Set up begins at noon on Thursday, June 21, 2018 with take down by close of Saturday, June 23, 2018.
Thursday, June 21 -- 12 pm to close
Friday, June 22 -- 7:30 am to close
Saturday, June 23 -- 7:30 am to close
All storage and handling charges for failure to remove exhibit material from the exhibition room by Saturday, June 23, 2018 shall be the responsibility of the exhibitor/vendor. Security will not be provided in this area during the event. Silent Weekend and the Hotel will not be responsible or items left in the exhibit area overnight. The Silent Weekend staff and the Hotel staff cannot be asked to move your tables around or to watch your tables.
Standard Exhibit: A 6' x 30" table and 2 chairs will be provided. Electricity is available for an additional cost at a first come first serve basis. Any additional requirement such as broadband, DSL, or other hookups must be negotiated directly with the hotel. If you need to rent an extension cord or any other audiovisual aid you can contact the hotel directly.
Space Allocation: A completed contract form accompanied by the advance payment shall be mailed to Silent Weekend. Upon receipt, space will be confirmed by email. Payment will be refunded if space is fully booked. Silent Weekend reserves the right to select the location of exhibitors with the understanding that it will not knowingly place competing businesses side by side.
Terms of Payment: Application for exhibit space must be accompanied with a Visa, MasterCard, Discover or American Express number or a check payable to Silent Weekend. The address is above. the deadline for receipt of applications is June 15, 2018 or when tables are sold out, whichever comes first.
Cancellation: All cancellations must be received prior to March 15, 2018. No refunds will be given for cancellations after that date.
Assignment and Subletting: The exhibitor/vendor shall not assign any rights under this agreement or sublet the space without Silent Weekend permission.
Removal of Exhibits: The exhibitor/vendor agrees to remove its display and equipment from the show site by the final move out time limit, or in the event of failure to do so, the exhibitor/vendor agrees to pay an additional charge of $100.00 to have conference management dismantle their exhibit. If damage is done to the floor, wall or other hotel property, the hotel reserves the right to assess charges.
Promotional Materials and Signs: By request of the hotel management, nothing shall be nailed, screwed, or otherwise attached to walls, floors, columns or other parts of the building or furniture. Silent Weekend reserves the right of approval of promotional material used for posting or distribution. Exhibitors are responsible for their own signage.
Liability Insurance: Silent Weekend does not insure equipment and all related display materials installed by exhibitors. Silent Weekend will under no circumstances take responsibility for any loss, damage or destruction caused to equipment, goods or property belonging to exhibitor/vendors. The exhibitor agrees to be responsible for his property and person, and for comprehensive insurance and shall hold harmless Silent Weekend and the organizers for any and all damage claims arising from theft and those perils usually covered by a fire and extended coverage policy.
Selling Products and Services: Selling and order taking may be done in the exhibit area. However, the exhibitor/vendor will make his own arrangements for maintaining any stocks of products available. A limited supply may be kept in the booth area and Silent Weekend reserves the right to restrict the supply to a reasonable amount. The exhibitor/vendor is responsible for collecting sales tax and reporting. Under no circumstances is Silent Weekend to be held responsible for any sales tax issues with the State of Florida.
Shipping Information: Silent Weekend is not liable for any receiving charges imposed by the conference hotel. Exhibitors should make prior arrangements with the hotel for any charges that may incur. Florida Hotel and Conference Center is not liable for personal property left unattended in exhibit areas. Removal of your property is strictly your responsibility. Any packages left in meeting rooms on move-out day will be disposed of. Should you need to send materials to the hotel prior to June 21, 2018 please use the below address. (check with the hotel about storage costs)