Defense Industry Conference

Terms And Conditions

In Plain Language

NDIA Terms And Conditions

The NDIA Lone Star Chapter Expo is owned by NDIA and managed and produced by ExpoDFW  hereinafter called “Management” or “Show Management”

 

  1. Offer and Acceptance. Exhibitor’s submission of the Exhibit Space Agreement form, with or without a deposit, shall constitute an offer from Exhibitor to enter into such Agreement with the Trade Show(s), causing the Agreement as a whole to become effective.  All payments to NDIA Lone Star Chapter  must be in United States dollars drawn on a U.S. bank and made payable to NDIA Lone Star Chapter . NDIA Lone Star Chapter  reserves the right to cancel the Application & Contract and resell the Assigned Space of any Exhibitor which fails to pay required exhibit space fees by the invoice due date. Exhibitor understands and agrees that no portion of the exhibit fee is refundable and Exhibitor is liable for the total exhibit fee.
  2. Arrangements of Exhibits. Exhibits shall be so arranged as not to obstruct the general view nor hide the exhibits of others. Plans for specially built displays not in accordance with these Exhibition Rules and the regulations set forth in the Exhibitor Packet must be submitted to Show Management before construction is ordered and/or begun. The Exhibitor Packet will be supplied to Exhibitor approximately three months before the Exhibition. With or without prior inspection, Exhibitor understands that by signing the Agreement form, Exhibitor agrees to be bound by the Exhibitor Packet, which shall form part of the Agreement.
  3. Exhibitor Services Contractor. The official exhibitor services contractor of the Expo is responsible for drayage, decoration, and labor. Drayage pertains to the moving of freight from the loading docks to booths, and from booths to the loading docks; also between booths. Decoration pertains to installing, decoration, and dismantling exhibits. Labor for drayage and decoration, as well as for signs is also arranged through the exhibitor services contractor.
  4. Soliciting/Photographs. Exhibitor is prohibited from distributing (i) literature, souvenirs, or other items from outside the boundaries of Exhibitor’s booth, and (ii) literature, souvenirs, or other items that are other than Exhibitor’s own materials; in each case, unless Exhibitor has obtained Show Management’s prior written approval. These prohibitions apply before, after, or during Exhibition hours. Canvassing in exhibit halls or distribution of advertising matter, souvenirs, or any other items whatsoever by anyone who is not a paid exhibitor is strictly forbidden. Exhibitor is prohibited from taking photographs of other exhibits or other aspects of the Exhibition, without Show Management’s prior written approval. Exhibitors may photograph only their own booth(s).
  5. Exhibitor Personnel and Others. Technical specialists, qualified to discuss engineering details of their products, must man booths at all times during Exhibition hours. Show Management reserves the right to prohibit an exhibit or part of an exhibit that, in Show Management’s sole discretion, may detract from the character or nature of the Exhibition.
  6. Booth Occupancy. All rented space must be occupied only by representatives of the company which has entered into the agreement with NDIA Lone Star Chapter  to exhibit at the Trade Show(s). Except for companies that share an explicit supplier/vendor relationship, exhibiting companies are forbidden from promoting outside/sister companies in their booth space. Booth sharing, swapping, or resale is prohibited without exception. All booth space must be staffed completely and all booth displays must remain fully assembled for the full duration of the published show hours; failure to do so, including breaking down displays before close-of-show or by leaving early for any reason whatsoever, will result in a monetary penalty equal to 150% of the cost of the exhibitor’s purchases for the Expo.
  7. Remedies. If Exhibitor fails to make any payment or otherwise breaches any provision of the Agreement, and fails to cure within a reasonable time (as defined in the next sentence) after Exhibitor has received written notice from Show Management specifying the breach, Show Management shall have the right to exercise (without further notice) any one or more of the following remedies at any time after such reasonable time has passed: (i) cancel the Agreement in whole or in part; (ii) evict Exhibitor from any or all of the space being rented by Exhibitor; (iii) have any of the Agreement’s violated provisions specifically enforced; and/ or (iv) exercise any other remedy available by rule of law. “Reasonable time” means: (i) immediately in the case of any breach occurring during the Exhibition; (ii) 24 hours, in the case of any failed payment and (iii) 5 days, in the case of any other breach. In addition, Show Management may keep any and all monies received from Exhibitor as liquidated damages, it being understood that the Trade Show(s)’ losses and damages from Exhibitor’s breach of the Agreement as well as a precise value for services provided by the Trade Show(s) prior to the conclusion of the Exhibition are difficult to ascertain and that the agreed liquidated damages are not intended and may not be construed as a penalty. Upon cancellation of the Agreement, Show Management may (without prejudice to any other available remedy) rent Exhibitor’s space to any other exhibitor, or use such space in any other manner as Show Management deems necessary, in its sole discretion, without any obligation to Exhibitor.
  8. Unoccupied Space. If any of Exhibitor’s space remains unoccupied on opening day of the Exhibition, Exhibitor shall be deemed to have abandoned such space. Thereafter, Show Management shall have the right to rent such space to any other exhibitor, or use such space in any other manner as Show Management deems necessary, in its sole discretion, without any obligation to Exhibitor. This Section shall not be construed as affecting the obligation of Exhibitor to pay the full amount specified in the Agreement for space rental (see Section 14).
