Please read all “Exhibitor Terms & Conditions”. This section contains details about the set-up of your exhibition booth as well as the terms and conditions to which your company must agree to in order to participate in this event.
Application for exhibit space must be made in writing and submitted on the Exhibit Space Contract. To apply for exhibit space:
Two conference registrations are included in your exhibit fee for each indoor exhibit hall booth space. All representatives of the exhibiting company must be registered for the conference (the Exhibit Hall Contract does not serve to register company representatives). Badge sharing, splitting, and reprinting are strictly prohibited. Exhibiting companies must register online at least two weeks prior to the conference. If registration is not completed by the deadline, the exhibiting company may be subject to an onsite registration fee.
All Exhibitors will receive a complimentary listing in the conference program and on the conference website, featuring their company.
Please email a brief company description (up to 75 words) of your services and/or product offered by your organization to [email protected]. This description will be used in the conference program and on the conference website. Company descriptions for the conference program are due by 31 January 2024; no changes to the company description will be permitted after that date. If a company description is not provided, i-SIGMA will pull one from the company’s website. Company descriptions will be edited by i-SIGMA.
All image and graphic files must be high resolution and saved as PDFs or JPEGs. High resolution files are typically 300 dpi and higher. If they are too large to send via email, please send it through MailBigFile at www.mailbigfile.com/isigmaonline/.
Exhibitors will receive a list of all registrants a week prior to the event and attendees within a week of the event’s conclusion. These Attendee Lists for the i-SIGMA Conference are the property of i-SIGMA and provided to exhibitors as a benefit and courtesy to help them prepare for the event. Further distribution, sharing, or sale of the Attendee List is considered a violation of i- SIGMA’s intellectual property rights and subject to all remedies and consequences afforded by law and the i-SIGMA membership agreement. As a reminder, with any communications sent to attendees, sponsors must not SPAM users, should adhere to local jurisdiction, and enable users to unsubscribe should they not desire to hear from your organization further. i-SIGMA will not share any information regarding EU citizens in attendance at its events unless the individual specifically asks us to do so in writing.
i-SIGMA does not share the Conference Attendee List with any third-party vendors who sell prospect lists.
All decorating and exhibit furniture will be handled by the official contractor, Viper. Once available, and after receipt of the completed exhibit space contracts and payment, the contractor will mail the exhibitor services kits to exhibitors. Exhibitors are responsible for all freight, drayage, decorating, and labor charges. Viper must handle all of these services. Freight shipments will be coordinated through Viper. Freight instructions will be provided under separate cover.
All work involved in the erection, touch-up painting, dismantling, and repair of all exhibits — when this work is done by persons other than your full-time company personnel – will fall under union jurisdiction. Unless provided by the facility or their contractors, this work is to include wall coverings, floor coverings, pipe and drape, painting, placement of all signs, and the erection of platforms used for exhibit purposes.
All work involved in the loading and unloading of all trucks, trailers and common and contract carriers, as well as the handling of empty crates and the operation of material handling equipment, is under union jurisdiction. The union also has the jurisdiction of the unloading, uncrating, unskidding, leveling, painting and assembly of machinery and equipment, as well as the reverse process.
All exhibits shall serve the interest of the members of i-SIGMA and shall be operated so as not to detract from the other exhibits or from the conference, including noise level. i-SIGMA determines acceptability of persons, things, conduct, and/or printed materials and reserves the right to require the immediate withdrawal of any exhibit or materials believed to be injurious to the purposes of the association or event. In the event of such restriction or eviction, i-SIGMA is not responsible for any refund of exhibit fees or other exhibit- related expenses. Any food or beverage dispensed or given away at your exhibit space must be purchased from, or have the consent of, the conference hotel.
Exhibitors may provide samples and souvenirs; however, these must be kept within the contracted booth space unless other arrangements have been agreed upon through a sponsorship. Giveaways may not block aisles or in any way impair other exhibitors or the flow of exhibit hall traffic. Additionally, no goods are to be sold for delivery on the floor, although orders may be taken for future delivery. Any food or beverage dispensed or given away at your exhibit space must be purchased from or have the consent of the conference venue. Any exhibitors serving alcohol will need to hire a bartender from the hotel.
