Print Page | Contact Us | Sign In | Join
2019 Convention Sponsor Rules and Regulations
Share |

Click on each topic below to reveal the details of the rules and regulations.

The contract, properly executed by sponsor, shall upon written acceptance and notification of sponsorship assigned by conference management, constitute a valid and binding contract. TxHIMA, reserves the exclusive and total right to control all aspects of the conduct of this event; and specifically, it reserves the right to determine the eligibility of any sponsor for inclusion in the Convention Sponsorship. Requests for sponsorship may be refused or restricted due to space limitation or other reasons determined by TxHIMA. TxHIMA also reserves the right to render all interpretations and decisions, should questions arise, and to establish further regulations as may be deemed necessary to the general success and well-being of the Sponsorships and Convention. Convention management’s decisions and interpretations shall be accepted as final in all cases. TxHIMA will have sole control over all admissions of persons to the Convention. The acceptance of this contract does not carry nor imply endorsement of the product or service by TxHIMA.

TxHIMA reserves the right to restrict any exhibit or sponsorship because of noise, method of operation, or any behavior that is judged dangerous or objectionable; and also to prohibit, or to evict, that which is considered to detract from the general character of the exhibit area and/or sponsorships as a whole. This general restriction includes persons, things, conduct, printed matter, or anything deemed objectionable by TxHIMA. In the event of such restriction or eviction, TxHIMA is not liable for any refund or other sponsor expenses.

Sponsor agrees to conform to all rules and regulations stated below. Breaches or infractions of these rules may jeopardize the right to sponsor at future conferences hosted by TxHIMA.

Booth set up will be on Sunday, June 23 from 8 am-12 am.

Exhibits open on Monday, June 24, 2019 at 7:00am, nothing may be removed from the exhibit area until the exhibits close at 3:00 pm on Tuesday, June 25, 2019.

All demonstrations, interviews, or other activities, such as the distribution of circulars and advertising matter of any description, must be confined to the sponsor’s own booth. The sponsor agrees not to assign, sublet, or share the whole or any part of its assigned space without the prior knowledge and written consent of TxHIMA. No sponsor is permitted to show goods other than those manufactured or dealt with in the regular course of business. No firm or organization not assigned exhibit space will be permitted to solicit business in any manner in conjunction with TxHIMA.

The use of audio-visual/sound systems is permissible, provided that they are not audible in neighboring booths, nor more than three feet into the aisle, and that the sound is directed vertically and only into the sponsor’s booth. TxHIMA shall exercise absolute control over this regulation. The intent of which is that audio-visual/sound systems shall not be audibly objectionable to neighboring sponsors. The sponsor is responsible for any licensing fees.

Payment to secure a sponsorship must be received within 30 days of invoice; otherwise the sponsorship will be forfeited to a company on the waiting list. Checks must be made payable to TxHIMA. Visa, MasterCard and American Express will also be accepted. No exhibit space assignment or sponsorship will be made prior to payment of sponsorship fees. Sponsors with a balance due will not be allowed on the exhibit floor or at sponsorship event until the balance is paid in full.

Sponsorship cancellations must be submitted in writing. Cancellations are effective on the date written notification is received by TxHIMA. A fifty percent (50%) refund will be given for cancellations received on or before May 31, 2019. Sponsors canceling after May 31, 2019, will be responsible for payment in full, and may jeopardize the right to sponsor at future conferences.

Sponsorships are awarded on a first-come, first-serve basis; based on the date the contract is received by TxHIMA, date of full payment received by TxHIMA, and the availability of requested sponsorships. TxHIMA Corporate Partners will receive booth selection priority. TxHIMA reserves the right to assign sponsorships based on other equitable considerations, to alter the exhibit floor plan, to change location assignments or relocate the exhibit area at any time, as it may deem necessary. TxHIMA also reserves the right to reassign sponsorship selections, as it may deem necessary and equitable.