  9. Liability. Neither Show Management nor its agents or representatives will be responsible for any injury, loss, or damage that may occur to Exhibitor or to Exhibitor’s employees, invitees, licensees, or guests, or Exhibitor’s property, from any cause whatsoever. Under no circumstances shall Show Management or its agents or representatives be liable for (i) any special, indirect, incidental, or consequential loss or damage whatsoever, or (ii) any loss of profit, loss of use, loss of opportunity, or any cost or damage resulting from any such loss. Exhibitor acknowledges that the risk allocations of this Section are reasonable based on the understanding that Exhibitor shall obtain, at its own expense, adequate insurance against any such injury, loss, or damage. Show Management shall not be liable for failure to perform its obligations under the Agreement as a result of strikes, riots, acts of God, or any other cause beyond its control. Anyone visiting, viewing, or otherwise participating in Exhibitor’s booth or exhibit is deemed to be the invitee, licensee, or guest of Exhibitor, and not the invitee, licensee, or guest of Show Management. Exhibitor assumes full responsibility and liability for the actions of its agents, employees, independent contractors, or representatives, whether acting within or without the scope of their authority, and agrees to defend, indemnify, and hold the Trade Show(s), the exhibition hall, and their respective privies, harmless from and against claims resulting directly or indirectly from the actions or omissions of Exhibitor and/or Exhibitors agents, employees, independent contractors, or representatives, whether within or without the scope of authority. There is no other agreement or warranty between Exhibitor and Show Management except as set forth in this document and the Exhibitor Packet. The rights of Show Management under the Agreement shall not be deemed waived except in writing signed by an authorized officer of Show Management.
  10. Insurance. For the term of the Agreement, Exhibitor shall at all times maintain insurance sufficient to cover the liabilities of Exhibitor under the Agreement. The amount and scope of such insurance shall be reasonably satisfactory to Show Management. Such insurance shall also provide coverage for Exhibitor’s contractual obligations to defend, indemnify, and hold harmless, as stated in the Agreement. Show Management shall be added as an additional insured to such insurance. Exhibitor’s insurer shall confirm to Show Management that such insurance cannot be canceled or changed without thirty (30) days prior written notice to Show Management. Exhibitor agrees to provide Show Management a suitable certificate verifying that the required insurance is and will remain in force for the duration of the Exhibition. The minimum acceptable coverage is a $1,000,000 general liability policy with NDIA Lone Star Chapter  listed as an additional insured party for the duration of the Expo.
  11. Event Cancellation: In the event that because of war, fire, strike, government order, public catastrophe, act of God or the public enemy or any other cause beyond the control of NDIA Lone Star Chapter  including perceived market conditions, the Event or any part thereof is not held, is canceled by NDIA Lone Star Chapter  or the facility, the city, county, or federal government , or the Assigned Space assigned hereunder becomes unavailable, the refund of any fees to the Exhibitor, Sponsor, Attendee or Partner shall be at the sole discretion of NDIA Lone Star Chapter . Exhibitors shall not have any right to an accounting, review, or audit of the financial records of NDIA Lone Star Chapter . Any exhibitor who cancels this contract prior to any cancellation of the Event by NDIA Lone Star Chapter  shall not be entitled to any refunds paid pursuant to this paragraph.
  12. Jurisdiction and Attorney Fees. All claims, disputes, and controversies arising out of or in relation to the performance, interpretation, application, or enforcement of this agreement, including but not limited to breach thereof, shall be referred to mediation pursuant to the Texas Arbitration Dispute Resolution Act, (Texas Practice and Remedies Code, Chapter 154),before, and as a condition precedent to, the initiation of any adjudicative action or proceeding, including arbitration. Each party shall pay its own legal and other costs relating to the mediation or the non-binding arbitration regardless of the outcome of the mediation or the non-binding arbitration.
  13. Taxes and Licenses. Exhibitor shall be responsible for obtaining any licenses, permits, or approvals required under local, city, state, or national law applicable to Exhibitor’s activity at the Exhibition. Exhibitor shall be responsible for obtaining any tax identification numbers and paying all taxes, license fees, use fees, or other charges that may become due to any governmental authority concerning Exhibitor’s activities related to the Exhibition.
  14. No Guarantee: NDIA Lone Star Chapter  makes no representations or warranties regarding the number of persons who will attend the Event, such number being impossible to predict accurately in advance of the Event. Exhibitor understands that neither NDIA Lone Star Chapter  nor its agents or representatives guarantees attendance at the Event nor any financial gain to any Exhibitor participating in the Event.
  15. Cancellation by Exhibitor after Acceptance: If Exhibitor desires to cancel this Application & Contract after acceptance, Exhibitor forfeits all rights to assigned space and may do so only by giving notice thereof in writing sent to Show Management. In such an event, Exhibitor will continue to be liable for the total exhibit fee. This amount is considered to be liquidated and agreed upon damages, for the injuries Show Management will suffer as a result of Exhibitor’s cancellation. This provision for liquidated and agreed upon damages is a bona fide provision and not a penalty. The parties understand that the withdrawal of the space reserved from availability at a time when other parties would be interested in applying for it, will cause Show Management to sustain damages. In this situation Show Management’s damages will be substantial, but they will not be capable of determination with mathematical precision. Therefore, the provisions for liquidated and agreed upon damages have been incorporated into this Application & Contract as a valid pre-estimate of these damages.  Show Management assumes no responsibility for having included the name of Exhibitor in the Exhibition catalog, brochures, news releases, or other materials.
  16. Changes. If Exhibitor requests an increase of its booth space after the Agreement has become effective, Show Management will use reasonable best efforts to accommodate such request, subject to space availability, additional fee payment, and other circumstances then prevailing. If Exhibitor requests a change that leads to a net reduction of booth space from original requirements, such request shall be covered by Section 14 above.
  17. Children. Exhibitor acknowledges that children under 18 are prohibited from attending the Event
  18. Severability. The parties intend that, if any provision of this contract is held to be unenforceable, then that provision will be modified to the minimum extent necessary to make it enforceable and the rest of the contract will remain in effect as written.
  19. Rules and Regulations. Show Management or a Facility may adopt or amend rules and regulations governing the Event at any time. Such rules and regulations, including those found on Show Management’s website and in the Exhibitor Service Kit, are an integral part of this contract and are incorporated herein by reference.
  20. Other Matters. NDIA Lone Star Chapter , whose main office is in Dallas Tx. All matters not expressly covered in the Agreement are subject to the sole decision of the Show Management, whose decision shall be final.

