Exhibitor Sponsor Rules and Regulations
Esteemed Colleague:
Thank you for your interest in participating in an IntroVet® Program. To better ensure we are able to meet each other’s expectations, all IntroVet® (sometimes referred to as “INTROVET®” herein) exhibitors are required to abide by the Rules and Regulations established by INTROVET® from time to time. The current Rules and Regulations are published herein below. These Rules and Regulations set out the rules, regulations, and other general guidelines for your participation as an Exhibitor or Sponsor at IntroVet®’s continuing education events, held online and in San Antonio, Bexar County, Texas (the “Event”). By executing the Application and by your presence at the Event, you will be deemed to have agreed to comply with the Rules and Regulations.
DEFINITIONS OF CERTAIN TERMS USED IN THESE RULES AND REGULATIONS.
“Application” means the Exhibitor, Sponsor, Advertiser Application submitted by Exhibitor to INTROVET®. Upon INTROVET®’s approval of the Application it becomes a binding contract between INTROVET® and the therein-named Exhibitor (the “Agreement”). These Rules and Regulations, as they may be amended from time to time, are incorporated by reference into the Agreement for all purposes.
“Conference Hotel” means the hotel venue at which the Event is held.
“Exhibitor” means the party executing the Application, pending approval by INTROVET®.
“Exhibitor Participation” means all of your activities as an Exhibitor at the Event as designated in your Application, including speaking, advertising, sponsorship, or exhibiting via a booth, or any combination thereof, as approved by INTROVET®.
USE OF EVENT NAME AND GOODWILL. IntroVet® is the exclusive owner of the Event and all related intellectual property and goodwill (the “Event IP”). You may use the name of the Event and/or our logos to promote your participation as the Exhibitor, provided that your use of our logos is subject to our prior written consent. You must submit all usage requests in writing, and with visual examples attached, via email to [email protected] not later than 45 days before the Event. Any request that has not received a written approval from INTROVET® is deemed denied. If you have not received any response to your written usage request within five (5) business days of submitting your request, please contact us. Notwithstanding any of the foregoing or any other language to the contrary herein, we reserve the right to terminate this permission, in whole or in part, at any time for any reason, and you agree to immediately comply with any written termination notice from us and immediately cease and desist all use of the Event IP.
PHOTOGRAPHY RELEASE. Through your registration and attendance of a continuing education Event organized by INTROVET®, you understand you may be photographed or recorded during the course of the Event, and your presence at the Event is deemed your consent to same. INTROVET® reserves the right to use any photograph or video taken at any INTROVET® event without the express written permission of those included in the photograph or video. INTROVET® may use photographs or videos for promotional purposes in publications or other media including without limitation brochures, invitations, books, newspapers, magazines, websites, television, etc. Anyone attending an INTROVET® Event who does not wish to have their image recorded for distribution must send a written notice and an identifying photograph to [email protected] (Your photo will be held in confidence by INTROVET®). Upon receipt of the notice, INTROVET® will make commercially reasonable efforts to not include the requesting party in any promotional media.
LOGOS AND ADVERTISEMENTS. Exhibitors should submit logos and any other requested or relevant information as soon as possible after receipt of confirmation of an approved application. Advertisements intended for Program Guides or Proceedings or Course Note Packets must be submitted no later than 30 days prior to the Event for which they are to be utilized. Logos are preferred in png or jpeg format, but may be submitted as pdf. Additional submission details will be provided via email. Attendee bag inserts must be shipped to INTROVET® no later than 30 days prior to the Event for which they are to be distributed.
OUR CANCELLATION RIGHTS AND RELATED OBLIGATIONS. We reserve the right to reschedule or cancel the Event, in our sole discretion, if we reasonably believe that unforeseen circumstances beyond our control will place the safety of those attending the Event, or the likelihood of success of the Event at risk. We will notify you promptly of any cancellation or rescheduling and will make a reasonable effort to coordinate any rescheduling with you. If we are unable to reschedule within a reasonable time, we may cancel the Event in the entirety, terminate all previously approved Exhibitor Applications for the Event, and issue refunds for previously paid Application fees related to the cancelled Event. Upon notice to you of such cancellation and issuance of the refund, if any, we will have no further obligation or liability to you.
SEVERABILITY. Any provision in this Agreement that is held to be unenforceable in any jurisdiction shall be ineffective to the extent of such unenforceable provision without invalidating the remaining provisions; and any such unenforceable provisions shall be deemed to be restated to reflect as nearly as possible the original intentions of the parties in accordance with applicable law. Our failure to enforce any term or condition of this Agreement does not waive our right to enforce that or any other term or condition at any time.
TAX MATTERS AND SALE OF MERCHANDISE. Exhibitors who are selling and delivering tangible items are required by Texas law to obtain a Sales and Use Tax Permit. Please ensure you have the proper permits prior to attending an INTROVET® Event. To apply for a permit, contact the Texas State Comptroller’s office or go to https://comptroller.texas.gov/taxes/permit/.
INSURANCE. You, as the Exhibitor, have full responsibility for all aspects of your Exhibit, including without limitation your personnel, merchandise, display, goods, services, property, equipment, and supplies. All Booth Exhibitors are required to maintain general liability coverage from an insurance company in good standing with minimum policy limits of $1,000,000 per occurrence and $2,000,000 aggregate. Those who will not maintain a physical presence at an Event via the use of a display or exhibitor booth are not required to provide proof of above insurance but are nevertheless fully responsible for their personal property.