Booth signage and backdrops are allowed; however, not in such a way to block the aisles or in any way impair other exhibitors or the flow of the exhibit hall traffic. Signage is not to be hung or placed on the reverse side of a booth’s draped back and side walls. If Show Management feels that booth signage or backdrops do not follow these guidelines, then Exhibitor will be asked to remove or move the signage to an agreeable location.
All banner requirements should be submitted to Viper four (4) weeks prior to event dates. All banners must be hung by the venue and must comply with rigging safety guidelines provided by the venue.
Any sign, decoration, or production equipment that is attached to the ceiling structure or suspended from the ceiling will be hung and/or rigged and flown at a charge. Advance notification is required. On-site orders may cause delays and additional labor costs. All equipment, cables, and connectors must conform to OSHA safety standards and are subject to approval by the Venue’s On- Site Rigging Supervisor. Contact Viper for additional guidelines and assistance.
The dimensions and locations shown on the floor diagram are as accurate as possible. i-SIGMA reserves the right to make modifications to the floor diagram and change exhibit space assignments as may be necessary to meet the needs of the exposition and conference.
The expo ceiling is 19 ft. high. It is the responsibility of the exhibitor to check any weight and dimension limitations prior to delivery and set-up of their booth.
Vehicles that will be displayed inside the hall require the following:
Outdoor tents must be 20 feet away from the building and may not be side-to-side or in adjacent lot placements. All tents must be equipped with a fire extinguisher and secured with sandbags.
Exhibitors, or their agents, must not injure or deface the walls or floors of the exhibit hall and/or the truck exposition lot. When such damage occurs, the exhibitor is liable to the owner of the property so damaged. All materials used in decoration must be flame-proof. Electrical wiring must conform to applicable electrical code safety rules. Combustible materials or explosives are not permitted in the exhibit area.
Federal, state, and city laws will be strictly observed. All drapes, curtains, table coverings, skirts, carpet, or any material used in exhibits must be flame retardant. Wiring must comply with fire department and underwriters’ rules. Hall capacity will be monitored. Fire hose cabinets, fire extinguishers, sprinklers, fire exit doors, routes of egress, and any other fire safety device or facility must not be hidden, obstructed, or otherwise disturbed. Crates, packing materials, wooden boxes, or other highly combustible materials may not be stored in exhibit halls, meeting rooms, or fire-exit areas. Materials not in compliance with the regulations will be considered trash and subject to disposal. Passenger elevators and escalators may not be used for freight, including hand trucks, floats, and similar equipment.
Cancellations of exhibit space received in writing through 16 December 2023, will receive a 75% refund. Cancellations of exhibit space received in writing through 13 January 2024, will receive a 25% refund. Cancellations of exhibit space received in writing after 13 January 2024, will not receive a refund.
If i-SIGMA should be prevented from holding the conference and expo by reason of any cause beyond their control (such as, but not limited to, acts of God; governmental authority; or declared war in the United States; make it illegal or impossible for the Hotel to hold the event as deem able by i-SIGMA and the Hotel). i-SIGMA has the right to cancel the expo with no further liability to the exhibitor other than a refund of space rental fee, less a proportionate share of exhibition expenses.
A security guard will be provided, and he/she will conduct general surveillance of the exhibit hall during show hours (excluding individual booths) and the truck lot. Overnight security will only be provided for the truck lot and will not be provided in the exhibit hall. The exhibit hall will be locked; however, neither i-SIGMA nor the Hotel can ensure the security of items left unattended in any space.
Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and hold i-SIGMA and their employees and agents harmless against all claims, losses and damages to persons, property, government charges or fines and attorney fees arising from, or caused by, exhibitor’s installation, removal, maintenance, occupancy or use of exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of the conference hotel, its employees and/or agents.
Exhibitor acknowledges that i-SIGMA does not maintain insurance covering exhibitor’s property. Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitor’s display, equipment and/or other property brought upon the premises of the conference hotel and shall indemnify and hold harmless i-SIGMA from any and all such abuses, damages and claims.