Defense Industry Conference

Additional Event Rules

Please refer to the Terms And Conditions page of the exhibit space contract for additional rules and regulations which you accepted at the time of contracting for exhibit space.

-Americans with Disabilities Act (ADA)
All exhibiting companies are required to be in compliance with the Americans with Disabilities Act (ADA) and are encouraged to be sensitive and as reasonably accommodating as possible to attendees with disabilities. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line 800-514-0301 and from the ADA Website at https://www.ada.gov/

-Age Requirement
Individuals under the age of 18 (including infants) will not be permitted on the exhibit floor during move-in or move-out or during the posted hours of the event, regardless of affiliation or circumstances.

-Affixing of Decorative Materials
Nothing may be taped, nailed, stapled, tacked or otherwise affixed to ceilings, walls, painted surfaces, fire sprinklers, columns or windows. Damages resulting from the improper use of these materials will be charged directly to the exhibitor.

-Aisles
The aisles are the property of NDIA Lone Star Chapter Show Management. Aisles shall be completely clear and unobstructed during show hours. No obstructions of any sort including tables and chairs. In addition, any portion of a booth display, product, or demonstration may not extend into any aisle at any time.

Alcoholic Beverages & Outside Food
Alcoholic beverages are not allowed in the exhibit hall at any time, except when provided by NDIA Lone Star Chapter during the Show Floor Reception. Exhibitors are not permitted to serve or consume alcoholic beverages on the show floor at any time during move-in, on show days or move-out. Any alcohol found on the show floor will be removed by security.

Outside food is also not allowed in the exhibit hall at any time during move-in, show days and move-out.

Attire
Company representatives (models, booth personnel, etc.) must be appropriately clothed and dressed in good taste at all times. Any representative wearing costumes or banners containing company advertising must wear an outer wrap any time they leave the exhibitor’s booth. The use of “human arrows” is prohibited. Distribution of giveaways, handouts, and any type of promotion must be conducted within the confines of the exhibitor’s booth.

Authority of Show Management
NDIA Lone Star Chapter Show Management shall have the power to adopt, amend and enforce all show rules, and regulations with respect to the kind, nature and eligibility of exhibitors adopted by it or set forth herein. Show Management has the power to enforce and amend all rules and regulations. NDIA Lone Star Chapter Show Management’s decision on such matters shall be final.

Badges and Exhibitor Personnel
Admission will be by official event badge only. Identification badges are not transferable. Only contracted exhibitors shall receive “Exhibitor” designated badges. Exhibitors’ customers and contractor personnel may not be badged as booth personnel. The exhibitor shall have an authorized representative present at the exhibition throughout all exhibit periods and during the installation and dismantling of the exhibit. False certification of an individual as an exhibitor’s representative, misuse of an exhibitor’s badge or any other method or device used to assist unauthorized personnel to gain admittance to the exhibit floor will be just cause for expulsion from the event.

Balloons and Helium Filled Items
Helium balloons may not be distributed or sold inside the facility. Helium balloons, larger than 36 inches in diameter, may be used when they are permanently affixed to authorized displays. No helium balloons or blimps may be flown inside the building. If helium balloons are released for any reason within the facility, labor costs associated with the removal of the balloons will be charged to show manage­ment at the prevailing rate. Helium balloons distributed outside the facility shall not be permitted inside the building. Helium gas cylinders for refilling must be secured in an upright position on safety stands with the regulators and gauges protected from damage. No overnight storage of helium or compressed air cylinders in the building is allowed. Mylar balloons are NOT allowed anywhere on the property. Smaller air-filled balloons may be used for decoration and/or handouts. Additionally, balloons cannot be released out of doors due to airport flight patterns in the area. A cleaning fee will apply should balloons be left on the property after the event.

Carpeting
In order to maintain a professional show floor appearance, all booths must be carpeted or covered with an appropriate temporary floor covering.

Code of Conduct
Treat other exhibitors with the same respect that you would like to receive from them. Any unsportsmanlike, unethical, illegal or disruptive conduct such as tampering with another party’s exhibit or engaging in corporate espionage will not be tolerated. All such actions should be reported to NDIA Lone Star Chapter Show Management immediately. When such conduct is discovered, the offender will be immediately removed from the exhibition and the offenders’ company will be prohibited from participating in the event for the following year. Horse-play of any kind will not be tolerated during the event. Security has the authority to eject any person that is behaving in an unprofessional manner.