The sponsor, by signing this contract, agrees to hold harmless and indemnify TxHIMA, CMP Management, Inc., and the Moody Gardens Hotel, and their respective employees, representatives, agents, successors and assigns, for any and all damages to its property that sponsors may suffer during installation or removal of an exhibit or during the exhibition or sponsorship itself, including liabilities from robbery, fire, accident, or any other destructive cause and for all injuries to any persons, resulting from its exhibiting and sponsoring at this Convention. Sponsor will be held responsible for any damage done to the building by it, its employees, its agents or its independent contractors. No nails, tacks or screws may be driven into the floor, walls, or woodwork of the building. TxHIMA, CMP Management, Inc., their agents and employees will not be liable for failure to hold the Convention as scheduled. Payments for sponsorship will be returned in the event of cancellation, except that any actual expenses incurred or committed in connection with the Convention will be prorated and deducted if the Convention is canceled because of fire, an act of God, the public enemy, strike, epidemic, or any law or regulation of public authority which makes it impossible, or impractical, or illegal to hold the Convention.

All exhibit decorations must be fire retardant. Open flames may not be used, nor may canopies be erected over exhibits. No combustible objects including packing containers and/or wrapping paper may be stored behind displays or near any electrical wiring. Sponsor agrees to take necessary measures to safeguard visitors from any hazard associated with its exhibit.

A 10' x 10' exhibit space includes: one (1) 8' back wall curtain and two (2) 3'-high side curtain dividers; one (1) 6' x 30" draped table, two (2) chairs; one (1) 7" x 44" booth identification sign; one trash can. Additional furnishings and services, including carpeting, AV and electricity, must be ordered separately.

An Exhibitor’s Service Kit will be made available to each exhibitor. This kit includes shipping instructions, customs information, order forms for additional equipment and services such as chairs, AV equipment, monitors, electrical power, carpeting, etc., and payment information. The Exhibitor Service Kit will be provided by our General Service Contractor, Freeman.

Booth set up will be on Sunday, June 23 from 8 am-12 pm. If an exhibitor is not set up by 10:30 am on Monday, June 24, 2019, TxHIMA reserves the right to reassign the space or to use the space for other reasons without refund. Exhibits must remain intact until 3 pm Tuesday, June 25, 2019. Tear down will begin at 3 pm Tuesday, June 25, 2019. All exhibits must be fully removed from the exhibit hall by 6:30 pm Tuesday, June 25, 2019. If exhibits are not removed by that time, TxHIMA will have the right to remove the exhibits and charge the expense to the exhibitor.

To create a uniform display, professional in appearance with unobstructed views of neighboring booth spaces, exhibitors agree to follow the rules listed below:

  • Signs, hanging logos, etc., are considered part of a display and must conform to these rules.
  • Canopies or ceilings are not permitted; no booth display shall extend outside the boundaries of the assigned exhibit space.
  • The reverse side of wing panels, unfinished or exposed portions of displays (i.e., wiring, wood, etc.) must be covered or otherwise decorated.
  • The outside booth side-rail of corner booths and side-rails within multiple booths may be removed; however, all booth materials must remain in the booth and conform to all size and space restrictions prescribed by the rules. Booth side-rails must remain in place for all in-line booths; however, corner booths may remove the side-rail that runs along the aisle.

TxHIMA reserves the right to prohibit an exhibitor from conducting and maintaining an exhibit if, in the judgment of TxHIMA, said exhibitors or exhibitors’ proposed exhibits, shall in any respect be deemed unsuitable. This prohibition relates to persons, conduct, articles of merchandise, printed matter, souvenirs, catalogs, or any other materials, without limitation, which affect the character of the exhibit.

The exhibitor agrees that TxHIMA, its officers, directors, employees and agents, the Moody Gardens Hotel or Freeman shall not be liable for any loss, damage or injury to exhibitor’s property contained in the exhibit; or for injuries to exhibitor’s employees, agents or other persons, no matter how sustained, from fire, theft, accident, or other causes. Exhibitors agree to indemnify and hold harmless TxHIMA, the Moody Gardens Hotel, and Freeman against all claims arising out of, or connected with, an exhibitor’s participation in this Convention & Exhibition. Exhibitors or their agents may not allow any articles to be brought into the exhibition or any act performed on premises that would invalidate the insurance or increase the premium of the policies held by, The Moody Gardens Hotel, nor permit anything to be done by their employees and/or their agents through which the premises, property, or equipment of TxHIMA, Freeman, the Moody Gardens Hotel and/or other exhibitors will be damaged. Exhibitors shall not cause or permit signs, or other articles, to be affixed, nailed or otherwise attached to the doors and walls of the exhibit premises, nor shall any attachments be made to the exhibit premises’ floors by means of nails, screws or any other devices that would damage the floors. These restrictions are a condition of all space leases and subject the exhibitor to liability for damages resulting from such violations.

