Terms & Conditions

Purpose of the Exhibition:
The exhibition is for the purpose of education, and to provide a service to TSCPA event attendees.

Standard Exhibit Package:
The exhibit package will be provided in the form of a tabletop. Upon acceptance of applications for exhibit package, exhibitors will be sent instructions on shipping procedures and set up and tear down, as well as information on securing electricity, audiovisual equipment and other supplies.

Exhibit Hours:
Exhibit hours are established by TSCPA. Generally, exhibits will be open during continental breakfast, breaks and lunch, as well as any other hours specifically designated for exhibit viewing. Unless otherwise noted, exhibits may not be open while the conference sessions are in progress.

To maintain the educational integrity of the program, exhibitors are asked to adhere to the exhibit hours indicated. Once event sessions begin, discussions with participants should be finished and participants should be encouraged to return to the sessions. This will enable participants to receive the maximum benefit from both the educational program and the exhibits.

Exhibit Set Up and Tear Down:
Exhibitors are responsible for setting up and tearing down their exhibits. No assistance will be provided by TSCPA. Exhibitors are expected to set up and tear down their exhibits during the established time periods.

Fees:
All payments must be received by TSCPA with the registration form. Exhibitors will not be allowed access to the exhibit space unless all fees have been paid in full.

Assignment of Exhibit Space:
In assigning exhibit space, full consideration will be given to competing products and general grouping of exhibits for proper display and comparison. Every effort will be made for the equitable assignment of space. TSCPA reserves the right to relocate any exhibit for the benefit of the exhibitor or for the betterment of the exhibition. No firm, organization, company or individual without assigned exhibit space will be permitted to display or distribute products or literature, or solicit business within the exhibition hall. Exhibitors will not be permitted to assign, sublet or share with others any part of the space allocated to them.

Eligible Exhibits:
TSCPA reserves the right to determine the eligibility of any company or product for inclusion in the exhibition based on the information provided by the exhibitor. TSCPA does not promote companies whose programs, services, products, etc., compete with those offered by TSCPA to its members.

Care of Facilities:
Exhibitors or their representatives must not injure or deface the walls or floors of the meeting site. When such damage occurs, the exhibitor is liable to the owner of the property so damaged.

Cancellation of Exhibit Space:
Cancellations are fully refundable if submitted in writing at least 30 calendar days prior to the conference. No refunds will be given to cancellations received within 29 days prior to the conference.

Cancellation of Events:
TSCPA reserves the right to cancel an event at any time. Should this occur, TSCPA will not be held responsible for any expenses incurred by the exhibitor.

Liability:
The exhibitor assumes entire responsibility and hereby agrees to hold harmless TSCPA and the meeting facility and its owners, officers, directors, employees and agents, from and against any actions, losses, costs, damages, claims and expenses (including attorney's fees) arising from any damage to property or bodily injury to the exhibitor, his agents, representatives and employees by reason of the exhibitor's occupancy or use of the exhibition facilities. Upon signing this contract, the exhibitor expressly releases the foregoing institutions, individuals and committees from any and all claims for loss, damage or injury.

Staffing:
Knowledgeable representatives should staff exhibits during the specified exhibit hours. Exhibitors must provide TSCPA with the name(s) of the representative(s) who will attend the exhibition. TSCPA will not provide staffing for exhibits.

Badges:
Exhibitor representatives must wear appropriate TSCPA badges at all times. The badges will be available at the conference registration desk during the exhibit setup period.

Security:
Security is available at the request and expense of exhibitors. Exhibitors should consider removing from the meeting site or otherwise securing all equipment, supplies and other information at the close of each event day.

Shipping:
Exhibitors are responsible for shipping materials to and from an event. All costs associated with the shipping and storage of exhibit materials are the responsibility of the exhibitor.

Fire, Safety and Health:
Federal, state and local laws covering fire, safety and health must be strictly observed. Exhibits must not block aisles or fire exits. Storage of boxes and materials beneath exhibit tables may also be restricted. All materials used in decoration must be flameproof. Electrical wiring must conform to the National Electrical Code Safety Rules. Please follow the instructions of hotel personnel and/or TSCPA staff regarding conformity with fire and health codes.

For more information, contact Connie Rhea, Chief Operating Officer, by e-mail, by phone at 615/377-3825 or toll-free 1-800/762-0272.