Copyrighted Materials
Each exhibitor is responsible for obtaining all necessary licenses and permits to use live or recorded music, photographs or other copyrighted material in the exhibitor’s booth or display.

Damage to Property
Exhibitors are liable for any damage caused to building floors, walls, or columns to standard or rented booth equipment and to other exhibitor’s property. Exhibitors may not apply paint, lacquer, adhesive or other coatings to building floors, walls or columns or standard or rented booth equipment. Holes may not be drilled, cored or punched in any part of the building.

Exhibitors are responsible for damage to uncrated or improperly packed shipments, concealed damage, loss or theft of material after delivery to the booth or before material is picked up for return shipment. Exhibitors are required to file any reports of damage with the freight foreman prior to leaving the show.

Demonstrations
As a matter of safety and courtesy to others, exhibitors should conduct sales presentations and product demonstrations in a manner which assures all exhibitor personnel and attendees are within the contracted exhibit space and not encroaching on the aisle or neighboring exhibits. It is the responsibility of each exhibitor to arrange displays, product presentation, audio visual presentations and demonstration areas to ensure compliance.

Exhibitors should exercise special caution when demonstrating machinery or equipment that has moving parts and should establish a minimum setback of 3ft (.91m) and/or install hazard barriers as necessary to prevent accidental injury to spectators. Additionally, demonstrations should only be conducted by qualified personnel.

Display Regulations
Please carefully review the Display Regulations before proceeding with the design of your exhibit. They are binding rules and regulations concerning the construction and operation of your exhibit.

Exhibiting Eligibility and Show Designation
An exhibitor must be either a manufacturer or independent representative of a manufacturer that produces products related to the topics covered in the event’s technical programs, or that are used in relevant ancillary work, such as trade publications, associations, etc. Companies must have products that target the respective show audience to exhibit in the respective event and designated area.

NDIA Lone Star Chapter may co-locate events, with other events and/or exhibitors and suppliers.

Exhibitors must select booth space within their designation during the Initial Booth Space Assignment.

The space assigned is to be used solely for the exhibitor whose name appears on the application and it is agreed that the applicant will not assign, sublet or apportion the whole or any part of the space allotted.

Exhibitor Appointed Contractors (EAC)
An Exhibitor Appointed Contractor (EAC) is any company other than one of the designated official show contractors that an exhibitor wants to employ inside the exhibit hall for move-in, during the event or for move-out.

If an exhibitor plans to utilize the services of any independent or subcontractors other than the designated official show contractors, an Exhibitor Appointed Contractor (EAC) form, along with a certificate of insurance, must be submitted no later than 90 days before the event.

Exhibitors and Exhibitor Appointed Contractors must adhere to the Exhibitor Appointed Contractors (EAC) Terms and Conditions.

Exhibits
Please be sure to review the Display Regulations before proceeding with the design of your exhibit and be sure to share this information with your exhibit house to ensure your booth is compliant — variances will not be granted for any booth regardless of circumstances.

All curtains, drapes, decorations and decorative or construction materials are to be non-combustible or flame retardant.

Any portion of the exhibitor’s booth including signs and graphics, must have the back side finished and must not carry identification or other copy that would detract from the adjoining exhibit. All unfinished sides are to be covered at exhibitor’s expense so as to not appear unsightly. The exhibit shall not obstruct the view of adjoining exhibits nor be operated in any manner objectionable to other exhibitors. All lighting within the exhibit must be arranged and operated so as not to be distracting to adjacent exhibits.

All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers or installation/dismantling equipment such as forklifts. Displays should also be able to withstand moderate wind affects that may occur in the exhibit hall when freight doors are open.

Exhibitors should ensure that any display fixtures such as tables, racks or shelves are designed and installed properly to support the product or marketing materials to be displayed.

Fire & Safety
Exits, entrances, air supply vents, ramps, sidewalks, hallways, stairways, elevators, escalators and aisle ways must be kept clear at all times. All fire exits and the illuminated exit signs above each must be clearly visible. Exit doors, exit signs, fire alarm, fire protection valves, fire hose cabinets and fire extinguisher locations must be kept clear at all times.
Storage of any kind behind back drapes, display walls or inside the display areas is not allowed. All cartons, crates, containers, packing materials etc., necessary for repackaging, must be marked with an “Empty” sticker. Your General Service Contractor must remove the “empties” from the show floor.
All packing containers, wrapping materials and display materials must be removed from behind booths and placed in storage.
You are solely responsible for obtaining all necessary governmental approvals and associated costs of exhibit plans. A copy of the Fire Marshal approved floor plan must be submitted to your event rep prior to the show. You are responsible for submitting changes to the approved plan and obtaining approval by the Fire Marshal.
Covered booths exceeding 1,000 square feet require an interior automatic sprinkler system. A separate permit application is required.
Fire sprinkler systems must be installed by a state licensed fire sprinkler contractor.
All manufactured homes must have two (2) means of egress.
All multi-level booths must be stamped by a licensed structural engineer and if the upper level is greater than 300 square feet, they must have two (2) remote means of egress.
All fully enclosed booths with enclosed rooms must have at least two (2) exits leading directly to the aisle.
These booths must possess a smoke detector and fire extinguisher for each enclosed area. The local Fire Department may require additional equipment.