A security guard will be posted at the exhibit hall entrance during the hours the hall is open to monitor and control access into the exhibit area. However, exhibitors are ultimately responsible for obtaining insurance protecting their property while on the premises of the done by their employees and/or their agents through which the premises, property, or equipment of TxHIMA, Freeman, the Moody Gardens Hotel, and/ or in storage with Freeman. Exhibitors are advised to take individual precautionary measures such as securing portable articles of value and removing such articles to a place of safekeeping after exhibit hours. TxHIMA, the done by their employees and/or their agents through which the premises, property, or equipment of TxHIMA, Freeman, the Moody Gardens Hotel, and Freeman, shall not be responsible for injury of or theft or loss by, exhibitors on the exhibition property.

Exhibitors are prohibited from assigning or subletting any part or all of the booth space allotted to them. Exhibitors shall not exhibit, or permit to be exhibited in their display area, any merchandise or advertising materials that are not related to their own regular products.

Exhibitor personnel, models, hostesses, etc. are not permitted to engage in promotional efforts outside the confines of their booth. Distribution of advertisements or promotional material must also be confined to the space occupied by the exhibiting company. Distribution of promotional materials to attendees’ hotel rooms is prohibited.

Solicitations ― in person or by any sound producing process ― above the ordinary speaking tone of voice is prohibited. The distribution of noisemakers, such as whistles, horns, clickers, etc. is prohibited. Exhibitors are not permitted to distract attendees away from other booths.

Items offered as sponsorship opportunities through TxHIMA may not be distributed or offered by exhibiting companies.

Please note there are no helium balloons or balloons of any kind permitted in the Exhibit Hall.

Exhibitors are not permitted to distribute food or beverages to attendees without prior arrangement with the Moody Gardens Hotel and TxHIMA.

It is the policy of TxHIMA to ask Exhibitors, exhibitor companies and other participants to refrain from holding meetings, separate functions or events to ensure these activities do not compete with or detract from the TxHIMA Annual Meeting during the official dates of the TxHIMA Annual Meeting. All Exhibitors, exhibiting companies and other participants interested in holding ancillary functions must contact the TxHIMA Executive Director at 512-540-4441 or txhima@txhima.org.

Requests for exceptions to the Rules and Regulations must be made to TxHIMA at 512-540-4441 or txhima@txhima.org and approved prior to the conference.

TxHIMA reserves the sole and exclusive right to interpret, amend and enforce these Exhibitor Rules and Regulations. Each exhibitor, including his/her agent and employees, agrees to abide by the contract conditions, rules and regulations set forth herein, or by any subsequent amendments or interpretations. TxHIMA reserves the right to enforce compliance with these Exhibitor Rules and Regulations at the exhibitor’s expense.

Exhibitors shall be responsible for making their exhibit accessible to persons with disabilities as required by the Americans with Disabilities Act, and shall hold TxHIMA harmless from any consequences of exhibiting company’s failure in this regard.

Exhibitors will be responsible for securing any and all necessary licenses or consents for a) Any performances, displays, or other uses of copyrighted works or patented inventions, and b) Any use of any name, likeness, signature, voice or other impression and other intellectual property owned by any third party which is used, directly or indirectly by the exhibitor. The exhibitor agrees hereby to indemnify, defend and hold TxHIMA harmless from and against any claim of liability and any incident or resulting loss, cost, or damage (including costs of lawsuit and attorney’s fees) for failure to obtain these licenses or consents and/or for infringements or other violations of the property rights or the rights of privacy or publicity of any third party.