The following provisions become binding upon acceptance of the Austin Board of REALTORS®’ (ABoR) Contract for Exhibit Space between the applicant (referred to herein as “exhibitor”), his/her/its employees and agents, and ABoR, including any additions and amendments thereto that may hereafter be established or put into effect by ABoR. ABoR reserves the right to disqualify potential exhibitors for any reason, including failure to meet the specifications on the Contract for Exhibit Space as stated herein. Failure by the exhibitor to comply with these rules and regulations as agreed by the parties or the breach of any representation, warranty, or guarantee by the exhibitor may result in termination of this agreement and could render the exhibitor liable for direct and consequential damages, expenses, allocations of overhead, etc.

The Contract for Exhibit Space and these rules and regulations represent the complete understanding of the parties and may be amended, modified, or otherwise altered only pursuant to the mutual written agreements of the parties, except that the exhibitor must comply with changes in the rules and regulations resulting from changes or additions to City of Austin requirements or matters imposed for reasons of health and safety of persons at the event. City of Austin requirements are incorporated into this agreement and the terms hereof are subject to change based upon changes in City of Austin requirements. Payment and cancellation policies and other ABoR policies and conditions can be found below.

Floor Plan/Space Assignments

All dimensions shown on the floor plan are believed, but not warranted, to be accurate. ABoR reserves the right to modify the floor plan in the best interest of Realty Round Up.

Space is assigned on a first-come, first-served basis. If a space selected has previously been reserved, trade show management retains the right to assign the next best available space. The trade show coordinator shall assign display space as indicated on the official floor plan, but reserves the right to reassign or prohibit any exhibit that is out of keeping with the character of Realty Round Up, this reservation being all-inclusive as to person, things, printed matter, products, and conduct.

Subletting of Booth Space

No exhibitor shall assign, sublet, or share the whole or any part of their space, unless assignee is a partnership, subsidiary, or joint venture with the exhibitor and is an integral part of exhibitor’s product presentation. Only one company sign may be displayed at each booth.

There is no sharing of booths allowed. If a company is found to be sharing a booth, they will be asked to leave the event and forfeit any fees paid.

No company, person or persons shall be able to conduct business on the show floor of Realty Round Up unless you are a registered, paid, exhibitor or sponsor.

No company, person or persons shall be able to give out company materials, marketing items or similar at Realty Round Up unless you are a registered, paid, exhibitor or sponsor.

Installation and Dismantling of Exhibits

To move into the exhibit area of the Palmer Events Center, exhibitors may use the loading dock with entry from Barton Springs Drive. All booth exhibits will be located on the Exhibit Hall floor. Unloading should be done as quickly as possible. Vehicles must be moved immediately upon completion of unloading. Traffic control will be monitored by security personnel and all of the foregoing is subject to change by City of Austin personnel.

All booths must be set up by 5 p.m. on Tuesday, October 16, 2018.

Exhibitors will be allowed in the Exhibit Hall no earlier than two hours prior to the scheduled opening of exhibits.

At the risk of being penalized, no exhibitor will be permitted to move out prior to the closing of the Exhibit Hall on October 17, 2018, at 5:00 p.m.

Exhibitors are responsible for the teardown and removal of displays by 8:00 p.m. on October 17.

Cancellation of Contract

A cancellation fee of 50% of the booth cost will be charged for all exhibitors who cancel on or before August 31, 2018. No refunds will be given for booth cancellations after September 1, 2018. This cancellation policy applies to all exhibitors. Any vendor who fails to set up their booth within the designated times will result in forfeiture of fees paid.

Refund requests must be made through the ticketing vendor, but cancellation fees will be charged to the ABoR member account.

Exhibit Hall Admittance

To be admitted into the Exhibit Hall, all exhibitors must register and receive a badge according to the following guidelines.

Booth Staff Badge Guidelines

Each confirmed booth will receive the following number of complimentary registrations/badges per booth:

10’ x 10’ booth 4 badges
10’ x 20’ booth 8 badges
20’ x 20’ booth 12 badges

The badges are intended for use only by employees of the company that has contracted the booth.

The company must pre-register the staff that will be using the complimentary badges no later than October 10, 2018.

Additional badges will be available for purchase at current ticket prices.

