TAC Registration

Exhibit Space Agreement

1. Exhibit Specifications: The standard exhibit booth will be a standard 10’x10’ pipe and drape exhibit booth. Booths will be selected on a first pay first served basis. Booths can NOT be selected until we receive BOTH a signed contract and full payment. Space rental is $850 for commercial exhibitors ($600 for verified state agencies). REASSIGNMENT OR SUBLETTING OF SPACE IS NOT PERMITTED. Cancellations may be made prior to July 26, 2025 less a $100 administrative fee. Cancellations after July 26 will not be refunded.
2. Booth Description and Regulations: A standard booth will include 8’ back drape, 3’ side dividers, one 6’ skirted table, 2 chairs and standard ID sign. Items can be placed along the sides or on tables as long as they do not obstruct a view of the adjacent booth. Show management will determine if a display is within regulations.
3. Setting Up & Claiming Booth Space: Exhibitors may begin installing booths Tuesday, August 26, 2025 beginning at 1:00 p.m. until 4:00 p.m. and resuming on Wednesday, August 27, 2025 from 8:00 a.m. - 12:00 p.m. with all booths installed by 12:00 p.m. Any exhibit space not claimed or occupied by 12:00 p.m. on August 27 may be reassigned at the discretion of show management. Texas Association of Counties reserves the right to reassign or realign booth space as required for the benefit of all exhibitors present WITHOUT PRIOR APPROVAL OF THE EXHIBITOR.
4. Dismantling of Displays: Exhibitors are discouraged from dismantling their exhibits or do any packing until after 3:00 p.m. on Thursday, August 29, 2024. It is the responsibility of the Exhibitor to provide for return shipment of exhibit material.
5. Eligible Exhibits: Texas Association of Counties reserves the right to determine the eligibility of any company, product, promotion, or part thereof that in its opinion is not in keeping with the character and purpose of this seminar.
6. Electronic Equipment and other Traffic Drivers: The use of electronic equipment and other special effects equipment used as part of a display or as a traffic driver should not obstruct or otherwise interfere with adjacent booths or other events conducted by the Texas Association of Counties.
7. Signs & Marketing: Signs and displays, other than those located at the exhibitor’s booth, are prohibited except for those provided by Texas Association of Counties. All signs not provided by Texas Association of Counties will be removed WITHOUT NOTICE TO THE EXHIBITOR.
8. Security: Texas Association of Counties will not provide security inside the exhibit hall during non-show hours. Texas Association of Counties and the Fairmont Hotel do not assume responsibility for items left in booths. Although doors to the exhibit area will be locked during non-exhibit hours, Exhibitors are strongly encouraged to remove valuable equipment from the exhibit area nightly.
9. Indemnification: The exhibitor assumes the entire responsibility and liability for losses, damage or claims arising out of exhibitor's activities on the hotel premises and will indemnify, defend, and hold harmless the hotel, it's owner and it's management company, as well as their respective agents, servants, and employees from any and all such losses, damages and claims. Indemnification clause does not apply to state exhibitors.
10. Shipping of Exhibits: Texas Association of Counties has contracted with Freeman to handle all drayage services required by Exhibitors. Freeman will send you an Exhibitor Service Kit with information on rental furniture, labor to install and dismantle exhibits, special booth decorations, carpeting, sign services, electrical, telephone, technology, janitorial, freight and shipping services and can be ordered in advance at prevailing rates.