If any exhibiting booths have multiple levels or room(s) with enclosures, visible notification must appear on the stairway(s) or outside the room. This notice must state the maximum occupancy permissible or total weight load allowable on the second story at one time. If the second story occupancy level allows more than ten (10) people at one time, a second stairway must be present.

All materials used in the construction of the booth and all decorative materials (drapery, table coverings, banners, foam board, signs, set pieces, etc. ) within exhibitor booths and those used for special events must be non-combustible or made flame retardant. Certificates of flame retardant treatment must be submitted to the local fire department along with samples of said materials prior to construction of booth. You must maintain copies of flame certificates on premises as the local Fire Department can require verification at any time. Utilizing cardboard boxes as parts of exhibits or displays is not permissible.
Foam plastic elements greater than ¼-inch thickness shall not be permitted. Fire resistant foam board signage, not greater than ½-inch thickness, is acceptable in exhibit booths.

Booth construction shall be substantial and fixed in position in a specified area for the duration of the show.
Aisles and exits as designated on approved show plans shall be kept clean, clear and free of obstructions.
Easels, signs, etc. shall not be placed beyond the booth area into aisles. Exhibitors must keep their booths and displays within the designated perimeters. Any violators will be made to move their exhibits.
Literature on display shall be limited to reasonable quantities. Reserved supplies shall be kept in closed containers and stored in a neat and compact manner.
Designated “No Freight” aisles are required. These aisles must be kept clear at all times during the move in and move out of trade shows.

A separate submittal for Hot Works Event Permit is required for exhibition welding, soldering, brazing and the like. Full scale oxy-acetylene welding will not be permitted. Please see the local Fire Department website for more information on Hot Work operations.

Fire hose cabinets, fire extinguishers and any safety equipment may not be covered or obstructed in any way.

Fire Strobes are located 12 feet up on each side of every column. These strobes cannot be covered or obstructed at any time.

Non-display vehicles cannot remain on the exhibit floor. Attendees will not have access until all non- display vehicles exit the show floor.

The painting of signs, displays or other objects are strictly prohibited inside of the facility or on Convention Center grounds.

All show and exhibitor equipment must be UL approved. Extension cords shall be three-wire with ground and shall service one appliance or device. Multi-plug adapters must be UL approved and have an overload internal circuit breaker. Home-type “cube” taps are prohibited.

Spliced wires are heat generators and are prohibited.

Cooking/warming devices shall be electric and shall be UL or FM approved. Cooking/warming devices and heated products need to be four (4) feet away from the front of the display or have a shield 18 inches high, 1/4 inch thick across the front and down the sides of the demonstration area. A 2A10BC fire extinguisher must be in the booth and readily available near the demonstration area.

The use of welding equipment, open flames, decorative candles or smoke emitting devices or material is prohibited. Exceptions may be made with prior approval by the Fire Marshal.
Electrical equipment shall be installed, operated and maintained in a manner that does not create a hazard to life or property. Sufficient access and working space must be provided for all electrical equipment and must comply with current N.E.C. standards.

No saw cutting is allowed inside the Convention Center.

The Convention Center does NOT allow any hard construction type of activities to be executed on the exhibit floor or within the building such as, but not limited to material sawing, painting, welding, soldering, etc. without PRIOR written approval.

In the event that an alarm goes off, please know that we do not deactivate any alarm until the proper emergency response team is on-site, verifies the cause of the alarm and then deactivates the alarm. We operate at a maximum safety level that helps us to insure life safety.

In case of an emergency following an alarm, we will activate our public address system and provide direction to everyone in the facility. When the public address system starts to operate, please listen and follow the directions. Doing anything else will increase the hazard and will put you and your attendees at risk.

The local Fire Department may exercise the right to assign a fire detail to the premises, at your cost.

Foam Core Ban
Some states are banning all Styrofoam, including foam core signage by 2020. Foam core is associated with a myriad of ecological hazards and is not biodegradable. Foam core signage made prior to 2020 that is reused annually is permitted; however, foam core may not be used for signage that will be disposed after an event.

Guidelines for Compressed Gas Containers, Cylinders and Tanks
The Convention Center shall be informed of any compressed gas containers, cylinders or tanks a minimum of two weeks prior to being brought into the Center.

Compressed gas cylinders are subject to approval by the Convention Center and the Local Fire Department and/or Fire Marshal’s office.

Material Safety Data Sheets must be provided to the Convention Center and the Fire Department, Fire Marshal’s office prior to bringing compressed gasses into the Convention Center.

Portable compressed gas containers, cylinders and tanks shall be marked in accordance with CGA C-7 (legible labels to identify product from different directions).

Upright storage

Compressed gas containers, cylinders and tanks, except for those designed in a horizontal position, and all compressed gas containers, cylinders and tanks containing non liquefied gases, shall be stored in a position with the valve end up. An upright position shall include conditions where the container, cylinder or tank axis is inclined as much as 45 degrees from the vertical.

Securing gas containers, cylinders and tanks shall be done by one of the following methods:

Securing containers, cylinders and tanks to a fixed object
Securing containers, cylinders, and tanks on a cart or other mobile device designed for the movement of compressed gas containers or cylinders
Falling objects

Compressed gas container, cylinders, tanks and systems shall not be placed in areas where they are capable of being damaged by falling objects.

