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All About Expo 2018May 17, 20182 – 7 PMNRG CenterOne NRG ParkHouston, Texas 77054Important DatesContact InformationEarly Bird RegistrationJanuary 4 - 11, 2018Houston BOMATerri Kuvach713-255-9181tkuvach@houstonboma.orgOpen Registration BeginsJanuary 12, 2018Exhibitor Set-upMay 16, 20183 – 8 PMShow HoursMay 17, 20182 – 7 PM ExpoExhibitor Tear-downMay 17, 20187 – 9 PMFreeman Exhibition CompanyD’Andrea NRG Center Exhibitor torconference-services/1
ExhibitorInformationExhibitorInformationBooth Applications& RegistrationThe following three items are requiredto apply for exhibit space:1. Completed Onlin e Application2. Certificate of Insurance3. PaymentNo registrations will be accepted withoutall three items. No exceptions. You mustupload your COI or send it to TerriKuvach at (713) 255-9181 ortkuvach@houstonboma.org within 48hours of completing the onlineapplication or your booth will bereleased. Your booth will not beapproved or confirmed until wereceive this information. Completethe online application athttps://www.regexpo.com/hboma/be18.Please read all rules, regulations, andcontract conditions before submitting yourapplication. All sales are final. No refundsallowed.Certificates of insurance must nameHouston Building Owners and ManagersAssociation as additional insured, providinggeneral liability with a minimum bodilyinjury of 250,000 per person and 500,000per occurrence and property damageliability of 100,000 per occurrence and 500,000 general aggregate coverage. Youmust contact your general liabilityinsurance carrier to obtain a Certificate ofInsurance.Early bird registration is available only toHouston BOMA members who participated inthe 2017 BOMA Expo.Booth Pricing:Booth price for members:10x10 booth 1,200Non-members may purchase boothsbeginning January 12, 2018:10x10 booth 2,200Early Bird online registration will begin onJanuary 4, 2018 at 8:00 AM.Booth assignments will be given on a firstcome, first-serve basis. Priority will be givenaccording to the date and time thecompleted application, certificate ofinsurance, and payment are received.Exhibitor applications and certificates ofinsurance will not be accepted prior toJanuary 4, 2018; however, if you plan onpaying by check, you may send the checkbefore this time to ensure you canpurchase your booth on time.Additional Information Dress code for exhibitors – all attiremust be in good taste. Display – your display must not obstructthe view of or interfere with nearbybooths. Music and odor-emitting displaysare not permitted. Fire codes – Exhibitors are responsible forcompliance with all pertinent regulationsand codes concerning fire, safety andhealth, which may be applicable in theexhibit hall during the event. Booths do not include electricity.Exhibitor ChecklistY – Your providerN – NRG CenterS – FreemanPromotional items and/or give-aways (Y) Floral/horticulture orders (Y) Food/beverage orders for your booth (N)Must be ordered before Expo set-up day. Audio/visual orders (N) Phone orders (N) Electrical orders (N)Must be ordered before Expo set-up day. Parking passes (N) Carpet orders (F) Furnishings and services (F)conference-services/Freeman Exposition ServicesThe exhibition company for the 2018Houston BOMA Expo is Freeman. Specificquestions regarding your booth, boothequipment, and accessory rentals can beanswered by D’Andrea Thompson withFreeman. Please note: booths do notinclude electricity and exhibit hall floorsare not carpeted, but carpet is beingprovided.Booth PackageAll 10x10 and 10x20 exhibit booths will have an8-foot-high back wall drapery with 3-foot-highside panel draperies. 20x20 and 30x20island booths will not have any walldrapery unless specifically requested. Acompany identification sign (7” x 44”), carpet,a 6-foot draped table, and two chairs will alsobe provided. No other furnishings (electricity,etc.) will be provided. Your company namewill be printed on the identification signexactly as it is written on your application.Please verify spelling, capitalization, andpunctuation of company name on applicationbefore submitting.Exhibitor Name BadgesExhibitor name badges are requiredfor access to the exhibit hall and will bechecked at the door during move-in andthe entire day of the 2018 BOMA Expo.Two complimentary name badges per10x10 booth, four complimentary namebadges per 10x20 silver sponsor booth,six complimentary name badges per 20x20gold sponsor booth, and ten complimentaryname badges per 30x20 platinum sponsorbooth will be provided.Name badges can be ordered in advance bycompleting the booth application. Additionalname badges may be purchased for 25 eachat the time application is submitted.Additional name badges purchased aftersubmission of application are 35 each.Freeman Exhibition CompanyD’Andrea NRG Center Exhibitor tor-2