Exhibitor badges will be provided to each registered attendee. These can be picked up on move-in day or at Registration on the day of the event. ABoR/RRU is not responsible for distribution of badges to employees of the booth.

Use of Exhibit Space During Exhibit Hours/Prohibitions

Acceptance of exhibit space makes it obligatory on the part of the exhibitor and any employee that they shall not deface the Palmer Events Center. Exhibitor agrees to pay all costs associated with repair of any damage caused by Exhibitor or its agents, employees, or contractors.

ABoR shall have the right to prohibit or require the dismantling of any exhibit which is not suitable to or in keeping with the character or purpose of the exposition. ABoR reserves the right to remove from the exposition any advertising, programs, materials, literature, costumed person, or mannequins which are, in the opinion of ABoR, in bad taste or inappropriate. Exhibitors shall reflect the highest standards of professionalism while maintaining their booth during exhibit hours. Booths must be maintained by at least one company representative at all times during exhibit hours. ABoR reserves the right to expel any exhibitor misrepresenting their product, services, or firm, in name or in action.

Exhibitors may sell products on the exhibit floor during regular exhibit hours. If exhibitor does so, the vending exhibitor hereby agrees to indemnify and hold ABoR harmless from every claim that may arise from the sale of such products, including any consumer suit, complaint or demand, any product liability suit, or any other claim, demand or suit, whether in a court of law or in an administrative forum.

Every retailer in Texas needs a sales tax permit. An exhibitor without a Texas location needs a tax permit. It is the responsibility of the exhibiting company to obtain the proper sales permits from the State of Texas. For more information, contact the Texas Comptroller’s Office at 800-252-5555. Exhibit management reserves the right to prohibit or discontinue sales for any reason at any time.

Sound levels may not be distracting to neighboring exhibits.

Prize drawings will be announced from the main stage only.

Exhibitors must conform to the rules and regulations concerning flammable and hazardous chemical products and materials as set by the Occupational Safety and Health Administration (OSHA), the State of Texas, Travis County, and the City of Austin. Biological products exhibited require a USDA license and must meet any other governmental or regulatory requirement applicable to the products. The information contained in the exhibit and in literature distributed must conform to approved labeling and must in all respects be truthful and an in compliance with all applicable laws and regulations.

Catering and Alcoholic Beverages

Exhibitors are prohibited from distributing, serving or displaying alcoholic beverages or bottles in booths without the consent of the Convention Center’s caterer.  If you have any questions about this policy contact Ross Wagley at 512-404-4147; rwagley@levyrestaurants.com.

Wine, Liquor, or other alcoholic beverages are not allowed inside booths unless purchased through Levy. This includes gift baskets, giveaways, or games in booths.

Exhibitors are permitted to serve candy in their booths with the consent of the Convention Center’s caterer, Levy Restaurants. Information will be enclosed in the Exhibitor Service Packet. For more information, contact Ross Wagley at 512-404-4147; rwagley@levyrestaurants.com. The Convention Center will strictly enforce these rules.

Liability/Insurance

It is expressly understood and agreed by every contracting exhibitor that neither ABoR, nor its employees, nor its contractors shall be liable for loss or damage to the goods or properties of exhibitors. Upon signing the Contract for Exhibit Space, the exhibitor releases and agrees to indemnify and hold harmless ABoR, its managers, officers, members, sponsors, employees, and agents, from any suit or claim arising out of exhibitor’s activities related in any way to the event, including claims for property damage or injury (including punitive damages) by whomsoever sustained, including the exhibitor and its agents or employees, expressly including such damage or injury resulting in any part from the negligence of one or more of the aforementioned indemnitees. The performance of this agreement by either party is subject to acts of God, war, government regulations, disaster, civil disorder, curtailment of transportation facilities, or other emergencies over which neither party has control, making it illegal or impossible to provide the facilities or to hold the function.

Exhibitors agree to maintain such insurance that will fully protect ABoR from any and all claims of any nature whatsoever, including claims under the Texas Worker’s Compensation Act and for personal injury, including death, which may arise in connection with the installation, operation or dismantling of the exhibitor’s displays. Exhibitor agrees to indemnify and hold harmless ABoR for any such claims, irrespective of insurance coverage. (Exhibitors are advised to consult with their insurance advisors about adding to their existing policy, protecting them against loss or damage to their materials by fire, theft, accident, etc.)