Caps and plugs

Caps and plugs required on containers and cylinders when not in use.

Leaks, damage or corrosion

Leaking, damaged or corroded compressed gas containers, cylinders and tanks shall be removed from service by approved qualified persons.

Wiring and equipment

Compressed gas containers, cylinders, tanks and systems shall not be used for electrical grounding.

Compressed gas containers, cylinders and tanks to have shut-off valve in the closed position after event hours.

No overnight or off hours storage of compressed gases inside the convention center exhibit halls. Compressed gas containers, cylinders and tanks shall be stored outside the exhibit halls in a secured area. EXCEPTION: Security guard to patrol area where gases are kept on at least on an hourly basis.

A warning sign shall be placed near or on the compressed gas container.

“Caution ASPHYXIANT” to be provided by the fire marshal.

Compressed gas containers shall be limited to 45 cubic feet.

For static display inside the exhibit halls; compressed gas containers, cylinders or tanks shall be emptied and be provided with labeling identifying the type of gas.

Final approval shall be required by a member of the local Fire Department or Fire Marshal’s office.

Good Neighbor Policy
Each exhibitor is entitled to a reasonable sightline from the aisle regardless of the size of the exhibit. Exhibitors are requested to use the good neighbor policy when designing exhibit space as to not impede neighboring exhibitors. Exhibitors should also ensure their booth structure, exhibit components and hanging signs are compliant with the event display regulations.

Upon request from NDIA Lone Star Chapter show management, exhibitors will be required to furnish NDIA Lone Star Chapter show management with such diagrams with the understanding that these diagrams may be shared with exhibitors adjacent to their booth.

Hazardous Materials
All parties affiliated with your event are prohibited from possessing, storing, or bringing onto the property materials that constitute hazardous materials (as defined by federal, state and local law) unless the hazardous materials are possessed and used in compliance with all federal, state and local laws. You will indemnify us for any possession, storage, transportation and use of such hazardous material for any reason whatsoever. All outside contractors/vendors are required to have a material safety data sheet (MSDS) on any hazardous chemical that they bring into the facility, so that appropriate action can be taken to inform and protect our employees.

Hospitality Policy (Meeting Rooms & Exhibitor Networking Functions)
NDIA Lone Star Chapter has been consistent in its policy requesting that no one conduct or sponsor hospitality suites at NDIA Lone Star Chapter events. Any function that is not part of the “official program” is prohibited. The prohibited functions may include but are not limited to: banquets, breakfasts, luncheons, parties, hospitality suites, meetings, seminars, technical programs, sporting events, social functions or any other program during the event, from the first meeting to the close of the event.

What is allowed?
Exhibitors are allowed to meet with their employees and customers. However, any function during the “official program” and event hours is prohibited unless prior approval is granted by NDIA Lone Star Chapter . Additional functions allowed, with proper authorization include:

Authorized exhibitor networking functions on Wednesday, after 6:00 pm.
Providing a place where only employees may eat lunch and/or unwind at the end of the day.
Staff meetings (training or informational).
Sales representative meetings (training or informational).
Meetings with your company’s distributors or manufacturer’s representatives.
Holding one-on-one customer meetings.
Treating a few customers, ten (10) people maximum (including staff) to a meal.

NDIA Lone Star Chapter official hotels are obligated, under the NDIA Lone Star Chapter contract, to notify NDIA Lone Star Chapter of any requests for function space at their property during the NDIA Lone Star Chapter EXPO event. They will require an authorization letter from NDIA Lone Star Chapter Show Management in accordance with the NDIA Lone Star Chapter Hospitality Policy. Once you have received an authorization, all further correspondence regarding your meeting space and meeting requirements must be communicated directly with the hotel. You are responsible for booking your own meeting room.

Meetings and Exhibitor Networking Functions must receive prior authorization from NDIA Lone Star Chapter Show Management. Authorization for your Meeting or Exhibitor Networking Function must be obtained by completing the Meeting Authorization Form. Occasionally, more information is needed in order to process the authorization, which may cause a delay.

Violations

Any company found in violation of the NDIA Lone Star Chapter Hospitality Policy will be subject to the following for the next year’s event:

Company will be removed from the event without refund of any sort.
Company will be prohibited from attending the remainder of the event.
Company may be barred from exhibiting altogether.

Intellectual Property
Each exhibitor is advised that its obligation under Section Q. Copyright, Patents and Other Proprietary Intellectual Property of the exhibit space contract/application includes an affirmation that, to the best of its knowledge, it has the legal authority for its use of any intellectual property associated with any product or promotional material that it will display, offer or otherwise use in its exhibit at NDIA Lone Star Chapter EXPO and it will not knowingly infringe on the intellectual property rights of another party.

Liability and Insurance
NDIA Lone Star Chapter Show Management and all organizations and individuals who are employed by or associated with them in connection with the exposition will not be responsible for injury that may occur to an exhibitor or an exhibitor’s employees or agents, nor for the safety of any exhibit or other property against robbery, fire, accident or other destructive causes. Please review the exhibit space contract for further details.

NDIA Lone Star Chapter requires that each exhibitor maintain general public liability insurance against claims for personal injury, death or property damage incident to, arising out of or in any way connected with the exhibitor’s participation in the exhibition, in an amount of not less than one million dollars ($1,000,000) for personal injury, death or property damage in any one occurrence. Such insurance maintained by the exhibitor must be issued by an insurance company reasonably acceptable to NDIA Lone Star Chapter Show Management, include coverage of the indemnification obligations of the exhibitor under the rules and regulations and shall name NDIA Lone Star Chapter , the appointed GSC and the Convention Center as additional insureds.