Any additions or changes in name badgesduring the Expo must be certified by theexhibitor’s authorized representative.If you are not exhibiting, you cannot attendthe Expo. Service providers who have notpurchased a booth will not be allowed entryto the show. No exceptions. Individualswithout name badges will not be allowed in theexhibit hall. No exceptions.Exhibit Admission HoursThere will be no set up on the day of theExpo. Following exhibitor move in on May 16,exhibitors will only be allowed on the exhibitfloor at12:00 PM on May 17, two hours priorto the opening of the Expo. No rolling cartsor dollies will be allowed on the show floorthe day of the show.Removal of ExhibitsThe exhibit hall will close promptly at 7:00 PMon Thursday, May 17. Exhibits are not to bedismantled or removed, in whole or in part,prior to the official closing at 7:00 PM. Doingso will result in not being invited back toparticipate in future BOMA Expos. Beginningat this time, empty exhibitor boxes/crateswill be returned. All break down must becomplete by 9:00 PM on May 17.Storage Behind Booth DrapesAll car tons, crates, containers, packingmaterials, etc. stored for re-packing purposesmust be removed from the exhibit area afterthey are unpacked. There will not be any onsite storage. No exceptions.During the ExpoAll main and cross aisles, corridors, exits, stairways, etc. must be maintained at the requiredwidth at all times when the exhibit is open.All fire hose cabinets and emergency exits(including those inside an exhibit space) mustbe visible and accessible at all times. Noobstructions (chairs, tables, displays, easels,etc.) will be allowed to protrude into theaisles.ParkingThere will be free parking for set up ONLY onWednesday, May 16. Please use Holly Hall (Gate 3)to park all vehicles. The parking rate is 12.00 per car perday with no in and out privileges. Movers and/orexhibitors will have to pay for parking the day ofthe event. If you need additional parking passes,please contact Terri Kuvach attkuvach@houstonboma.org.SecurityWe will provide security from 3:00 PM on May16 until the end of the BOMA Expo on May17. It should be made clear, however, thatalthough Houston BOMA is providing thisservice, we are not responsible for any loss ofmaterial by an exhibitor. We urge you to takeevery precaution to prevent loss or damage.Obtain proper insurance coverage for yourgoods from the time your shipment leavesyour office, during move in, on show days,during move out, and until all materials havebeen returned to their point of origin.Exhibitor DrawingsExhibitors are encouraged to conduct prizedrawings in their booth. Houston BOMAwill announce your winners over the publicaddress system every hour between thehours of 3:00 PM and 6:00 PM, if the prizeis over 100 in value. If you would likeyour winners announced, you must fill outthe form located near the stage.DemonstrationsDemonstrations are defined as the part ofthe exhibit program involving the interactionof exhibit personnel and their audiencethrough corporate presentations, productdemonstrations, or sampling. Demonstrationareas must be organized within theexhibitor’s space and may not interfere withany traffic aisle. Sampling or demonstrationtables must be placed a minimum of 2 ft.from the aisle line. Should spectators orsamplers interfere with the normal trafficflow in the aisle or over flow into neighboringexhibits, Expo management will requestthat the presentation or sampling Exhibitors must police their own booths tobe sure the noise levels from demonstrationsor sound systems are kept to a minimum anddo not interfere with others. Remember theuse of sound systems or equipmentproducing sound is an exception to the rule,not a right. Expo management reserves theright to determine at what point soundconstitutes interference with others andmust be discontinued.All product demonstrations involving anymoving and potentially hazardous machines,displays or parts, must have hazard barriers toprevent accidental injury to spectators.Demonstrations must always be super visedby exhibitor personnel who can stop thedemonstration in the event of an emergencyand all demonstrations involving potentiallyhazardous