Rules and Regulations

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It is the responsibility of the exhibiting firm to be fully familiar with these Exhibit Regulations and to see that each member of the firm attending the conference, either as exhibit personnel or delegate or both, is also familiar with the Regulations. Distribution to all those who will be present for the conference is recommended.

Exhibiting Policy

Applications for exhibit space at future National Athletic Directors Shows may be declined if an exhibitor does not comply with all rules and regulations stated.

Character of the Exhibit

1. Contract for Space
Applicants for exhibit space are required to execute and forward an Application/Contract to the NFHS/NIAAA. To be valid, each application must be accompanied by payment in full and must specify the products or services scheduled for exhibition. Booth prices are variable ($1,200-$5,000) and are indicated in the key located with the floor plan.

2. Space Assignment
Allocation of space will be determined by date and time of receipt of Application/Contract via online registration, and as close as possible on the basis of applicant’s wishes and requirements. If the preferred booth choices are no longer available, show management will contact exhibitor and allow the exhibitor to choose from the open booth spaces. The NFHS/NIAAA reserves the right to alter the Exhibit Floor Plan or change space assignments in the event of emergency and/or the interest of any exhibitor. In such event, the exhibitors affected by the changes will be notified by the NFHS/NIAAA. Exhibitors’ representatives shall remain inside the confines of their exhibit space, not in the aisles. Exhibitors shall agree to oversee their booth(s) during the exhibit hours until 3:30 p.m. on December 14, when the show closes. Early tear down will not be permitted. Penalties may apply.

3. Payment for Space
Payment in full is due with Application/Contract to validate space reservations. Payments made by check must be secured within 30 days from the date of confirmation of Application/Contract, or space reservation will be withdrawn. Deposits will not be accepted. Exhibitors will be notified via email of space confirmation.

4. Cancellation
A refund of ninety percent (90%) will be granted for space canceled in writing within thirty (30) calendar days from the date of confirmation. Fifty percent (50%) of the deposit will be retained if space is canceled after 30 days from date of confirmation. However, no refunds will be issued for space canceled after November 1, 2020. All cancellations must be in writing, postmarked by cancellation deadlines.

5. No Show
Any company that is contracted to exhibit must check-in on-site with NFHS/NIAAA show management by 10:00 a.m. on Sunday, December 13 or company will be considered a “no show.” Its space is subject to being released. No refund will be issued.

6. Subletting
No exhibitor may assign, sublet or apportion his or her space in whole or in part, nor exhibit any products or services other than those manufactured or handled in the normal course of its business, nor permit any agent or any exhibiting firm to solicit business in its space. If special circumstances warrant an exception, permission must be obtained in writing from Show Management, who reserves the right to render final judgment with regard to the appropriateness of the request.

7. Exhibitor Kit
An exhibitor kit will be furnished to all participating exhibitors by the official conference decorator, Fern Exposition & Event Services, and will contain exhibit instructions and order forms for all booth accessories and services required. Orders not processed in advance for furniture, carpeting, labor, etc., must be procured at the Exhibitor Service Desk in the Exhibit Hall. NOTE: A significant discount is offered on orders placed in advance. Exhibitors requiring the services of independent contractors must have prior approval of Show Management and provide the Independent Contractor’s Certificate of Insurance naming the NFHS/ NIAAA as an additional insured, thirty (30) days prior to the exhibition. No exceptions will be made that interfere with the orderly function or security of the exposition, or with obligations or commitments of the NFHS/NIAAA. Exhibitors using ground or air freight carriers are requested to ship directly to the designated freight contractor in ample time prior to the exposition to allow effective and timely handling of materials.

8. Display Construction and Limitations (see Display Specifications)
The NFHS/NIAAA will provide:

• flameproof side drapes three feet (36”) high 
• flameproof back drape eight feet (8’) high 
• one (1) uniformly-styled sign, designating the exhibitor’s firm name and booth number

• Gasoline-powered vehicles for display must have less than 1/4 tank of gas or ten gallons, whichever is less, and the fuel tank must be sealed with tape or locked. Battery cables shall be disconnected once the vehicles are in the booth. Visqueen must be placed underneath the vehicle.
• The use of helium in any form, glitter, pets/animals, motorized vehicles (except for exhibit purposes), stick-on decals, or any object/material with an adhesive, removable backing is prohibited.
• All electrical equipment/wiring must conform with National Electrical Code Safety Rules. Column or wall outlets may not be used in the exhibit halls for direct connection by anyone other than employees of the authorized electrical contractor.
• Display and/or operation of any heavy equipment will be subject to the floor loading restrictions of the exhibit area.
• Drip and/or drop cloths are required when pouring or vending beverages, or preparing, operating or testing exhibit equipment to prevent lubricants, paints, fluids, etc., from staining the floor or causing a slippage hazard. All vehicles which produce or emit effluent and which must be operated for the purpose of an exhibit production or performance must adhere to operational recommendations of Show Management, in keeping with approval of the Tampa Fire Marshall’s office. These materials should be secured nightly or when no longer in use.
• All exhibit-related utility connections (which includes electrical, audio, video, water, compressed air, telephone and data transmission) must be ordered through and supervised by Show Management or contractors authorized by Show Management. This includes any and all utility connections made which are not implicitly covered in the electrical or plumbing rate schedules.