Each exhibitor acknowledges that it is responsible for obtaining, for its protection and entirely at its expense, such property insurance for its exhibit and display materials as the exhibitor deems appropriate. Any policy providing such property insurance must contain an express waiver by the exhibitor’s insurance company of any right of subrogation as to any claims against NDIA Lone Star Chapter and its representatives.

Lighting
Exhibit displays must not extend into adjacent booths or aisles. Flashing lights must be in good taste and not distract from neighboring exhibits.

Load Limits
The floor load limits in the exhibition halls are 350 lbs. per square foot. Any exhibit exceeding this limit will require special handling to distribute the load.

Lottery Numbers
Lottery numbers cannot be exchanged between companies nor reassigned. During the previous event, exhibitors were invited to draw a lottery number for the next event. Lottery determines the order exhibitors are assigned during the Initial Booth Space Selection. Trade and ancillary companies are exempt from drawing a lottery number.

Machinery and Equipment
Operating machinery and equipment within the exhibit area must have necessary safeguards to protect the public from injury.

Merchandise Leaving the Show Floor
A business card will be required at the point of exit for any material being removed from the exhibit floor, other than material covered by a bill of lading.

Motorized Vehicles, Scooters and Carts
Recreational motorized/mechanical vehicles and scooters are not allowed within the facility. For safety reasons, motorized carts including Segways, are not allowed in any public areas including the lobby. ADA needs will be accommodated.

Move-in Deadline
All booths must be occupied and completely set up by 5:00 pm on Tuesday,. The appointed GSC is authorized to “force set” any display that was delivered but not set up at this time at the exhibitor’s expense. If exhibit space is not occupied by 5:00 pm on Tuesday, the space may be possessed by Show Management for such purposes as they see fit. Exhibitor will be billed for expenses incurred by NDIA Lone Star Chapter Show Management to carpet unoccupied space as a result of default in occupancy.

Move-out Deadline
Dismantling and move-out of exhibits may begin following the announcement from NDIA Lone Star Chapter Show Management on Thursday at 5:00pm. No exhibitor will be permitted to pack or remove articles on display or any part of their exhibit prior to the closing of the exposition. Exhibitors who fail to comply with this rule risk will be barred from exhibiting at the following year’s event

All carriers, other than the official carriers for the event (as contracted by appointed GSC ) must check in no later than 12:00 pm on Monday, in order to avoid force. Exhibitors must begin their dismantle by 8:00 pm on Thursday, in order to avoid force labor.

NDIA Lone Star Chapter Show Management has the right, without incurring any liability for damage or loss, to order, at the exhibitor’s expense, the dismantling, packing and shipping of the exhibitor’s property if the exhibitor has failed to do so in the time allotted. Any exhibit materials remaining on the show floor — without a Material Handling form turned in to the GSC and a carrier on-site for pick-up — will be forced from the floor and either returned to the advance receiving warehouse or re-routed via the carrier of the GSC choosing, at the exhibitor’s expense.

Obstructions
Exhibitors are not allowed to obstruct the view, cause injury or adversely affect the displays of other exhibitors or of any aisles.

Occupancy
All booths must be staffed by badged exhibitor representatives during all open exhibit hours.

Off-hours Booth Activity
Off-hours Booth Activity, Media briefings, demonstrations, sales meetings or any kind of event involving held before or after show hours within an exhibitor’s booth must be pre-authorized by NDIA Lone Star Chapter Show Management.

Due to liability issues, attendees are not allowed in the exhibit hall during move-in or move-out. Private demonstrations can be held after show hours on Tuesday before or after show hours on Wednesday and before show hours on Thursday. All attendees must be badged properly and a badged member of your exhibit staff must escort the attendees to and from the booth.

Photography and Video Recording
Still photography and video recording of any exhibit or function is prohibited within the exhibit hall, meeting rooms and lobbies. This applies to both exhibitors and attendees. Show Management, the official show photographer and accredited members of the news media are exempt from this rule. Exhibitors are allowed to photograph or make video recordings of their own booth at any time. Attendees may also take photographs of a particular booth, provided they are accompanied by a badged exhibitor for that booth.

Products/Services to be Exhibited
No exhibitor shall exhibit or permit to be exhibited in the space allotted to him any goods or services other than those specified in the application when approved by NDIA Lone Star Chapter . Nor shall it exhibit or permit to be exhibited therein, displays or advertising material of any sort bearing any name or form of advertisement other than its own.

Selling on the Exhibit Floor
Exhibitors may sell their products directly to attendees on the show floor. However, exhibitors must abide by city and state laws and are solely responsible for the collection and remittance of any sales or other taxes.

Show Directory Listings
Each Contracted exhibitor receives one full listing in the Show Directory, and a complete My EXPO Planner listing.

Additional listings are available for purchase to current exhibitors only and may only list parent or daughter companies and/or brand name products/services that are owned or solely sourced in North America by their company. Note, exhibitors may not purchase a listing for a product or service that can be provided by multiple companies (as in the case of a distributor and/or manufacturer’s representative).