by-products such as dust, fumes,sparks or flames, must be approved in writingby exposition management 60 days prior tothe show.Buyers’ Guide 2018The 2018 Buyers’ Guide will be a printedand digital publication that will be maileddirectly to Houston BOMA members, as wellas distributed to each Expo attendee. Thisdocument will list all of the ServiceProviders that belong to Houston BOMA andhighlight those that are exhibiting at theExpo.For information on obtaining increasedexposure for your booth and company,please contact Nancy Taylor at Naylor at678-808-3189.QuestionsFor any questions, please contact TerriKuvach at 713-255-9181.The aisles are the property of the entireshow and each exhibitor has theresponsibility to assure proper flow of trafficthrough the entire show. When large crowdsgather to watch a demonstration or forsampling and interfere with the flow oftraffic down aisles or create excessivecrowds in neighboring booths, it is aninfringement on the rights of otherexhibitors. Aisles must not be obstructed atany time.3
PlanExhibitExhibitorFloor FloorLayoutMay 17, 20182 – 7 PMNRG CenterOne NRG ParkHouston, Texas 770544
2018 Houston BOMA ExpoOfficial Regulations and Conditions of Contract1. Event. Booth set-up is on May 16, 2018 from 3:00 – 8:00 PM.Booth break- down is on May 17, 2018, from 7:00 – 9:00 PM.2. Contract for Space. By submitting an application for exhibitspace, the applicant releases the Houston Building Owners andManagers Association and its agents from any and all liabilitiesto applicant, its agent, licensees, or employees that may ariseor be asserted as a result of submission of an application or ofparticipation in this exhibit. Houston BOMA determines theeligibility of any company or product for exhibit. Acceptance ofapplication does not imply endorsement by Houston BOMA ofthe applicant’s products, nor does rejection imply lack of meritof product or manufacturer.This application for space (when endorsed by Houston BOMAwith notice of space assignment) constitutes a contract for theright to use the space. Rental for space is payable with thisapplication. No refund may be made for space that is not usedor for space that is unused during part of the exhibit. HoustonBOMA may rent or use it without obligation or refund.3. Booths. Booths are 10-feet wide by 10-feet deep, unlessotherwise indicated on floor plan. Booths of uniform designflame-proofed drapes with tubular aluminum framing will besupplied by Freeman. Background height is 8 feet, dividerheight is 36 inches. Electrical hook-ups are not included andmust be purchased from Freemans. Carpet is provided.4. Special Displays. For open display exhibits spaces – in all suchexhibit spaces exceeding four booths located adjacent to oneanother or across the aisle from one another, displays maynot exceed the 8 feet height limitation that has beenprescribed for other areas unless the plans for suchinstallation have been approved in writing by Houston BOMAat least 60 days prior to the show.Background fixtures and showcases up to 8 feet in height maybe installed in the exhibit space to a distance of 4 feet fromthe back wall of the space, but may not exceed a height of 36inches in the remaining area of the booth, and must bedesigned and constructed so as not to detract from theappearance of the adjoining booths or the exhibit floor.The space provided will be as shown on the floor plan insofaras possible, but Houston BOMA reserves the right to makechanges at any time in the location, size and display limits ofany booth if this is in the best overall interest of the exhibit.Exhibits may not project beyond the space allotted orinterfere with traffic to exhibits of others.5. Use of Exhibit Space. No Exhibitor may sublet,assign orapportion any part of the space allotted, or represent,advertise or distribute literature for the product or servicefor any other firm or individual except as approved in writingby HoustonBOMA. The purposes of the exhibit are to informand educate Expo attendees regarding services and uses ofthe products. Sales or orders may not be solicited or taken.6. Restrictions. Houston BOMA reserves the right to restrictexhibits which, because of noise, odor, method of operation,or any other reason, become objectionable or otherwisedetract from or are out of keeping with the character of theHouston BOMA Expo 2018 as a whole. It may forbidinstallation or request removal or discontinuance of anyexhibit or promotion which, if continued, departs substantiallyfrom the