Exhibitors using copyrighted music or video during the expo, whether within the exhibit area, hospitality space, or in any other way related to the conference and expo, shall obtain permission for such use from i-SIGMA. This requirement applies to all live and recorded music and video, including presentations.
Any exhibitor using copyrighted music or video, as set forth above, assumes the entire responsibility for its use and for obtaining the appropriate permission and payment of any fees associated with its use. The exhibitor further agrees to protect, indemnify, defend, and hold i-SIGMA, the management of the meeting facility, the service contractors and their respective employees and agents harmless against all claims, losses or damages, government charges or fines, and attorney’s fees arising from, or caused by, the exhibitor’s use of said copyrighted music or video.
Indoor Truck Exhibitors will have access to their spot in the exhibit hall from 8am – 9am on Tuesday 2 April. For safety reasons, indoor trucks will need to move in first before any booth setup begins. Indoor trucks MUST be moved in between 8am-9am, otherwise the spot will be forefited. Outdoor Truck Lot Exhibitors will have access to their designated parking lot at 12pm on Tuesday 2 April.
Exhibit hall booths will be allowed to begin setup in the hall starting at 12 pm on Tuesday, 2 April.
Registration for exhibitors will be in the exhibit hall on Tuesday, 2 April. Please report to the expo hall, Ryman C1 for badges. Registration will be open for trucks at 7 am and then at 12 pm for all other exhibitors.
All installations must be completed by 12pm on Wednesday, 3 April, and Exhibits must be staffed during all dedicated Expo Hours.
If booth space is not occupied by 11:15 p.m. on Wednesday, 3 April, i-SIGMA shall consider it a breach of this contract resulting in a fine of $400 and/or the loss of all exhibiting requests at future conferences. i-SIGMA will also have the right to use such space as necessary or to eliminate empty spaces in the exhibit hall and may do so without notification or any obligation on the part of i-SIGMA for any refund or compensation whatsoever.
Exhibits CAN be dismantled starting on Friday, 5 April from 7:15pm-9:30pm. Exhibits MUST be dismantled by
Saturday, 6 April, from 7am-10am. Please plan accordingly. Any early dismantling or packing shall be considered a breach of this contract, resulting in a fine of $400 and/or the loss of all exhibiting requests at future conferences.
NOTE: Conference registration does not include lodging. i-SIGMA does not provide a one-day pass-, tradeshow- or exhibit-only registrations.
i-SIGMA is dedicated to safe, inclusive, welcoming, and harassment-free events. All attendees, speakers, trainers, sponsors, volunteers, and any other participants are required to abide by the i-SIGMA Events Code of Conduct (iECoC) at any event, any in-person and digital event spaces, at official social activities hosted or sponsored by i-SIGMA sponsors, during meetings and communications, session proposal processes, and within post-event surveys. i-SIGMA Events attracts diverse people from a wide variety of backgrounds and demographics. i-SIGMA encourages everyone to consider the impact of their words and actions on those with different backgrounds and experiences.
Code of Conduct Behaviors
All event participants are expected to behave in accordance with professional standards, this Code of Conduct, applicable laws, and to the extent not contrary to the above, their respective employer’s policies governing appropriate workplace behavior.
Specifically, all participants shall treat each other with dignity and respect, regardless of differences and circumstances. There shall be no sexual harassment, no misconduct such as unwanted sexual advances, aggressive and threatening communications, disabling or disruptive intoxication, discrimination, etc.
Consequences of Violation of the Code of Conduct
Please note, membership and attendance of any i-SIGMA event is voluntary and subject to association policies, procedures, determinations, and prerogatives. i- SIGMA and/or designated representatives will investigate allegations of violations to the Code of Conduct and may take appropriate action including an immediate expulsion without refund, a temporary ban or permanent expulsion from future events, a warning to cease their behavior and that any further reports will result in further actions,
a revocation of leadership roles related to i-SIGMA events for a period of time or indefinitely, and reporting of any illegal activities to the applicable authorities.
What to Do When Subject to Violations
Anyone experiencing or witnessing a violation of the iECoC is encouraged to report the violation to the Complaint Resolution Committee, the elected Board of Directors, any member of the i-SIGMA staff, and/or the CEO of the association.