Signage and Graphics
All signage and graphics must stay within the confines of the booth and not protrude into the aisles or into adjacent booths. Any portion of the exhibitor’s booth including signs and graphics, must have the back side finished and must not carry identification or other copy that would detract from the adjoining exhibit.

Smoking
The Convention Center is a non-smoking facility. By state law and in the interest of public health, the Convention Center has adopted a non-smoking policy. There are designated areas outside the building where smoking is permitted.

Sound Levels
Mechanical or electrical devices which produce sound must be operated so as not to prove disturbing to other exhibitors. The sound/noise emanating from a booth may not exceed an average of 80 decibels as measured from mid-aisle. Show Management has the right to enforce this rule to continue to maintain a fair exhibiting environment to all exhibitors.

Space Usage and Allocation
The space applied for is to be used solely for the exhibitor whose name appears on the contract. It is agreed that the exhibitor will not assign, sublet or apportion the whole or any part of the space allotted.

Storage
Storage of any kind behind back drapes, display walls or inside the display areas is strictly prohibited. All cartons, crates, containers, packing materials, etc., necessary for repackaging, must be marked with an “EMPTY” sticker, and removed by the General Service Contractor.

Literature on display shall be limited to one day’s worth of product. Reserved supplies shall be kept in closed containers and stored in a neat and compact manner.

Suitcasing Policy
NDIA Lone Star Chapter does not permit solicitation from non-exhibiting companies. Any individual that is observed participating in activities to solicit or sell products to event attendees or exhibitors without having a booth at the event (which is known as suitcasing) will be asked to leave immediately and will be banned from attending or exhibiting at NDIA Lone Star Chapter events for one year for the first offense and five years for the second offense. Please report suitcasing activities to NDIA Lone Star Chapter Show Management immediately.

Union Labor and Work Agreements
Union Labor

DEPENDING ON THE VENUE LOCATION: The installation and dismantling of prefabricated displays comes under the jurisdiction of the Teamsters union. Union Labor is available to assist in the installation and dismantling of exhibit booths. Exhibit labor, freight and rigging labor, electricians and plumbers can be arranged for at established rates, which can be found in the exhibitor service manual.

Exhibit Labor Jurisdiction

Union exhibit labor claims jurisdiction for the installation, dismantling, and first cleaning of prefabricated exhibits and displays. However, exhibitors may set up their own exhibit display if one person can accomplish it without the use of hand tools. The Union’s jurisdiction does not cover the placement of your products on display, the opening of cartons containing your products, nor the performance, testing, maintenance or repairs of your products.

Exhibitors are not permitted to use tools of any type (screwdrivers, hammers, electric drills, power saws, etc.) on booths of any size.

When union labor is required, you may provide your company personnel to work along with a union installer on a one to one basis. All company working personnel must have proof of employment with the said exhibiting company. If the exhibiting company chooses to hire an EAC for install and dismantle they are required to use local union members.

Material Handling/Freight Handling Jurisdiction

The Local Union may have jurisdiction over all unloading and reloading of materials. The local union may also have jurisdiction over the operation of all material handling equipment — this includes all dollies and hand trucks. It may also has the jurisdiction of the unloading, uncrating, unskidding, leveling, painting and assembly of machinery and equipment as well as the reverse process.

An exhibitor may “hand carry” material provided they do not use any material handling equipment to assist them. When exhibitors choose to hand carry material, they may not be permitted access to the loading dock/freight door areas. Items must be carried by hand, by one person.

Gratuities/Breaks

Tipping is expressly prohibited. This includes such practices as giving money, merchandise, or other special consideration for services rendered. Do not give coffee breaks other than mid-morning and mid-afternoon, when the union has a 15 minute paid break. Meal Breaks are one hour. Any attempt to solicit a gratuity by an employee for any services should be reported immediately to the GSC.

In General

Exhibitors do not have to respond to grievances or complaints from union and trade personnel with respect to work jurisdictions. Please refer all such disputes and/or questions to the GSC or NDIA Lone Star Chapter personnel immediately.

Safety

Safety of everyone working in the hall is of our utmost concern at all times. Standing on chairs, tables and other rental furniture is prohibited. This furniture is not engineered to support your standing weight. The appointed GSC and NDIA Lone Star Chapter cannot be held responsible for injuries or falls caused by improper use of this furniture. If assistance is required in assembling your booth, please order labor on the Labor Order Form included in the exhibitor service manual and the necessary ladders and tools will be provided.

Vehicle Displays
Automobiles or other fuel powered vehicles of any nature must adhere to the following guidelines:

Fuel in the thank shall not exceed ¼ of h tank capacity
Vehicles shall not be fueled or refueled within the building
Batteries to be removed or disconnected in an approved manner
Locking gas caps or cap sealed with tape
Ignition keys removed & keys delivered to event security.
Propane tanks to be removed
Visqueen or other protective covering approved by the Convention Center placed underneath the vehicle.
At least 30” clear access or aisles must be maintained around the vehicle.
A drip pan under the vehicle’s drive train (motor to differential).
Vehicles shall not be moved during show hours.
Floor plans must indicate where vehicles are to be located
Exhibitor is responsible for obtaining any required permits. The local Fire Department reserves the right to alter the above requirements without prior notice.

Contact

(866) 487-2342

Defense Industry Manufacturing Trade Show
Presented By NDIA Lone Star Chapter
2000 E Lamar Boulevard
Suite 600
Arlington, Texas 76006

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