design and description given advance approval. Inthe event of such restrictions or evictions, Houston BOMA isnot liable for any refund of rental or other expenses.Advertising, displays, demonstrations, conferences, andentertainment, in the interest of business are notpermitted except by firms that have rented space toexhibit. Music is not permitted.7. Conduct. Exhibitors operating sound motion pictureequipment, record players, loud-speakers or any othernoise-creating devices shall do so only at a level which willnot interfere with other exhibitors or add unduly togeneral acoustic inconvenience or Houston BOMA mayrequire all demonstrations, interviews and other exhibitactivities be halted so as not to infringe on the rights ofother exhibitors or of fend visitors to the exhibit.No undignified manner of attracting attention will bepermitted. All booth attendants shall be dressed modestlyand in good business taste.8. Souvenirs and Samples. Distribution of souvenirs and samplesin a dignified fashion is permitted provided there is nointerference with other exhibits, and the souvenirs orsamples pertain to or contribute to the exhibits. HoustonBOMA may withhold or withdraw permission to distributesouvenirs, advertising or other materials it considersobjectionable.9. Fire Regulations. Booth decorations and construction mustconform to the fire regulations of the City of Houston andNRG Center. Combustible or explosive materials andsubstances may not be used. Cloth and other flammablematerials must be flame-proofed. Packing containers,5
excelsior, wrappings and similar materials must be removedfrom the exhibit area and not stored under tables or behinddisplays.10. Care of Premises. No part of an exhibit and no signs or othermaterials may be pasted, nailed, or otherwise affixed towalls, doors, or other surfaces in a way that might mar ordeface the venue or booth equipment and furnishings. Damagefrom failure to observe this notice is payable by the Exhibitor.11. Exhibitor’s Representative. A representative of the Exhibitormust be in attendance throughout the period of theexhibition. The Exhibitor is to notify Houston BOMA inadvance who their official representative will be.The official representatives will upon registering, receive twocomplimentary name badges per 10x10 booth, fourcomplimentary name badges per 10x20 silver sponsorshipbooth, six complimentary name badges per 20x20 goldsponsorship booth, or ten complimentary name badges per30x20 platinum sponsorship booth will be provided. Additionalnametags will be provided at 25 each if paid with theapplication or 35 each if requested any time after submissionof application or onsite.13. Liability and Insurance. Houston BOMA will employ reputableguards and will take reasonable precautions to safeguardExhibitor’s property; however, Houston BOMA assumes n oliability whatsoever for loss or damage, throughany cause, of goods, exhibits, or other materialso w n e d , r e n t e d , o r l e a s e d b y t h e e x h i b i t o r . TheExhibitor shall indemnify against and hold harmless from anycomplaints, suits, or liabilities resulting from negligence ofthe Exhibitor in connection with the Exhibitor’s use of exhibitspace.14. Interpretation and Enforcement. These regulations become apart of the contract between the Exhibitor and HoustonBuilding Owners and Managers Association. All matters inquestion not covered by these regulations are subject to thedecision of Houston BOMA, and all decisions so made shallbe binding on all par ties affected by them as by the originalregulations. Any exhibitor that does not adhere to contractwill risk being allowed to exhibit in future Houston BOMAExpos.All representatives of exhibiting companies must wearidentification badges while on the exhibit floor and must beemployed by the exhibiting member company. No personwithout a name badge will be allowed on the showroomfloor on the day of the Expo. No exceptions.12. Buyer’s Guide. A Buyer’s Guide, showing the location of eachExhibitor, will be distributed before the Expo, as well as at theExpo. *For additional information about increasedexposure in the Buyer’s Guide, turn to page 3.6
Freeman Exposition Services . The exhibition company for the 2018 . Houston BOMA Expo is Freeman. Specific questions regarding your booth, booth equipment, and accessory rentals can be answered by D'Andrea Thompson with Freeman. Please note: booths do not include electricity and exhibit hall floors are not carpeted, but carpet is being provided.