CODE OF CONDUCT. INTROVET® is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technology choices. We do not tolerate harassment of conference participants in any form, whether physical, verbal, or in digital or printed materials. Sexual or rude language and imagery is not appropriate for our conference venue or for any digital or print advertisements displayed at or related to the Event. Conference participants, exhibitors, sponsors, and advertisers are required to follow the code of conduct rules stipulated by INTROVET®, including all updates, additions and modifications we make to the code of conduct from time to time, and cooperate with Event staff in code of conduct enforcement. This Code of Conduct applies to personal conduct as well as to Exhibitor Participation and all related materials.
Further, speaker presentations, all printed and digital materials, and other conference Events are protected by copyrights, and recording, photography and videography by any unauthorized person is strictly prohibited.
Exhibitors and Sponsors attending in-person Events are expected to strictly follow all policies related to COVID-19, as set forth by INTROVET® or the Venue.
Any Exhibitor or other person found to be violating these rules and any other Event conduct rules instituted by INTROVET® from time to time may be expelled from the Event without a refund, and/or refused attendance at future Events, at the discretion of INTROVET®, and potentially subject to other legal recourse.
Exhibitors should strive to reflect their company’s highest standards of professionalism at all times.
CERTAIN LOGISTICS.
SHIPPING OF ATTENDEE BAG INSERTS. Exhibitors and Sponsors who have purchased the ability to advertise through attendee bag inserts should ship those items to: IntroVet®, 24165 IH-10 WEST STE 217 #468, San Antonio, TX 78257. They should arrive at INTROVET® no later than 30 days prior to the program for which they will be utilized.
CONFERENCE HOTEL FAXING AND MAILING SERVICES.
Copies/Faxing: The Conference Hotel offers copying and faxing services to its guests that are staying on property. Any incoming or outgoing faxes are offered to the guest as a complimentary service. For copies, the Conference Hotel assesses a charge of $0.25 per page. You are responsible for your own copy fees.
Package Handling: Always check with the Conference Hotel for current rates for any services you may need.
Fees will be charged for packages being shipped out of the Conference Hotel if they are pre-addressed and boxed. If you require this service, please place the name of the Event on all boxes. The Conference Hotel’s receiving manager will secure all boxes and packages and will release them to individuals per the written instructions you deliver to the Conference Hotel.
RULES APPLICABLE TO BOOTHS.
USE OF BOOTH SPACE AND EVENT VENUE. If you are exhibiting at a booth, Exhibitor agrees to conduct business only within the defined space of his or her own exhibit.
- The aisle between exhibits must be kept clear at all times.
- Sales materials, including but not limited to, flyers, pens, notebooks, posters, banners, stickers, pamphlets, coupons, and samples must not be distributed outside of the Exhibitor’s own booth, unless such right is purchased through other advertising avenues. Contact [email protected] for additional details.
- Materials may not be distributed in guest rooms, hotel lobbies, or other public or private areas of the conference hotel.
- If such prohibited items are found outside the Exhibitor’s booth space, they will be discarded immediately, and the Exhibitor may be asked to leave.
- At least one person should remain present at the booth at all times, during conference hours. • Guests and personnel under 18 are not permitted to serve at Exhibitor booths.
Furthermore, the Exhibitor agrees not to use an open flame at their booth or anywhere within the Conference Hotel. If their booth contains hazardous or flammable chemicals, they must comply with OSHA regulations and those set forth by the State of Texas and the Conference Hotel. Exhibitors must maintain a USDA license if they choose to display biological products.
Sound is permitted, so long as it is kept at a low and reasonable volume and does not detract from surrounding booths. Exhibitors are responsible for obtaining any and all required copyright licenses required for sounds, photos, and other documents used in their booth space.
BOOTH SET-UP AND TEAR-DOWN.
Anticipated set-up hours will begin the evening before each Event, at 6pm. Tear-down will begin approximately 30 minutes following the last break time on Saturday afternoon/evening. Set-up and tear-down times are subject to change, and exhibitors will be notified immediately via email if changes do occur. Exhibitors are not permitted to arrive late or to tear down early. Failure to be present for the full program may result in an Exhibitor being banned from future programs.
When setting up and dismantling a booth, Exhibitors must comply with all regulations set forth by the Conference Hotel, as well as these regulations:
Exhibitors may:
- Hand carry components of your display
- Erect pop-up displays or table-top displays
- Utilize light-weight, wheeled cases or carts to assist in carrying items, at your own risk
Exhibitors may NOT:
- Modify the dimensions of your booth or another booth
- Block access to exits, doors, fire extinguishers, alarms, or other safety equipment • Affix anything to walls, doors or fixtures
- Hang anything from the ceiling or light fixtures
- Use gummed stickers, tacks/pins, tape of any kind or labels on the property of Conference Hotel or INTROVET®.
- Use handmade signage
- Use the Conference Hotel’s trade or service marks without prior express written consent from the Conference Hotel.
Any damage to the Conference Hotel property or premises will be charged to you at the Conference Hotel’s then-current full rate.
We also do not recommend leaving valuable or irreplaceable items unattended at your booth, as these booths will be accessible to hotel guests during overnight hours.
MISCELLANEOUS.
ANIMAL USE. Please contact the venue directly with any questions, and to verify that your pet or service animal meets their protocol.
Thank you again for your commitment to IntroVet® and our member community. Please contact me with any questions.
Sincerely,
Jenni Rizzo, DVM
President
210-944-8520
IntroVet®, LLC
