VGJC Registration

Exhibit Space Agreement

1. Exhibit Specifications: The standard exhibit booth will be an 10x10 pipe & draped booth including a covered 6’ table and two chairs. Booths will be selected on a first come first served basis. Booths can NOT be selected until we receive BOTH a signed contract and full payment. Space rental is $600 for verified state agencies and $700 for commercial exhibitors. REASSIGNMENT OR SUBLETTING OF SPACE IS January 12, 2025, for a $100 cancellation fee. Cancellations after January 12 will not be refunded.
2. Booth Description and Regulations: The cost of each exhibit space is $700 and covers registration for two company representatives to attend all conference activities. Additional reps are $100 each.
3. Setting Up & Claiming Booth Space: Exhibitors may begin installing booths Tuesday, February 18, 2025, beginning at 8:00 a.m. with all booths installed by 12:00 noon. Any exhibit space not claimed or occupied by 12:00 p.m. on February 19 may be reassigned at the discretion of show management. The V.G. Young Institute of County Government/Texas A&M AgriLife Extension Service 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 exhibits or packing until after 3:30 p.m. on Wednesday, February 19, 2025. It is the responsibility of the Exhibitor to provide for return shipment of exhibit material.
5. Eligible Exhibits: The V.G. Young Institute of County Government/Texas A&M AgriLife Extension Service 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 V.G. Young Institute of County Government/Texas A&M AgriLife Extension Service.
7. Signs & Marketing: Signs and displays, other than those located at the exhibitor’s booth, are prohibited except for those provided by V.G. Young Institute of County Government/Texas A&M AgriLife Extension Service. All signs not sponsored by the Institute will be removed WITHOUT NOTICE TO THE EXHIBITOR.
8. Security: The V.G. Young Institute of County Government/Texas A&M AgriLife Extension Service will not provide security inside the exhibit hall during non-show hours. The V.G. Young Institute of County Government/Texas A&M AgriLife Extension Service and Brazos County Expo Center 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, damages, and claims arising out of the Exhibitor’s activities on the Brazos County Expo Center's premises and will indemnify, defend, and hold harmless the Brazos County Expo Center, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages and claims. Exhibitors shall indemnify and hold the V.G. Young Institute of County Government, Texas A&M AgriLife Extension Service and The Texas A&M University System and it’s employees, agents or other representatives harmless from any and all claims, actions, suits, and liability whatever nature arising because of injury to or death of, any person, including but not limited to persons employed by or working for Exhibitor, or because of any damage to or loss of property including by not limited to the Exhibitor’s property, officers, agents, employees or representatives, or resulting from theft, fire, water, accident or other cause. Indemnification does not apply to state exhibitors.