, indemnify, save, and hold harmless the Indemnities against and from any and all losses, costs, damages, liability or expenses (including attorney’s fees) arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents, employees, or business invitees, which arise from or out of or by reason of any action or omission of the exhibitor or its agents or said exhibitor’s occupancy and use of the exhibition premises, the hotel, or any part thereof.
Selection of Exhibitors
Only firms and organizations whose nonpartisan and non-sectarian services or products are appropriately related, in the sole judgment of National PTA, to families, children/youth, and the charitable or educational activities of National PTA shall be permitted to exhibit. National PTA reserves the right to decline or prohibit any exhibit that, in its sole judgment, is inappropriate, this reservation being all-inclusive as to persons, things, printed matter, products, and conduct. National PTA reserves the right to request corporate information during the approval process for exhibitors. No exhibitor shall request PTA delegates to lobby any governmental agency or official. Participation in the PTA National Convention and Expo does not constitute endorsement of any product, service, or position by National PTA.
Cancellation/Reduction of Exhibit Space
The exhibitor shall have the right to cancel this Agreement at any time by written notice to National PTA. Any booth space canceled prior to February 1, 2019, will receive a refund of any payments made prior to that date less a $250 fee. Cancellations made on or after February 1, 2019, and before April 30, 2019, will receive a refund less 50% of the price of the total booth. After April 30, 2019, no refunds will be made. Under all circumstances, National PTA retains the right to resell any booth space cancelled by the exhibitor.
National PTA reserves the right to establish and enforce additional rules and regulations to further the goals of the exhibition. The exhibitor agrees to comply with them.
The exhibitor agrees to ensure that its exhibit booth space is in compliance with the Americans with Disabilities Act (ADA).
Expectations of Civility
National PTA is committed to providing a safe, welcoming, and harassment-free event and experience for everyone attending our Convention. All participants are expected to behave with common courtesy and civility, and conduct themselves in a polite, appropriate and respectful manner, including respecting individual differences and disagreeing with respect. National PTA does not tolerate incivility or harassment of any kind and we prohibit discrimination for any reason. If anyone feels harassed or notices that our expectations of civility are not being met, they should contact National PTA staff or a National PTA Board Officer. National PTA reserves the right to take appropriate action to address any individual it believes fails to meet our expectations of civility, including expelling the individual from the conference without refund and prohibiting attendance at future events.
These rules and regulations become a part of the contract between the exhibitor and National PTA. They have been formulated in the best interest of the exhibitors. National PTA respectfully asks the full cooperation of exhibitors in their observance of these rules and regulations. All points not covered are subject to the decision of National PTA or its designated show management.